Did you know that thank you emails are one of the most opened emails? A thank you email is like a welcome mat. You expect to receive one in your inbox the instant you are done subscribing to a newsletter or a new page. However, this is where you begin the first interaction with your target audience.
As an email marketer, you’d want to deliver the desired message to the target audience as quickly as possible, right? So, when it comes to writing a thank you email, you as an email marketer, have a whole creative canvas to yourself!
But first It’s time you explore in detail what are thank you emails, tips to write meaningful thank you emails, and their types. Time to dive in!
When you interact with a customer for the first time or conduct your first successful meeting with team members, you may feel the need to give them a quick response by saying thank you.
So the next step would be to send a thank you note showing appreciation.
Sending a thank you email after an initial interaction for a job interview, hiring a new manager, or just giving a timely response is possible to accomplish. Whatever the objective might be, every industry can benefit promptly with an email that acknowledges every action taken.
A thank you email is a clear example of your professional etiquette to maintain a positive relationship with your colleagues, clients, and other stakeholders. Moving forward, it may also help advance your career, create goodwill for the company name, and grow the email list. Welcome emails are integral part of email marketing that is highly beneficial for the brands to lay a strong foundation with their customers too.
And let’s not forget a thank you note can inspire the recipient, making them feel confident in purchasing from you.
When done building an email list, writing an email requires all of your attention. It turns out that there are more than just a couple of thank you emails you can send to your email list. We have divided the thank you emails into four major categories.
Below are thank you email samples to help you better understand the right format for thank you emails you can use.
Sending an email sometimes can be too direct, which can upset the reader or cause any offense. It is crucial to say a polite thank you for your business matters.
A thank you email to clients is often underestimated. Consider taking your time to say thank you to your client for sharing information with other prospects. You’ll be both glad you did it.
Take a look at the example below.
Had a conference meeting gone well? That’s great! Now is the perfect time to send a thank you email to the participants to let them know the importance of their assistance and presence in the meeting. A small dose of professional appreciation are always worth it.
Being professional demands that you send a polite thank you email about the interview. It helps represent the job seeker and the hiring manager as responsible individuals.
Mention your name, position, and re-mention your desire for the designation and qualifications in this email. Feel free to mention specific details like “enjoying the discussion during the phone interview.” Express your gratitude for the opportunity.
Take a look at one example down below.
It’s understandable if you are not enthusiastic about not getting the job. But a thank you note after a rejection can still help you build your network for future job opportunities.
Conducting job interviews when there’s an open vacay is one thing but more than often, it happens that companies receive open job applications randomly., When you get notified, as a professional, you should respond promptly.
The ability to create and send a thank you email for appreciation has become increasingly valuable in the age of texting and instant messaging. Businesses and personal recipients alike appreciate the value of being addressed.
It is appropriate to send a thank-you email to the boss when they give you a promotion, raise, or a bonus or did a personal favor. Writing a short thank you note is enough to express your appreciation.
Who doesn’t love a little appreciation now and then? It’s always a good idea to send a thank you note to employees individually to let them know their assistance is appreciated if they made a significant contribution to the team, completed tasks way before the deadline, or if it’s their new job.
Making deadlines meet is hard, so appreciating your team for achieving specific goals over the period will mean a lot to them. Needless to say that it sparks hope and confidence among the team members.
A professional gesture such as an appreciation email thanking a colleague never goes unnoticed. Especially if your colleague is the unsung hero of the project or if you feel undervalued after helping a team member, a thank you email for appreciation will become a powerful tool to strengthen hope and work relationships.
Most businesses miss out on the opportunity to reach out to their users with follow-up messages expressing gratitude by saying a simple “thank you.”
An automated thank you email is triggered based on users’ activities and interests. To help establish strong relationships with your customers, feel free to send them various thank you emails.
Take a look at thank you email examples for customers down below.
Email marketers can send welcome emails in their sleep. But what about a thank you email to customers for signing up? Make sure you draft one or two.
When someone subscribes to your product or service, they look for valuable information. This is why on Day 1, you should thank them for signing up.
The purpose of thank you emails range from thanking someone to being a long-time customer or thanking them for being loyal to your product at the brand’s anniversary. Milestone celebrations via email have the desired effect on your regular customers.
Take a look at the example below.
One of the most used and automated emails of all time is about placing an order or thank you for shopping with us. As a customer makes a purchase, they expect to receive an order email right away. These thank you letters are a must for email marketing campaigns.
There are 365 days in a year - out of which there are some days that are more special than any other day. Special days require celebrations and acknowledgments, especially for the most contributing members of society. Depending on your brand’s personality, you may want to send a thank you email for such special occasions.
Take a look here.
What if a user requests access to the product or gated content? It’s the perfect occasion to send a thank you note to express your gratitude for their joining and for allowing them to do so. This type of email has excellent potential to create customer satisfaction.
