How to write an appreciation letter: 5 tips
Whether you’re writing for a business or personal appreciation, your thoughtful gesture and kind words of appreciation can make a lasting impact on the recipient. Here are five tips for writing your letter of appreciation.
Tip 1: Send your letter in a timely manner
When you experience a situation that warrants an appreciation letter, send it right away. The quicker you acknowledge the person, the more it will show the high level of your gratitude. You also want the recipient’s act of kindness to still be fresh in the memory, so the sooner the better. This is especially important if you’re sending a thank-you note as a follow up to a job interview.
Key tip: If your busy work life has prevented you from sending the letter within the same week, it’s better to send the appreciation letter than not send one at all.
Tip 2: Format the letter professionally
If you’re sending a personal appreciation letter, it would typically be in the form of a handwritten note. However, when it comes to professional appreciation letters, a formal business letter that is emailed or printed on business-quality printer paper works best. You want your letter to be formatted professionally and look polished. If you prefer, you may word your appreciation letter in an email.
Key tip: Keep your format concise by simply including a salutation, opening paragraph, body paragraph, closing paragraph and sign-off.
Tip 3: Clearly get to the point of your letter
If you’re showing your appreciation to a busy business professional like a mentor, you want to quickly capture the reader’s attention by explaining your reason for writing an appreciation letter. It’s a good idea to remind the recipient who you are, what you’re appreciative about or why you’re appreciative, and when the act of kindness was received.
For example:
“I’m reaching out to you today to thank you for referring me to the open writer role at ABC Advertising. After three interviews over the past month, I am elated to say that I received and accepted a job offer this morning.”
Key tip: Think of the opening of your appreciation letter as an elevator pitch. Use the first sentences to tell the reader why you’re appreciative and writing a letter.
Tip 4: Include a formal greeting and closing
You may not view a letter of appreciation as formal as writing a cover letter, but an appreciation for a business matter should still include a professional greeting and closing. Unless you know the recipient personally, use a formal “Mr.”, “Mrs.”, “Ms.” or “Dr.” salutation. The same applies to the appreciation letter closing. After you state your gratitude again in the closing, conclude with a formal “Best Regards” or “Sincerely” followed by your printed name and signature.
Closing example:
“Thank you again for inviting me to the XYZ Seminar as your guest. The information I gathered for my next marketing campaign has given me a jump start, and management is thrilled with the innovative new ideas.”
Key tip: If you’re sending an appreciation letter email, your typed name will act as your signature.
Tip 5: Proofread your letter before sending it
Now that you’ve crafted an impactful appreciation letter, take a few moments to read it over and correct any typos or grammatical errors that you find. Asking a friend or family member to review your letter can be helpful. You want your letter of appreciation to be remembered for your sincere words, so be sure it’s error-free before sending it.
Key tip:
In Microsoft Word, there’s a “Read Aloud” option so you can hear how your letter sounds and make any wording adjustments.