Guide to Thank You Messages (How to Write Them and Examples)

Updated August 17, 2023

Sending a message to thank someone for their support or for providing an opportunity is a way to express your appreciation to colleagues and potential employers. These messages show your professionalism and can make a lasting impression on the receiver. For example, by writing an effective and respectful thank-you note after an interview, you reinforce your professionalism and interest in the position and can increase your chances of being hired. In this article, we review some various phrases you can use to show gratitude, including sentiments to include in thank you messages for support, and provide tips and tricks for writing these messages efficiently.

Benefits of sending thank-you messages

Particularly when searching for jobs, there are many opportunities to thank potential employers for the opportunity to communicate with them. Sending thank-you messages shows your appreciation for those opportunities. Remember that the employer has spent time and resources considering you for a position. Sending this message also reminds the employer of your various qualifications and skills and provides you with an opportunity to reconsider or review any answers you provided during your interview.

If you haven't heard from the employer since your interview, you can also consider using a thank-you message to follow up with them. In many cases, employers will respond to these messages with the next steps or by thanking you for applying to the position. You can both handwrite or email your thank-you notes. You may also consider sending a thank-you for the support message to any contacts who have provided a reference letter.

Phrases to use for thank-you messages

Here is a list of example phrases that you can include in your thank-you messages, including ways to say thank you for the support:

1. General thank-you messages

You can use general thank-you notes in multiple contexts, including as a way to thank someone for support in an endeavour. Here are some examples of general phrases you can use in a thank-you message:

"I appreciate your help and hope to continue working with you in the future."
"Thank you for referring me to the Toronto Association for Marketing Executives."
"I sincerely appreciate the opportunity to meet with you. Your organization shares many of my values, and I would be delighted to hear back from you."
"Thank you for your assistance when helping me with my job search. Please let me know if there's anything I can do to help you in the future."

2. Personal thank-you messages

Personal thank-you messages typically refer to specific situations. Target these notes to create a bigger impact. Here are some examples of general messages:

"I am grateful for the support you provided me when I had questions about the job. You were a great help, and I was able to prepare for my job interview because of it."
"I value the insight you provided me when I was deciding which writing sample to submit. With your help, I obtained the job I wanted, and I am forever grateful."
"I appreciate the confidence you showed in me when you let me work for a shift as a test. I had a wonderful time learning about your company and the responsibilities expected of the job position I applied for with your organization. I believe I'm a great candidate and look forward to learning from you."

3. Professional thank-you messages

Professional thank-you messages should maintain a professional tone. Send these notes to supervisors, upper management, and coworkers. Here are some examples of professional messages you can send to say thank you for the support:

"Thank you for reading my application materials and information. As shown in my CV and cover letter, I believe I'm a great fit for your company because I share your values and goals. I have strong writing skills and good communication and interpersonal skills."
Thank you for your assistance when I was looking for a job. I recently applied to your company and received confirmation that the company reviewed my application. I sincerely hope we get to be coworkers in the near future."
"Thank you for the interview and for taking the time to talk to me. I appreciate the conversation we had about career advancement opportunities and career options. In the future, I hope we get to have more of these discussions."
"I noticed you've been putting in a significant amount of work on our recent project. Thanks to you, we've increased production by over 50% this quarter! Thank you for your adaptability and reliability."
"I wanted to take this opportunity to thank you for the ideas you provided at yesterday's board meeting. If you have the chance, I would like to discuss some of these ideas with you. Please contact me when you have a moment to talk."

4. Reference thank-you messages

Here are some examples of phrases you can use when sending someone a thank you message for the support of being a reference during your job search:

"I wanted to take this opportunity to thank you for being my reference in my last job search. As always, you're a great friend, and I'm fortunate to have worked with you for so many years. I hope we cross paths professionally in the future."
"Thank you for telling me about the job opportunity at Royal Investment Banks. I have a job interview coming up because of your excellent reference letter. Please let me know if there's anything I can do to help you in the future!"
"Thank you for telling me to contact Amber Trakes at the Senior Citizens' Club. I have an interview tomorrow and am really looking forward to it."

5. Long thank-you messages

In a situation where you've had an interview that was particularly successful or when you want to address particular interview details, you can consider writing a longer message to thank your interviewer for the opportunity and support. Here is an example of a longer thank-you note.

Sarah Boice
Montreal, Quebec
September 19, 2021

To: Jace Spiegster
Social worker
Montreal Social Work Association
Montreal, Quebec

Dear Mr. Speigster,

I wanted to take this opportunity to thank you for the interview we had yesterday.

I applied for the social worker position and thoroughly enjoyed speaking with you, meeting your coworkers, and learning about what it takes to work at the MSWA. I am interested in working for your organization because we share common values of empathy and compassion. This job matches my unique skill set and experience. Furthermore, I believe I meet all the academic requirements for this position and, as we discussed, you need an employee who has good theoretical knowledge of behavioural models.

You also mentioned the need for someone who can maintain good case notes and who has strong technological skills. I'm highly organized and familiar with how to write detailed case notes for each of my clients. I frequently attend CASWE's annual conferences and improve my skills by attending online skills classes in my free time for professional development.

Once again, thank you for this opportunity. If you have any questions about my previous experience, you can contact me on my mobile number, 613-313-1313. I look forward to hearing from you.

Best regards,
Sarah Boice
Social worker and crisis interventionist
sarahboice@email.com

Tips for writing effective thank-you messages

Here are a few tips to follow when you are writing and sending a thank you message for support in a professional situation:

1. Send it quickly

Send your message quickly. This requires you to have the right email address. If you don't, send your employer a handwritten message. Remember that handwriting and mailing your note can take longer to be delivered to the recipient, but it is more personal. If you are sending a message as a follow-up for an interview and to determine the next steps, sending it by mail or waiting several days is appropriate.

2. Verify the name and address

Next, remember to verify the recipient's name and contact information. When interviewed by multiple people, it's appropriate to ask them for their business cards. These cards typically have the necessary information to provide accurate salutations and send your note to the right recipients. If the business card is unavailable, look up employee information on their website.

3. Consider the paper

If you handwrite your note, consider the quality of the paper you use. You can find good-quality notes in stationery stores. The card needs to be as simple and professional as possible. Make sure the card is big enough for you to fit your message and write clearly. Aim to leave enough space at the end of your message to include your contact information.

4. Customize your note

Customize your note depending on the person receiving it. If you are sending it to a hiring manager who gave you personal details in an interview, consider adding these details. Doing so reminds the hiring manager of who you are and creates a sense of familiarity. This is also an excellent opportunity to start a good working relationship with future supervisors and coworkers.

Please note that none of the companies, institutions, or organizations mentioned in this article are affiliated with Indeed.