How to Say Thank You to Coworkers

Knowing when, why, and how to express gratitude is an important workplace skill.

How to Say Thank You to Coworkers

Gratitude never goes out of style.

Merci. Gracias. Danke. Obrigado. Dhanyavaad. Arigato. Thank you.

No matter what language you speak, you’re probably used to hearing and saying thank you in the workplace. But when was the last time you sent or received a written thank you? Finding the words to use and knowing when to put a thank you to coworkers into writing is not always easy. But don’t worry! You can learn when, why, and especially how to say thanks to colleagues in just a few steps.

Why Gratitude in the Workplace Is Important

It feels good to receive a special thank you for a job well done. In fact, it’s good for your health! Scientists have found that a written thank you improves the well-being of both the sender and receiver.

In the workplace, sending a formal thank you:

  • Reinforces your work relationships
  • Shows professionalism
  • Exhibits leadership skills and dedication
  • Enhances your reputation
  • Sets you apart

When Is a Written Thank You to Coworkers Appropriate?

We are taught from childhood to send a thank you note for a gift. What about the holiday gifts your boss gives to everyone in the department or the company party? But most employees don’t use this occasion to send a special thank you. So if you take the time to write a thank you note for that gift card or get-together, it will be noticed.

Here are some other times when sending a written thank you note to a coworker is essential:

  • Your department throws you a party for your birthday, promotion, or baby shower.
  • Someone helps on a project or trains you on something new.
  • A coworker is leaving the department or company.
  • You are leaving the department or company.
  • Someone covers for you during a leave or vacation.
  • You receive personal support or mentorship.
  • After getting a recommendation for a promotion or new job.
  • Someone has exhibited a good attitude during a complicated project or challenging situation.

A Simple Outline for a Thank You to Coworkers

Don’t know where to start? Whether you’re writing a thank you message to colleagues for hard work or thanking a mentor for grabbing coffee with you, writing a thank you note for a coworker is a simple formula that has six steps.

1. The Greeting

Even if your thank you is to people you work with every day, you should still use a formal greeting like “Dear Steve,” or “Hi Lauren.” If you work in a more structured office and are not on a first-name basis with a superior, you can use the traditional “Dear Mr. Jones” opening.

2. Express Gratitude

A very simple “Thank you for (blank)” is the perfect way to start to say thank you to a coworker.

3. Be Specific

State how your coworker helped, the outcome, or why you’re saying thanks: “I appreciate the extra time you took to help me with the XYZ project. We were able to finish ahead of schedule thanks to your effort. I couldn’t have met the deadline without you.”

4. Reiterate and Expand Thanks

Add an offer of reciprocal help or a good wish when you say thank you to coworkers: “Thank you again. Please call me if I can help you with anything during your transition. I wish you all the best in your new job.”

5. End Politely

Use a standard correspondence ending such as “Best,” “Regards,” or Thanks Again,” with your name underneath.

6. Proofread

Make sure everything is correct before you send a thank you to coworkers. Use a spell-checker or grammar software to dot all your i’s and cross your t’s.

How to Choose a Format for Your Thank You Note

Thank you messages come in many forms, from a Post-It note to a formal card and everything in between. Here are some things to consider when choosing a format to say thank you to coworkers.

Handwritten or Printed Letter

Handwritten notes are increasingly rare. That can be to your advantage if you want to get someone’s attention. But it might feel uncomfortable in some situations. You can print a letter you’ve composed on your laptop, but think of the mechanics of a handwritten thank you to coworkers.

First, you need legible handwriting. You can’t backspace or hit delete, so you’ll need to practice or get it right the first time. You can use regular printer paper or look for stationary at an office supply store.

Then consider how quickly you want the recipient to get the letter. A handwritten thank you letter is appropriate in the workplace when you’re leaving a job and want to send a very special thank you to your supervisor or someone else up the chain of command. You don’t have to worry about mail delays because you can hand it to them or leave it on their desk.

Card

A thank you card for a coworker can be a formal printed thank you card or the kind you find at a gift shop. It will stand out from digital thank yous but is not as formal as a handwritten letter.

