Reply a thank you email: How to reply to a “thank you” email professionally — 6 examples and template

How to reply to a “thank you” email professionally — 6 examples and template

If someone has sent you a thank you email, you need to respond – but how?

We explain how to respond to any thank you email politely. We’ll show you how your response to a thank you email can help to strengthen your relationship and leave the recipient with a smile as wide as yours.

How to respond to “thank you” emails

We all get hundreds of emails a day, but most of us will still sit up and smile when we receive a thank you email. If someone has sent you a thank you email, you need to respond – but how?

We can show you the best way of politely responding to a thank you email. We’ll show you how your response to a thank you email can help to strengthen your relationship and leave the recipient with a smile as wide as yours.

The key to a positive thank you email is being polite but hitting a personal note – expressing just what the message means to you. But don’t stop there; you can also use the thank you email to build a better relationship.

Learn it all in our guide to writing the best thank-you email responses.

Should you reply to an email just to say “thanks”?

Before we get into the examples, let’s answer a few common questions:

Should you reply to a thank you email?

Understandably, you’re cautious about clogging up someone’s inbox, but you should always respond to a thank you email.

1. Firstly, you’re acknowledging receipt, so they know it arrived.
2. Secondly, it shows you appreciate them taking the time and effort to email you.
3. Thirdly, you can use email to build a better relationship – and we’ll show you how.

Can I just say “thanks” in my email response?

If someone says thank you, you can send a simple “thanks” back. But if you’re taking the time to email, adding some extra information makes the email more personal and professional. 

When should I send my thank you email response?

If you’re going to send a thank you email response, do it as soon as possible. Ideally, you’ll do it the same day and certainly within 24 hours. Any later than that, and your recipient may wonder why you bothered.

How to say “you’re welcome” professionally in an email

The art of saying thank you often involves not saying thank you at all. That’s right, thank you is a throwaway word that doesn’t express much emotion.

OK, if someone thanks you for taking out the garbage, there’s no need to go over the top, but even “I appreciate your email” is better than a bog-standard “thanks”.

Here are some alternatives you can use. (While some may use thanks, they’re not “thank you”, so they still count!)

• I appreciate your message
• Your message means a lot to me
• Thanks for the kind words
• Glad I could help
• It’s great to know I’ve made a difference
• It’s my pleasure!
• No need to say thanks; it’s what I do

These are just a few examples of how to say thanks without saying thanks. You can see some more examples below or develop your own. 

Your replies must reflect the context. You can be less formal when responding to thanks from a friend, for example, than your boss or MD.

“Thank you” email response format

We’ve written the best guides in the world on how to structure formal emails, so be sure to check that out! 

The core of any thank you response email is the same, with these four essential parts:

1. Subject line
2. Greeting 
3. Body
4. Sign-off

We normally suggest considering your signature, but since this person has emailed you before, they’ll know who you are, so don’t worry about it.

Let’s delve into each section in more detail.

Subject line

This is easy; as you’re responding to the email thread, just click reply, and you’ll use the same one!

OK, if you want to, you can start a whole new email thread, but there is no need. 

Greeting 

If you’re emailing someone you know, so there’s no need to be overly fussy and formal. Don’t worry about using “Dear”. Instead, you can use something like “hello” or “hi”.

Body

You don’t need to go into massive amounts of detail when responding to a thank you email unless you want to.

The body copy should express your thanks (obviously), but you can also use it to provide some extra relevant information.

Let’s say a customer expresses their thanks for something you’ve done; why not ask them to leave a review on your Trustpilot?

Or if your manager thanks you for something you’ve done, highlight some of the other things you’ve done (and then arrange a meeting to discuss your raise!

Or, in another example, you can reply to a recruiter thank you email with a request to stay in touch about new opportunities.

Sign-of

There’s no need to overthink your sign-off. A simple “kind regards”, “many thanks”, or “speak soon” will suffice.

How to reply to a “thank you” email professionally examples

1.

“Thank you” reply email for appreciation

Receiving a thank you email in appreciation of something you’ve done is great, so double up the love and send one back. This email thank you reply is fairly formal, so it’s suitable to use with a boss, customer or colleague.

