How To Write A Professional Thank You Email

Thank you emails or letters allow you to express your gratitude to people who have helped or assisted you. In the world of work, when you attend a meeting with your clients/customers or when you sit down for a job interview, sending a thank you email goes a long way in letting them know how much you appreciate their time and also showcases your professionalism. Moreover, sending it to your coworkers or team to thank them for covering for you or for their contributions will enhance your working relationships with them.

So, in this article, let’s uncover why it is important to send professional thank you emails and take a look at some samples as well.

What Is A Professional Thank You Email?

As the name suggests, a professional thank you email is a message sent to the receiver’s email thanking them for their work, contributions, and time.

As email is now one of the fastest and most effective modes of communication for business purposes, it is the most preferred way to convey a message to coworkers, clients, or customers. For instance, if you want to stand out from the crowd after a job interview, you can send the interviewer(s) a thank you email within the next 24 hours. This way, they will know how invested and interested you are in the job. This can even influence their decision to hire you.

Reasons To Write Professional Thank You Email

A part of being professional includes having basic work etiquette, and this means thanking people and letting them know how much you appreciate them for their time, energy and contributions. Most importantly, people like to feel appreciated and letting them know it can make their day. This can improve your work relationship with your colleagues or clients and even widen your network.

And as we have mentioned earlier, sending a thank you email to your job interviewers can sway their decision-making as they will be able to see you as someone who is professional, smart and truly interested in working with them.

Tips To Write  Professional Thank You Emails

When it comes to writing professional thank-you emails, there are certain things you need to bear in mind for them to be well-written and effective. The professional thank you email writing tips below will help you draft a meaningful one.

Choose The Right Time:

The official business hours that we follow in India are 9.30 AM, to 5.30 PM, from Monday to Friday. So, ensure that you send a professional email within this time frame. Moreover, the sooner you send it, the more effective it will be. Let’s take a thank you email after a job interview as an example again. You must remember to follow up with your interviewer with a thank you note within 24 hours after the interview. Why? Because this will boost your chances of getting noticed and hired.

Mention How Thankful You Are:

After the salutation, you can start the body of the email by expressing your gratitude in a concise manner. For example, if you are sending a thank you email to your coworker who has been covering for you in your absence, you can write, “I am writing this email to thank you with all my heart for covering for me yesterday while I was on sick leave. Because of your help, I was able to complete the ABC project today. Know that you have my eternal gratitude.”

Tailor Each Email:

By making your thank you email more personal, you will be able to make it stand out and more meaningful. You can talk about a particular topic you and the recipient discussed during the meeting or interview, like a book, a movie or any interest you may have shared. This will establish that you have a common bond and will strengthen your relationship with them.

Follow The 7Cs Of Communication:

In the business world, when it comes to written communication, you must always follow the 7Cs of communication, which are concise, clear, correct, complete, concrete, considered and courteous. Your email should be easily understandable, to the point, and free of spelling or grammatical errors.  It should also be written in formal language.

Choose A Short And Straightforward Subject Line:

The email’s subject line should not be misleading and must not be more than 60 characters. Choose a simple yet compelling subject line. It can be as straightforward as “Thank You For Today!” or “Thank you for your time.”

Sign Off Properly:

Always end your thank you email on a positive note and remember to add your full name along with your contact information.

Samples Of Professional Thank You Emails

Let’s take a look at some professional thank you email samples to have a better understanding of how we can personalise each email depending on certain scenarios.

Professional Thank You Email After Job Interview Sample

As we have mentioned earlier, you should always send a thank you email within 24hrs after the job interview. This will make you stand out from the other candidates and increase your chances of getting hired for the job, as recruiters and hiring managers appreciate such initiatives.

Professional Thank You Email To Hiring Manager Or New Boss Sample

When you join a new company, you want to start on a good note. The best way to do this is to send a professional thank you email to your new employer or hiring manager. This will put you on their good side, and you will be able to maintain a strong and healthy relationship with them.

Professional Thank You Email To Clients/Customers Sample

A smart business move is to always put your clients’ or customers’ needs and satisfaction first. This may include sending them a personalised thank you email every once in a while. This will allow you to build a strong relationship with them.

Professional Thank You Email To Coworkers Sample

As working professionals, we all have days when we need help from our coworkers. It’s common courtesy to send them a thank note when they assist or help us, no matter the reason. A well-written and meaningful thank-you email can go a long way in making someone’s day.

Conclusion: Writing a professional thank you email is a habit that we must all adopt to advance our careers. So, we hope this article helps you in drafting meaningful and effective thank you emails from here on out.

We will leave you here with our best wishes!

Good luck!