Gratitude letter: What it is and how to write it

Most jobs involve working with other people to reach certain goals. In this setting, you may often receive assistance from your colleagues, managers, or mentors. They may have helped you by sharing their expertise, navigating obstacles with you, or even providing emotional support. Writing a letter of gratitude is a great way to let your colleagues know that you appreciate their contributions. It can make them feel happy and motivated, resulting in a positive work environment. It can also help you build authentic and long-lasting relationships at work. This can be beneficial to your career down the road.

In this guide, we'll discuss what a gratitude letter is and provide writing tips for different situations. Here's what we'll cover:

• What is a gratitude letter?
• Why gratitude matters
• When should you write a gratitude letter?
• How to write a gratitude letter
• Conclusion
• FAQs

What is a gratitude letter?

A gratitude letter is a message that expresses your appreciation for someone who has been nice or helped you. In the workplace, the recipient may be a hiring manager, team member, colleague, supervisor, or mentor. You can handwrite, print, or email the letter.

The purpose of a gratitude letter is to let someone know that you're thankful for their help and support. It's different from a formal business letter, which usually seeks to achieve specific business goals and requires you to take action.

Why gratitude matters

Throughout your career, you'll probably get a lot of help from other people. Whether they've assisted you with projects or training, provided advice or strategy, or connected you with jobs or contacts, it's a good idea to express your gratitude for their help.

Sending letters of gratitude to those who have aided you is a courteous gesture. It shows that you're thoughtful and respectful and know how to demonstrate professionalism. It strengthens relationships and helps increase your chances of getting assistance in the future. Those who receive your gratitude letters will feel valued and motivated, which can contribute to a harmonious and productive workplace.

When should you write a gratitude letter?

There are plenty of opportunities for writing gratitude letters to show appreciation to your co-workers. Here are some examples of occasions that may warrant a thank you letter.

Writing a gratitude letter to a colleague who helped you

Your colleagues may help you complete a project, offer you guidance, or step up to cover your responsibilities when you're on leave. They deserve recognition for going out of their way to support you. Here's a sample thank you letter of appreciation for expressing gratitude to a helpful colleague:

Dear Mona,

Thank you for helping me with my new project. I had a great time working with you, and your phenomenal knowledge and skills impressed me. I was unaware that you possessed such skills and expertise in this domain. Your assistance greatly helped me complete my task on schedule.

I'm indebted to you for your guidance and support. If you should need any help in the future, you can count on me.

Thanks once again for your invaluable assistance.

Regards,

Sonny

When a friend referred you to a job

A friend who referred you to a job has done you a big favour. If you land the job, you may get a higher salary, greater job satisfaction, and new career development opportunities. So, it's essential to show your sincere appreciation for your friend's kindness and generosity. Let's look at a letter of gratitude example for a job referral:

Dear Hisham,

I'm writing to express my deepest gratitude for referring me to the Senior Marketing Manager position with ABC Company. Your reputation in the marketing industry has always been outstanding, and I can't explain in words what your willingness to lend your credibility to my cause means to me. The team at ABC specifically cited your referral as a key selling point for my application.

I owe you one! If you ever need my assistance, please don't hesitate to ask. Failing that, I just want you to know that you have my sincere and abiding thanks for the assistance you've provided me in my job search.

With my heartfelt appreciation,

George Tan

To colleagues when leaving a job

A farewell gratitude letter shows that you appreciate the time you spent with your colleagues and everything they had done for you during your tenure at the company. It helps you leave on a positive note and maintain solid relationships with your colleagues. Below is an example of an appreciation letter for such a situation:

Dear colleagues,

As some of you may already know, I've resigned from my position at DEF Company to pursue other opportunities. The last day of my tenure here will be 27 May 2024.

I want to take a moment to express my thanks to all of you for making my time at DEF a truly rewarding experience. It's my honour and privilege to work alongside such a dedicated and talented team. I've learned a lot from each of you, and I'll always be grateful for the encouragement and support you've shown me throughout my time with the company.

Although I'm sad to leave this job, I'm excited about the future. I look forward to applying the valuable knowledge and skills I've learned here to my future endeavours.

I wish you success and happiness in your careers and personal lives. Please keep in touch, and let's stay connected on Facebook or [email protected].

Thanks again for everything.

