A handwritten thank you card is one of the simplest ways to strengthen relationships—personally and professionally. Whether you’re thanking a client for their loyalty, a donor for their generosity, or a friend for their support, your words don’t have to be long—just sincere.
But knowing what to say in thank you cards can still feel tricky. What tone do you use? What details should you include? How do you avoid sounding generic?
This guide offers clear structure, real examples across industries, and expert tips to help you write a message that feels personal, authentic, and appreciated.
A Simple Formula for Writing Thank You Cards
Here’s a 4-step structure you can adapt to nearly any situation:
1. Greet them by name
Make it personal—use their actual name (and spell it right!).
2. Say thank you clearly
State what you’re thanking them for—specifically.
3. Add a detail
Mention why it mattered, how it helped, or how you felt.
4. Sign off with warmth
Use a tone that fits: friendly, formal, casual, or creative.
This framework works for any message—and it keeps your note concise and sincere.
Business & Client-Facing Examples
After a Purchase:
Hi Dana,
Thank you for your recent order! We’re so glad you chose us and hope you love your experience.
– The Peak Co. Team
After a Referral:
Dear Marcus,
Thanks so much for referring Alicia to us. Your recommendation means a lot, and we’re excited to work with her.
Warmly,
Lillian
After a Sales Meeting:
Hi Chris,
Thank you for your time on yesterday’s call. I appreciated the chance to learn more about your goals and how we might support you.
All the best,
Jared
Personal & Social Thank You Examples
For a Gift:
Hi Taylor,
Thank you for the beautiful candle—it smells amazing and makes my space feel extra cozy.
Love,
Jess
After a Gathering:
Dear Sam and Elise,
Thank you for such a fun dinner party—the food, company, and playlist were perfect. Let’s do it again soon!
– Nina
Just Because:
Hi Maya,
I just wanted to say thank you for being there last week. Your kindness meant more than I can put into words.
– Em
Nonprofit & Donor-Focused Examples
For a Donation:
Dear Chris,
Your donation will help three local families receive school supplies this fall. Thank you for standing with us.
Gratefully,
The Path Forward Team
For a Volunteer:
Hi Rowan,
Thank you for lending your time and energy at our event—you made everyone feel welcome and valued.
With appreciation,
Anita, Volunteer Coordinator
For an Ongoing Supporter:
Dear Renee,
Your continued support allows us to grow and serve more people. Thank you for being part of our mission.
Warmest thanks,
The Horizons Team
Life Events & Milestone Thank Yous
After Graduation:
Hi Aunt Kelly,
Thank you so much for the graduation card (and the gift!). Your support through the years has meant the world.
– Max
For a Wedding Gift:
Dear Jenna and Mike,
Thank you for the gorgeous serving set—we’ve already used it! We’re grateful you celebrated with us.
– Cam & Jodie
After Support or Kindness:
Hi Olivia,
Thank you for your encouragement during my job search. Your pep talks helped me stay confident (and I got the role!).
– Ella
Pro Tips: How to Make Every Thank You Card Count
✅ Be Specific
Generic messages fall flat. Mention the exact thing you’re thanking them for and why it mattered.
✅ Match the Tone
Use formal language for professional contacts and casual language for friends. Keep it warm, not stiff.
✅ Write Naturally
Sound like yourself. If you wouldn’t say “With deepest gratitude,” don’t write it.
✅ Timing Matters
Send cards within 3–5 days when possible. For late thank-yous, acknowledge the delay with grace.
✅ Add a Call Forward (If Appropriate)
For business notes: “Looking forward to next steps.”
For friends: “Let’s catch up soon!”
✅ Keep It Short
Three to five sentences is enough—don’t overwhelm the message with fluff.
✅ Use Handwriting (or the next best thing)
A physical card feels more meaningful than email. Handwrytten uses robots to write real cards with pen-on-paper, so it’s still personal—without the time crunch.
Frequently Asked Questions
💬 What if I don’t know what to say?
Start with a simple “Thank you for…” and be specific. Use our examples as a template and personalize from there.
💬 Can I send thank you cards at scale for my business?
Yes—Handwrytten lets you upload lists, automate campaigns, and personalize messages for clients, leads, or event follow-ups.
💬 Is it too late to send a thank you card?
Never! Add a quick note like, “I meant to send this sooner,” and focus on the gratitude.
💬 Should I include a gift or discount with my thank you?
It’s optional. For customer thank yous, a small promo or gift card adds a nice touch—but the message itself is most important.
💬 What’s the best card design to choose?
Match the tone—professional, elegant, casual, or fun. Handwrytten offers designs for business, nonprofits, and personal use.
Knowing what to say in a thank you card isn’t about finding the perfect words—it’s about being genuine. Whether you’re writing one note or launching a thank you campaign, take a few moments to show someone they matter.
Want help scaling gratitude for your business or nonprofit?
Explore handwrytten.com or email sales@handwrytten.com to set up your outreach strategy today.
