DCL Recruitment, Writing a Gratitude Letter

Writing a gratitude letter

Posted by: DCL Recruitment Date: October 2024
Sourced from SEEK.com – 2024

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A gratitude letter is a great way to let a colleague, manager or mentor know how grateful you are for their help and support.

Whether they provided a character reference, mentored you through a workplace problem or helped you develop specific skills, expressing your thanks can show someone how important their contribution is. Gratitude letters can also be a great way to build your relationship with them.

But what do you say in a gratitude letter? In this article we explore what a gratitude letter is, why they matter, and what you should include in yours.

What is a letter of gratitude?
A letter of gratitude, also known as a thank you letter of appreciation, is a sincere way to express your thanks. You can write one for a teammate, manager or anyone in the workplace who has helped you. You may also write a gratitude letter to a friend who has supported you or an acquaintance who referred you to a job, to thank them for their encouragement and assistance. A thank you letter is a gesture of appreciation that recognises the kindness someone has shown you.

How to write a gratitude letter
If you’ve never written one before, the following tips on how to write a letter of appreciation can help you get the right balance professional and personal. Here are a few guidelines for writing your gratitude letter.

Think about how the person has positively impacted your life
Gratitude letters should be personal and from the heart, while still maintaining professionalism, if to a colleague or manager. Think beyond saying thank you, and focus on why you are thanking them. How did they benefit your life or your career?

I wouldn’t have had the success I have now if it wasn’t for your continued mentoring.

You have no idea how much your support has meant to me over the past year in helping me find my feet in a new industry.

Describe what the recipient has done for you
In your letter, be specific about the contribution the person has made. Include details about the project or job they helped you on. They may not even realise how something they have done has helped you, so being specific can help them know exactly why you appreciate them. For example:

Thank you so much for helping me out with my cover letter.

I deeply appreciate you referring me for the Customer Service Assistant at Threads Co.

Your detailed feedback on my pitch was invaluable in helping me land the contract.

Proofread your letter
While gratitude letters aren’t as formal as business letters, they should still be formatted neatly and be free of any errors or mistakes. This helps your recipient know you are genuine about your thanks and have made a heartfelt effort to show appreciation. You may also want to ask someone you trust to read over your letter and give feedback.

Why gratitude matters
Showing your gratitude is more than just saying a quick thanks in passing. In the workplace, taking time to personally thank those who have helped you is important for building relationships, improving workplace culture, and creating a supportive environment. A positive workplace where everyone feels supported can help boost morale, reduce stress, build resilience and even help people learn to be more patient.

When should you write a gratitude letter?
You should always try to send your gratitude letter soon after you’ve received someone’s help. However, different situations may call for a different timeline. Below, you’ll find a letter of gratitude example for different scenarios.

Writing a gratitude letter to a colleague that helped you
When a colleague helps you, it's polite to show appreciation. They may have helped you with a project, offered you guidance, or referred you for a promotion. A thank you letter will help them feel appreciated and can be a nice keepsake of their time working with you.

Dear Alicia,

I wanted to thank you for your help with the annual report; your superhuman analytical skills were critical to us submitting on time. I'm grateful for your ongoing support and advice.

Thank you again,
James

When a friend referred you to a job
If a friend has referred you for a job or written you a personal reference, a gratitude letter can let them know how much you appreciate them. When thanking a friend who referred you to a job, you could say:

Dear Priya,

Thank you again for referring me for the position of graphic designer at Canva. Having your personal recommendation really helped my application, and I'm pleased to say I've made it to the second round. I couldn’t be more grateful.

Thanks again!
Lara

To colleagues when leaving a job
When you or a colleague leaves the compnay, it can be a great opportunity to express your thanks for the time you’ve spent working together. Showing your appreciation can strengthen your relationship and help keep former coworkers in your network. To thank a colleague when leaving a job, you might write:

Dear Charlie,

Working with you over the past three years has been so much fun and I'm sad you're leaving. I wanted to thank you for taking me under your wing when I first started at AC Organisation and for your support over the years. Keep in touch!

Thank you again,
Carlos

To your hiring manager when leaving a job
Hiring managers can often become mentors who help shape us professionally. When you leave a company, it’s nice to thank the hiring manager who employed you and helped you grown in your career. In a gratitude letter to a hiring manager, you could write:

Dear Ahmed,

Two years ago you offered me a position as an office assistant at your firm. I never could have imagined the support and encouragement I would receive here, and your own personal mentorship and guidance, which I value more than you will ever know. Thanks for having faith in my abilities.

Yours sincerely,
Lia

A gratitude letter is a small gesture that can make a big impact. A thank you letter for a colleague should maintain a warm, professional tone, while a letter to a friend can be more personalised. Be specific about what you’re grateful for, letting the recipient know exactly why you appreciate them. Your gratitude letter doesn’t have to be long, it just needs to be well-timed and from the heart.

FAQs

What exactly is a gratitude letter in a workplace setting?
A gratitude letter in a workplace setting is a letter of thanks, recognition or appreciation for a colleague, supervisor, hiring manager or anyone you work with, for their help or for doing you a favour.

How is a workplace gratitude letter different from a formal business letter?
A workplace gratitude is typically a personal message, not a formal or official business letter. The two letters have different purposes: a gratitude letter recognises support, while a formal business letter details official informationl.

Besides leaving a job, are there other times to thank colleagues with a letter?
There are many times where you might thank colleagues with a letter, outside of them leaving a job. You may want to write a letter to thank them for mentoring you or for referring you for a job. You could also write them a gratitude letter on a milestone work anniversary or if they've helpd you overcome an obstacle.

Should I write a gratitude letter to my friend if they just referred me for a job?
You should thank a friend if they refer you to a job, whether in person, over the phone or in writing. A gratitude letter is a tangible way to show your appreciation for the referral.

What kind of specific examples should I include in my gratitude letter?
You should give a specific reason for why you’re grateful in a gratitude letter. For example, if there is a project they helped you on, if they referring you to a job, or if they provided support through a difficult time at work.

Is it okay to write a thank you note to my hiring manager even if I’m leaving the company?
While you’re not expected to write your hiring manager a thank you letter if you’re leaving the company, it’s a kind thing to do and can help build a long-term relationship. You may wish to write them a letter if they played a big part in your development.

Should my gratitude letter be handwritten or typed?
As a gratitude letter is a personal thank you letter, it’s perfectly fine to type your message in an email or e-card. However, it's more personal and meaningful if you handwrite your thank you in a letter or card.

What are some common mistakes to avoid when writing a workplace gratitude letter?

Some common mistakes to avoid when writing a workplace gratitude letter include:

Making it too short or long
Not proofreading
Making it about yourself
Waiting too long to send it
Being generic

Besides letters, are there other ways to express gratitude in the workplace?

Some good ways to express gratitude in the workplace include:

Thanking someone in person
Offering help or support
Giving someone a token gift
Shouting them a coffee

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