How to Write a Professional Thank-You Message (With Examples)

Teams love HeyTaco as a recognition tool because it’s easy, fun, and informal. It makes recognition a daily habit and contributes to a more positive environment.

But not everything we do is habitual. Sometimes we exert extra time, effort, and goodwill. Some milestones only come around once. And our general-purpose “thanks!” can blend into an active inbox or chat, never penetrating the distance between remote employees.

Sending a more powerful message only takes a few spare minutes. Today, we’re breaking down the professional thank-you message. We have examples for peers and managers alike in a variety of workplace contexts, plus tips and templates.

Why should you write a professional thank-you message?

Casual thank-yous we share daily (or close to it) lack the sentiment and detail that make them core memories at work. When someone’s behavior has a larger impact on the organization and its culture, the recognition they receive in kind should reflect that.

Besides, it’s always recommended to mix in an assortment of recognition methods for interest and personalization. If regular, peer-driven recognition has taken hold, we don’t want it to grow stale. 

When should you send professional thank-you messages?

If you’re already offering small gestures of recognition on the regular, here’s when to sprinkle in a more intentional, professional thank-you message:

• Going across teams or departments to offer help
• Completing a large or important project
• Milestones like work anniversaries
• Forging a stronger connection with a remote employee
• Being supportive during a challenge
• Increased customer success

The anatomy of an effective thank-you: Must-have parts of a heartfelt whole

Coming up, we have many examples to share for a whole range of work contexts. However, copy-and-pasting one of them won’t work. Impact thank-you messages include several personalized elements. Here are the ones you cannot skip.

1. Specificity

Making clear why we’re grateful is the most essential element of any type of appreciation-based recognition. It’s why HeyTaco offers features like Taco Tags to tie recognition to specific values. 

The recipient believes specific compliments more than general ones, and we positively reinforce that specific behavior. 

2. Timeliness

You don’t engage in something truly meaningful as an afterthought. Delayed recognition of any sort has a lower impact on the recipient. It’s that simple.

The purpose of recognition tools like HeyTaco is to make it easy to recognize someone as soon as and as often as possible. With a more fleshed-out, intentional thank-you message, you have a little more time. Don’t let that make you leave it for next week. The same day is nice, the week of is a must. 

3. Authenticity

What does it mean to convey a genuine tone in a professional message? Even professional communications can have an emotional element. Emotions that feel true, aren’t exaggerated, and are delivered in the type of language you would typically use.

Review how you felt in the moment and include that word. “It was a relief when you made that point at the meeting,” “That was a really inspired choice,” and other evocative statements that are neither mawkish nor restrained. 

4. Impact

Sharing the impact someone’s behavior had on you also helps the message feel authentic. More than anything, it justifies the more “special” form of thanks and encourages one to repeat that behavior.

The message is about the recipient, but this will be one area where you pull a little focus. “Showing me that shortcut saved me a lot of time and changed how I’d approach that task in the future for the better.”

5. Venue

The occasion and position will determine whether these thanks should be given privately or publicly, in chat or handwritten. Knowing the difference is crucial. If someone covered for you, offered personal support, or gave helpful feedback, one-on-one thanks are probably best.

If you’re thanking a team or recognizing someone who went above and beyond, a public shoutout is likely more appropriate.  

Why some thank-you messages don’t meet the mark

• Generic or obligatory tone. Remove the specificity and purpose, and it becomes a message people skim over and forget. 
• Overly formal language. Professional thank-you messages do include more complete sentiments. But don’t go overboard and become unrecognizable.
• Backhanded compliments. “Your work was better than I expected,” or “You’ve seemed so tired lately,” are key examples of what to never say.
• Delayed gratitude. Holding off for weeks or months raises questions. Did someone make you write this? Do you have new, ulterior motives? Was it not that big of a deal to begin with?

Thank you messages for colleagues

These professional thank-you messages for your coworkers demonstrate how to be concise, specific, and genuine in common workplace situations. Note that the recipient is always addressed by name. 

For help on a project 

“Rachel, I have so much gratitude for the attention and skill you contributed to this project. I felt very confident in the quality and accuracy of your input. I hope I can do the same for you one day.” 

For collaboration 

“Dear Ava, 

Our recent collaboration shifted the way I feel about teaming up with others on projects. Your experience in this area really shone through, and I learned a lot. 

