A professional thank you email is an essential part of your career development. It helps you make a great first impression and develops a business relationship with someone you have just met, whether a hiring manager, business owner, sales professional, or similar.
Think about it – how would you react if someone sent you a thank you email after an interview, business meeting, or sales presentation? You would have a higher opinion of that person.
A professional thank you email helps you stand out in the crowded business space and shows you are a thoughtful individual with the proper business mindset. It provides the perfect opportunity to show your professionalism and character. In my opinion, this skill should be ingrained into your personal writing habits.
These emails are also an afterthought for many professionals, something hastily written at the end of an interview or meeting. Suppose you approach thank you emails this way. In that case, you will lose many opportunities to improve your current position in the business landscape.
One tool you can use to speed up the process and write engaging thank-you emails is FlyMSG, our digital writing assistant and text expander. It helps you automate your content creation process to write a prompt response using numerous content templates developed by industry experts.
All you need to do is choose one of our thank you email templates, fill in the blanks with your content and hit the Send button. To see all templates, create your free account today.
In today’s article, we will discuss the importance of sending professional thank-you emails, provide tips for composing them, and demonstrate how FlyMSG can help you create one in seconds.
Now let’s begin this in-depth article by explaining the basics of a professional thank you email.How would you react if someone sent you a Thank You #email after an interview, #business meeting, or #sales presentation? 🤔 Learn how to Write a Professional Thank You Email in Seconds w @LinkedInExpert👇 Click To Tweet
What Is a Professional Thank You Email?
A professional thank you email is a follow-up email you send to a person or organization to express sincere appreciation for their support, patronage, business opportunity, or services.
Compared to a handwritten note, which is also quite popular, you can
- Send a thank you email immediately after an event or interaction takes place
- Forward it to multiple people
- Include photos, videos, or other attachments
- Include links to additional information, such as a website or blog post, which can provide more context
There are many benefits to sending a professional thank you email. Still, the biggest one is that it helps you build and maintain strong relationships with clients, customers, and business partners.
A well-written thank you email can solidify a good working relationship and prompt future opportunities. Don’t hesitate to try out the free Thank You email templates available in the FlyPlate library of your free FlyMSG account.
Who Should Send a Professional Thank You Email?
By sending a professional thank you email, you show gratitude for someone else’s help or kindness and reinforce your professionalism. It includes, but is not limited to, business associates, customers, clients, and vendors.
You should not send a thank you email to a friend or family member. Here are some professionals that benefit the most from sending a thank you email:
- HR professionals
- Sales reps and sales leaders
- Small business owners
- Customer support reps
- Customer service reps
Since we discussed the types of individuals who should send one, in the next section, we’ll discuss the situations when it’s appropriate to send a professional thank you email.
When to Send a Professional Thank You Email?
There’s an art to timing when it comes to expressing gratitude via email. A simple ‘thank you’ carries weight, signaling appreciation for the recipient’s time and effort, making it more meaningful than it seems. It’s a real display of valuing a relationship, especially considering the effort even a concise email requires.
Timing is crucial when sending a professional thank you email, and sending one at the right moment can make a strong impression. There are many cases where you can send a professional thank you email. Let’s discuss the most common ones.
Determining the Ideal Timing for Your Thank-You Emails
Thank-you emails hold significance, whether reaching out to online customers—whom you might not meet face-to-face—or remote employees, bridging distances with acknowledgment. Don’t overlook the impact of a follow-up thank-you email after an in-person encounter. It not only highlights appreciation but also opens avenues for deeper discussions, emphasizing the value of their contributions.
The scenarios for crafting a thank-you email are diverse, but here are some common ones:
After a Job Interview
Sending a thank you email is a polite way to express gratitude and reaffirm your interest in the position. A thank you email also allows you to reiterate your qualifications and mention anything you may have forgotten to say during the interview.
Sending this type of message highlights your enthusiasm and interest in the job. It also reminds the recruiter of your professional experience.
After a Job Offer
It allows you to reiterate your interest in the position and reaffirm your commitment to joining the team. It is also a great way to show the employer that you are a confident person and make sure they know that you will take the job seriously.
Additionally, it helps you solidify your relationship with the employer and set you up for success in the next steps of the hiring process.
After a Meeting or Networking Event
After a business meeting or networking event, you can use a thank you email to prompt further engagement. It demonstrates your gratitude to the person who took time out of their day to meet with you.
You can express appreciation for the dialogue and ask to schedule another meeting. Include a virtual business card with contact details and a link to your appointment calendar for convenient scheduling and multiple contact options. It is also critical to follow up with a message at a time when your target is more likely to respond.
