Want to learn how to write a professional thank you email? But you don’t know what to say… 🙈
Saying “thank you” is not always easy, especially since it depends so much on your interlocutor.
In this article, we help you find inspiration with 35 examples and our 5 expert tips! 🤓
How To Write A Professional Thank You Email
A thank you email, as the name suggests, allows you to express your gratitude to a person or organization that has helped you, supported you, offered a gift, or provided a service.
A thank you email is more than just a polite message. 🤝
The primary goal is to express your gratitude to those who took the time to welcome you, whether it was for a business meeting, a collaboration, a discovery call with a prospect, or even a job interview. 👀
However, too few candidates or companies take the time to send thank-you emails.
For it to be well received, your “thank you” must be sincere. 🧐
Thank-you emails also serve as a reminder of things discussed with your interviewer and a reaffirmation of your motivation.
10 Examples of Professional Thank You Emails
Here are 5 sample emails to help you write your thank you emails if you’re in need of a little inspiration. They are adapted to different situations, and they’ll save you a lot of time. 💎
You can choose a thank you message from the free email templates below: 👇
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1. Professional Thank You Email Example After a Job Interview
If your internship or job interview went well, why not send a thank you email? 🧐 This type of action is always highly appreciated by recruiters.
For an internship, it will reinforce your position as a future professional and after the job interview, it will only strengthen your motivation to join the company and boost your application in a subtle way. 🚀
Example of a thank-you email for a job interview:
Dear Sir or Madam,
I would like to thank you for giving me the opportunity to interview for the position [title]. The tasks and functions described correspond perfectly to my profile and are of great interest to me. If you have any questions, please don’t hesitate. I look forward to further discussing my motivations for this role at [company].
Regards,
[your name]
Example of an internship thank you email:
Dear Madam/Dear Sir,
I would like to thank you for the warm welcome I received during my internship at your company. The missions that I had the opportunity to work on were very enriching. I greatly appreciated the opportunity to consolidate my knowledge and develop new ones.
Best,
[your name]
Example of thank you email for work-study interview:
Hello [name],
Thank you for our interview yesterday! Our conversation was very insightful and allowed me to gain further insight into life at [company] as a [insert job title]. I’m eager to apply my [skills] skills in this new role, and I’m confident of the positive impact this work-study experience at [school] will have on my career trajectory.
If you have any questions for me, please don’t hesitate to get in touch!
Best regards,
[your name]
👉 If your interview went well, the last thing you want to do is ruin things by making a faux pas.. 🙈
The best practices for sending professional thank you emails are simple: ⏬
- Don’t go overboard by exaggerating or using an overly enthusiastic tone (for example: “I’ve never been so motivated to work in my life”).
- Don’t be indifferent either 😨 (for example: “Hello, thank you for yesterday, and have a nice day”).
- If you’ve already sent an email to which you haven’t had a response, don’t resend another one. You risk being perceived as too pushy!
- Finally, read it again. Receiving an email without mistakes is a rare but joyous occasion for a recruiter. ✅
2. How To Write a Professional Thank You Email
Here are some sample emails if one of your colleagues is about to leave the company for one reason or another. It’s always nice to send them a little thank you note before they leave. 🥲
The kind of email you might send to a colleague who’s leaving after a short time at the company may differ from the one you’ll write for a colleague who’s been with you for a number of years and is leaving for retirement.
Let’s look at two examples! 🔎
Example of a thank-you email for leaving a job:
Hi {{FirstName}},
I can’t believe it’s already your last day! Even if we are sad to see you go, we would like to wish you the best!
I wanted to thank you on behalf of all of us at [company] for being an excellent teammate during your time with us.
Your future colleagues at your next professional adventure are going to be so lucky. Let’s stay in touch via LinkedIn! Also, feel free to get in touch by phone/email.
Big hugs, and don’t be a stranger!
[your name]
Example of a thank you email for retirement:
Dear {{FirstName}},
I can’t believe it’s already your last day! First of all, I’d like to wish you a big congratulations on your retirement.
From administrative assistant to Human Resources Manager, your trajectory at [company] has been nothing short of exceptional. Thank you for all these years of good and loyal service. All of us at [company] are so grateful to have had the opportunity to work alongside you!