Thank you so much,

[your name]”

For covering your work 

“You saved the day, Ethan. I really appreciate the way you handled my responsibilities while I was unavailable. Your support made that time much easier for me.”

For mentorship 

“Dear Marco,

I wanted to take a moment to express my deepest thanks for your guidance. You’re a very effective mentor, and I’ll carry what I’ve learned throughout my time here. 

Best Regards,

[name]”

For going above and beyond 

“Your dedication and selflessness do not go unnoticed, Michele. I’m very grateful to work on a team with someone as supportive and generous as you.”

Messages of gratitude for managers

You don’t have to be managing up to give thanks to a team lead. If we have great leaders, it’s important to strengthen their engagement and keep the good vibes going with some “reverse” recognition. 

For feedback and guidance 

“Dear Janet,

The feedback and resources you shared with me last week were a game-changer. Our interaction made me very hopeful about moving forward. Thank you very much for taking the time to work with me on this.”

For support during challenges 

“Cynthia, I wanted to take a moment to thank you again for your compassion and understanding during a difficult time. It means a lot to work with people who give me grace and space to move forward.”

For career development 

“Dear Kara,

Thank you so much for not only giving me that opportunity but also trusting me with it. I feel much clearer on my direction both at this company and in this industry. You are an excellent leader.”

For recognition 

“Liam, I know I haven’t been very active in the team chat, but I wanted to thank you for the weekly shout-out. I love working remotely, but I can get very wrapped up in my daily duties. Thanks for always including me.”

Thank you messages for a team

Cohesive teams are notorious for prosocial behaviors. Lending an extra hand, giving someone the benefit of the doubt, and yeah, expressing gratitude. Don’t even think about sending them a reward without a professional thank-you message attached. 

For meeting a deadline 

“As a team, you didn’t just meet expectations. You delivered in a situation where other teams would have easily faltered. Thank you for keeping us on track to meet our goals.”

For project success 

“We are grateful for every individual contribution to project success. Each member of this team owns a piece of this win.”

For adaptability 

“Thank you for being so flexible and accommodating during recent changes. We are fortunate to have a team as supportive and strong as this one.”

For team spirit 

“The positive energy and enthusiasm this team has displayed throughout the last few weeks is an incredible gift. My sincerest thanks to all of you who lift everyone’s spirits.”

Thank yous for specific situations 

Most of these types of thank-you messages are given privately to close out one-on-one exchanges. Retirements should be publicly acknowledged, but an additional, personal message of gratitude is a good choice. 

After job interview/offer

“I genuinely enjoyed our conversation yesterday, Vanessa. Thank you again for taking the time to meet with me. Some of your questions were very unique, and I’m grateful to have had the opportunity to discuss these topics.”

For referrals

“Marc, thank you so much for the referral. I don’t take your trust for granted, and am excited to build this new partnership.”

For client/vendor support

“It has been a pleasure to partner with someone so responsive, dedicated, and collaborative. Thank you very much for your continued support.”

For retirement/departure

“It is an honor to have worked with you, Greta. You’ve had an indelible impact on this organization over the years, and cannot be replaced.”

For condolences/support during a difficult time

“Thank you very much for the condolences. It has not been easy, but knowing I have your support makes it easier to come to work during this time.”

Templates by channel: Drafting thank-yous for email, Slack, & more

Our final recommendations are structural. The format, length, and content of a professional thank-you message depend on how it’s being transmitted. 

Email template

Thank-you emails should be obvious to spot from the subject alone.

Slack/Microsoft Teams template

Short and sweet, sure, but don’t forget to stay specific and use their name. 

Handwritten thank-you notes

Best delivered on company letterhead or inside a card.

HeyTaco 

HeyTaco’s brand of recognition takes place in Teams, Slack, or Google Chat. 

However, there are a few ways it stands out from other professional thank-you messages in a chat. Values hashtags and, of course, a taco. It takes specificity a step further by typing into principles that influence the culture.

Daily gratitude makes special messages stand out

We know that intermittent recognition doesn’t work. It doesn’t happen often enough to boost engagement or retention. In the moment, it can feel obligatory or awkward. 

Want your professional thank-you messages to sound more authentic? The best tip we can give you is to make all forms of gratitude a natural feature of your workplace’s culture. When gratitude is a daily habit, it’s easy to build on it with more sincere messages and gestures.

Test HeyTaco with your team to find out how easy it can be.