After a Sales Call
It helps you build and strengthen your relationship with potential customers and keeps their attention focused on your product or service.
By staying in touch and showing appreciation, you can keep your company and offerings at the forefront of their minds.
Finally, you can use a thank you email as a reminder of your meeting and discussion as you move forward in the sales process.
After a Sales Presentation
By sending a thoughtful thank you email, you can demonstrate your professionalism and commitment to providing excellent customer service.
Additionally, a thank you email can be a great way to remind potential customers of critical points from your presentation and encourage them to take the next step in the sales process.
After Completing a Project
You can send a thank you note to other team members that collaborated with you on a particular project. It will make them appreciate your effort and feel valued, and they’ll look forward to working with you again in the future.
After Receiving a Referral
Think of a referral as a valuable gift from a well-wisher that has your best interests at heart. When you send a thank you email to your connections for a referral, they’ll appreciate your message. They may be willing to offer more referrals in the future.
After Receiving a Favor from a Professional Colleague
When a colleague goes out of their way to help you, saying thank you shows that you appreciate their support. It also keeps the lines of communication open if you need to ask for another favor.
After Successful Purchase
There are a few reasons why it is essential to send a thank you email after a successful purchase:
- It helps you create a good customer experience and builds customer loyalty.
- It helps you increase customer satisfaction and reduce customer churn.
- Thank you emails also help you improve your company’s brand reputation and image.
As a result, your customers will know that the time and money they put into your business is well-appreciated.
After receiving customer feedback
Customer feedback is valuable information that can positively impact your business. If a customer shares their honest opinion about your brand, you can send a thank you email to show appreciation for their effort.
Since we explained when to send professional thank-you emails, let’s explore some benefits for your career or business.
The key to impactful thank-you emails lies in promptness. Aim to dispatch your appreciation within 24 hours of the initial interaction, pairing it with an attention-grabbing subject line. Effective communication means following up at every stage. This principle stands true for both individuals and companies alike.
5 Benefits of Sending Business Thank You Note
A professional thank you note goes beyond expressing gratitude. It also brings many benefits. Here are some of them:
1. It Demonstrates Your Professionalism
Sending a business thank you email shows your clients and connections that you have good business etiquette. This also means you’ll appear professional and earn more respect when interacting with others.
2. It Helps You Create a Positive Impression
When you take the time to send a thank you message, you’re showing that you’re courteous and grateful. It can go a long way in creating a positive impression of you. Not only will the recipient be pleased, but they’ll also think more highly of you in the future.
3. It Helps You Build and Maintain Relationships
When you take the time to write a thank you email, you show that you appreciate the other person and their role in your life. Not only does this make the other person feel good, but it also strengthens your relationship.
4. It Can Lead to Future Opportunities
When you send a professional thank you email, you create room for new opportunities. It could be a future collaboration with a client or colleague, a job referral, more purchases from your customers, and more.
5. It Helps You Remember to Follow Up
Thank you emails are a great way to remember to follow up with someone. By sending a quick thank you email, you can keep in touch with the person and stay on their radar.
Now that we’ve finished discussing the advantages of sending a thank you email, let’s get down to business and discuss the best ways to write a professional thank you message.
14 Valuable Tips for Writing a Professional Thank You Email
Writing a professional thank you email may seem like a difficult task. Choosing the right subject line, voice, tone, or phrases can discourage you and make you feel like giving up.
To help you overcome this challenge, we will share 14 valuable tips you can start implementing today to write more effective thank you emails.
1. Use a Professional Email Address
When sending a thank you email, it is always best to use a professional email address. An official email domain name and address will make the message seem more official and credible and ensure that the recipient receives and reads it.
2. Write a Professional Subject Line
Thank you email subject lines should be professional to maintain formality. Some examples of professional thank you email subject lines include
- Thank you for your time
- Thank you for your help
- Thank you for your support
- Thank you for your kind words
It will ensure your email stands out amongst the many other emails the recipient may receive during their busy workdays.
3. Personalize the Email as Much as Possible
Avoid general thank-you phrases that can make your message sound impersonal. You can connect with your recipient by adding a personal touch to your thank you letter. For instance, you can include the recipient’s name or highlight a critical moment in an earlier conversation. One way to do this is to use a letterhead in your emails. Apart from adding a personal touch, it will also help you look professional.
4. Use Formal Language, Not Slang or Jargon
Slang or jargon could come across as unprofessional, uncaring, confusing, or off-putting to the person you are thanking. Formal language shows that you are taking the time to write a well-thought-out message and are genuinely grateful for the recipient’s assistance. You can utilize tools such as a free AI writer to help craft your message in making it more impactful.
