A thank you note can be a powerful gesture in professional and personal settings, but knowing how to sign off can elevate it from polite to memorable. In this article, you’ll discover the importance of writing a thank you note, how to structure it for maximum clarity and warmth, and sample sign-offs that fit various relationships—from coworkers and bosses to business clients and nonprofit colleagues.
A heartfelt thank you note is more than a courtesy. According to a study in the Journal of Positive Psychology, expressing gratitude can strengthen professional bonds, boost morale, and foster genuine connection in the workplace. For busy business professionals, owners, and nonprofits, these short messages can be a strategic way to show personal attention and cultivate loyalty.
A thank you note is most fitting whenever someone’s effort, gesture, or consideration has made a positive difference for you. It could follow an interview, a thoughtful gift, help with a project, or simply a kind act that brightened your day. Sending it soon after the event or favor keeps your gratitude timely and more impactful. Whether you’re acknowledging a coworker who stayed late to assist on a deadline, a client who offered constructive feedback or customer who supported your small business, or a friend who helped you move, a concise, well-structured thank you note can strengthen your connection and leave a lasting impression.
Some scenarios - such as with bosses, senior colleagues, or corporate clients - call for more formal sign-offs:
Sign-Off: “With thanks and appreciation,”
Usage: Ideal for senior management or important clients to underline your respect and gratitude. Pairs well with messages emphasizing time and dedication they contributed to your success.
Sign-Off: “Sincerely grateful,”
Usage: Suitable when you’re deeply appreciative of a specific act of kindness or guidance, but still want to keep the tone professional. This works well after receiving constructive advice or mentorship.
Sign-Off: “Best regards,”
Usage: A balanced approach if you want to stay polite and friendly without sounding overly familiar. Perfect for acknowledging a business partner who provided helpful insights or resources.
Sign-Off: “Respectfully yours,”
Usage: Use when addressing someone you hold in high professional regard, like a department head or a more formal executive audience. Conveys both deference and earnest gratitude.
With customers, stakeholders, or semi-recurring business relationships, opt for something semi-formal:
Sign-Off: “With sincere thanks,”
Usage: Effective when you’re thanking a coworker who went out of their way to assist on a shared project. It’s moderately warm, showing you’re more than just colleagues but maintaining a professional note.
Sign-Off: “Warmly,”
Usage: Perfect for someone you know fairly well at work—like a teammate or a manager with whom you share a friendly rapport. Balances approachability with courtesy.
Sign-Off: “Appreciatively,”
Usage: A flexible sign-off that suits many scenarios where you want to emphasize authentic gratitude for someone’s time or help, especially if you collaborate with them regularly.
Sign-Off: “Gratefully yours,”
Usage: Conveys a personal sense of thankfulness, yet still stays acceptable in a business environment. Great for moments when you want to highlight how their help lifted a significant burden.
For direct colleagues, nonprofit supporters, or recurring relationships, go with a simpler sign-off:
Sign-Off: “Thank you,”
Usage: Simple and straightforward - use this when you want to emphasize genuine gratitude for a client’s trust or a donor’s generosity. Especially apt for nonprofits acknowledging a sponsor’s contribution.
Sign-Off: “With gratitude,”
Usage: Ideal if you’ve received significant support or resources from a business partner or client. Suggests a close professional bond and deep appreciation for their role in your success.
Sign-Off: “Thank you for your time and understanding,”
Usage: Perfect for situations where a client or supporter waited patiently for a delayed project or gave considerate feedback. Balances humility and sincere thanks.
Sign-Off: “Appreciative of your support,”
Usage: Great for nonprofits or small businesses wanting to thank loyal customers or donors. Mentions “support,” reinforcing how their backing is vital to your organization’s mission or goals.
Lastly, for friends, informal contacts, or small personal gestures, you can be more casual:
Sign-Off: “Cheers,”
Usage: Light, casual, and friendly. Works nicely if you’re sending a quick note to a friend who helped you with something informal, like weekend plans or a personal favor.
Sign-Off: “All my thanks,”
Usage: Great for close acquaintances who are a notch above casual but not strictly professional, such as a neighbor or a friend in a group project. Conveys heartfelt gratitude without stiffness.
Sign-Off: “Your Friend,”
Usage: This sign-off is personal and affectionate—perfect if a friend did something truly kind or impactful. Emphasizes how much their relationship means in your personal life.
Sign-Off: “With Love,”
Usage: Useable for close friends and family, and the perfect close for a thank you note that again emphasizes the closeness of your relationship.
While typed or digital messages are quick and practical, a handwritten note adds an unforgettable layer of sincerity. In professional contexts, a pen-and-paper sign-off shows you went the extra mile beyond standard emails. In personal notes, it lends a comforting, classic vibe that underscores how much you genuinely care. Whether you’re addressing a boss, a valued client, or a longtime friend, the physical note can become a keepsake that stands out from the digital noise, reminding the recipient how deeply you appreciate their contribution.
PenPals helps you scale your gratitude - pick a card, type your message, and we'll handwrite, address, and mail it to your recipients for you.
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