Despite warning against it, we’re using “thank you” here. Why? Because it’s the easiest way to express how you’re feeling, but swap it for something else if you prefer.

Hi (Recipient’s name),

Thank you for your recent email. It’s always wonderful to hear that the work you do is appreciated.

I’ve shared the email with my manager, who is as pleased as I am. I’ll keep up the hard work!

Many thanks,

(Your name)

1.1. How to reply to an appreciation email from your boss

Getting a thank you email from your boss is a lovely bonus (although not quite as lovely as money, which will hopefully follow!).

When you message your boss back, you might want to highlight some of your great work, so she understands how valuable you are. That’s the approach we take in this reply to an appreciation email from a boss.

Hi (Recipient’s name),

I was surprised and delighted at your recent email recognizing my work on the (project/team etc.)

I always strive to do the best I can for the business, including (provide some examples). It’s great to know that I have a manager that recognizes my hard work and will take the time to message me about it.

Thanks again!
(Your name)

1.2 How to reply for an appreciation email from a manager

What’s the difference between a manager and a boss? A manager is a person who directs you on a day-to-day basis; your boss could be any senior manager.

The distinction matters here because you can be less formal with a manager you see daily. (On the flip side, don’t be informal with a senior boss, you never know how they’ll take it).

In this reply to appreciation from a manager, we keep the message short and snappy.

Hi (Recipient’s name),

I really appreciate your recent email in recognition of my hard work on (insert details)

It’s a great pleasure working with you and the team, and it’s reassuring to know that my hard work is recognized by my boss.

Let me know if there’s more I can do to improve. You know I’m always trying to push myself.

Let’s catch up soon.
(Your name)

1.3 How to reply for appreciation email from client

When emailing a client, keep things brief and formal (unless they’re a friend or someone you have known for a long time).

Sometimes lighthearted, informal and funny emails don’t translate well, so just go with the basics. See how that works in this reply to an appreciation email from a client.

Hi (Recipient’s name),

It was with great surprise that I received your last email. It was fantastic to learn what you thought of my work and its positive impact on your organization

If I can help you in any way in the future, let me know. I look forward to working with you on future projects. 

Kindest regards
(Your name)

2. “Thank you” reply to introduction email

Introduction emails are an essential part of the networking process; you should always say thanks if a friend, colleague or boss has introduced you to someone new – and here’s how.

Check out our thank you reply to an introduction email. 

Hi (Recipient’s name),

It’s great to meet you (person’s name). Thanks (person’s name) for introducing us. 

It would be great if we could (arrange a call, chat on the phone, exchange details, catch up etc.)

I look forward to hearing from you and speaking soon.
(Your name)

3. Reply to a candidate “thank you” email

If you’re interviewing candidates, you’ll inevitably receive a candidate thank you email.

The interview process is complex, and you’re limited in what you can say, so stick to the basics, and you’ll be respecting all rules and giving every candidate a fair chance of success.

Hi (Recipient’s name),

It was great to meet you today at your interview. Thank you for taking the time to message me; it’s appreciated.

We will be in touch with information on the next steps in the process.

Many thanks,
(Your name)

4.

Sample reply to “thank you” email from customer

If a customer has taken the time to message you, that’s a great sign you’re getting something right! We’ll assume they’re contacting you about a product, so let’s push them to do a little more.

See how that works in our reply to a thank you email from a customer.

Hi (Recipient’s name),

It was great to receive your reply and to learn about how happy you are with the (product name).

The opinions of our customers mean a huge amount to us, and we’re getting something right!

While you’re here, could I ask you to provide a review for us on (insert details)? Every customer review helps our business, and we would welcome your feedback. 

You can find a link to (TrustPilot etc.)

If I can help in any way, let me know!

Thanks,
(Your name)

“Thank you” email reply template

Let’s go back to basics with this thank you email reply template. This should provide a simple basis for any thank you reply emails for clients, customers, bosses, and more.

Be sure to adapt it and add a bit more personality

Hi (Recipient’s name),

Thank you for your recent email.

(Provide some information. If it was a compliment, express gratitude. If it was a thank you from a candidate, outline next steps etc.)

