How to write a thank you letter that communicates appreciation

Writing a thank you letter for a gift or favor you have received, does this seem a little tedious to you or like an unwelcome chore? Like something you just want to get over and done with?

Consider this: It's actually a big chance!

Yes, it might sound a little corny but: Giving someone a sincere "thank you" can make a huge difference in this person's life – and in your own, too!

It's such a simple little gesture but one that has great potential. Receiving a heartfelt "thank you" can make your recipient very happy: Everyone loves appreciation, it is a gift that lasts forever, never grows stale, can't be bought with money or in stores. It's truly valuable. 

Appreciation and gratitude can transform difficult relationships – and make good ones even better!

The good news: Writing a thank you letter that communicates appreciation is not that difficult either!

It's actually quite simple - just follow this 7-step formula ...

Use a classic greeting like "Dear Jenni …" or "Dear Mr Collins …" or a more colloquial, informal greeting when writing to someone you know very well: "Mom, you're the best!" or "Nancy, can you imagine how delighted I was when I received your parcel last week?!" or "Wow, Paul, what a fantastic surprise!" 

Be specific when you mention the gift (or favor): Don't just write "(thank you for) the pullover" but "(thank you for) the pink shawl collar pullover you knit for me".

Why did you like the gift? - For example: "I love that pullover, it keeps me so warm and it looks just great with my favorite trousers."

(Didn't really like the gift at all? - Please see below!)

Let the giver know how much you appreciate him or her by giving a sincere compliment: "You really know me well. And you have such a great taste in fashion!"

It's not necessary to include this but maybe you feel like it – let the giver know why you are glad to have him or her in your life: "I'm proud to have such a cool grandma!" or "I feel truly blessed to have a friend like you."

Let the giver know how, when or where you will use the gift – and in what way it will be a benefit to you: "I will be so happy to have your pullover keeping me warm and cozy while cycling to work."

Easy … repeat your thank you before you end your letter: "Thank you again, dear Grandma!"

• Always be sincere and write from your heart. Don't use pretense or exaggeration – and if you don't know the other person very well don't use humor either. It can easily be misunderstood, especially in written communication.
• Does every occasion call for a (written) thank you note? - If in doubt: Just do it! Kathy from thank-you-note-samples.com puts it so well: "When have you ever wished someone hadn't thanked you?"
• What time frame is allowed or appropriate when it comes to sending a thank you letter? - Try to do it within 2 weeks after receiving the gift, 3 weeks at the latest.
• Don't make your thank you letter shorter than 3 lines.
• If possible, send a hand-written note – especially when writing to someone you know well.
• If you send a thank you letter for money gifts don't name the specific amount, better use expressions like: "the generous gift you gave me".

• Don't pretend enthusiasm. Go for more "neutral" words like "unique", "special", "creative" or "imaginative". For example: "Wow, Sidney, those bright pink plateau pumps are truly unique – you always come up with such creative ideas!"
• If you can't appreciate the gift itself, appreciate the giver's time or effort: "Thank you so much for the green legwarmers, Aunt Edith. You must have spent a lot of time making them for me!"

1) If possible enclose a photo showing you with your gift – or even better: Enclose a photo of how you put the gift in use.

2) Writer's block? - Start your letter with an appropriate quote and add your own words.

For example:

I can no other answer make, but, thanks, and thanks. 
William Shakespeare

How beautiful a day can be
When kindness touches it!
George Elliston

I feel a very unusual sensation - if it is not indigestion, I think it must be gratitude. 
Benjamin Disraeli

Writing a thank you note – or gratitude letter – benefits not only the recipient but you, too! It can actually make you feel a lot happier.

Recent findings of Positive psychology confirm: Gratitude is a very beneficial emotion. It can not only make you happier but also make you feel more relaxed, more self-confident and it can even improve your health!

Sonja Lyubomirsky, professor in the Department of Psychology at the University of California, Riverside, includes the practice of writing a gratitude letter as one of the happiness strategies in her book "The How of Happiness".

It's very simple: You express your gratitude to a person who has helped you in some way and whom you have never properly thanked. You don't even have to send the letter, just expressing your gratitude is enough:

"Indeed, in a recent study from my laboratory, we found that simply writing a gratitude letter and not sending or otherwise delivering it was enough to produce substantial boosts in happiness." 

Read more about this fascinating study here. 

Thank you note samples

Thank you notes & cards

Thank you quotes and sentiments