How To Write A Professional Thank You Email (+Examples)

December 8, 2022
Updated: Jan 25, 2023
How To Write A Professional Thank You Email (+Examples)

A familiar name popped up in my inbox today, ‘I’m working with a dream client, all because of you!”, the email read. It was a heartwarming thank you email from a writer whom I helped through some feedback on a blog. As I read the email, I found out they’d landed their dream client and were considerate enough to remember me.

Wordtune Spices helps you write thank you emails

Professional thank you emails are the most sincere form of expressing gratitude. They’re also a great way to rekindle conversations/start a long-term professional relationships with people, especially online. 

Here’s what you should know before writing your thank you email: 

  • The reason for the email (feedback, consultation, providing work)
  • Results (jobs, growth, referrals)
  • Next steps 

This blog goes into detail about the following:

  • Types of professional thankyou emails
  • 7 Examples from my inbox
  • Checklists
  • Done-for-your templates

TLDR of one liner thank you messages👇 (including emojis!)

I’m working with a dream client, all because of you!

Any time someone helps you with referrals, feedback, introductions—or anything that makes an impact—make sure you thank them. 

These are a few common thank you emails:

Thank you for showing up

Sending over a quick thank you note for showing up is a good way to become memorable. 

  • For showing up at a physical meeting - "Pleasure meeting you! 😄"
  • Experience on a meet-and-greet - "Your recent meetup really meant a lot to me!"

Showing gratitude for help

If someone helped you land a client, or improve your quality of work, email them. The key here is to be formal and show the direct correlation between their tips and your work.

  • Landing a Job - "I'm truly grateful for helping me get this job!"
  • Public appreciation - "Appreciate the shout-out! 🙏"
  • Feedback - "Your feedback really helped!"

Thanking for the indirect impact

People can have a positive impact on your life without any notice. You read a motivating blog, got new leads from a newsletter, or were inspired by a story—draft a nice appreciation email. 

  • Social media posts/video - "Your recent post really blew my mind! 🤯"
  • Newsletter - "I really loved reading your recent newsletter"

Examples of professional thank you emails

You can make a thank you email more intriguing than you think. Here are the examples from my inbox for some inspiration with checklists and done-for-you templates. I used them to build robust relationships across different verticals.

1. Thank you for showing up

1. Thank you for showing up

Time is a luxury. If someone reserves that time to meet you or converse with you—show them you respect them and want to continue these meetups. 

For showing up in a physical meeting

If you recently met a prospective client or a mentor for a coffee session or discussion—this email is the best way to follow up. I send this email after every meeting to recall what we discussed and leave an impact on the recipient. 

The key in this email is to not sound too pushy by sending a lengthy essay. Show them you paid attention by outlining the important points. 

Checklist

  • The intro should address why you’re saying thank you.
  • A specific part of the conversation or meet-up that you loved is a must, or the email might sound superficial.  
  • Sign off with a question to keep the convo going and score another meet-up! (fingers crossed)
Subject Line: Your time is precious, thank you!

Content Body:
Hi Tess,

Thank you for taking out time from your stringent schedule and meeting me. I gained so much insight into the SaaS industry with you today.

I was riveted by your
POV about Slack as a content distribution channel for the SaaS B2B brands and how you condensed the whole idea into your ebook.

It’s like Carl Theodor von Unlanski said, “Great minds, think alike”. There’s still so much I want to talk with you about. 


Sign off:


Did you like the place we visited?

Regards,

Bani

Keep it simple!

Keep it simple!

Wordtune’s alternative to my introduction ensures you don’t use too stuffy a word like stringent and replaces it with “busy”. 

Next time you quickly want to appreciate someone for meeting you and sharing their knowledge, use this done-for-you template. 

Thank you for showing up Template

Subject Line: Thank you for meeting me!

Hi (first name),

Body Content:

It was a pleasure to meet you (mention why you met). I loved your insights on (what you liked about the conversation) (and how you intend to use it). 

As (add a quote or unique saying to make your note more memorable)

Sign off:

Do you want to do another one of these soon? 

Regards,

(Your name)

Experience on a meet-and-greet

Meet and greets are the next big thing for networking right now. When you meet an idol through one of these, try to make an impact. Send them an email on how you intend to carry forward their teachings or what you loved about their work. 

Checklist

  •  Mention which meet-and-greet you’re talking about (there are multiple meet-ups, and mention of it helps them recall the event).
  • Use bullet points to outline the best parts. 
  • Sign off by showing you’re eager for another meet-up.
Subject line: My dream meetup

Hi Emma,

Body Content

You’re a vision! Your recent meet-up in Delhi was all I needed to attain more clarity about writing long-form content. 