Kindest regards,
(Your name)

“Thank you” email reply with Flowrite

Flowrite is your new favorite tool to write reply emails faster. Here’s how it works:

We are obviously biased, but you can try Flowrite for free for 30 days to see for yourself!

Final thoughts

Wiring a thank you email response isn’t as easy as it appears. You’ve got to acknowledge what has been said and offer some words on what it means and what you’ll do with the update.

Use our thank you response emails to strengthen your relationship with your customers, clients, candidates, or boss.

It’s great to receive thanks and even better to send it – so consider reaching out to someone who has helped you. You can see how they reply and compare it to our examples here.

In today’s world, a little bit of kindness can go a long way.

How to Respond to a Thank You Email

Responding to professional thank you emails

More and more professionals are using email to express their gratitude to associates and other business professionals. Receiving a thank you email is much more common than receiving a thank you card these days, so knowing how to respond in a polite and appropriate way via email is important to ensure you show you received and accept the email. Here we explore why people send thank you emails, when to respond to this type of email, steps you should take when replying to a thank you email, and example responses you can use when crafting your own.

There are several instances in which a person may send a professional thank you email to someone else. The most common reasons include to:

• Express thanks for meeting with them.
• Say thank you following a job interview.
• Show appreciation to a colleague for helping out with a task or project.
• Thank your employer for a promotion or raise.
• Say thanks to a manager or supervisor for support or assistance.
• Thank a customer for purchasing a product or service.
• Express thanks to a client for choosing the company to use for their needs.

In most cases, you should respond to a thank you email quickly after receiving it. While it doesn’t have to be an immediate response, you don’t want to read the email and then forget about it as work and other emails pile up. Replying to a thank you email from another professional in a prompt manner shows professionalism, gratitude, and respect for the other persons and acknowledges that you have received and accept the letter of thanks.

The only instance in which you may not want to respond to a thank you email is if you have no intention of maintaining the relationship with the person who sent the email. For example, if a salesperson emails you about a new product or service they have to offer and thanks you for taking the time to read the email, you probably don’t need to reply back unless you intend to purchase the product or service.

Here are a few steps to follow when answering a professional thank you email:

1. Respond as soon as possible. Reply to a thank you email within 24 hours of getting it if possible. Because responding to this type of email often doesn’t require much time, you should be able to reply fairly quickly.
2. Start with an acknowledgment. You should begin your email by acknowledging the person who sent the email. This shows gratitude and respect for the individual as well as your appreciation for the email. For example, you could start the mail by saying, ‘You’re welcome, [first name of sender]!’
3. Describe how you benefited from the situation. In most cases, a person sending a thank you email is doing so to express gratitude for another person’s participation in a meeting or project. Expressing your own appreciation for the opportunity to work with the person in some fashion is professional and appropriate.
4. Keep it short. You don’t have to write several paragraphs in response to a thank you email. Rather, simply reply to the email in a few quick sentences unless the sender also included questions that require an explanation in your email.
5. Use a personable and professional tone. When you receive a professional thank you email, it’s important to respond using a professional tone. However, that doesn’t mean your response email should be stoic and impersonal. Use a warm and personable tone while also maintaining professionalism to ensure your response is appropriate and well received.

The following are a few tips to consider when writing a response to a thank you email:

• Keep the language professional. While it may be tempting to use emoticons or excessive punctuation marks, especially if you’re close with the individual, maintain professional language to ensure the response is appropriate.
• Ensure the person can quickly identify you. If you’ve never responded to an email from the individual before, you’ll want to make sure your name is easy to find when the individual opens your response email. You can include your name in the subject line or include your name and contact information at the top of the email so the person doesn’t have to scroll to the bottom.
• Make use of the subject line. Unless the original subject line from the sender is clear on what the email is about, consider changing the subject line or creating a new email when writing a response to a thank you email.
• Proofread your email. Before hitting send, be sure to proofread your email to ensure there are no grammatical errors or misspellings. You should also double-check your spelling of the person’s name to avoid offending or upsetting them with your response.

Learn more: Tips for Writing Strong Interview Thank-You Notes

Here are a few example responses to a thank you email:

Example 1

Dear Abbie,

You’re welcome! I thoroughly enjoyed working with you and your team in the marketing department on the new ad project. This experience has allowed me to gain a better understanding of the different components that go into digital marketing, which will certainly help in my position. I look forward to working with you on the next project!