5. Don’t Write a Novel. Keep It Short and Sweet.
You need to ensure the email is easy to read and digest. You also don’t want to overwhelm the recipient with too much information. Finally, you want to leave a good impression by being concise and to the point. Professional writing help can provide valuable guidance in crafting a polished thank you email that leaves a lasting impression
6. Be Specific About Why You’re Thanking the Person
Being specific about what you’re thanking the person for helps them to understand the impact of their actions and makes them more likely to remember you.
When you take the time to thank someone for something they did, it shows that you pay attention to details and value their specific contribution.
7. Mention Something Significant From Your Conversation
It shows that you were paying attention during the conversation and remembered the discussion. It helps to build rapport and strengthen your relationship with the person you spoke with.
It demonstrates your professionalism and commitment to following up after a meeting or conversation. Finally, it shows you are interested in continuing the conversation and value the person’s input.
8. Write Clearly With No Fluff or Filler Words
You want to ensure your message is clear and concise to avoid wasting the recipient’s time with unnecessary words or fluff. They’ll appreciate you getting straight to the point.
9. Use Emojis or Gifs in Your Thank You Email
Using emojis or GIFs can be a great way to add personality, communicate emotions and feelings, express reactions, or make your emails more fun and engaging.
Of course, it’s essential to use emojis and GIFs in moderation. You don’t want to overload your message with too many images, which could make it difficult to read. Be careful not to use any photos that recipients can interpret negatively.
10. Keep Your Tone Positive – Avoid Criticism or Negativity
If you’re not careful, you may end up using the wrong words that could trigger your recipients in the wrong way. So, you need to keep your message tone positive and avoid criticizing or using negative words that could hurt a person’s feelings or offend them.
11. Use Proper Grammar and Spelling
When sending a thank you email, ensure you use proper grammar and check your message for spelling errors. You can decide to use a grammar tool like Grammarly, which helps you edit your content and remove typos.
FlyMSG, our digital writing assistant, integrates with Grammarly and lets you proofread your email and correct grammatical errors on the spot.
12. Leave the Door Open for Future Communication
It demonstrates your willingness to continue the relationship, which can benefit both parties involved.
Second, recipients can contact you if they need anything further from you. Third, it lets you keep in touch with them and stay up-to-date on what they are doing. Lastly, it allows you to ask for favors in the future.
All these reasons make leaving the door open for future communication a wise choice.
13. Use a Professional Email Signature
It helps you build your brand and create a more professional appearance for your business. It also creates a sense of professionalism and credibility.
FlyMSG provides a rich library of premium content templates you can use in any situation. We provide an email signature template you can use to give your thank you email a professional finishing touch. Include your job title and company name, and your email is ready.
All you need to do to start using FlyMSG is to create a free account today.
Here’s a screenshot of this particular template.
14. Start Using a Digital Writing Assistant
Writing numerous thank you notes can be tiring, especially when you have other tasks to complete during your workday. Using an auto text expander such as FlyMSG helps you save time and speed up writing your thank you emails or messages drastically.
FlyMSG increases your productivity and efficiency and helps you reduce repetitive writing tasks. It helps you save more than 20 hours per month and allows you to
- Create a content repository in the cloud
- Store your best-performing messages anywhere and anytime
- Automatically expand your content using shortcodes
- Tweak content templates with a feature-rich text editor
In the following section, we’ll explain how you can use FlyMSG to craft an exceptional thank you email or message in seconds.A professional Thank You #email helps you stand out in the crowded #business space and shows you are a thoughtful individual with the proper business #mindset. 🧐 Learn from @linkedinexpert here Click To Tweet
Mastering the Art of Thank-You Email Format Composition
Crafting a thank-you email doesn’t necessarily require elaborate prose; sometimes, two simple words—’thank you’—can encapsulate immense gratitude. However, to truly convey the depth of your appreciation, it’s crucial to provide context. Explain why you’re extending your thanks and highlight the positive impact the recipient’s actions have had on you.
In the realm of thank-you emails, brevity is not a restriction. Instead, aim for adequacy—compose a message that appropriately expresses your gratitude. Embrace the liberty of length to ensure your appreciation resonates effectively.
Remember, proper formatting is the cornerstone of a well-structured thank-you email. Attention to detail matters—spacing, punctuation, and grammar collectively contribute to the professionalism of your message.
Every thank-you email comprises three fundamental elements:
- Subject Line
- Body Copy
Whether expressing appreciation after a job interview or acknowledging a thoughtful gesture, this format will serve as a versatile guide for your heartfelt expressions of thanks.
How to Write Your Thank You Email in Seconds With FlyMSG
FlyMSG helps you save time by automating the written word. It was developed by Vengreso, our company that made previously made Modern sales mastery for individuals.
