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Nov 27, 2023

10 examples of how to write sincere thank you emails with AI

Sophia Seltenreich

Sophia Seltenreich

4 min read


As the holiday season rolls around, people at work often dedicate a day or two to show their gratitude to their colleagues and peers. But as psychologist Robert Emmons says, “Gratitude is too good to be left at the Thanksgiving table.”

In the workplace, expressing gratitude shouldn't just be an end-of-year event. Regularly showing appreciation, even in small gestures like sending thank you emails, can have a significant impact on your mental and physical health, team dynamics, self-esteem, and overall positivity. Studies have shown how saying thanks shifts your focus from negatives to positives, strengthens your relationships with colleagues, and promotes a healthier, happier lifestyle. It's more than just good manners—it's good for you.

This blog covers how to write sincere and effective thank you emails, scenarios with specific examples, and ways to use an AI Assistant for faster personalization. So, whether it's a heartfelt thank you email to a customer or a simple note of appreciation to a teammate, you’ll always have the time and tools to say “thanks.”

How to write an effective thank you email

Thank you emails should be sincere, specific, and timely. When it comes to sincerity, it's not just about saying the words, but truly meaning them. Express your gratitude in a way that feels genuine and heartfelt. For instance, instead of a generic "Thank you for your help," you could say, "I'm really grateful for the time and effort you put into helping me with this project."

Your email should clearly highlight the specific actions or qualities you're thankful for. This not only shows that you noticed and appreciated someone's efforts, but also makes your email more meaningful. For example, instead of saying "Thanks for your help," you could say "Thanks for going the extra mile to brainstorm with me for the project kickoff. Your ideas and perspectives really made a difference."

The timing of your thank you email is also crucial. It's best to send a note within 24 hours after the event or action you're thankful for. This shows the recipient that you value their effort and that their good deed is still fresh in your mind. Plus, it's just good manners! If you wait too long, the impact of your gratitude may lessen. So, don't delay in expressing your thanks.

10 thank you emails that can be easily personalized

1. Thanking a colleague for their great work

At Shortwave, every Monday we have a dedicated kudos time. We spend the first 5 minutes of standup sending emails to teammates to acknowledge their hard work, collaboration, and decision-making from the previous week. Here’s what a typical email to a coworker looks like:

Hey [Colleague’s Name] — kudos for shipping [Project Name] last week. I appreciate you leading the charge on this and getting it live so quickly. Our users have been loving it!

2. Thanking a client for their business

Build a strong relationship with your client, showing them that you value their business by saying thank you. It can lead to increased client loyalty and potentially more business in the future.

Thank you so much for choosing [your company] for your [product/service] needs. We really appreciate your business and look forward to serving you and [the client’s company] again in the future.

3. Thanking a mentor for their guidance

A thank you email to a mentor should express your appreciation for their guidance and the impact they've had on your professional growth. Doing so can strengthen your relationship with them and encourage them to continue providing you with valuable advice.

I just wanted to express my gratitude for all the advice you've given me throughout my career. Your guidance has been instrumental in my growth as a [current occupation]. Thank you for everything!

4. Thanking a speaker for their presentation

If a speaker's presentation has been particularly insightful or inspiring, a thank you email can express your respect for the speaker's expertise and the time they took to share their knowledge. It can also open up opportunities for further discussion and learning.

I thoroughly enjoyed your presentation at [name of event]. Your insights were incredibly valuable and I learned a lot about [presentation topic]. Thank you for taking the time to share your expertise with us!

5. Thanking a teammate for their collaboration

Recognizing when a team member takes the time to be communicative and a good collaborator can make your projects even more successful in the future. By reinforcing how you appreciate someone’s behavior and value their teamwork, you can foster a collaborative environment and strengthen your working relationship.

Just wanted to take a moment to say a big thank you for your collaboration on [recent project]. Your insights and hard work really made a difference, and I'm so grateful to have you on our team 🙌 Looking forward to our next project together!

6. Thanking a job interviewer for their time

A thank you email after an interview will leave a positive impression and show your enthusiasm for the role. Taking the time to express your gratitude also demonstrates your professionalism and respect for the interviewer's time while distinguishing yourself from other candidates.

Hi [Interviewer’s Name] – Thank you for taking the time to chat with me today about this role at [Company Name]. I'm excited about the possibility of joining your team and contributing to [specific project or goal you discussed in the interview]. Let me know if there's any additional information you need from me, and thanks again for your time!

7. Thanking a vendor for their service

Sending your thanks to a vendor for their service helps to nurture a strong and positive business relationship. It recognizes their efforts, fosters mutual respect, and encourages them to continue providing high-quality service.

I wanted to send a quick note of thanks to you and [Vendor’s Company] for your excellent service. Your team's effort and dedication have made a real difference to [Your Company]. I’m looking forward to continuing this partnership!

8. Thanking a manager for their leadership

Expressing gratitude to a manager for their guidance not only fosters a positive work environment, but also strengthens an important professional relationship. You can show appreciation for their efforts, acknowledge their impact, and motivate them to continue providing excellent leadership.

Kudos for your exceptional leadership and guidance on [specific project or task]. Your insight truly made a difference and helped me grow in my role as a [your role]. Your ability to lead with empathy and understanding creates a wonderful work culture that I'm grateful to be a part of!

9. Thanking a coworker for their support

Recognizing a coworker's assistance helps build a collaborative and supportive team atmosphere. It shows respect for their contributions, encourages continued cooperation, and can boost morale within the workplace.

Just wanted to take a moment to say thanks for your support on [specific project or task]. Your help made a big difference and I really appreciate you taking the time to work on it despite your busy schedule 🙏

10. Thanking a customer for feedback

Appreciating a customer's feedback is crucial for maintaining good customer relations and improving your product. Sending a thank you email to a client shows them that their opinion is valued, encourages further engagement, and provides valuable insights for business growth.

Thank you for taking the time to share your thoughts on [feedback topic]. Hearing from folks like yourself is incredibly helpful to our team. We're always looking to make [product name] better for our users, and your feedback is a big part of that!

How to make time for gratitude using an AI Assistant

Now, you might be thinking, "I'm already swamped, when will I find the time to send all these thank you emails?" Well, that's where Shortwave's AI Assistant comes in.

With the help of Shortwave's AI Assistant, you can write effective, professional, and personalized thank you emails quickly while maintaining your authenticity by drawing on past messages you’ve sent. While the AI can't replace your genuine appreciation, it can help you brainstorm just the right phrasing to get your message across. This means you can save time, reduce stress, and help ensure you make a positive impression when reinforcing important relationships.

Here’s how you can turn your quick thoughts into thoughtful thank you emails:

  • Prompt: write a thank you to the team based on what we shipped last week

  • Prompt: a personalized thank you to the recruiter based on my interview notes

  • Prompt: thank this user, summarize their feedback, and let them know we’re on it

So why not give it a try? Start using Shortwave's AI Assistant to show more gratitude to the people you communicate with, year-round. You might be surprised at how such a simple mindset shift can make a positive difference.

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