Picking a card off the shelf and signing your name isn’t personal enough if you truly want to say thank you. Write your thank you on the inside cover of the card, or enclose a note on paper of the same size. If you want to send a thank you to coworkers for a group gift or a party in your honor, this is a good idea if you have a central bulletin board or coffee area, so everyone has an opportunity to see it.

Email

Sending an email is one of the quickest ways to say thanks when time is a factor. It’s also a very efficient method for thanking a group of coworkers or a remote colleague. You can also take more time to write, spell check, and rewrite an email.

Chat Message

If your team uses Slack, Teams, or a similar chat platform, you can send a group or individual thank you using an IM or channel post.

Post-It

Reserved for close coworkers, a Post-It left on a desk or computer screen is a quick and light-hearted way to thank a coworker for helping. Including a piece of candy or a small trinket is a nice touch.

Examples of How to Write a Thank You to Coworkers

Here are some sample ways to say thank you to a coworker for various situations you may encounter at work. Notice that they follow the six-step guideline no matter the delivery method or the topic.

Thank You for Help With a Project

Dear Ben,

Thank you for taking the time to help me with the River Edge project. Your insight was invaluable and brought many things to my attention that I hadn’t considered. I appreciate the time you spent working with me. Please call on me if you need assistance with your upcoming presentation. I’d be glad to lend a hand.

Thanks Again,

Liz

Thank You to a Mentor

Dear Joslyn,

I owe you a debt of gratitude for all you’ve done for me this year. You always took the time to listen when I needed an opinion and helped me make some tough decisions. Most of all, you set an example for the manager I hope to be in my new role. Thank you for everything. I wish you all the best in the upcoming year.

Best,

Elizabeth

Thank You to Someone Who Is Leaving

Dear Thomas,

I couldn’t let you leave for your new job without saying thank you for all of your hard work and dedication to Boswick Company. Your work on the Rockman project helped us secure a valuable contract. You were always willing to help coworkers when they needed a hand. And I am particularly grateful for the example you set for new employees.

I can’t thank you enough for the impact you’ve made here, and I know you will be a welcome addition to Bergeron in your new position. I wish you all the best.

Warm Regards,

Binda

Thank You When You Are Leaving

Dear Colleagues,

I want to thank everyone in the marketing department for being part of the team during my 10 years here. As I get ready for my new adventure, I think back to all the times you went the extra mile to make our events a success. Your attention to detail made us a standout at the Chicago trade show every year. Thank you for your hard work, support, and friendship. It made coming to work a pleasure every day.

I wish each of you continued success.

Best Wishes,

Gabrielle

Thank You to Someone Who Covered Your Job While You Were Out

Hi Lizz,

Thank you for filling in for me during my maternity leave. You took on the extra responsibilities without missing a beat, especially when it came to processing new applications. I appreciate the detailed report you left to let me know how everything went during my absence. Thank you for enabling me to stay home with little Hayden without worrying about things here at the office. I hope I can someday return the favor.

Thanks so much,

Kimmie

Thank You for a Group Party or Gift

To Everyone on the 5th Floor,

Thank you for the surprise wedding shower last week. I had no idea what was in the works, and I am overwhelmed by your kindness. Kate and I are looking forward to using the new tent on our next camping trip. It will make our outings much more comfortable. I’m so thankful to have such thoughtful coworkers.

Lots of Thanks,

Jilliane

Thank You to Acknowledge Outstanding Input

Dear Ric,

This is just a quick email to thank you for jumping in and getting the ball rolling in today’s brainstorming session. I am thankful you broke the awkward silence and encouraged others to contribute. I’m always grateful for your willingness to contribute.

Warm Regard,

Joe

Thank You to a Team for Completing a Project

Dear Team,

We did it, and I have all of you to thank! The installation was on time, on budget, and looks great. I’m grateful for everyone’s participation and the level of cooperation and support I witnessed throughout the project. You all deserve a round of applause.

Regards,

Amir

You’ll Say Thank You to Monster

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