Sincerely,

Paul

Example 2

Dear Susan,

Thank you so much for your thank you email, I truly appreciate you reaching out! I enjoyed helping out on the most recent art department project and I learned a lot in terms of graphic design and call-to-action placement on a website. I hope to lend a hand in future projects, as well.

Sincerely,

Amber

How to respond to gratitude in a business letter?

How to respond to gratitude in a business letter?

There is no standard response to letter with thanks to . Your answer should match the recipient’s expectations and your character. Embrace your own individuality. If you are very sociable, then respond to thank-you letters and “please” or “happy to help” messages.

How to respond to a letter of thanks? nine0004

Say “Please!” So most often they answer in response to gratitude . By doing so, you will show the person that you heard him and appreciate his appreciation…. Say, “I know you would do the same for me.”

1. “You helped me out too.”
2. “I’m glad we have each other.”
3. “I’m always ready to help you.”

How to say thank you for the letter?

I am very grateful to all for today’s award. I want to say thank you to everyone who did so much so that I could receive this gift today ( certificate , award, souvenir). I also thank everyone who provided the opportunity to prove themselves and created the conditions so that I could earn this award.

How to properly respond to words of gratitude?

What to say when they say “thank you”

1. You are always welcome!
2. Was happy to help you.
3. Always at your service. nine0023
4. No thanks, it was my pleasure to help you.
5. Contact us!
6. Partners should always help each other. …
7. Delighted to earn your trust/Delighted for your trust.
8. Contact us anytime.

What to write in response to a birthday greeting?

I sincerely thank you for the warm congratulations on my birthday, for the good wishes and nice words. May everything be wonderful and safe for you. I wish you at answer great happiness and good luck. Thank you from the bottom of my heart for such warm, bright and affectionate wishes on my birthday!

How to thank friends in classmates for birthday greetings?

Thank you very much from the bottom of my heart for wonderful congratulations , good wishes, attention and nice words. In response, I wish you peace and kindness, prosperity and light, joy and love, good luck and happiness. Sincere thanks to for warm words, good wishes and wonderful congratulations . I am very pleased with your attention and care.

How to write a beautiful answer to a congratulation?

In this case, it is better to make the answer to congratulation universal: “Thank you for the kind words! Thanks for remembering!” Or: “Thank you for your attention! Your wishes are pleasant and dear to me! You can send answers to to everyone who showed attention to you the next day in the morning.

How to thank friends for birthday wishes?

Thank you my dears, for your congratulations and for what you are in my life. My dear, relatives, friends ! Thank you very much for kind words and bright wishes. I value your attention and support, your warmth, your love.

How to write in the status of thank you for congratulations?

Thanks for the congratulations , I feel like the happiest person ever! nine0006 Thank you for lovely words, Thank you for all your wishes. I wish you a hundredfold return to you All the warmth that you sent me. My dears, thanks big for attention and warm congratulations on this day!

How can you say thank you nicely?

Thank you for the compliment, it’s very kind of you, I’m flattered. Thank you from the bottom of my heart for helping me find a job, I couldn’t have done it without you. Thank you for the flowers, I really liked them. Please accept our sincere gratitude for not being aloof from our grief, you helped us to maintain firmness of spirit. nine0012

How to express gratitude to a man?

Words of gratitude to a man for attention

• Just thinking about you brings me into a joyful state. …
• Thank you very much! …
• I just want to thank you for being you! …
• I would like to express my sincere gratitude for the assistance rendered to me. …
• I sincerely, from the bottom of my heart, would like to thank you for your support. nine0023

How do you express gratitude for money?

Begin by thanking for a gift or favor. If the gift was in the form of money , use a euphemism. Instead of “ Thank you for the money “, write “Thank you for your kindness/generosity/gift”.

How to write thanks for a gift?

It’s simple: “Thank you very much for ____________.” If you were given money, do not write “money”, write simply “ gift ” or alternatively “thank you for the bounty”.

How to respond to thanks for nothing?

“ Not for ” – a colloquial response to gratitude, often aimed at belittling the speaker’s importance of his service, which he allegedly not had no difficulty in rendering. So, right: please.

