Thank you cards have been around for a long time. People nowadays tend to use texts, emails, or calls to show appreciation but thank-you notes are still famous. More so because thank you notes are deemed more valuable to the appreciated person. Moreover, the cards are used in personal and professional interactions. Therefore, they can be used to appreciate gifts, services, or assistance. While it may sometimes be frustrating to find the right words to appreciate someone, this article will guide you on how to utilize a thank you card template when appreciating your family, friends, or colleagues.
Free Templates
What is a Thank You Note?
A thank you note is a polite letter/note of appreciation or expression of thanks that is sent to someone who has done a service for you, such as a gift. Thank you notes can be personal or business-related. Personal notes are typically thank you cards with a handwritten message of gratitude. Business thank you notes normally involve typing the thank you message on the company letterhead, though they can occasionally be handwritten.
How does a thank you card/note help?
Sending a thank you card helps strengthen the relationship with the person appreciated. If you send a thank you note to someone, they would likely be more willing to do another favor for you. In addition, sending a card ensures you can express your appreciation towards someone in your own words. While sometimes people hold back from expressing gratitude for fear of making others uncomfortable, most people appreciate thank you notes. This is because being appreciated uplifts people’s moods by activating dopamine and serotonin, because neurotransmitter is known to elevate people’s moods. Frequently sending these thank you notes activate neurotransmitters and strengthens a person’s neural pathways. Consequently, this makes sending appreciation notes a healthy practice.
How to Word a Thank You Note?
Writing thank you notes can be challenging for some people. You must think about what to write, especially for business-related appreciations, to ensure it reflects the nature of the existing relationship. For this reason, templates can be used for writing thank you cards to ensure that appropriate words and components are included.
Below is a guide on how to write a thank you note:
Start with greeting
Start by including a greeting such as “Dear” followed by the person’s name. However, for more personal relationships, you can use the name of the person receiving the note. Ensure to use the correct spelling as wrong spellings can undo the good done by the card.
Express your gratitude
Next, thank the person you’re sending the card to. Begin with the words “Thank You.” However, depending on your relationship with the recipient, you can personalize the words to match your style. Though it must come out clearly that you are thanking them.
Add specific details
Then, tailor the message to whatever situation you are thanking them for. Write a few lines to express your gratitude. Consider the situation that led to you writing the card, how it affected you, and what you feel towards receiving this gesture of appreciation. This prevents you from sending a generic thank you note that is impersonal. People will always appreciate it if you remember the little things or whatever they did for you to make you feel special.
Write a forward-looking statement
It would be best to mention the expected outcome, such as suggesting a meeting or good deed that will emanate from the favor they did for you. This statement can be in the form of “I hope we can do X” or “I will try to do Y for you,” which shows determination to put the things mentioned in the card into action. You can also enquire about their life.
Reiterate your thanks
Next, reiterate your appreciation to the recipient in a few words. You can use variations of the phrase “thank you” like “I’m eternally gratefully for X.” You can also include a summary of the value it had on your life by, for example, saying, “I am very grateful for your assistance” or “I will try my best to do X” which shows that you don’t forget about what the other person did for you.
End with your regards
It is always very nice to end with your best wishes for the person and their family. However, this can depend on the type of relationship; for example, for a more professional thank you note, use a formal closing. On the other hand, if you’re thanking your friend for the birthday gift, use a friendlier closing.
Who and when to write a thank you card/note?
Here are some situations when it is appropriate to consider sending a thank you card and to whom you will typically send such a card.
Who
It is best to write a thank you card or note to anyone you appreciate. This can be anyone who has done something significantly meaningful for you. For example, you can send one to appreciate your friend or relative, your boss, or your aunt/uncle.
When
There are no limitations on when you can send or cannot send a thank you note. What’s important is that it’s sent as soon as possible. The sooner you send the appreciation card, the more likely they will appreciate receiving it. Below are instances where sending a card would be a good idea.
Following a job interview
You can send a card to an employer after an interview to show them that you are grateful for the opportunity they gave you. A thank you note is seen as a courtesy and professional gesture. Send it before the interviewer has made their decision. You should mention specific details regarding the interviewing process, company, or position. You can subtly correct any wrong impression you may have made during the interview.
For example,
Dear Mr. Smith,
I’m grateful for the opportunity and compassion you have shown me as I interviewed with your company. I was nervous at first, but thanks to your guidance, I was able to overcome that. I look forward to hearing from you.
Best Regards,
Sam Luther
College admission offices
If you’re applying for college, you can send a thank-you note to the admission office after finalizing your application. You can express gratitude towards the officials who have guided you in the process. This can create a lasting positive impression on the officers.
For example,
Dear Dean,
Thank you and the admission committee for your guidance and encouragement. I appreciate your hard work in my application, and I look forward to joining your esteemed college.
Sincerely,
Alyssa Hart
For gifts
You can also say thanks whenever you’re gifted by a friend, colleague, relative, etc. This can be done for multiple events when gifts are given, such as weddings, surprise gifts, graduation, etc.
For example,
Abby,
Thank you so much for the beautiful dress you gifted me. I’ll look forward to wearing it on special occasions from now on.
Love,
Mica
For services
Appreciation cards are also issued to thank someone for a service rendered or favor they’ve done for you. Even though they gifted you something intangible, it would mean a lot for most people to receive a tangible appreciation for their efforts. For example,
Dear Mr. Johnson,
I send my sincerest thanks for introducing me to Mrs. Jenkins. She is a fantastic lady and was very helpful with my application. As a result, I was finally accepted into Hawkins College, and I will always be in your debt for introducing us both.