As a token of our appreciation, the entire team would like to offer you this small gift. I wish you all the best in your retirement!
Best wishes,
[your name]
3. How to Write a Professional Thank You Email to Boss
Sending a thank you email to a recruiter after the interview is a must. It’s almost as important as the job interview itself. 😰Thank you emails allow you to increase your chances of getting a job, show professionalism, prove your motivation, and more. These emails are always appreciated by your recruiter!
Showing your motivation is one of the keys to success in the hiring process.
Not sending a thank you email can work against you. Employers will think you are passive, unmotivated, or simply not that interested in the open position. 😮
However, sending a bland, stereotypical thank you email that you may have just copied and pasted is not the best way to stand out from your competitors…
In fact, recruiters always appreciate receiving thank-you emails from optimized profiles. So it’s worth taking the extra time to proofread and personalize them. 🎁
Example mail to thank a recruiter or boss:
Dear Madam/Dear Sir,
I’m reaching out to thank you for the interview I had yesterday for the role of [position]. The recruitment process has been as informative as it was enjoyable. I’m grateful for having had the opportunity to demonstrate how my skills could support the growth of [company].
If you have any questions or would like to discuss my motivations further, please don’t hesitate to contact me.
Yours sincerely,
[your name]
4. Example of Thank You Email for Your Partnerships
Here are some message templates following a partnership or professional collaboration. 🤝 This gesture shows your partners or clients that you have a real interest in collaborating with them.
Example of a thank you email for a business partner:
Dear Sir/Dear Madam,
I wanted to extend my gratitude for our recent conversation regarding our services.
I am confident that our partnership holds great promise, and I assure you of the full commitment and availability of my team to achieve our shared objectives. The alignment of our values will undoubtedly contribute to the success of our endeavors.
Thank you once again for your time, and I’m looking forward to hearing from you.
Sincerely,
Example of a professional thank you email for a client:
Hello Sir/Madam,
We wanted to express our thanks for your ongoing support as one of our valued customers. Your trust means a lot to us, and we appreciate your active role in helping us grow.
I’m looking forward to continuing our collaboration.
5. Example of Thank You Email for Your Help and Support
Did you receive a gift from a loved one or colleague for your birthday? 🎂 Were you touched by the presence of friends at your wedding, or do you want to thank someone for looking after your cat while you were on vacation? 😻
Here’s how to do it:
Thank you email for a gift at work:
Hi {{FirstName}},
Sample wedding thank you email:
Hi {{FirstName}},
How to say thank you in email professionally
👉 Use these general thank-you phrases appropriate for both personal and business emails:
- Thank you so much.
- Thank you very much.
- I appreciate your consideration.
- I appreciate your guidance.
- I appreciate your help.
- I appreciate your time.
- I sincerely appreciate ….
- My sincere appreciation.
- My sincere gratitude.
- My sincere thanks.
- Thank you for your assistance.
- Thank you for your consideration.
- Thank you for your encouragement.
- Thank you for your guidance.
- Thank you for your support.
- Thank you for your thoughtfulness.
- Thank you for your time.
How to thank someone in an email?
👉 Sending a business thank-you note is not only professional, but it also helps you create relationships with your professional business contacts:
- I appreciate your assistance and look forward to future collaborations.
- Many thanks for giving me this opportunity.
- Thank you for referring [individual name] to me for [services provided].
- Thank you for referring us to {{CompanyName}}.
- Thank you very much for the assistance you provide my business. I sincerely appreciate it.
There you go, 🤠 now let’s look at these 5 tips to write the best thank you emails at work!
5 Tips to How to Say Thank You in an Email Professionally
Tip 1: Be Yourself
The golden rule for all your thank you emails is to be yourself. 🥇 Without overdoing it, a simple message is enough to demonstrate your motivation and confirm your interest in working at a company or collaborating with a partner.
Whether it’s a partnership, a job interview, or a business meeting, it’s important to be on the same page for a good collaboration. 🌈
Be honest and sincere. If you really want to work with someone, just express that desire in the simplest way possible.
