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6 Steps To Write The Perfect Thank-You Note

6 Steps To Write The Perfect Thank-You Note

Saying thank you is a decent thing to do. You can say thank you for almost anything in life. You can thank a customer for choosing you, a spouse for being supportive, thank an employee for dedicated service, and many other options. Saying thank you is a process. 

Though simple, it should be followed well to achieve the intended feel. Here are the six steps.

1. Greet the person

When it comes to writing, start with a personal salutation. It is courteous to greet people. Include the first name in the greeting. First names work best for thank you notes. Unlike formal communication, which works best, when you use the surname, a thank you note should loosen up a bit. Try something such as “Dear Julie” or “Dear Mr. Jones.” You can retain the formal touch for company thank you notes.

2. What are you thanking the person for?

Someone will want to know why he or she is receiving a thank you note from you. Ensure you state a reason for saying thank you. If it is not there, he or she will be confused. You don’t want your recipient to be anxious for nothing. Save them the trouble—specify the reason for the post.

A thank-you note for a loved one can be as simple as “Thank you for the love that you have shown me throughout this period.” Ensure that it is as succinct as possible.

After your wedding you’d like to show appreciation to your guests. When sending notes to multiple people, you may need to add that personal touch and appreciation to a specific thing. So if a certain person made a contribution such as sponsoring your cake, make sure you state that to your thank you note. However, according to Tons of Thanks, if you can’t remember who gives what, you can use generic wordings like, “Thank you for attending my wedding” or “Thank you for your wedding gift.”

As an appreciative boss you can say, “It is now five years since you joined our company. We want to let you know that we appreciate this wonderful time that we have shared with you.” If you need more than one sentence to make the information complete, do so.

Thanking someone for the small things that they have done for you can create a feel-good factor about your relationship. So, do not underestimate the simple things.

3. State your feelings

State your feelings

You appreciate what they have done for you. You have made that point known to them, but you also want to tell them how you feel about it. Assure them of your positive feelings. For example, “We look forward to having many more years of your service.” You can also bring a throwback moment that you both cherish. For example, “you joined us at a time when we were struggling and as we tied the knot together, you were there to witness the most important day of our lives.”

4. State your plan or course of action

Thank you notes make people positive, and they are always wondering what they could do to keep the feel-good moment. It is always good to say something about your plans. In our example, you can say something such as, “We believe that you will be a perfect candidate for our annual management associate program. Consider this as a sign of gratitude.” or for a loved one, a promise to be there as well for her or him. At least the person now understands the purpose and motive of the thank you. 

5. Reiterate the thank you

Closing the thank you on a high note is sometimes an art. You don’t want someone to be left hanging. Let the person know once more how you feel. You will most certainly reiterate the feelings. For example, “On behalf of ABC, we say thank you for your dedication, commitment, and support.” Sometimes gifts or offers accompany thank you notes. Such offers cannot fit into the thank you note; you may have to send them as an accompaniment. For weddings, a thank-you note can also be included in the souvenir items.

6. Close with a salutation

This communication needs to be signed off by someone who is authorized to make whatever is contained in the thank you possible. If it is a personal thank you note, you sign it off with your name so that the person can know, or in case of an after-wedding note, you can use “Mr. and Mrs.” or both of yours and your husband’s name. If it is a formal thank you note, you will need to use a recognizable title. For example, “Yours sincerely, Ted, COO at ABC.”

A perfect thank you note has a purpose, proper salutation, and personable. It has supportive information that will help the recipient understand it better. Furthermore, it shows your appreciation and gratefulness even for the smallest gesture.

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