Writing an Appreciation Letter or Thank You Letter is one of the best ways of expressing your gratitude towards others. Whether it is your ex-boss, manager, client boss, team member, networking contact, or someone else, it is always a good gesture to write an appreciation letter to anyone who has provided assistance to you.

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Appreciation letter/Thank you letter format

Writing down an appreciation letter is not a difficult task. However, it is important to take care of the format. A proper format along with a right manner of expressing gratitude will impress your recipient.

1. Subject

Start your letter with the subject "Thank You" or related phrases. Your subject should clearly mention what your mail is regarding. Some of the examples of subject line are:

  • Thank You So Much!
  • Thank You for your Kind Help!
  • Thank You!

2. Salutation

Always begin the letter with proper salutation. Depending on your relationship with the person you can use a salutation that best fits the situation. If the person is close to you, you may use his first name. However, in professional scenarios, use full name to address the person. Here is an example:

  • Dear Mr. Yadav
  • Dear Mrs. Ritika Sharma

3. Introduction

Begin the letter with a brief introduction. The opening paragraph should set the tone and reason for your email. Express why you are writing to them. The introduction should be between 2-3 lines. An example could be:

  • I am writing this letter to send you my appreciation and thanks for (Your reason in brief).

4. Reason

It is the most important part of the thank you letter. Elaborate on the reason of your gratitude that you mentioned in the introduction. Also, mention how it helped you.

Mention these details in the first 4-5 lines. The concerned person must know why you are writing this letter. Always try to express your gratitude sincerely, but briefly.

5. Sign off

Before signing off, say thank you again. Use the proper closing like 'Best regards', 'Sincerely', etc. and end it with your signature.

Also read: How to write a formal email?

Appreciation/Thank you letter samples

It is always a good idea to read a few thank you letter samples before writing your own. Here are a few examples of appreciation/thank you letters for different scenarios. You can use them as they are or make your own with the help of these.

Appreciation/Thank you letter for job referral: Sample 1

Subject: Thank You for Referral

Dear Mr./Mrs./Ms.,

I would like to thank you for the helpful information that you provided during our phone conversation last week. Your insights into the field of {Mention field} were invaluable and have assisted me in clarifying my career goals.

As you suggested, I made an appointment with {concerned person name} at {company name} for further discussion. I appreciate this referral and I am sure that it will be very helpful.

Again, thank you for your information and time.

Best Regards
Yours Sincerely,
{Your Name}

Appreciation/Thank you letter to boss for promotion: Sample 2

Subject: Thank You Letter for Promotion

Dear Mr./Mrs.,

I am extremely grateful to have been promoted to {New Position}. Thank you so much for providing me with the opportunity to spearhead the new project. I am very grateful to you for showing your trust in me and offering me this opportunity. It's an honor.

Me and my team are looking forward to all the challenges and excitement that lies ahead. We will keep you updated on our progress and I am sure you will like the end results. I promise to work hard to keep the confidence and trust you showed in me.

Thank You
Yours Sincerely,
{Your Name}

Appreciation/Thank you Letter to manager for support: Sample 3

Subject: Thank You for your Support

Dear Mr./Mrs.,

I want to take a moment to thank you for your support, understanding, help, guidance, and encouragement through this difficult time regarding the {project name}. It is comforting to know that I am surrounded with such caring people. Thank you so much.

Your continuing support and encouragement are appreciated more than you recognize it. Thank You for being so understanding regarding the (issue). I am grateful to you to show your trust and confidence in me and I am sure that you will be pleased by the end results.

Thank you once again.

Yours sincerely,
{Your Name}

Appreciation/Thank you letter to team member for hard work: Sample 4

Subject: Thank You!

Dear Mr./Mrs.,

I sincerely thank you for your dedication and commitment towards the {Project name}. It is really marvelous and your work on the same is commendable.

There are several points where your problem-solving skills, positive attitude, and creativity allow us to easily solve the serious issues that might turn into roadblockers. Thank you for your wonderful job by contributing your creative skills to the project.

My best wishes and warm regards are with you for your bright and prosperous future.

Thank you,
Yours Sincerely,
{Your Name}

Appreciation/Thank You Letter to Colleague: Sample 5

Subject: Thank you Letter

Dear Mr./Ms./Mrs,

I want to express my deep appreciation for the support and helping me on (day and date) on the (your project name/matter). I am very grateful to you for taking out the time for my queries from your busy schedule and helping me out on (your matter). Your opinion value to me a lot and I will surely work over it. Without your help, I doubt that I will timely and perfectly complete my task.

You truly inspired me to work hard, sincerely and dedicated. It is an honor for me to have a chance to work with you. I truly appreciate Your caliber and vast knowledge. I credit you for the successful completion of (your matter).

Thank you once again for showing me the right path and how one can be an exemplary colleague. You are a true friend and a good mentor.

Thank you
Yours Sincerely,
{Your Name}

Appreciation/Thank you letter tips

1. Timing matters
Always try to send the appreciation letter or thank you letter without any delay. You can send the letter on the same day of receiving the help or within a few days of receiving it.

2. Sincere, brief and positive
A thank you or appreciation letter should be sincere, positive, focused, and not too lengthy. Try to complete your letter in 3-4 short paragraphs.

3. Proof reading and editing
Before sending the email, proofread it. Make sure your letter follows a proper format and is professional and polished.

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