How to respond to Thank you for the compliment?

If a person gives you a compliment it’s best to just reply to : “ Thank you “. * For example, if a person compliments your outfit, just say “ thank you ” (even if you think you look bad).

How to Answer Thank You Emails (with template, examples and tips) • BUOM

Email technology makes it easy to send quick messages and notes to people in a professional setting. Increasingly, business partners may send each other thank you emails rather than thank you cards to express gratitude. Replying to thank you emails is an appropriate and polite gesture that can help establish or strengthen a positive relationship. nine0012

In this article, we’ll explain when to reply to thank you emails, describe how to respond, and provide an example response.

How to Respond to Thank You Letters

Use these steps to write a correct and effective thank you letter:

1. Confirm the sender.

2. Explain the benefits.

3. Be brief.

4. Maintain a positive tone.

5. Sign your answer.

6. Answer quickly.

1.

Confirm the sender

Open the confirmation email to the sender. Show your gratitude for their letter.

Example: “Welcome, Pat!”

2. Explain the benefit

Describe the benefit to you from the project, service, or work you are thanked for.

Example: “I enjoyed the opportunity to meet with a client and develop my sales skills.” nine0012

3. Be concise

Be concise. Because the response to the thank you email is a follow-up message, it doesn’t require a lengthy explanation.

Example: “I look forward to meeting new clients in the future.”

4. Maintain a positive tone

Keep the tone of your letter light and positive. Focus on the gratitude you feel and the value you received from the initial interaction.

Example: “That’s not a problem at all!”

5. Sign your response

If the response is addressed to a colleague or other member of your organization, include an informal signature with your name. If the response is addressed to a client or other external stakeholder, please include your official business signature with job title and direct contact information.

Example: Sincerely, Alexi Johnsburg, Sales Representative, 870-586-3142 ext. 509

6. Answer quickly

Write and send your response to the thank you letter within 24 hours of receiving it. Since these answers are short and do not require study, it will not take long to prepare an appropriate answer.

Thank You Letter Template

Consider using this template to structure a concise and effective thank you letter:

dear [sender’s name],

I enjoyed it! I enjoyed [project or task] and it [benefit to you]. looking forward to [related experience]. nine0012

Sincerely,

[your name]
[job title]
[contact information]

Sample Thank You Letters

Here are some examples of thank you letters to help you get started on your own:

mail

Dear Ryan,

It was my pleasure! I enjoyed working with you and the rest of the team on the Spring Marketing Campaign and it really helped me get a deeper understanding of SEO best practices. Looking forward to the start of the summer campaign! nine0012

Sincerely,

Maggie

2. Thank you for your email response to customer

Dear Miss Arnold,

Welcome! I enjoyed finding the perfect bedroom set for you and Mr. Arnold and it was a pleasure to meet and work with both of you. I look forward to helping you find better pieces of furniture in the future.

Sincerely

Bree Anders
Floor Manager
907-445-6536 ext. 133

3. Thank you email to supervisor

Dear Heather,

It was a pleasure! I enjoyed learning best practices and creating a report. It really helped me understand more deeply the value of effective procedures, especially for our team. We will be happy to help with any other projects in the future!

Sincerely,

Carol

Tips for writing effective emails

Use these tips when writing responses to thank you emails or any other type of professional email:

• Use the subject line: If you’re composing an original email rather than a reply, make sure your subject gives the recipient a clear idea of ​​what the email will entail.

• Focus: keep your email on one or two related ideas. Clearly describe the situation and what you need from the recipient.

• Introduce yourself: If you are sending an email to someone for the first time, tell about yourself and your role in the company at the beginning of the email. This way, the recipient will know who sent them the message without having to scroll down to your signature. nine0012

• Check your email: After composing your email, check for accuracy and clarity. Correct any spelling errors or awkward phrases before sending an email.

• Be relevant: Be professional and relevant. Use full words, not abbreviations or emoticons.

• Reply quickly: Reply within 24 hours of receiving the email. If you need more time to gather information, please send a reply, indicating that you are working on the sender’s request, and provide a time frame for a full response. nine0012

• Use “reply all” with caution: check if the information is needed by the people included in the reply message.