Here are some highlights of the event that I’ll be religiously following:

- Using SME interviews and reports to find pain points and create rich-feature snippets
- Using the AIDA and PAS approach to form cohesive pieces
- Client reviews to reflect real-life solutions for clients and forging trust

The way you broke down the structure of your own work into a presentation to explain their importance was commendable, and I cannot wait to attend more of these.

It can be difficult to make a blog flow as a B2B SaaS content writer, but you've shared useful insights that will help me get the job done.


Sign off:
Thank you for this opportunity to learn from you. Do you plan on hosting another meetup any time soon? 

Regards, 

Bani

Going to a meet-up soon? Use this template to save time and let your idol know you admire their work and go from admirer to a professional friend. 

Template for experience on a meet-and-greet

Subject line: My dream meet-up

Hi (First name),

Body Content:

You’re a vision! Your recent meet-up at (location) was all I needed (mention the goal you achieved through it).

Here are some highlights of the event that I’ll be religiously following:

(Mention 3-4 key highlights of the meet-up. Make sure these aren’t generic.)

The way you explained (write 2 lines about how their approach was simple and easy to understand)

Sign off:

Thank you for putting this together! Are there any other events you plan to attend this season?

Regards, 

(Your name)

2. Showing Gratitude For Help

2. Showing Gratitude For Help

If you send thank you emails to someone who’s helped you achieve something—you’ll stand out, and prove that you actually took the advice and worked on it. This is also the way I created some global relations with well-renowned writers. 

For helping land a job/client

With the current economic downturn, securing a job or clients has become difficult. But if someone was kind enough to show you the ropes or refer you to a client/job, do your part, set aside time to thank them.

Checklist

  • The body content should comprise how you’re doing with the new job/client.
  • Sign off with a question about their work or life.
Subject line: A thank-you note 

Hi Ross, 


Body content:


I just wanted to check in and say that I’ve been enjoying my work with XYZ a lot. They're teaching me incredible new skills, and I’ve really improved as a writer—all because you helped me land that client. 

As a result of your guidance, my career has taken off, and I have been given many opportunities. :)

Truly grateful for all the thoughtful feedback from you!


Sign off:


What’s new with you? Any interesting updates in your work life?

Regards, 

Bani

Shift the focus to the reader:

Shift the focus to the reader:
Wordtune’s alternative for noting their guidance

With this alternative, you see how we’re addressing the recipient first—that’s the way you retain attention and also shift the focus to the recipient.

Use this done for your template to enhance your relationship-building efforts and rekindle old bonds. 

Thank you email template for helping land a job/client

Subject line: A thank-you note

Body text:


Hey (First name),

I just wanted to check in and let you know that it’s been a real treat working with you. Thank you for (reason).

You helped me a lot, and I improved with every assignment—a quality that is now opening doors to many new opportunities. 

I’m grateful for all your help on my (the work they helped you on). You helped me learn a lot. :)


Sign off: 


How have work and life been for you? Any exciting new projects in the pipeline?

Regards,

(Your name)

Public appreciation

A professional gave you an online shout-out to appreciate your work or congratulate you on some new exciting event in life—this is the time you can harness their attention and get to know more about them. 

Checklist

  • Subject line should be some version of “Thanks for the shout-out”.
  • Kick off the conversation by complimenting their work.
  • Ask about them. 
Subject Line: Thank you for the shout-out 

Hi Jenny, 


Body Content:

Thank you for your shout-out on my latest article for “Klaviyo’s Memorial Day Email Guide”. I loved how you explain the study of “Uri Hassan” in more detail. 

I saw your work in XYZ and it helped me get rid of writer’s block (as it claimed). I also love the witty use of emojis in your articles—adds spice to them!


Sign off:


What else is new with you? Have any exciting projects to work on?


Regards, 

Bani Kaur

Be responsive and return compliments with this done-for-you template: 

Email template for public appreciation

Subject line: Thank you for the shoutout

Hi (First name),


Body content:


Thank you for your shout-out on my (the work they complimented). I especially (mention what you liked about their shout-out).

I saw your work in (their work) and it helped me (how it helped you along with how you’re using it). 


Sign off:


What else is new with you? 

Regards, 

(Your name)

For Feedback 

This professional thank you email is the key to ensuring the person remembers you.

Checklist

  • Mention when they helped you. 
  • Mention how you’re utilizing their feedback.
  • Ask about them.
Subject line: You’re a true mentor
Hi Jim,

Body content:


Remember how you provided constructive criticism on one of my pieces? Well, after applying your tips, that piece is now ranking 2nd for the primary keyword. 


