How to Write an Appreciation Letter: 10 Free Templates

Gratitude expression is a potent motivation for people. The best approach to express gratitude for help or support is by writing the recipient a letter. You can express your thanks more successfully if you master the skill of writing an effective letter of appreciation. 

This article discusses how to write an appreciation letter, explains when it’s appropriate to do so, offers advice on how long it should be, and includes a sample for your use.

What is an Appreciation Letter

A formal letter of appreciation that conveys your gratitude to business partners is known as a letter of appreciation. There are many situations in life where writing an appreciation letter is appropriate. 

Expressing your thanks with a letter of appreciation may improve your relationship with people in your personal or professional sphere, whether you’ve received a gift, wise counsel, or advantageous professional contacts from them.

What to Include in Appreciation Letter

Finish and sign

Express your thankfulness once again and draw attention to how the other person’s input affected you. 

Describe how their thoughts or deeds inspired or motivated you. Select a suitable closure, such as “Sincerely,” and then sign your name. When mailing a letter, sign it by hand and put your name underneath. You only need to type your name in emails.

Send a thank you note.

Use proper titles like “Mr.” or “Ms.” when addressing business correspondence to contacts or people you are unfamiliar with. 

Close friends should be addressed in personal letters with a more casual salutation that includes their first name. Make sure the welcome fits the connection and context because it sets the tone for the whole message.

Describe the goal

In the letter, be sure to express your thanks in a clear and succinct manner. 

When thanking someone for a meeting, for instance, be sure to include the precise time and how much you appreciated the conversation. This quickly explains to the reader what your message is for.

Genuinely express your thanks.

Make sure your words of thanks are sincere and real. Sincerity should never be shown in the letter since it will damage your relationship with the receiver. 

Be sure to emphasize how their help or support helped you achieve successful results.

How to write an Appreciation letter (Tips)

Be timely

It is crucial to quickly draft and submit a letter of gratitude within three days of the occasion of kindness. Being on time shows that you are sincere and make a good first impression.

If you are unable to show your thanks in time, keep in mind that it is still preferable not to express it at all.

Be particular

Give particular instances of what you valued or enjoyed in order to come across sincerely. Give your letter some personality by providing specifics that had an impact. Keep it brief yet effective. 

Keep your tone genuine to avoid coming out as insincere. You may, for instance, address a particular subject that was covered and explain how it affected your perspective.

Check your letter for errors.

Check your letter carefully for spelling, grammatical, and typing mistakes before emailing it. Errors might provide the wrong impression and suggest carelessness. 

Aloud reading, asking a dependable friend for feedback, reading the letter backward, and being conscious of your own regular faults are a few effective proofreading approaches. Spend some time making sure your letter is professional and free of errors.

Make the letter of thanks unique to you

Your gratitude letter will be more memorable and effective if you personalize it. When you can, focus on specifics from a conversation or mention specific deeds or traits for which you are grateful. 

This tailored strategy improves the impact of your letter and fosters a closer relationship with the reader.

Make sure the letter is flawless

An error-free professional gratitude letter must be written. Review the letter carefully several times before mailing it to find and fix any errors. 

This kind of care for the little things shows your professionalism and raises the letter’s overall standard.

Key takeaways

Focus on appreciating previous deeds rather than projecting future ones to avoid assumptions. Keep your Thanksgiving sincere without being overly laudatory since honesty is admired. Even while some people enjoy receiving formal letters in the mail, sending emails is becoming more and more common. 

Letter Template: 1

[Mention the name of the sender]

[Mention the name of the company of the sender]


[Zip code]


[Phone Number]


Subject: Appraising your performance as a Webmaster

Dear: [Mention the name of the addressee]

You have always been regarded as one of the best employees of [mention the name of the company or organization] for the last [mention the no. of years].

We are happy to work with a talented, dedicated, ambitious person like you who has always worked hard to acquire the desired outcome. Any company will be glad to have an efficient employee like you.

Your familiarity with web standards, strong troubleshooting analytical abilities, working knowledge of website management tools along with knowledge of web analytics and SEO and proficiency in HTML, XML, and additional knowledge of JavaScript has been praised by one and all.

We would like to mention that your list of achievements like developing and recommending policies, workflows, and content authoring guidelines for web content development, implementation, and maintenance, assistance in developing and maintaining a strategic plan, performing graphic design work for the web applications have always been acknowledged by us.

A particular mention is to be given to the time when during one such project [mention the details of the project], you efficiently created and optimized the web project management, and not only that, you also managed to finish it before the deadline and maintained the highest standards of quality web development.

I would like to give you just one suggestion before the yearly evaluation that pleases spare a bit more of your time on improving your collaboration skills and I am sure there will be no looking back after that.

Wish you all the best for your future accomplishments as we look forward to more successful years with you.


[Mention the name of the sender]

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