HOW TO WRITE A FORMAL THANK YOU CARD

Settlement and English WorkshopCLB Levels: CLB 5+

Introductions

• What is your name?

• Do you often write thank you cards?

• What do you plan to learn from this workshop?

Objectives

In this workshop, you will learn:

to distinguish between formal and

informal thank you cards

expressions to greet and thank others in

writing

to use the typical structure for writing a

thank you card

Getting and writing a thank you card is…… a wonderful thing!

Picture Courtesy of Public Domain CC0 http://goo.gl/t6S94S

Discussion

What kind of thank you cards have

you received?

Have you ever written a thank you

card?

What are the reasons for sending thank you cards?

It’s a simple way of showing your gratitude to someone who has done something nice for you.

It keeps the communication loop open between you and that person.

A handwritten thank you note can help extend your personal relationships and your career.

When are thank you cards appropriate?

Whenever you receive a gift, send a thank you card.

Whenever you interview for a job, send a thank you card.

Whenever someone does something that is useful either for

your professional or personal life, send a thank you card.

Thank youPicture Courtesy of Microsoft Office Clip Art

When are thank you cards inappropriate?

When they are too late

When they lack a personal touch

When they lack purpose

How to write a thank you card

Looking at the samples

Formal or informal

1. Read sample thank you cards and decide

whether they are formal or informal.

2. Write down useful expressions that you like

or that are new for you.

Sample 1Dear Jessica,

Whew! Done! I'm sure you're glad the Folklorama festival is over now because it really wore you out.

From preparing mail outs, assembling packages to registering participants and attending at pavilions, you were swamped with work.

The team thanks you from the bottom of their heart! You did an amazing job!

Rob

Sample 2Dear Mr. McCarthy,Thank you for visiting me yesterday. I appreciated the opportunity to discuss our new catalogue with you. Your opinion is always valuable and helpful. I hope you will find the latest products in the catalogue to fit your office needs. It's always a pleasure to see you!Best Regards,John

Informal

Formal

Sample 1Dear Todd,It was a pleasure to have you presenting at our staff meeting yesterday. Your ideas on new approaches to online learning design were insightful and eye-opening to our staff.Thank you for making time to meet with our team and for sharing your thoughts.Sincerely,James Roger

Sample 2Dear Mary,Thank you so much for volunteering at our evening conversational classes. Your support enables us to engage more learners and give them opportunity not only to practice their speaking skills, but feel welcomed in the community. I appreciate fun and enthusiastic approach you take with each task you are given.Thank you for your gift of time and effort!Sincerely,Rob

Formal

Formal

Please write in the chat box:

Which sentences or phrases did you find useful?

How to write a formal thank you card

Practice Writing

Thank You Card for Your Boss• You want to write a thank you card

to your boss because s/he organized a really nice lunch for all the staff members.

Five parts of a thank you card

1. Greeting

2. Opening

3. Main part

4. Closing

5. Signature

1. Dear Mrs. Jamieson,

2. I wanted to write you a little note to thank you again for the wonderful staff lunch you organized for us!

3. The food was outstanding but more important the time we spent together in such a nice atmosphere was incredible.

4. I am looking forward to many more great events with our organization.

5. Many thanks,

Yuliana Bagan

Here is a visual way to show the outline of a thank you note. Can you explain it?

Outline of a thank you note

Greetin

g

• Dear [title and last name], • Dear Mr. Jones or Dr. Smith, (rather than Dear Carter,)

Opening

• Start by thanking them for lunch.

Main

Part

• Go on with supportive ideas and mention something specific about how you enjoyed the event.

Closing

• End with reinforcing your statement in the opening paragraph and/or express reasons for future communication.

Signature

• End with “Yours sincerely,” when writing to someone you don’t know well. If you are writing to your boss or manager, use “Best wishes,” or “Many thanks,”.

Greetings

Informal• Hello Sylvia,• Hi Rudi,

Formal

Note: There is always a comma after the greeting.

• Dear Ms. Warner,• Dear Mr. Patel,• Dear Arra,• Dear Robert,

Informal and formal ways to thankInformal• Whew! Done! I'm sure

you're glad…• How in the world did

you know I liked chocolate?

