Gratitude letter: Meaning and how to write one

Most jobs involve working with other people to reach specific goals. In this setting, you may receive assistance from your colleagues, managers, or mentors. They may have helped you by sharing their expertise, navigating obstacles with you, or even providing emotional support.

Writing a letter of gratitude is a great way to let your colleagues know that you appreciate their contributions. It can make them happy and motivated, resulting in a positive work environment. It can also help you build authentic and long-lasting relationships at work, which can be beneficial to your career down the road.

In this guide, we will discuss a gratitude letter and provide writing tips for different situations.

Here is what we'll cover:

• What is a gratitude letter?
• Why gratitude matters
• When should you write a gratitude letter?
• How to write a gratitude letter
• Conclusion
• FAQs

What is a gratitude letter?

A gratitude letter is a message that expresses your appreciation for someone who has been pleasant or helped you. The recipient may be a hiring manager, team member, colleague, supervisor, or mentor in the workplace. You can handwrite, print, or email the letter.

A gratitude letter is to let someone know that you are thankful for their help and support. It is different from a formal business letter, which usually seeks to achieve specific business goals and requires action.

Why gratitude matters

Throughout your career in Singapore, you will receive a lot of help from other people. They could either assist you with projects or training, provide you advice or strategy, or connect you with jobs or contacts. It is always a good idea to express your gratitude for their help.

Sending letters of gratitude to those who have aided you is a courteous gesture. It shows that you are thoughtful respectful, and know how to demonstrate professionalism. It strengthens relationships and helps increase your chances of getting assistance in the future.

Those who receive your gratitude letters will feel valued and motivated, which can contribute to a harmonious and productive workplace.

When should you write a gratitude letter?

There are plenty of opportunities for writing gratitude letters to show appreciation to your co-workers. Here are some occasions that may warrant a thank you letter.

Writing a gratitude letter to a colleague who helped you

Your colleagues may help you complete a project, offer you guidance, or step up to cover your responsibilities when you are on leave. They deserve recognition for going out of their way to support you.

Here's a sample thank you letter of appreciation for expressing gratitude to a helpful colleague:

Dear Mona,

Thank you for your help with my new project. I really enjoyed working with you, and I was truly impressed by your exceptional knowledge and skills. Your expertise in this domain was invaluable, and your assistance helped me complete my task on schedule. I am grateful for your support.

I'm indebted to you for your guidance and support. If you need any help in the future, you can count on me.

Thanks once again for your invaluable assistance.

Regards,

Sonny

When a friend referred you to a job

A friend who referred you to a job has done you a big favour. If you land the job, you may get a higher salary, greater job satisfaction, and new career development opportunities. So, showing your sincere appreciation for your friend's kindness and generosity is essential.

Let's look at a letter of gratitude example for a job referral:

Dear Hisham,

I'm writing to express my deepest gratitude for referring me to the Senior Marketing Manager position with ABC Company. Your reputation in the marketing industry has always been outstanding, and I can't explain in words what your willingness to lend your credibility to my cause means to me. The team at ABC specifically cited your referral as a key selling point for my application.

I owe you one! If you ever need my assistance, please don't hesitate to ask. Failing that, I just want you to know that I have my sincere and abiding thanks for the help you've given me in my job search.

With my heartfelt appreciation,

George Tan

To colleagues when leaving a job

A farewell gratitude letter shows that you appreciate the time you spent with your colleagues and everything they had done for you during your tenure at the company. It helps you leave on a positive note and maintain solid relationships with your colleagues.

Below is an example of an appreciation letter for such a situation:

Dear colleagues,

As some of you may already know, I've resigned from my position at DEF Company to pursue other opportunities. The last day of my tenure here will be 27 May 2024.

Thank you all for making my time at DEF an enriching experience. It is my honour and privilege to work alongside such a dedicated and talented team.

I've learned a lot from each of you, and I'll always be grateful for the encouragement and support you've shown me throughout my time with the company.

Although I'm sad to leave this job, I'm excited about the future. I look forward to applying the valuable knowledge and skills I've learned here to my future endeavours.

I wish you success and happiness in your careers and personal lives. Please keep in touch, and let's stay connected on Facebook or [email protected].

Thanks again for everything.

Best wishes,

Suresh Suppiah

To your hiring manager when leaving a job

When you are leaving your workplace, send a letter of gratitude to your hiring manager. In the thank you letter, express your appreciation for the opportunity and guidance they've given you to help you grow in your career.

Here's an example of a gratitude letter for this scenario:

Dear Daniel,

I hope this letter finds you well. As you probably already know, my last day at XYZ Company will be 19 June 2024. I want to take a moment to let you know that I'm deeply grateful for the opportunity to work at this company.

