Writing thank-you notes can be such a difficult task for almost all of us. Yet, these simple acts of gratitude really make others feel appreciated. Beyond making others feel special, your gratitude will benefit you by boosting your mood. It's a win-win opportunity -- you make someone else feel appreciated, and you feel better, happier, and have more general thankfulness in return.
My step-mom is one of the best thank-you note writers that I've ever known. Not only do her notes reveal true gratitude, but her penmanship is impeccable, and her promptness is amazing. I have learned a lot from her attention to this gracious act. I save many of her thank-you's, as they provide a springboard for my own notes.
My thank-you note writing process
I begin before I begin. That is, I set my mood towards gratitude.
I take a moment to just think about the giver and their gift. I think of how thoughtful this person is and has always been in my life. I mentally recall my first reaction when opening the gift or receiving the kindness, finding that moment of excitement and gratitude that I first experienced. This last one is why writing a thank-you note is so much easier when done immediately after opening a gift. Finally, I boost my motivation with the following personal knowledge: as a person of faith, writing a thank-you note is an act of service to another human being and therefore is pleasing to my Creator.
Next, I often write a rough draft, using my laptop. Knowing that I can delete or correct anything I write opens the floodgates to my writing.
Finally, I follow a basic formula.
My writing formula (or the actual writing)
Your basic personal thank-you note should have 6 sections. (For relationships where you're more familiar with the giver, you can also share more personal life information in one or two lines at the end, such as "Did I tell you that . . .") Business thank-you notes have their own formula and should err on the side of formality.
So, here are the sections for a personal thank-you note:
1) opening
Dear ___ (the traditional greeting, always appropriate, and should be the only greeting used in business thank-you notes)
Hi ____ (an acceptable informal greeting for very close friends and family members)
2) Briefly express gratitude and name the gift or act of kindness (1-2 sentences)
I wanted to take the time to thank you for the ____.
I'm so grateful for the ___ because . . .
I feel blessed to have such a thoughtful friend/aunt/neighbor in my life. Your gift of ___ touched me. Thank you!
3) main content (1-3 sentences)
Add details about his/her act of kindness or gift that inform of your future use of this item or how it benefited you
You know me well. The ____ is just my style/color/size. I'll be wearing/using this ____ all winter/semester/year.
I'll be able to use your generous holiday check for ____, which is something that I've wanted for a long time/needed for my upcoming ____.
The dinner that you brought to us was perfect in every way. We enjoyed the ____ and ____ so much.
4) personal recollection of time spent with the giver and/or event/opportunity that you anticipate seeing them in the future (1 -2 sentences)
I was thinking about the time when you/I visited and we had such fun. I look forward to seeing you again at/in ____.
5) restate gratitude
Once again, thank you so much for the ____. I am touched by your thoughtfulness.
6) closing
much love, with love, love from, (for close friends and family)
warmly, sincerely, (always acceptable with personal thank-you's)
regards, best, best regards, (appropriate for business thank you's)
7) (optional for personal thank-you notes) add something of you in your thank-you note
If you're known for signing your name with a flourish, add that. If you like to doodle, add a quick, little, and tasteful (like a flower, cat, dog or something that reflects you) doodle just below your signature. Or, include a personal photo in your note. Adding something of you takes any formulaic edge off of your thank-you note.
When is it okay to typewrite your thank-you?
Business thank-you's, such as for an interview, may be typewritten and can even be emailed where time is of the essence (a hiring decision or moving to the next level of interviews is imminent). I have read that both typewritten and handwritten business thank-you's are acceptable. This may vary according to your industry/field. If you do type a business thank-you, experts say that you should still hand-sign the note.
However, a business-related social event or gift should always be handwritten, such as a gift from your boss/co-worker or a dinner party in your boss's home.
If you have some impediment to handwriting, such as arthritis, typing would be seen as acceptable for personal thank-you notes. Even then, a post script (p.s.) could be added with a message such as, "Sorry this is typed -- my arthritis is flaring.) It's more important that a thank-you be written at all, even typewritten, than neglecting to show one's appreciation.
Obviously, it's okay to type a rough draft. Typing may be considerably easier than writing out a rough draft by hand. I often type rough drafts for short correspondences. It's a trick to jump-start me into writing the actual thank-you or brief greeting.
When is it okay to substitute a phone call or email for a thank-you note?
According to Emily Post, it's okay to substitute a phone call or email if you received kindness (such as meals provided) or gifts when infirmed.
I would also add that if handwriting a thank-you would make the other person feel awkward because the relationship is more casual or the act of kindness (such as sending an ecard) has a more casual nature to it, then a phone call, email thanks, or reciprocating the kindness (such as sending your own ecard to the original sender) is more appropriate. After all, saying thanks is meant to make the other person feel appreciated, not awkward.
I know writing thank-you's isn't high on our list of fun activities. When all else fails and I'm having trouble finding motivation, I remember that this act of gratitude is a good exercise for my heart and it brings joy to someone else. The bonus, if you're one who loves beautiful papers and cards or has lovely penmanship, here's an opportunity to use those lovelies.