Thank You Letter for Recommendation (12 Best Samples)

A thank you letter for recommendation is a professional note that you write for someone who took the time to draft a letter of recommendation for you. It is a short but polite letter that shows your gratitude and helps maintain a professional connection with them. Since the person took the time to write you a letter which could benefit you greatly in your profession, it’s considered the right thing to do to cordially respond to them. They can either be sent as emails or as handwritten notes.

This article will discuss the importance of the thank you letter for recommendation and how to create one properly.

Importance

When you ask an individual to take the time to send a recommendation letter about your professional or academic achievements, that can be an essential task for them. Not only does it require a deal of time to carry out, but the letter of recommendation could be a life-changing event for you. So, when an individual takes up this task and creates an adequate letter for you, the professionally courteous thing to do is to thank them formally. Additionally, it is essential on a personal level to make them feel like their time was valued, and so, they’ll be likely to provide a reference in the future should the need arise.

It is essential to write a thank you letter for recommendation for both professional and personal levels. It also helps maintain professional contact with the referrer, so you’ll be working on your networking skills and keeping a vital contact for the future.

Note: When to send? The best time to send a thank you letter for recommendation is as quickly as possible. As soon as the person has written their reference letter for you, it’s a good idea to thank them immediately and show your gratitude.

Before you begin writing up your thank you letter for recommendation, there are a couple of steps you can take to make sure that your letter is appropriate and save a bit of time for yourself:

Plan your letter

Before setting off to write your letter, it’s important to make sure that you plan it well. It’s a good idea to jot down some quick ideas that you want to express beforehand, this way you have a structure that you can follow as you begin to write it.

Review example and templates

One of the best ways to get inspired and write an appropriate thank you letter for recommendation is following examples and templates. Mainly because, depending on your situation, you may need a specific kind of letter, so it’s best to follow a template and then personalize it. 

All thank you letters for recommendation will have similar components that must be included in the writing. During the writing process, make sure to include the following:

Header

A header at the beginning of the thank you letter for recommendation shows the name and contact information of the person you’re addressing. This formality demonstrates a professional writing style and makes sure that the letter reaches its intended reader. The header also include the date of writing the letter.

Purpose of writing the letter

As with many letters, the appropriate way to begin is with a clear statement that addresses the purpose of writing the letter. This makes sure that the reader understands immediately why they are being addressed and sets the tone for the rest of the letter.

Thank you statement

The next logical step is to write a sentence or two that demonstrates your gratitude. You can say “thank you” or something along those lines. You can make it more personal or formal depending on your relationship with them, but in either case, the goal is to show your appreciation for their efforts.

Recognition of the recommender’s role

The individual who writes the letter has a crucial role in your application process, and so, there can be a great deal of pressure on them. Therefore, you should point out how important their letter was. This way, they understand their work had purpose and the ability to affect your life positively. Since they put so much effort into helping you, it is a good idea to inform them of their role into your success.

Closing

Finally, you should appropriately end the letter with some professional signup. This will vary depending on your relationship with the person and the level of formality in which you are writing. For example, you could write “Best”, “Warm Regards”, or anything similar.   You’ll want to include your full name if you are writing a physical letter. It should go on the line right after your closing statement.

Tip: Depending on who is writing your reference letter, there is some additional information you can include in your follow-up thank-you note. For example, if you are writing to a professor that was exceptionally important to you, you should mention how much you enjoyed their class or how they have impacted you. To a professional, this is a great feeling, so a short thank-you letter is a wonderful way to show some appreciation. You can also thank them on a more personal level. For example, if they provided you with guidance or some advising throughout your relationship with them, you could also mention your appreciation. In other words, you aren’t limited to writing about their quality as a teacher inside the classroom; you can also mention your appreciation for them as a teacher from a holistic academic perspective.  They’ve helped you on your entire journey, so don’t feel like you can only write about your classroom experience.

Given below are thank you letter for recommendation templates:

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There are a few essential tips and tricks to keep in mind as you write your thank you letter for recommendation. If you want your thank you note to come off as professional and courteous, so make sure to follow these steps as you are writing:

Choose correct format

One of the most important steps is to consider who you are writing to and choose the correct format. For example, if your referrer is a very traditional person, they may prefer a handwritten note as “Mr./Mrs.”. However, someone you are more personal with may prefer a quick email using their first name. So you should take into consideration the type of person to whom you will be writing, then choose a format that will fit them best. After all, you should try to appear courteous and thoughtful. 

Proofread

Next, you must proofread your recommendation thank you letter for grammar and spelling errors. This letter should be professional, so any errors in your writing could ruin the letter. It is good to have someone review your letter or let a day pass between your writing and proofreading.

Be prompt

Finally, you should be prompt and brief both in your delivery and writing. You should demonstrate a degree of timeliness to maintain a professional appearance. So your letter should be short and to the point, and you should send the letter as soon as possible.

Tip: Email to thank you for the recommendation. If you choose an email over a thank you letter, the format and structure should be relatively similar to a handwritten note. The email should have a clear subject line and recognize how vital their reference letter was. The format should be consistent with a business email and should be proofread. If your industry or contact is quite traditional, it’s generally preferred to write a handwritten note. Likewise, sometimes a handwritten thank you letter for recommendation can leave a more personal impression than an email, so consider that before sending it out.

A thank you letter for recommendation is a critical note to send to someone who went out of their way to help you. As it isn’t anyone’s obligation to write a referral for you, it’s appropriate to take the time to show your appreciation for their efforts. This tiny gesture of gratitude does not take much effort, but it does go a long way in maintaining a professional attitude and keeping in contact with those you know will help you. As each situation should be considered before writing, consider who you are writing to make sure the thank you note is as personal and practical as possible. In the end, a little show of gratitude can go a long way.

About This Article

Authored by:

Zhaniece Hill

Human Resources Specialist | Masters of Business, MBA, BAS Operations Management and Supervision

Zhaniece Hill, an accomplished author, and writer, possesses an extensive 9-year journey as a seasoned Human Resources professional. With a Master's degree in Business Administration, Hill's profound insights into human capital management have been shaped by a diverse background spanning public and private sectors. Expertise in talent acquisition, onboarding, employee engagement, and benefits define Hill's remarkable HR acumen. With an unyielding focus on results, Hill's legacy is characterized by innovative HR solutions that elevate employee satisfaction, retention, and overall business performance. Continuously seeking fresh challenges, Zhaniece Hill utilizes her expertise to create a lasting impact in the realm of HR.