3 Steps to Writing The Best Thank You Notes

In today’s technology-driven world, it’s tempting to think that handwritten thank-you notes are a thing of the past. Proper etiquette rules dictate that thank-you notes are always appropriate and often overlooked. Today, we will discuss the importance of a handwritten thank-you note and the structure of writing one so that you can quickly and thoughtfully sail through this task when it’s your time to celebrate.

Why thank-you notes matter

Thank you notes matter because they reflect the gratitude felt when a gift is received. If you’re celebrating a birthday, wedding, quinceañera, anniversary, or other occasion where gifts are exchanged, a thank-you note sent to the gift-giver is an appropriate acknowledgement of the gift. 

Consider the time and effort invested in selecting a gift and delivering it to the recipient. A thank-you note is necessary to express appreciation for the gift, the time, the effort, and the thoughtfulness that went into it. Even if a guest is invited to a particular event, a gift is neither required nor should it be expected. It should always be acknowledged with a written thank you.

Imagine that you are sending a gift to a wedding or birthday party that you regretfully cannot attend. You carefully select the gift, wrap it up, and ship it to the recipient. You eagerly await hearing from the person, but after several months, you’re not even sure they have received the gift. Asking if they received it feels slightly awkward, but now you’re concerned; maybe it got lost. The giver must now ask the recipient, "Did you receive my gift?" This exchange is awkard for both parties and is entirely avoidable.

This isn’t the only reason that thank you notes are important, but it does communicate to the recipient that a gift was received and appreciated.

When to send a thank-you note

The proper time to send a thank-you note for a wedding is within 2-3 months of receiving a gift. Once the gift is received and opened, you have 60-90 days to complete the thank-you note and mail it to the recipient.

For a birthday or quinceañera gift, the thank-you note should be completed within 2-3 weeks of receiving the gift. 

For an anniversary gift, the thank-you note should be completed within two to three weeks of receiving a gift.

In general, the recipient should respond quickly when a gift is received, but the above timelines extend a brief amount of time to complete the task. If you have forgotten to write a thank-you note, it’s always appropriate to send it even if it’s late. With thank you notes, it’s truly better late than never.

How to write a thank-you note.

Thank you notes should be thoughtful and communicate gratitude for the gift. They do not have to be lengthy or over-explanatory. Following this simple structure makes thank-you notes a breeze.

• Greeting or salutation

• Thank you statement

• How you plan to use the gift

• Closing

Dear Jane,

Thank you for the 4 dinner plates from our registry selection. We are thrilled to begin our life together and use these plates for all of our meals. Thank you for celebrating our marriage with us!

Sincerely,

Jon & Isabel

You can write more in the thank-you note, but brevity conveys the message well and appropriately communicates your gratitude.

Write the greeting. Start with a thank-you line indicating the specific gift that was received. Follow up with a statement of how it will be used. Close with gratitude and sign your name(s). 

Thank you notes are simple and meaningful. The paper itself doesn’t have to be expensive or fancy. You can quickly find bulk thank you notes at big stores like Walmart, Target, and HomeGoods. You can even order in bulk on Amazon. 

Each thank-you note should take about 3-5 minutes to write, address, and stamp. It’s easy to work on this in 15-minute increments until the task is complete. Set a timer and get started. 

At Royal Affairs Ballroom, we celebrate all the big life events: birthdays, weddings, engagements, anniversaries, and more! We would love to celebrate your next big event with you. Call us today at 972-221-6565 to see the beautiful Royal Affairs Ballroom and to secure your preferred date.