How to Write a Thank You Note to Coworkers (+ Gift Ideas They’ll Love)

One of our favorite languages of appreciation in the workplace is words of affirmation. Positive statements of gratitude are easy to give, fulfilling for the recipient, and work magic on morale and engagement.  

Writing thank-you notes can make it a little more meaningful. Maybe you want the praise to stick with them longer, or their achievements warrant more than a verbal thanks.

In any case, today we’re giving guidance on how to write a thank-you note to a coworker. Keep reading to learn when to write one, tips for making it meaningful, and small gifts you can include as well. 

🙏Occasions to write a thank you note to a coworker

Is a handwritten note too much, too little, or just enough? 

Thank you cards and notes are versatile and can be dressed up or down for the occasion. They can range from that hand-scrawled message left on someone’s desk to the musical card the whole office has to hear. Thank-yous might also reflect the degree of familiarity and type of rapport you have with the recipient. 

Consider writing a thank-you note to a coworker for any of the following reasons:

• For performing a random act of kindness
• Offering help with a difficult task
• Completing an important project
• Being a great collaborator
• Birthdays
• Work anniversaries

Finally, you can write a thank-you note to a coworker who is due some gratitude. The person who remained cheerful during a stressful time, helped out with a lot of little things, or offered some emotional support when you needed it. 

✍️Tips for writing a thank you note to coworker

Okay, time to test that pen out and make sure the ink is flowing. Here are some guidelines when writing thank-you messages for coworkers. 

Make it specific, but not overlong

Draft a message explaining why you’re grateful to or are celebrating this coworker. The reason you’re writing this message should be clear from the start. Now edit it down to a few lines. Is it specific enough? 

Be sincere and appreciative

Tell the recipient how their positive behavior impacted you. Again, we don’t have to meander for a paragraph. But if they made your day, you should say so. If it was one of their positive qualities that stood out most (compassion, expertise), name it. 

Keep it professional, even if that’s your work bestie

An inside joke is fine, but let’s make sure the main message of appreciation stands out most. Proofread your draft so it’s error-free. Also consider how you’d feel if someone else at work found the note–would there be anything there you wouldn’t want them to see? 

Don’t forget to personalize

This surprisingly gets overlooked by many in their quest to write the perfect note. Make sure the note opens with their name and closes with yours. There should be no mistaking who this is for, and who it’s from.

🎁Small thank-you gifts for coworkers 

When is it appropriate to give presents? General work and personal milestones (work anniversaries, birthdays) are good occasions to offer a small gift to a coworker. They’ll also be welcome when a colleague has gone above and beyond to help you. 

A simple card thanking them for being great to work with can accompany one of these cost-effective, thoughtful gifts.

1. Coffee shop gift card

A timeless small gift for a reason. The next time they want a scone with their latte but go back and forth on the price, you’ll be their savior.

2. A gourmet chocolate bar

If you don’t want that thank-you card showing up alone, add some chocolate. A higher-end chocolate bar is still usually less than $10 but feels a little extra.

3. An essential oil diffuser

Flame-free aromatherapy for their desk. Bonus points if you can find one in a unique design or a fragrance you know they prefer.

4. Tech tacos

Favorite coworker always struggling with cable management? The tech taco is a fine solution to keeping them neatly bundled. 

5. DIY gestures

A cutting from your prize pothos plant, a batch of cookies, a handmade coupon promising a favor, and similar ideas are genuine expressions of thanks. 

6. Foreign snacks

British expats, people obsessed with Japanese culture, or just big-time travelers. If your coworker has a connection to another land, buy them some interesting snacks from abroad.

7. Forever flowers

Whether it’s a LEGO kit they can assemble themselves or a simple blown-glass tulip, it’s a great partner to a thank-you card that won’t wilt or need water.

8. A drizzle of olive oil

Get the office foodie a bottle of the best extra virgin olive or avocado oil. This super trendy one has a handy squirt top and can be deployed onto a sandwich or salad right at the desk. 

9. An on-brand coffee mug

Chic minimalist, homespun pottery, or custom novelty. The secret to making this traditional workplace gift great is acknowledging the recipient’s personal taste. 

10. Device sleeves and cases

A cool new laptop sleeve, phone case, or tablet cover in their favorite color, theme, or design is a thoughtful surprise they can use daily. 

📝Examples of thank-you notes to coworkers

Writer’s block? Maybe a few of these examples will get the juices flowing.

Keeping it light:

“You rock, Shelby! Thanks for making the final phase of that project go smoothly. You’re a dream to team up with.”

A very special milestone:

“Congratulations on 10 years at the company, Sam! Thank you so much for making me feel like part of the team right away. You’ve been so patient, and your presence here is invaluable.”

Awe-inspiring performance:

“Carissa, what you’ve pulled off in organizing this whole mess of documentation is unbelievable. You’ve made my role much easier, spared me weeks of stress, and I cannot thank you enough. Enjoy the gift!”

🏆BONUS: Check out more examples and ways to write authentic, meaningful messages to coworkers and employees. 

🌮And don’t forget the taco! 

Thank-you notes for coworkers help us express genuine gratitude in a memorable way. That’s the key–creating positive interactions people keep with them, letting them build up into a reserve of workplace happiness.

HeyTaco does the same. As the #1, award-winning, peer-to-peer recognition tool, your daily allotment of virtual tacos is a fun, catchy way to say thanks on the fly. Double up on gratitude at work this week with a free trial.