How to reply to thank-you emails professionally: tips and samples

Finding the right words to respond to a thank-you email can be challenging. You usually say "You are welcome" or "No problem" in such situations. However, when it comes to a professional email reply, you should always consider the current situation and relationships between you and the recipient when you choose an answer. The situation dictates the correct reply to a thank-you email.

Stripo is happy to share professional lifehacks and examples to make things easier.

When should you respond to thank-you emails?

Each company receives a large number of emails per day from coworkers, clients, and external stakeholders. Some emails require responses, while others do not. Replying to a thank-you email to express your personal gratitude is usually greatly appreciated on the recipient's end.

Some thank-you emails are safe to ignore, such as those from salespeople whose products you are not interested in purchasing. But in other cases, a quick response would work greatly.

What to reply to thank you emails

When you decide to express gratitude with a reply to a thank-you email, you may have only one question: "Just what should I write?" How can such an email message be written in a positive tone while keeping your language professional? With our short plan, it's a piece of cake!

1. Stick to an appropriate subject line

By an appropriate subject line, we mean to stick to the one you had in the primary email thread. You click the "Reply" button and leave the subject line like it is.

2. Use a personable tone

A personable tone means directly addressing the recipient by the person's name. This makes your thank-you email more personalized and human-like: "Hi Sara/Greets Jacob."

3. Mention the reason for a reply and express gratitude

The next steps will be mentioning the reason you reply to thank-you messages, for instance:

• I appreciate your response and am happy I could be of help!

• Thank you very much for your kind words. Your feedback means a lot to me.

• Thank you kindly for your email. I also appreciated the chance to work with you.

• I'm glad I could be helpful! And hopefully, we'll be in touch on future projects.

• It is a pleasure to hear your feedback on our cooperation.

• I am extremely grateful for your email. It means a lot to me and confirms that our collaboration was successful!

• There is no need to mention it; it's the least I could do to express gratitude for your time.

4. Keep it brief

Keep your email as short as possible. There is no need for a complicated email response because a thank-you email reply is a follow-up message example.

(Source: Stripo template)

5. Operate a positive tone of voice

Your reply to a thank-you email should have a friendly and positive tone. Concentrate on your gratitude and what you received from the initial message.

6. Make a prompt response

Another point is a quick response. Thank-you email replies are short and contain no additional information, so it shouldn't be hard for you to provide a speedy reply.

7. Insert the sign-off part with your job title and company details

The closure part of your thank-you email is no less important than the previous steps. Here you need to point out your name, job title, company name, and signature to be remembered.

How to reply to thank-you emails professionally: top 6 samples

Whether you're a colleague, a customer, or a professional searching for a job, you should respond to a thank you email correctly to maintain the established relationship. Below we added six message samples for you to respond quickly.

1. Example of a reply to a thank-you email to a supervisor

A fast response to your boss's email is a must, right? In this case, everything depends on your previous relationships, the tone you typically use, and how long you've known each other. If you believe that informality will be welcomed, go for it; if unsure, stick to formal wording but with a friendly tone!

Here is an example:

Greets [Name],

I am grateful for your support; it means a lot to me. I feel blessed to have found a career that I am passionate about and that allows me to help others. I look forward to working on our other future projects! Is there anything similar coming up that I could help with? Let me know at any time.

Kind regards,

[Your name]

2. Example of a reply to a thank-you email to a customer

You might get a lot of thank-you emails from clients, so it's a good idea to keep your relationships going with a professional reply to their messages. Keep it nice and semi-formal.

Here is an example:

Hi [Recipient name],

Thank you for your kind words about our most recent collaboration. It was a pleasure to work with you, and I am grateful that we were able to achieve so much together.

I look forward to continuing our cooperation in the future and hope to cross paths again soon. Please do not hesitate to contact me if there is anything I can do for you.

Best,

[Your name]

3. Example of a reply to a thank-you email to a colleague

When it comes to internal correspondence with coworkers, consider whether the email was sent to you personally or with the co-recipients mentioned, as well as the initial vibe of the email. Be grateful and nice, but not too overwhelmed.

Here is an example:

Hey [Colleague's name],

Thank you kindly for your email. I am truly honored to be able to work with such an amazing team. By the way, you also seemed to rock that evening :). And, of course, I am grateful for your guidance which helped me a lot. I can't wait for our future mutual projects!

Yours sincerely,

[Your name]

4. Example of a reply to a thank-you email to a job interview

If you work in recruiting, you regularly interact with job search and job interview topics. So far, thank-you notes and follow-ups have become a part of your daily routine. But we still have a sample for you to use :).

Here is an example:

Dear [Recipient name],

You're very welcome. I enjoyed discussing the position and telling you more about our organization. Please send the paperwork we discussed during the interview, and I will arrange further steps accordingly. Thank you once more for your time and consideration.

Regards,

[Your full name]

[Your job title]

[Your contact information]

5. Response to an introduction email with a thank-you

Regarding outside business opportunities, you may send and receive introduction emails, which usually come with thank-you follow-ups. Here, you have to be consistent but positive, so your recipient feels good about your potential partnership.

Good afternoon [Recipient name],

I am also grateful for your introduction and interest in potential future collaboration.

I hope we can continue our discussion in person soon to go over everything in detail. Thank you again for your time and consideration. I am excited to hear from you soon with all the possible questions and topics you are interested in.

Sincerely,

[Your full name]

[Your job title]

[Your contact information]

6. General appreciation response to a thank-you email

If you will ever face any other occasion for a reply to a thank-you email, stick to the topic of the received email and add your thanks in return.

Hello [Recipient name],

Thank you so much for your email. I really appreciate it, as well as your time and advice. It was really helpful.

I look forward to staying in touch and getting to know you better. Thanks again!

Best regards,

[Your name]

Wrapping up

A quick response to a thank-you email can improve your relationships with a recipient, show gratitude, and influence future cooperation. Such emails are quick and easy to conduct, so do not hesitate to implement a professional, positive, and immediate response to thank-you emails with Stripo.