Best wishes,

Suresh Suppiah

To your hiring manager when leaving a job

When you're leaving your workplace, you may also want to send a letter of gratitude to your hiring manager. In the thank you letter, express your appreciation for the opportunity and guidance they've given you to help you grow in your career. Here's an example of a gratitude letter for this scenario:

Dear Daniel,

I hope this letter finds you well. As you probably already know, my last day at XYZ Company will be 19 June 2024. I want to take a moment to let you know that I'm deeply grateful for the opportunity that you've given me to work at this company.

It's been an amazing journey, filled with both achievements and challenges. I feel privileged to have been part of XYZ during a period of innovation and growth. The skills and experience I've gained here are invaluable and will be beneficial in my future endeavours.

Once again, thank you for offering me the opportunity to grow my career with XYZ. Please stay in touch. My contact information remains the same, and I would love to hear about all the successes that I'm certain you and the company will achieve in the future.

With warmest regards,

Mohammad Jaafar

How to write a gratitude letter

Here are some tips on how to write a letter of appreciation.

Think about how the person has positively impacted your life

When writing appreciation letters, it's important to craft personalised and heartfelt messages instead of just saying the generic "thank you". Think about the recipient and try to remember their behaviours and specific moments you shared with them that mattered to you. Also, note the impact they had on your career and personal life.

Describe what the recipient has done for you and show appreciation

In your gratitude letter, you should explain to the recipient why you're grateful to them. For example, you could remind them how they helped you with your heavy workload, taught you a new skill, or provided emotional support when you were feeling down. This shows that you remember what the recipient had done for you, which can make them feel appreciated.

Proofread your letter

Typos, misspelt words, and grammatical errors in your gratitude letter can give the recipient the impression that you're insincere and unprofessional. Proofread the letter multiple times to ensure error-free communication.

Conclusion

Writing a gratitude letter to a colleague or supervisor who has aided you shows that you respect and appreciate them. It helps you make a positive impression on your co-workers and strengthen your relationships. So, if there are people in your workplace who have treated you well or helped you in challenging times, go ahead and send them a well-crafted appreciation letter to let them know that their efforts haven't gone unnoticed.

FAQs

The following is a list of commonly asked questions about gratitude letters.

1. What exactly is a gratitude letter in the workplace setting?
   ⁠In the workplace, a gratitude letter is a letter of thanks and appreciation that lets a co-worker know that you value their guidance or assistance.
2. How is a workplace gratitude letter different from a formal business letter?
   ⁠A letter of gratitude expresses your appreciation for a peer or supervisor who has helped you. In contrast, you may write a formal business letter for a wide range of purposes, from providing or requesting information to negotiating a business deal.
3. Besides leaving a job, are there other times to thank colleagues with a letter?
   ⁠Yes, there are many situations when you can send a gratitude letter to a coworker. For example, you may want to thank someone for helping you with a project or sharing knowledge and expertise.
4. Should I write a gratitude letter to my friend if they just referred me for a job?
   ⁠Yes. A friend who referred you for a job may have a positive impact on your professional and personal lives. So, it's important to write them a gratitude letter to let them know you appreciate their help. Failure to do so can make you seem ungrateful and unprofessional.
5. What kind of specific examples should I include in my gratitude letter?
   ⁠An effective gratitude letter includes specific examples of how the recipient has provided you with guidance or support. For instance, you can write about a time when they stayed back after office hours to help you finish your work, covered for you when you were on annual leave, or offered their support during a personal crisis.
6. Is it okay to write a thank you note to my hiring manager even if I'm leaving the company?
   ⁠Yes, it's polite and proper to send a thank you note to your hiring manager when you leave your job. After all, they gave you an opportunity to work and grow professionally at the company.
7. Should I keep my gratitude letter handwritten or typed?
   ⁠It depends on the recipient. Consider reserving a handwritten gratitude letter for personal communication between well-acquainted colleagues. If you're thanking a colleague you aren't close with, supervisor, manager, or mentor, it's best to send them a typed letter by hand or email.
8. What are some common mistakes to avoid when writing a workplace gratitude letter?
   ⁠One of the most common mistakes people make when writing gratitude letters is failing to personalise the message. Avoid using generic phrases that you can find in numerous other letters. Instead, provide specific examples of how the recipient went above and beyond to help you. Another common mistake is not proofreading your gratitude letter. Go over the letter multiple times to identify and correct typos and spelling and grammatical errors.
9. Besides letters, are there other ways to express gratitude in the workplace?
   ⁠Writing letters of gratitude isn't the only way to show appreciation to your colleagues. You can also express gratitude by just saying thank you, complimenting them, buying them lunch, giving them a gift, or offering help when they need it.