Of course, you need to follow certain polite formulas but you’re free to take inspiration from templates, like the ones shown earlier, for a well-written email. ✍️
Tip 2: Add a Clear Email Subject Line
Remember to add a simple and relevant email subject line! You should remain cordial while reiterating the reason for your message. For example, use basic phrases like, “To follow up on our business meeting,” or if it’s a job interview, “Following my interview for the role of [position]”. 🥸
If you want to stand out, use a little humor in your message. 😝 However, make sure it still fits the setting and the person you are conversing with.
Tip 3: Confirm Your Interest
Don’t be afraid to show the person you’re talking to that you really want to get a job or sign a partnership. If you want the person in front of you to keep your resume in mind after an interview, then let them know you were paying attention by summarizing some key points discussed. ⚡
This not only shows your motivation but also shows that you are thorough and can retain information quickly. 💡
This applies when you are taking part in a recruiting process as well as if you are engaging with a potential business partner.
Tip 4: Show Your Motivation
A “thank you” is the best way to round off an email.
If you recently had a job interview and you send them a thank you email, you are reaffirming your motivation. 😃
Show them that you are the ideal candidate. Tell them the different ways in which you fit the profile they are looking for. 🪶
In case it’s a business partnership, you should talk again about the common motivations for this partnership.
Tip 5: Put Your Contact Information
Whether it is a thank you email or a follow-up email, never forget to mention the name of the person who you spoke with, as well as the date of the interview. 🗓️
Lastly, make sure you sign off with your full name and contact information (phone number and links to your website or LinkedIn page).
This way, potential employers, employees, or clients have the elements to call you back quickly. 📞
A professional thank you email can make a big difference when you are competing with many candidates or service providers.
It won’t take you more than 15 minutes to write it and you’ll increase your chances of getting your dream job, a beneficial partnership, etc. 🤩 So don’t hesitate. Remember to be creative, keep it short and sweet, but most importantly…
Be yourself!
Conclusion: How To Write A Professional Thank You Email
Here’s a recap of the 5 thank-you email templates we saw in this article: 👇
- After interview thank you email.
- General professional thank you email.
- Thank you email for a recruiter.
- Thank you email for a business associate.
- Thank you email after receiving help/support.
👉 Also, consider remembering our 5 tips for writing great thank-you emails:
- Be yourself,
- Add a clear subject line,
- Confirm your interest,
- Show your motivation,
- Put your contact information.
And there you have it! ✨
How to thank someone in an email
To conclude, it is essential to adapt your speech to the person or company you are exchanging with. You absolutely must choose your words carefully according to the recipient. 📨
Addressing an employer after an interview or during an internship is not the same as thanking a friend for a birthday gift or sending condolences to an acquaintance.
Adjust your greetings to suit your level of intimacy. 🤗
Start your email with “Hi” for a friend or “Hello” or “Dear Sir/Dear Madam” for a professional relationship. And to end your thank you email, use an appropriate level of politeness: reserve “hugs & kisses” for the most intimate of relationships and a more formal “sincerely yours” for business associates.
Remember writing a good message is a skill, so, if necessary, ask someone close to you to proofread it to avoid any mistakes!
Frequently Asked Questions
How do you say thank you professionally in an email?
We recommend sending an email after a job interview, collaboration, or business meeting. 💼
When thanking your contact for a recent exchange, speak sincerely to the person involved while using a professional tone. Express your gratitude with simple phrases like “Thank you for your time.” ⌚
Don’t forget to mention their name at the beginning of the message and put a clear subject line like:
How to Reply Professionally to a Thank You
First, reiterate your gratitude, as you most likely already thanked them during your initial interactions. 😊
Mention what service was rendered or what you talked about, and then enthusiastically express the value of the conversation you had.
In this second message, you can write a thank you sentence like :
Remember, personalization is key when it comes to writing a good message! 💥
How and When to Send a Thank You Email
Now that your professional thank you email is written, all you have to do is send it. Why not use our Waalaxy automation tool to do so? 👽 With our online email service, you just need to set up your email address and choose the recipients of your email!
Discover Waalaxy 🪐Above all, don’t wait too long to send your email at the risk of other candidates or companies doing it before you! 🥱 On the other hand, don’t send your thank you messages too early. The same day is too eager, and a week is too long. We recommend a day but you can wait up to 3 days (latest) to send your email. 😉
By now, you should know how to properly send and how to write a professional thank you email! Bye-bye.⚡