How to Write a Formal and Informal Thank You Card
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This document provides guidance on how to write formal and informal thank you cards. It discusses when thank you cards are appropriate and inappropriate, and the typical structure for writing a thank you card, including the greeting, opening, main part, closing, and signature. Sample thank you cards are presented and classified as either formal or informal. Guidelines are provided on grammar, vocabulary and style for both formal and informal thank you notes. The document concludes with exercises for writing thank you notes in different scenarios.
![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,”.](https://image.slidesharecdn.com/howtowriteathankyoucardtransition-150602175409-lva1-app6891/85/How-to-Write-a-Formal-and-Informal-Thank-You-Card-18-320.jpg)
How to Write a Formal and Informal Thank You Card
- 1. HOW TO WRITE A FORMAL AND INFORMAL 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!
Editor's Notes
- #7: It is a courtesy. If someone has given you valuable time and information to assist you with your job search, a thank you allows you to express your gratitude and cement the relationship. Not many people use them so you will stand out and leave a positive impression in the recipient’s mind. It shows your continued interest in their assistance.