• Thanks for…• How nice of you to

have us over…

Formal• Thank you very much

for …• Thank you so much for

… • I just wanted to let you

know that…• I wanted to write you a

little note to thank you again for …

• It was a pleasure meeting …

Note: Start the thank you with a Capital letter!

ClosingsVery formal Less formal With friends

Yours sincerely,

Best wishes, Thanks again,

Thank you again,

Kind regards, Love,

Thanks again,

Note: There is always a comma!

Grammar

• Thank you for … nounthe present participle

• Thank you for …… your time.… for offering your help.

For example:

Grammar

• Thank you …• I am very thankful …

that-clause

• Thank you …• I am very thankful …

… that you invited us for a dinner at your new place.… that you went an extra mile to accommodate our needs.

For example:

Grammar

I appreciate …

nounthe present participlethat-clause

I appreciate …

… your help.… receiving timely feedback.… that you have accommodated our needs so promptly.

For example:

5 steps of successful writing

Brainstorm Outline Draft Edit Revise

Practice 1

• You are working as a secretary in a big company. You cannot get the photocopier to work. Rob, a co-worker in the same department, helps you. Finally the photocopier works. You want to thank Rob for taking the time to help.

Brainstorm

Practice 1

1. Greeting

2. Thank you

3. Example

4. Closing

5. Signature

• Dear _______,

• I am very thankful that________.

• You saved my day because

these photocopies_________ .

• Thanks _______ .

• Yours______ ,

_________

Outline

Practice 1

Dear _______,

I am very thankful that________.

You saved my day because these photocopies_________ .

Thanks _______ .

Yours______ ,

_________

Draft

Practice 2

• You just had an interview for a position as electrical engineer. It went well, you were introduced to the whole team and the whole office was shown to you.

Practice 2What do you think about this thank you note?

Dear Mr. Gates,

Thank you for having me interviewed for the electrical engineer position.

I hope to hear from you soon about the position, and I hope that your organization and I can have a long and happy relationship.

Thanks again,William Jones

Practice 2

1. Greeting

2. Thank you

3. Example

4. Closing

5. Signature

Dear Mr. Gates,

Thank you for having me interviewed for the electrical engineer position.

I hope to hear from you soon about the position, and I hope that your organization and I can have a long and happy relationship.

Thanks again,William Jones

Please write an appropriate example.

Thanks also for introducing me to the team and showing me around. I know I would enjoy working with you and your group.

Edit

Practice 2

1. Greeting

2. Thank you

3. Example

4. Closing

5. Signature

Dear Mr. Gates,

Thank you for having me interviewed for the electrical engineer position.

Thanks also for introducing me to the team and showing me around. I know I would enjoy working with you and your group.

I hope to hear from you soon about the position, and I hope that your organization and I can have a long and happy relationship.

Thanks again,William Jones

What do you think about the closing?Revise

Practice 2

1. Greeting

2. Thank you

3. Example

4. Closing

5. Signature

Dear Mr. Gates,

Thank you for having me interviewed for the electrical engineer position.

Thanks also for introducing me to the team and showing me around. I know I would enjoy working with you and your group.

I hope to hear from you soon about the position, and I hope that your organization and I can have a long and happy relationship.

Thanks again,William Jones

What do you think about the closing?Revise

Practice 2

1. Greeting

2. Thank you

3. Example

4. Closing

5. Signature

Dear Mr. Gates,

Thank you for having me interviewed for the electrical engineer position.

Thanks also for introducing me to the team and showing me around. I know I would enjoy working with you and your group.

Thanks again,William Jones

Please rewrite the closing.Revise

Practice 2

1. Greeting

2. Thank you

3. Example

4. Closing

5. Signature

Dear Mr. Gates,

Thank you for having me interviewed for the electrical engineer position.

Thanks also for introducing me to the team and showing me around. I know I would enjoy working with you and your group.

I look forward to hearing from you concerning your hiring decision.I appreciate your consideration.

Thanks again,William Jones

Please rewrite the closing.Revise

Practice 3

• You got a very nice coffee mug from all your colleagues.

• Write a thank you note.

Post workshop activity

• Your new neighbors Johanna and Mark invited you and your family for a nice dinner. Johanna made a delicious chicken.

• Write a thank you note.

Picture Courtesy of Public Domain CC0 http://bit.ly/1BnEsOd

Thank you for joining us today!

See you online!