This document provides guidance on how to write a formal thank you card. It begins with introducing the topic and objectives. It then discusses when thank you cards are appropriate versus inappropriate, and the typical structure of a thank you card including the greeting, opening, main part, closing and signature. Sample thank you cards are presented and classified as formal or informal. Guidelines are provided on grammar, expressions and parts of a thank you note. The document concludes with practicing writing thank you notes and receiving feedback. In summary, the document teaches how to properly structure and write a formal thank you note.

1. HOW TO WRITE A FORMAL THANK YOU CARD
Settlement and English Workshop
CLB Levels: CLB 5+

2. Introductions
• What is your name?
• Do you often write thank you cards?
• What do you plan to learn from this
workshop?

3. Objectives
In this workshop, you will learn:
to distinguish between formal and
informal thank you cards
expressions to greet and thank others in
writing
to use the typical structure for writing a
thank you card

4. Getting and writing a thank you card is…
… a wonderful thing!
Picture Courtesy of Public Domain CC0 http://goo.gl/t6S94S

5. Discussion
What kind of thank you cards have you
received?
Have you ever written a thank you
card?

6. What are the reasons for sending thank
you cards?
 It’s a simple way of showing your gratitude to someone who
has done something nice for you.
 It keeps the communication loop open between you and
that person.
 A handwritten thank you note can help extend your personal
relationships and your career.

7. When are thank you cards appropriate?
 Whenever you receive a gift, send a thank you card.
 Whenever you interview for a job, send a thank you card.
 Whenever someone does something that is useful either for
your professional or personal life, send a thank you card.
Thank you
Picture Courtesy of Microsoft Office Clip Art

8. When are thank you cards
inappropriate?
When they are too late
When they lack a personal touch
When they lack purpose

9. How to write a thank you card
Looking at the samples

10. Formal or informal
1. Read sample thank you cards and decide
whether they are formal or informal.
2. Write down useful expressions that you like or that
are new for you.

11. Sample 1
Dear Jessica,
Whew! Done! I'm sure you're glad the Folklorama festival is over now
because it really wore you out.
From preparing mail outs, assembling packages to registering
participants and attending at pavilions, you were swamped with work.
The team thanks you from the bottom of their heart! You did an amazing
job!
Rob
Sample 2
Dear Mr. McCarthy,
Thank you for visiting me yesterday.
I appreciated the opportunity to discuss our new catalogue with
you. Your opinion is always valuable and helpful. I hope you will
find the latest products in the catalogue to fit your office needs.
It's always a pleasure to see you!
Best Regards,
John
Informal
Formal

12. Sample 1
Dear Todd,
It was a pleasure to have you presenting at our staff meeting
yesterday. Your ideas on new approaches to online learning
design were insightful and eye-opening to our staff.
Thank you for making time to meet with our team and for sharing
your thoughts.
Sincerely,
James Roger
Sample 2
Dear Mary,
Thank you so much for volunteering at our evening
conversational classes. Your support enables us to engage more
learners and give them opportunity not only to practice their
speaking skills, but feel welcomed in the community. I appreciate
fun and enthusiastic approach you take with each task you are
given.
Thank you for your gift of time and effort!
Sincerely,
Rob
Formal
Formal

13. Please write in the chat box:
Which sentences or phrases did
you find useful?

14. How to write a formal thank you card
Practice Writing

15. Thank You Card for Your Boss
• You want to write a thank you card to
your boss because s/he organized a
really nice lunch for all the staff
members.

16. Five parts of a thank you card
1. Greeting
2. Opening
3. Main part
4. Closing
5. Signature
1. Dear Mrs. Jamieson,
2. I wanted to write you a little note to thank you again for
the wonderful staff lunch you organized for us!
3. The food was outstanding but more important the time
we spent together in such a nice atmosphere was
incredible.
4. I am looking forward to many more great events with our
organization.
5. Many thanks,
Yuliana Bagan

17. Here is a visual way to show the outline of a
thank you note. Can you explain it?

18. Outline of a thank you note
Greeting
• Dear [title and last name],
• Dear Mr. Jones or Dr. Smith, (rather than Dear Carter,)
Opening
• Start by thanking them for lunch.
Main Part
• Go on with supportive ideas and mention something specific about how you
enjoyed the event.
Closing
• End with reinforcing your statement in the opening paragraph and/or express
reasons for future communication.
Signature
• End with “Yours sincerely,” when writing to someone you don’t know well. If
you are writing to your boss or manager, use “Best wishes,” or “Many thanks,”.

