Thank you letter template, for an interview, a gift or a favour.

A thank you letter template gives you the first sentence, which is usually the hardest one. This free one writes a short, sincere letter for five situations: after an interview, to a boss or colleague, for help or a favour, for a gift, and to a customer or client. You fill in a few details, pick a warm, formal or short tone, and edit the result. Copy it into an email, or download a PDF to print and sign.

How to use the thank you letter template

1. Pick what you are thanking them for under What are you thanking them for?. The fields below change to match.
2. Type Who is it to? and Your name.
3. Fill in the details for your case. For an interview that is the job, the company, something you talked about and why you are a good fit. For a gift it is the gift and how you will use it.
4. Pick a Tone. Warm and friendly suits people you know, Formal suits an employer or a senior person, and Short and direct suits a quick note.
5. Read the letter and add one detail only you would know. Click in the letter to type.
6. Click Copy letter, Text file or Download PDF. For an email, use the subject line above the letter.

Thank you after an interview

The interview note is the one that is searched for most. Send it soon, while the conversation is fresh. Name the job and the company, mention one specific thing you talked about, say in a few words why you are a good fit, and say you are still keen. The Something you talked about box is what makes the note sound like you wrote it, so use it. A line like the plan for the spring launch gives the reader a reason to remember you. Keep it to a few short paragraphs.

Thank you to a boss, a colleague or someone who helped

Be specific about what they did. Typing helping me prepare the client report gives the sentence Thank you so much for helping me prepare the client report. If you add what it led to, such as we finished a day early, the letter adds Because of it, we finished a day early. A thank you that says what the help changed is worth more than a general one. For a favour, the warm tone adds that you would be glad to return it.

Thank you for a gift

Name the gift and say how you will use it. A book you will read on your next trip is better than the word lovely. The letter keeps it short, because a thank you note for a gift does not need to be long. Put the date on the letter if it will be posted, and leave it off for a message.

Thank you to a customer or client

Say what you are thanking them for, such as your order or being with us for five years, and add one line that is true and personal, such as a change you made because of their feedback. The warm tone ends by offering help; the formal tone says you value their custom.

Tone, in short

• Warm and friendly uses plain, kind words and sounds like a person.
• Formal uses complete, careful sentences and a closing such as Sincerely.
• Short and direct says the thanks in as few lines as it can.

Common problems

• A phrase in square brackets is in the letter. A field is empty. Fill it in, or type over the brackets.
• The sentence reads oddly. Type the box as a phrase that continues the sentence, such as helping me with the move, not just the word Help.
• The letter stopped changing. After you edit it by hand, click Rewrite from the form.

If the interview led to an offer, see the job offer letter template. If you are leaving a job, the resignation letter template is next door, and the resume builder helps before the interview.