
How to write a thank you email
Saying thanks is an email superpower. Take the time to write and send a thank you, and you could change someone's day.
Thank you emails build someone’s confidence – and it's only polite to say thanks if someone has helped you.
The purpose of every thank you email is to express gratitude. Of course, you'll want to carefully consider the audience and let that influence the positive tone of voice.
Ultimately, sending a thank you email is about making someone smile.
Thank you emails are awesome to receive and easy to write and send with our guide. We go through the basics of the thank you email format (showing you how to run the fine line between formal and informal) and provide 39 expertly crafted examples to show you how it's done.
Want more? We've also created the best thank you business email templates available.

Thank you email format
A thank you email could be as short as two words: thank you. But you'll want to explain why you're saying thank you and the positive impact their actions have had on you.
There are no limits on the length of emails; write something long enough to give an appropriate thank you.
Ensure emails are formatted correctly (with proper spacing, punctuation, and grammar) and written in professional language.
There are three elements common to every thank you email:
- Subject line
- Body copy
- Sign-off
We go through each in order, building up a template thank you email suitable for all situations.
1. Thank you email subject line
Let's start with a few key principles. Thank you message subject lines should be brief and specific. They should include a few keywords that explain what you're saying and why. And, of course, the subject line should convey appreciation (if not, why are you sending it?).
Here are some example thank you email subject lines we're sending for a partner who has managed to secure us a great deal:
- Thank you for your hard work!
- Thanks for the new contract
- Appreciate your hard work in negotiations!
- Congratulations on securing the new contract
- Thanks for interviewing me today
- Steve, it was a pleasure meeting you!
Sometimes you'll want to use your thank you emails to encourage more engagements. That's possible too:
- Was awesome chatting with you – shall we schedule a meeting?
2. Thank you email body
Let's get into the meat (or filling, if you're a vegetarian) of this thank you email sandwich. The thank you email body should use clear and concise language to express gratitude. Take the time to personalize the message, adding specific details and examples. This shows sincerity and enthusiasm that you won't get it if you send a cookie-cutter response.
You might want to offer a gift or return a favor. If that's the case, be sure to add your details. Here's an example thank you email body...
- Thank you for all your hard work in securing us a great new deal.
- All of us at (company name) wanted to single you out for all your hard work and dedication. We would never have got the deal over the line without your commitment and support. To say thank you, we would like to send you a token of our appreciation. Can you share your address?
3. How to end a thank you email
You've said thank you and offered a gift; now let's close off our thank you email. It's important to close with professionalism and provide your contact details. You may choose to reiterate why you're grateful or end with another thanks – it’s up to you.
Here is an example of how to end our sample thank you message to our super salesperson.
- We're excited to build on our relationship with you and your company. Once again, thank you for all your efforts in making this happen.
- It would be great to stay in touch, and I've included my contact details below.
- I wish you well with the rest of your day.
- Kind regards,
- Name
- Signature
If you're still searching for some email ending inspiration, our guide to email closing lines includes 40 solid gold examples you can use for every situation – including thank you emails.

Need to write a great thank you email? Try MailMaestro for free!
MailMaestro can help you draft a professional thank you email in seconds. One of our standout features is the Improve existing email option. You can input your draft and MailMaestro's AI email assistant will refine it, making it more professional, concise, and compelling.

🪄 MailMaestro tip:
Use MailMaestro's Improve existing email feature. Customize any of the email examples below to suit your needs. Or, enter a quick sentence explaining the message you'd like to convey. After filling in the placeholders, use MailMaestro's Improve existing email option. Then, paste your draft into the text box. Make sure to select your preferred email tone and length. And just like that, you'll have a polished email ready to send!
39 thank you email samples
Thanks for getting this far through the guide; it's now time to put the principles into practice.
Saying thank you in an email should be simple using these 39 thank you email samples suitable for professional situations.
We provide a brief intro to each, then dive into the example. Use these for inspiration (or take the simple approach and simply copy and paste them); it's up to you...
1. After the career fair thank you email
An email thank you after a career fair is a great way to establish a connection with a potential employer. We aim to create a personal connection in this example of a careers fair thank you email. The message acts as a reminder.
2. Interview thank you email
Wondering how to write a thank you email after an interview (read more here)? This example is for you. Sending an email after an interview is "vital", says Kiely Kuligowski in Business News Daily, and we agree. A post-interview thank you email doesn't need to be long or detailed, but it does need to be timely. Aim to send one within 24 hours of the interview and on the same day if possible. Short emails can undoubtedly be sweet as you'll see in this thank you email sample.
3. Thank you email for job offer
Congratulations! You've got the job; now it's time to accept (or not, if that's what you decide). This thank you email for a job offer recognizes the value of the offer and presents a positive reply to your new employer.
4. Thank you email to the recommender
Getting a job is tough, and if someone has recommended you, it's right to recognize that. This thank you email to a recommender is a professional courtesy, but it also positively reflects you personally.
5. Thank you email for a job referral
This thank-you email for a job referral expresses personal gratitude, similar to the email sample above. If someone has gone out of their way to do something for you, it's only polite to say thanks – and here's a sample thank you email for a job referral you can use.
6. Thank you email to reference after getting the job
Anyone kind enough to provide a positive reference for you deserves thanks if you get the job. This thank you email to reference after getting a job template does that in some style!
7. Thank you email to recruiter after the rejection
A thank you email to a recruiter after rejection is essential for the process. You'll be disappointed, but sending an email shows you've accepted the news and displays some character. Our thank you email after a job rejection template strikes a positive note and aims to continue the connection you have.
8. Thank you for the opportunity email
A thank you for the opportunity email is another way of expressing gratitude for being considered for a role. Thanks for the opportunity emails can be sent to HR teams or named individuals, depending on how far you've gone through the progress. Be sure to personalize this sample for your circumstances.
9. Thank you for your application email
Everyone applying for a position has invested time and effort in their applications, so it's worth recognizing. In this thank you for your application template, we demonstrate how to express gratitude while retaining a professional distance.
10. Thank you email for accepting job offer
It's great that someone has accepted a job offer, so why not thank them? In our thank you email for accepting a job offer, we use the opportunity to add extra details for the successful candidate, showing them that they're joining an organization that will value them.
11. Thank you email for appreciation
It's great when someone appreciates what you do, so say thanks! Our thank you email for appreciation does just that, showing someone that you care and value their words.
12. Thank you email to CEO for recognition
Being recognized by your CEO for your work is a big deal in any business, so be sure to say thanks when it happens. This thank you email to CEO for recognition sample ensures the big boss knows you care about them and the company.
13. Thank you email after the pay raise
With pay packets as stretched as they are, a pay rise can mean a lot (here's our guide on how to ask for a raise), so be sure to say thanks. Our thank you email after pay rise template shows your appreciation for the uplift in your pay.
14. Thank you email for promotion
A promotion recognizes your vital skills, experience, and contribution to a company, like getting a pay rise. They're saying thanks with a better job title and bigger pay packet, so use our thank you email for promotion to show you're happy. And if you need some help asking for a promotion, be sure to read our guide on how to get it done.
15. Thank you email for bonus
Cash is king, so be sure to say thanks if you've received a bonus. In this thank you email for a bonus, we're short and to the point showing how much we value the money.
16. Thank you email to a boss
Sometimes your boss may go beyond what's expected to help and support you. This thank you email to a boss can be personalized for any circumstances, demonstrating gratitude and loyalty.
follow-up on our previous call, ask if he’s ready to start cooperation let him know that our discount ends tomorrow ask him if he had time to calculate roi