Your business may hold or be part of certain events, like webinars, every once in a while. It’s an ideal opportunity to reach out to the attendees and thank them for attending the event and their assistance. Feel free to say thank you on the same day after completing the event.
Creating content is a big deal when followers across different channels constantly share it.
Feel free to write thank you emails to your customers for sharing your social media posts, eBooks, etc., that help boost the click-through rate.
You need to focus on the fact that the CTA button is the final draw that makes the customer click on it. It’s your golden opportunity to highlight the sharing option to your email list. Such subscribers hold on to the information provided in the thank you email.
A thank you email triggers the automation that helps you keep track of the users sharing content and reward them handsomely.
Never underestimate the power of good word of mouth or, in this case, an email. Thank you emails turn out to be a cost-effective strategy for email marketing campaigns. Why not track the customers who referred your product to their friends and then send a sweet thank you email?
Did you ever be thankful for the support and trust a customer showed in your brand? Some customers turn out to be more memorable than ever. A thank you email for support telltales how much you appreciate your customers for their valuable contribution even during a crisis like COVID.
A business cannot continue to grow without loyal customers. Feel free to contribute with a thank you note as a gesture of appreciation by giving a humble discount or a voucher.
Nothing is more important to a company than its customer’s feedback. It’s a valuable contribution from them expressing their experience with your product or service. Remember, customer feedback is vital for business evolution, so make the most out of this occasion.
Take a look at a thank you feedback email below.
There are subscribers in your email list who, no matter what, ALWAYS open your email and engage with the content.
So to keep encouraging your email subscribers is to let them know how much you value their reading your email, set up a loyalty sequence email. This type of sequence is automation that helps figure out the specific action taken by the recipient. In this case, it’s about the open email rate.
So once the user reaches a specific mark (like 15 emails in 30 days), you can send them a thank you email showing appreciation.
Did you just notice a visitor checking out specific categories on your website frequently? It’s time to take advantage of this situation by setting up an automation to reward the frequent visitors with a special discount offer.
Your chance of conversions is guaranteed to amplify with such emails, and your open rates will grow sooner uninterrupted.
If you think you do not need an email thanking customers for choosing your brand, then you are sadly mistaken.
In every industry, a plethora of services and products are available that can give your reasons to cry. Saying thank you for choosing us establishes a strong relationship with your buyer. They feel confident in placing an order from your brand. Thus, this email is why a customer builds trust in you and shows the customer they made the right choice choosing you.
Thank you emails to customers are most commonly used by the busiest service providers worldwide. Air companies are at the top of the list for bookings and let’s not forget about the hotel or a restaurant booking at festivities. Such companies dig the booking emails.
Imagine you paid for a business plan online but not receiving a confirmation email. It’s more horrific than The Nightmare on Elm Street! But an hour later, you receive the confirmation email. Whew!
A payment confirmation email is a standard way to let your customer know about a successful purchase. This is why you have to elevate your game by thanking your customer, especially if the email gets delayed due to technical glitches.
Thank you note that downloading is one of the best forms of interaction with your customer that doesn’t go unnoticed.
You can keep track of the downloads to send out an exclusive offer or share new premium content customers can access even offline. Think about the conversation rate!
A major drawback of running an eCommerce store is that it doesn’t feel like being there in person.
A customer who doesn’t ditch the shopping cart deserves praise. Thank the customer and website visitors for filling the shopping cart by sending a thank you for swinging by a note that ultimately is the nudge they need to make the final purchase.
Don’t forget to add a personal touch for the user.
An email is a game-changer if you know which type of email to send. How come? Suppose a customer downloads a form or sends an email inquiring about the product availability or even how to use the product. In that case, it gives you the chance to be ultra-creative for writing thank you note for contacting us.
Of course, this email will contain valuable contributions for social media share buttons that increase the potential to reach the untapped market. So why not help your business build an email list longer than ever?
Thinking of creating lead generation through email marketing?. So why not experiment with a perfect giveaway announcement? Get to interact with the customer and promote brand awareness with a thank you email after the subscriber enters a giveaway.
So someone shared a piece of information you’d asked for and took the time to find it and sent it to you. The polite thing is to send a short thank-you note using words like “about’ or “regarding” to the specific information.
Let’s say your project manager voiced some concerns about your work, and you can still thank them with a positive note. It shows that you value their input. The same goes for your customer. A customer may have to say something about the product or service if not satisfied for genuine reasons.
So writing a thank you email lets them know you value their concern instead of dismissing them.
It might be hard to respond to every email sent by the customer right away, right? 37% of the email responses get delayed for a couple of reasons like you are away, or it’s a holiday.
Don’t worry. You are not alone in this. However, people always appreciate prompt responses. It makes them feel confident, springs up hope of being listened to, and of course, it’s all about appreciation.