FlyMSG removes the time it takes to find, copy, paste, and write emails and messages using only a few short keystrokes. Let’s discuss how to use FlyMSG.
1. Create Your Free FlyMSG Account
To create your free account, you must visit our official website and click on the Get FlyMSG button in the primary menu. You will be redirected to a new panel where you can fill in the form with your personal information or sign up with LinkedIn or Google. It takes only a minute to become a FlyMSG user.
2. Download FlyMSG Google Chrome or Microsoft Edge Text Expander Extensions
For FlyMSG to work anywhere online, you need to download our
Both extensions are free to use and available immediately.
3. Check Out the FlyBoard
Once you have created your FlyMSG account, you can visit the dashboard (FlyBoard) to check out our valuable tutorials. We prepared them to help you get the best out of our digital writing assistant.
Here you’ll also get an overview of your saved FlyPlates and FlyCuts. You can manage categories and use our advanced search to find content templates you need for your writing tasks, including thank you emails.
4. Create a FlyCut for Your Thank You Email
Using FlyCuts, or shortcuts, you can save and store your pre-written thank you email or other content that shows the best results.
When you want to use that specific content, all you need to do is add the shortcode to your email or message to automatically edit, expand, or replace your text.
When creating a new FlyCut, you can
- Create a shortcode, for example, -tyemail.
- Add a title or description.
- Write your message in the FlyMSG content field
- Use the feature-rich text editor to adjust your message
5. Borrow One of the FlyPlates From the Template Library
FlyPlates are premium content templates available in the FlyMSG premium plans – Starter and Growth.
- The Starter plan costs $2.25/month and includes up to 50 FlyPlates.
- The Growth plan costs $5.50/month and includes unlimited FlyPlates.
For more details, you can check our pricing page.
You may save precious time using our content templates if you repeatedly create the same type of text. You just need to include the necessary information, and your emails or messages will be ready in no time.
Our FlyPlates help you maintain brand consistency and tonal uniformity of your content. It saves you time and effort in the long run.
What Are Some Use Cases of FlyMSG?
You can use our FlyPlates for any purpose, such as
- LinkedIn message templates
- Sales emails
- Referral messages
- Event triggering
- Cold emails
- Video emails
You can customize these and many more templates to meet your needs and incorporate them into your content, including thank you emails.
Below, we have included some thank you FlyPlates, which you can find in our template library when you sign up for FlyMSG. Let’s start our brief overview.A #professional #ThankYouEmail is an essential part of your #career development.💪 It provides the perfect opportunity to show your #professionalism and character 💡 @linkedinexpert Click To Tweet
Here are some Thank You Email Templates (AKA FlyPlates):
1. General Thank You Email Template
2. Renewal Thank You Email Template
3. Positive Feedback Thank You Email Template
4. Negative Feedback Thank You Email Template
You can use this thank you email template to express sincere gratitude, amend the relationship with an angry customer or client, and provide all details to solve their current issue with your business.
5. Thank You for Your Time Email Template
6. Thank You for Attending Our Event Email Template
7. Thank You for Your Support Email Template
8. Thank You for Helping Us Win an Award Email Template
6. Use FlyCut or FlyPlate anywhere online
FlyMSG integrates with all your favorite platforms, meaning you can use it anywhere and anytime. It’s an excellent addition to your email, messaging, documents, management, and social media apps.
You can perfectly integrate FlyMSG with Gmail and Outlook Web when preparing thank you emails. You just need a FlyMSG account to get started.
7. Increase your productivity and save up to 20 hours per month
Writing thank you notes has gotten much more accessible, thanks to FlyMSG. With FlyCuts and premium FlyPlates, you can
- Optimize your content creation process
- Streamline your productivity
- Communicate more effectively
- Increase engagement
- Reduce repetitive writing tasks
- Save up to 20 hours per month
Whether in HR, customer service, recruiting, finance, marketing, or sales, we have over 203 templates you can borrow or build a list of FlyCuts to deploy and use.
How to Write a Professional Thank You Email: The Bottom Line
A professional thank you note provides the best way to send a time-sensitive appreciation message.
Whether you’re going through a hiring process, meeting, job search, or sales call, ensure you put the right effort into creating a heartfelt thank you note that leaves a positive impression.
Don’t hesitate to use the tips we highlighted above to guide you as you create a business thank you message. As a professional, it’s common to have a busy schedule, which is why a digital writing assistant can come in handy.
FlyMSG, our digital writing assistant, can help you cut the time drain it takes to find, copy and write messages from scratch. It provides over 203 pre-made templates you can deploy to get the best out of your content creation process.
Create your free account to store your FlyCuts and explore our FlyPlates.