19. Greetings
Informal
• Hello Sylvia,
• Hi Rudi,
Formal
Note: There is always a comma after the greeting.
• Dear Ms. Warner,
• Dear Mr. Patel,
• Dear Arra,
• Dear Robert,

20. Informal and formal ways to thank
Informal
• Whew! Done! I'm sure
you're glad…
• How in the world did
you know I liked
chocolate?
• Thanks for…
• How nice of you to
have us over…
Formal
• Thank you very much
for …
• Thank you so much for
…
• I just wanted to let you
know that…
• I wanted to write you
a little note to thank
you again for …
• It was a pleasure
meeting …
Note: Start the thank you with a Capital letter!

21. Closings
Very formal Less formal With friends
Yours
sincerely,
Best wishes, Thanks again,
Thank you
again,
Kind regards, Love,
Thanks again,
Note: There is always a comma!

22. Grammar
• Thank you for …
noun
the present participle
• Thank you for …
… your time.
… for offering your help.
For example:

23. Grammar
• Thank you …
• I am very thankful …
that-clause
• Thank you …
• I am very thankful …
… that you invited us for
a dinner at your new
place.
… that you went an extra
mile to accommodate
our needs.
For example:

24. Grammar
I appreciate …
noun
the present participle
that-clause
I appreciate …
… your help.
… receiving timely feedback.
… that you have
accommodated our needs so
promptly.
For example:

25. 5 steps of successful writing
Brainstorm Outline Draft Edit Revise

26. Practice 1
• You are working as a secretary in a big
company. You cannot get the photocopier
to work. Rob, a co-worker in the same
department, helps you. Finally the
photocopier works. You want to thank Rob
for taking the time to help.
Brainstorm

27. Practice 1
1. Greeting
2. Thank you
3. Example
4. Closing
5. Signature
• Dear _______,
• I am very thankful that________.
• You saved my day because
these photocopies_________ .
• Thanks _______ .
• Yours______ ,
_________
Outline

28. Practice 1
Dear _______,
I am very thankful that________.
You saved my day because these photocopies_________ .
Thanks _______ .
Yours______ ,
_________
Draft

29. Practice 2
• You just had an interview for a position as
electrical engineer. It went well, you were
introduced to the whole team and the
whole office was shown to you.

30. Practice 2
What do you think about this thank you note?
Dear Mr. Gates,
Thank you for having me interviewed for the
electrical engineer position.
I hope to hear from you soon about the position,
and I hope that your organization and I can have
a long and happy relationship.
Thanks again,
William Jones

31. Practice 2
1. Greeting
2. Thank you
3. Example
4. Closing
5. Signature
Dear Mr. Gates,
Thank you for having me interviewed for the
electrical engineer position.
I hope to hear from you soon about the position,
and I hope that your organization and I can
have a long and happy relationship.
Thanks again,
William Jones
Please write an appropriate example.
Thanks also for introducing me to the team and
showing me around. I know I would enjoy
working with you and your group.
Edit

32. Practice 2
1. Greeting
2. Thank you
3. Example
4. Closing
5. Signature
Dear Mr. Gates,
Thank you for having me interviewed for the
electrical engineer position.
Thanks also for introducing me to the team and
showing me around. I know I would enjoy working
with you and your group.
I hope to hear from you soon about the position,
and I hope that your organization and I can
have a long and happy relationship.
Thanks again,
William Jones
What do you think about the closing?
Revise

33. Practice 2
1. Greeting
2. Thank you
3. Example
4. Closing
5. Signature
Dear Mr. Gates,
Thank you for having me interviewed for the
electrical engineer position.
Thanks also for introducing me to the team and
showing me around. I know I would enjoy
working with you and your group.
I hope to hear from you soon about the position,
and I hope that your organization and I can
have a long and happy relationship.
Thanks again,
William Jones
What do you think about the closing?
Revise

34. Practice 2
1. Greeting
2. Thank you
3. Example
4. Closing
5. Signature
Dear Mr. Gates,
Thank you for having me interviewed for the
electrical engineer position.
Thanks also for introducing me to the team
and showing me around. I know I would
enjoy working with you and your group.
Thanks again,
William Jones
Please rewrite the closing.
Revise

35. Practice 2
1. Greeting
2. Thank you
3. Example
4. Closing
5. Signature
Dear Mr. Gates,
Thank you for having me interviewed for the electrical
engineer position.
Thanks also for introducing me to the team and
showing me around. I know I would enjoy working
with you and your group.
I look forward to hearing from you concerning your
hiring decision.
I appreciate your consideration.
Thanks again,
William Jones
Please rewrite the closing.
Revise

36. Practice 3
• You got a very nice coffee mug from all
your colleagues.
• Write a thank you note.

37. Post workshop activity
• Your new neighbors Johanna and Mark
invited you and your family for a nice dinner.
Johanna made a delicious chicken.
• Write a thank you note.
Picture Courtesy of Public Domain CC0 http://bit.ly/1BnEsOd

38. Thank you for joining us today!
See you online!