It wouldn't have been possible without your guidance and regular review of my work. I’ve also landed 2 new clients and optimized my profile, like you advised. 


The results are spectacular. 


I’m so grateful to have a mentor like you to guide me. Thank you. 


Sign off:


I’ll keep learning new skills like you said. What’s new with you? Did you finish that Ebook about “Marketing 101”?


Regards, 
Bani

Email template for feedback 

Subject line: You’re a true mentor

Hi (First name),

Body content:

Remember how you (the event being recollected)? Well, it has helped me (show it has helped you). 

It wouldn’t have been possible (one achievement because of their guidance). 

I’m so grateful to have a mentor like you to guide me. Thank you. 

Sign off:

How are things going with [a specific project you know they’re working on]?

Regards,

(Your name).

3. Thanking for Indirect Impact

People can influence your life in many ways. It can be through their actions, their work, or even an unintentional gesture. But that’s also the point of connection for you—sending an email referencing their impact on your life makes their day. Not only do they smile reading your note, but might also ask about you.

Social Media Post/Video 

Social Media Post/Video 

You stumbled upon their Instagram reel one day and now you’re following in their footsteps to follow your dreams. You should send a thank you email for helping you take a big but necessary step. 

Checklist

  • Mention the specific post/video that inspired you 
  • Sign off by asking about them
Subject: Thank you for amazing content

Hi Kaitlyn, 


Body content:


Your recent post about the strategies to ride out the recession without losing any clients has been an invaluable pieces of advice. 

Here’s what I loved about it:

- The first section about how quality rivals the layoffs. (If we upskill—there’s still work)
- The writing leads links (I’ve applied to three, by the way) which cuts down research time
- The last statement about “You can either scream recession on the top of your lungs or use that energy to build a solid personal brand” 

Your industry knowledge is always full of golden nuggets! Thank you for sharing this useful post.


Sign off:


What are you working on next?

Regards, 

Bani

Keep it professional but spike your language

Wordtune’s alternative for appreciation text
Wordtune’s alternative for appreciation text

I personally like this alternative because it embellishes the tone but does not overdo it with unnecessary jargon. 

Want to comment on new work in your network but don’t have the time to craft perfect emails? Here’s a template for you: 

Thank you email template for social media content

Subject line: Thank you for amazing content

Hi (First name),

Body content:

Your recent post about (mention the post and what it was about). 

Here’s what I loved about it:

(Admire their work by breaking it down and correlating it with your views).

Your industry knowledge is always full of golden nuggets! Thank you for sharing this useful post. 

(Use Wordtune to find its alternatives)

Sign off:

What ar you working on next?

Regards, 

(Your name)

Newsletters

Newsletters are comprehensive emails that share useful information, updates, knowledge, and personal stories. If there’s a newsletter that you particularly loved, respond to it and step up your connection-building game. 

Checklist

  • Use an intriguing subject line (reply to a newsletter instead of creating a new thread).
  • Ask a question for sign-off to keep the conversation going. 
Subject line: A happy coincidence

Hi Rayleigh,

Loved reading your newsletter. 

Like you, I also brought in a my highest income in July since I started freelancing. Do you know the secret to this success? It’s because I took your consultation call and onboarded 3 new clients!

I also started posting on Twitter after talking to you—and even though I am still getting the hang of it—I hope I can position myself as a distinct brand soon. 

Freelancing is overwhelming but I am loving it now. I hope to learn every week from you and know this, I have never waited so eagerly for any newsletter.

Yours was everything and more that I’d hoped for. Thank You so much!


Sign off:


How was your recent trip to Greece?

Regards,

Bani

Use this done-for-you template to highlight lessons in a newsletter. Let the author know how their efforts are bringing results and that you’re elated to be a part of their mailing list. 

Email template for newsletter reference

Subject line: Thank you for sharing

Hi (First name),

Body content:

(Start with why you loved the newsletter and how you related to it).

I also (what you implemented from their newsletter). I was eagerly waiting for your newsletter, and it’s finally here.

It’s everything I hoped for and more. Thank You so much!

Sign off:

How did [something they talked about doing] go?

Regards, 

(Your name)

E-mails Full of Sunshine and Gratitude

The value of a simple “Thank you” is undervalued. From forging new connections to improving the existing ones—thank yous help break the ice. It can be exhausting to write so many thank-you emails each day, that's why we’ve included the templates in this guide. 

So, press “Send” and take your professional relationships from strictly work-related to long-term friendships!

P.S.
This article was co-written with Wordtune. Wordtune didn’t write the whole piece. Instead, it contributed ideas, suggested rephrasing alternatives, maintained consistency in tone, and of course - made the process much more fun for the writer.

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