Thanks.
Regards,
Greg
For birthday
Birthdays are the perfect time to express appreciation for your gifts. After all, it’s a day when you would be receiving numerous gifts from others. You can send an appreciation note to your family or friends thanking them for their gift.
For example,
Dear Dad,
Thank you so much for the PlayStation 5. You’re too generous, and I love it! I look forward to trying the PS out and enjoying it with my friends.
Love,
Sammy
Thank You Card Templates
A thank you card template is a pre-made design that can be customized. When making a perfect thank you card, a template may help by guiding you and offering insight on how to write the note or what information should be included. Our readers can download such templates from our site at absolutely no charge. The templates are convenient as they reduce the workload associated with creating a thank you note from scratch.
Crafting a Thank You Card in MS Word
You can create and design a card to thank people with the help of MS Word. Word is a popular tool and is easily accessible, thus making this approach a convenient method for most people. Here are some basic steps you should follow when making a thank you card in MS Word.
Step 1: Outline the content
Use paper and pen to jot down the content you will write on the card and design. This can be done by imagining the recipient and then writing down a few words based on what you want to say, sketch images, and clip arts. Sketch the creative ideas you want to go into your card design. Alternatively, you can also use other types of cards as a reference.
Step 2: Design the card
Next, proceed to design the card. Open MS Word, create a file, and select the type of orientation you want, portrait or landscape. Next, select the page color you want. Then, depending on the number of folds you want for your card, go to the “Page Layout” section and select the number of columns you want. Then, select the “Page Borders” command and customize your borders. Word has different types of borders you can use, and arts such as flowers, butterflies, stars, etc., you can use to match the type of card you want to create.
Step 3: Add texts and clip arts
Then, add the message you want to convey. Choose suitable fonts and colors that express your message. For Word, there are already preloaded clip arts that you can use if you want to be creative. Under “Insert,” select clip arts, and use the search bar to find clip arts that match your message.
Step 4: Add images
Next, insert images if you require them in your design. Go to “Insert” and select “Pictures,” navigate to where your pictures are saved on your computer and select the one(s) you need. You can also resize, crop, and edit the image as you see fit in Word.
Step 5: Finish editing
To complete your design, you can perform the finishing touches for your thank you card. For example, you can add or delete items and add embossing effects and other finishing touches to give your design a professional look.
Step 6: Save and print
Finally, save your thank you card to ensure your hard work is not undone or lost. Then you can print it out if you want to send a physical card or send it via email.
Must-to-Follow Do’s and Don’ts
A well-crafted thank you card can create a lasting impression and a more significant impact. So, it would be best to create a quality thank you card. To do so, follow these simple tips.
Do’s
It would be best to observe the following to ensure your appreciation is expressed effectively:
- Do always send a sincere thank you card. Express your gratitude genuinely to reflect sincerity towards the person or people you thank. Avoid faking your appreciation and meaning; avoid putting a generic “Thank you.” Instead, thank them individually and mean each word.
- Be prompt in sending your thank you cards. If you send it immediately after receiving encouragement, it can help improve the relationship between the two parties. Even if you are delayed for a day or two, always thank them as soon as possible.
- People tend to be more appreciative of handwritten thank you cards. Try this approach if it is indeed possible. It shows some authenticity and creates a more personal connection with the recipient. However, ensure the content is legible.
- While there is no specific rule about the color of ink you should use for your card; generally, blue and black are good colors to use. However, other colors such as red and green may seem excessive, especially if you’re addressing your boss.
- Do use the proper etiquette in writing the card. Think about the purpose of your card and use befitting words. Write in simple but straightforward words and be brief. You don’t have to write a whole novel to show appreciation for something or someone.
- Your card should not be bland and dull. The best way to express your appreciation is by writing creatively. Moreover, it is always recommended that you send a personalized thank you note instead of an impersonal one. Use pleasing colors that would appeal to your recipient. Incorporate images in your design to give it a professional touch.
- Your message should be from the heart, from your feelings and emotions. Be appreciative of what the person has done for you and express them.
Don’ts
On the other hand, you should avoid doing the following things when sending a thank you card:
- Avoid sending personal thank you cards with a generic message such as “Thank you for your kindness” or “Thank you for your generosity.
- It would be best not to write unnecessarily long messages. It does not add value to your appreciation message and will probably put your recipients off.
- Just because you have taken too long to send the note, it doesn’t mean you cannot send it. Do not use lateness to justify not sending a thank you note. Instead, send it even if you had forgotten for a week or two.
- While it is convenient to use a template, you are not recommended to use one “as-is” with the pre-printed generic appreciation message. Instead, consider personalizing the message to reflect the situation.
- Do not go overboard as it seems like trying too much and insincere. Exaggerating your gratitude may seem like you’re sending the card as a mere formality and not because you actually mean it. Thus, keep it simple and be straight to the point.
Conclusion
Sending a thank you card is integral to building and maintaining relationships, whether in business or personal relationships. Therefore, the thank you card should be sent as soon as possible after receiving the favor. If you forgot to send a thank you card, do not worry. You can still send one even after a month or so has passed. However, note that the longer it takes to thank another person, the lesser the impact your thank card will have.
Thank you cards can be used on occasions such as birthdays, graduation, work, or weddings. Cards help express your gratitude to people for their encouragement and support or actions they did.