Your recipient will appreciate a timely response email to their query. Take a look at the automated generated response if you cannot reach your customer right away.
So if you are thinking of writing an email, ideally the gratitude is addressed to a single recipient. It’s always better to say thank you to each person individually as discussed. There are many ways to say thank you or show much-needed appreciation before the conversation begins.
Take a look at some of the best words and phrases you can use to write in an email template.
Pick any one of these words or feel free to be more creative with the “thank you’s” all together.
Every email is unique. Sending a thank you email is not as simple as it may sound. After all, how difficult can it be to write a thank you letter to the person you just interacted with, right?
Well, it’s more complicated than you can imagine.
When you feel like you may lose your visitor or a prospective job, it’s easy to overthink and ruin the minor details from subject lines to sign-off.
So if you want to press the send button with utter confidence, follow these tips to write a perfect thank you email.
A subject line is a key to your email that makes or breaks the chance to improve the open email rate. It’s better to resist the urge to sound clever and super witty when writing a subject line.
A simple subject line works the best. The email subject line should convey the message. Consider including the recipient’s name, giving the subject line a personal touch.
A few examples of effective subject lines for your reference:
After the subject line, you need to acknowledge the email recipient. For instance, a formal email to the hiring manager must include a proper greeting like “Dear,” “Mr.” or “Ms.”
If you are familiar with the recipient already, feel free to address by their first name. If writing an informal email, be more creative in greeting. For instance, informal greetings can be;
Email length can vary depending on the purpose. It’s preferred to limit the size of the email to three brief paragraphs. So start your email with the expression of deepest thanks. Showing gratitude in the opening describes what the recipient did for you to be thankful for.
Mention the specific detail(s) that revolve the message around that very reason. For instance, you can send a thank you email to your customer to sign up. Keep the tone professional but polite along with the genuine sentiment.
A laptop, tablet, or mobile phone are the most common devices to check emails right away. While drafting a quality thank you email, make sure to use easy-to-read fonts like Arial or Times New Roman.
Use a clear font size too. To put emphasis on a specific term or offer, bold the phrases. The right format helps increase the readability of your email.
Take a look at the sample if you are unsure how long or short your email should be. Usually, it is preferred to be concise with your message. A long email is a deadbeat, and the reader will lose interest in long paragraphs.
For instance, after a phone interview, the desired thank you email (on average) should consist of 85 - 150 words. Whether you are a job seeker or hiring manager, writing a thank you note can leave a great impression.
Concluding your email is as crucial as the opening. Its recommended to sign off with a positive impression on your recipient. In the case of a formal email, you can use a professional email signature, just like we discussed earlier. If writing a casual thank you email, using your first name suffice too.
For instance, you can add these words in the closing statement.
Any email is incomplete without the contact information. However, it also depends on the situation if you want to include the contact information. The recipient already has your email address.
For a professional, personalized thank you email, develop a signature that includes the phone number, place of business, and job title. It is unnecessary when sending an email to colleagues, but this contact information will help create new connections, such as hiring managers.
After completing the final draft of the mail, it’s time to review it. Take a thorough look at the written message for the target recipient. Make sure there aren’t any spelling errors, grammar mistakes, or any other typo.
An error-free thank you letter represents your strong communication skills and helps maintain professionalism. You can even use tools like Grammarly to reduce errors.
On several occasions, you may feel the need to send a quick email. You can send several types of emails to a customer, but a thank you email suggests that you value them (since writing even a short email is time-consuming).
So you can write a thank you email to your online customers since you don’t meet them in person or to the remote employees. You can also send a follow-up thank you email if you meet with the recipient in person. It emphasizes valuable contributions in the shape of gratitude and gives the chance to discuss them with email recipients in detail.
Some scenarios to write a thank you letter can include;
When it comes to sending thank you emails, don’t delay. Send it within 24 hours after your first interaction with the recipient with a catchy subject line. The key to becoming a strong communicator is to follow up every step of the way. It goes both ways, for the individual and the company as well. Titan's professional email suite offers Follow-up Reminders that nudge you when an email you sent has gone unanswered.
For instance, if interviewed for a new job, you can send a prompt response that very afternoon. If you send a thank-you note any later, the hiring manager will react differently to your email, thinking you are slow to respond.
The thank you email examples will help you out to write exemplary thank you letters to your customers, employees, boss, colleagues, or even a business partner.
The best part is that you can use email marketing software for bulk email marketing to create standalone emails and customize them with a plethora of creative email templates that best meet your needs for the day. Your thank you note will set the tone with the recipient. If you follow the examples above, you will have a great letter to help you stand out and achieve your goals.
A bookworm and a pet nerd at heart, Summra works as Content Writer at Mailmunch. She loves to play with keywords, titles, and multiple niches for B2B and B2C markets. With her 3 years of experience in creative writing and content strategy, she fancies creating compelling stories that your customers will love, igniting results for your business.