It's been a fantastic journey, filled with both achievements and challenges. I feel privileged to have been part of XYZ during a period of innovation and growth. The skills and experience I've gained here are invaluable and will be beneficial in my future endeavours.

Once again, thank you for allowing me to grow my career with XYZ. Please stay in touch. My contact information remains the same, and I would love to hear about all the successes that I'm sure you and the company will achieve in the future.

With warmest regards,

Mohammad Jaafar

How to write a gratitude letter

Here are some tips on how to write a letter of appreciation.

Think about how the person has positively impacted your life

When writing appreciation letters, it's important to craft personalised and heartfelt messages instead of just saying the generic "thank you". Think about the recipient and try remembering their behaviours and specific moments you shared with them that mattered to you. Also, note the impact they had on your career and personal life.

Describe what the recipient has done for you and show appreciation

In your gratitude letter, you should explain to the recipient why you're grateful to them. For example, you could remind them how they helped you with your heavy workload, taught you a new skill, or provided emotional support when you were feeling down. This shows that you remember what the recipient had done for you, which can make them feel appreciated.

Proofread your letter

Typos, misspelt words, and grammatical errors in your gratitude letter can give the recipient the impression that you're insincere and unprofessional. Proofread the letter multiple times to ensure error-free communication.

Conclusion

Writing a gratitude letter to a colleague or supervisor who has helped you is a thoughtful way to express your appreciation. It shows respect and gratitude for their efforts, strengthening professional relationships and contributing to a positive work environment. In Singapore's competitive job market, maintaining strong connections is vital for career growth and development.

By taking the time to recognise those who have supported you, you demonstrate professionalism and foster goodwill. So, if someone in your workplace has made a positive impact on your career or personal development, consider writing a gratitude letter to let them know their efforts have not gone unnoticed.

FAQs

Here are some commonly asked questions about gratitude letters.

1. What exactly is a gratitude letter in the workplace setting?
   ⁠In the workplace, a gratitude letter is a letter of appreciation that lets a co-worker know you value their guidance or assistance.
2. How does a workplace gratitude letter differ from a formal business one?
   ⁠A letter of gratitude expresses your appreciation for a peer or supervisor who has helped you. In contrast, you may write a formal business letter for various purposes, from providing or requesting information to negotiating a business deal.
3. Besides leaving a job, are there other times to thank colleagues with a letter?
   ⁠Yes, there are many situations when you can send a gratitude letter to a coworker. For example, thank someone for helping you with a project or sharing knowledge and expertise.
4. What kind of specific examples should I include in my gratitude letter?
   ⁠An effective gratitude letter includes specific examples of how the recipient has provided you with guidance or support. For instance, you can write about a time when they stayed back after office hours to help you finish your work, covered for you when you were on annual leave, or offered their support during a personal crisis.
5. Is it okay to write a thank you note to my hiring manager even if I'm leaving the company?
   ⁠Yes, sending a thank you note to your hiring manager when you leave your job is polite and proper. After all, they allowed you to work and grow professionally at the company.
6. What are some common mistakes to avoid when writing a workplace gratitude letter?
   ⁠One of the most common mistakes people make when writing gratitude letters is failing to personalise the message. Avoid using generic phrases that you can find in numerous other letters.
   ⁠Instead, provide specific examples of how the recipient went above and beyond to help you. Another common mistake is not proofreading your gratitude letter. Review the letter multiple times to identify and correct typos, spelling, and grammatical errors.
7. Is it appropriate to write a gratitude letter in Singlish?
   ⁠While using standard English in professional settings is generally better, a touch of Singlish can make the letter feel more personal and relatable, especially if you have a close relationship with the recipient.
8. Should I write a gratitude letter to my friend if they just referred me for a job?
   ⁠Yes, writing a gratitude letter to your friend who referred you for a job is a good idea. It shows appreciation for their help and acknowledges the effort they put into supporting your career. A heartfelt note can strengthen your friendship and encourage them to help you again in the future.
9. Should I keep my gratitude letter handwritten or typed?
   ⁠It depends on the situation. A handwritten letter can feel more personal and sincere, which is great for close colleagues or mentors. However, a typed letter is more formal and may be better suited for professional settings or when emailing is more practical.
10. Besides letters, are there other ways to express gratitude in the workplace?
    ⁠Yes, there are other ways to show gratitude at work. You can express thanks in person during meetings, give small gifts, or publicly acknowledge someone's help in team communications. Regularly showing appreciation through words and actions can contribute to a positive work environment.