“Thank You” Formats, Characteristics, and Examples

  1. Letter: Most formal method, printed or handwritten, always signed by hand, usually sent by mail but may be hand delivered, three paragraphs, award amount not stated
  2. Email: Semi-formal but similar to letter, all electronic, the words “Thank You” in the subject line, headers and footers suppressed, relevant attachment is optional
  3. Card: Greeting card (may be commercially produced) or handwritten (on card stock), very short, may include relevant image (such as a school landmark or selfie)
  4. Text / Phone Call: Text preferred, do not hang up if calling (have a script ready if no answer), relevant attachment is good if texting (such as a school landmark or selfie)
  5. Verbal: May be planned or spontaneous, extremely short, may lead to a conversation on other topics, just say “thank you” and move on
 
The use of each depends on a combination of the event’s importance, the amount of help that was provided, the person who provided the help, and the comfort level of the student in using each format.  See details about each below in bullet-point form, with examples.
 
Letter
  • Most formal of the formats
  • Used with the most important events that require gratitude
  • Must be printed out or handwritten on paper and must be signed by hand
  • Sending by mail is common but may be hand-delivered via the Clubhouse drop box
  • If handwritten, make certain to use very legible handwriting
  • If handwritten, use stationery sized paper rather than a blank piece of printer paper
  • The length should be no more than a single page
  • Use a formal salutation such as “Mr. Walter Smith, Chairperson”
  • Use your first and last names (middle initial and suffix are optional)
  • Do not list the award amount, which is confidential information (letters will be shared)
  • Use three paragraphs:
    • Short words of gratitude at the start
    • A middle paragraph with your brief current status (school, class year, major, activities, etc.), planned use of the award, and how it furthers your goals
    • Short closing again expressing gratitude but with different wording from the first
  • Optionally, if you’ve had a previous SFSF award, comment on the overall SFSF benefits, which could be a fourth paragraph
  • Include today’s date (the date you write it)
  • Proofread the letter carefully for spelling, grammar, readability, and flow
  • Using an A.I. tool is acceptable as a form of proofreading or to suggest readability improvements.  DO NOT have A.I. write it for you!
  • Letter is preferable for the Scholarship Committee Chair, but email is acceptable
  • For the SFSF President, always use the letter format
 
Here is a sample letter from an applicant who has just been approved for an SFSF award:

[Today’s date]
Dear Mrs. Jones, Chairperson, Scholarship Committee
Step Forward Scholarship Fund, Inc.
P.O. Box  4631
Chapel Hill, NC  27515-4631
 
Dear Mrs. Jones,

Please accept this letter of gratitude from me for your recent approval of my scholarship award for the upcoming school year.  I am overjoyed to learn of my selection and am very appreciative of the SFSF’s support.

Late this August, I will begin my third year, majoring in Business Administration (with a focus in Accounting) at UNC – Chapel Hill.  This scholarship has dramatically lightened the financial burden on my family and me, just as it has done during the last two years when you also selected me to receive an award.  As a result, I’ve been able to focus more on coursework and less on financing the tuition and books.  I still have a part-time job during school, but the hours have been low enough to let me be active in the school’s Accounting Club.  For the upcoming year, I’m considering expanding into the related Business Technology Club for its exposure to financial technology.  Graduation is still on target for the end of my fourth year.

Again, thank you for the generous investment you’ve made in my education.  I intend to “pay it forward” upon my graduation and subsequent entry into the work force, recalling how much you helped me.
 
Sincerely,
[Your handwritten signature]
[Your typed full name]
 
 Email

This is an informal format which can be made to show any degree of formality desired by the writer.  The content is partly dependent on how well the writer knows the recipient.  Follow the same rules in an email as for a letter, with these differences:
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  • Follow the guides for the Letter format with the differences listed here:
  • Informal format that can look formal in how it is written
  • Less formality is acceptable if the student knows the recipient well
  • All electronic so no need for anything that is handwritten
  • Do not try to scan your signature and embed it – it’s too difficult to make that look neat
  • Do not include today’s date - the email timestamp covers that
  • Suppress all headers and footers – this is from you, not your organization, school, church, political party, etc.
  • In the subject line, include the words “Thank You” plus your name and the award name
  • Length is shorter than for a letter but with the same major points
  • Optionally, convey your familiarity with the recipient, if well known to you
  • Optionally, show your contact information below your name at the end of the message
  • Optionally, attach or embed a relevant photo or image, such as a selfie of you holding the award notification, a photo of a notable school landmark, or similar item
  • Most common recipient is the Scholarship Committee Chair
 

Here is a sample email from a recipient who has just completed a school year using an SFSF award to pay for part of the tuition.  It also assumes mild familiarity between sender and recipient, and cites a recent shared event:

[Subject Line] Thank You for the SFSF Scholarship – [your name]
Dear Mrs. Jones, Chairperson, Scholarship Committee
Step Forward Scholarship Fund, Inc.

Dear Mrs. Jones,

I just completed my second school year!  The award granted by the SFSF was very helpful in covering the costs.  Thank you so much!

I know you and the other SFSF members believe in me.  With each step forward, I’m believing in myself more and more.  I’m well along in pursuing my major of Engineering here at NC State and have decided to specialize in Electrical Engineering.  With all the support provided by you, the Scholarship Committee, and my Mentor [mentor’s name], I am staying on track to graduate at the end of my fourth year here.

The SFSF has been extremely generous with the awards and with your time.  I am committed to being successful at school, and to make certain your investment in me pays off.  Thank You!

By the way, I saw you across the room at last week’s Speaker’s Event presentation.  It was a great topic and is a nice way Governors Club keeps the membership informed and engaged.


Sincerely,
[Your full name]
[optional – contact information, at least the phone number]
 
 Card
  • May be a commercial greeting card with a thank you message or relevant image (something well-known from your school), a similar postcard, or it may be handwritten
  • Use a very short paragraph with an informal message
  • If the card is handmade, use card stock and cut / fold it to card size
  • Say ”thank you” in some form but there is no need for details on classes, progress, etc.
  • Write very legibly and proofread very carefully
  • Milestone events are excellent prompting events, such as shortly after classes start
  • Common recipients are the Scholarship Committee Chair or your Mentor
  • Optionally, send cards to your colleagues or family members at Governors Club

Here is a sample message in postcard form for beginning a school year using an award to pay for part of the tuition.  It assumes the postcard is purchased showing a well-known landmark at the school you are attending:

[Front side shows the name and address of the recipient and your return address.  No need to include the full title of the recipient, although a partial title, such as “Chair” is optional.]
[Back side, shows a preprinted image and caption, the rest is handwritten]

Dear Mrs. Jones,

I’m on campus and classes have begun!  As a first-year student, I have a lot to learn about living away from home – just part of the journey.  This card shows Duke Chapel.  I walk by it each day.  It reminds me to say “thank you” again for the support from SFSF.  I am very grateful!


Sincerely,
[Your full name]
 
 
Text / Phone Call
  • Highly informal and very short
  • Similar content to a card but even shorter
  • Use a phone call if the recipient is very likely to recognize your name / number, otherwise use a text
  • If using phone, do not hang up with no answer – have a short voicemail message ready
  • Optionally with text, attach a relevant image, such as a well-known school landmark or an appropriate selfie
  • For older or less tech-savvy recipients, be careful using emojis or text abbreviations
  • Milestone events are excellent prompting events, such as shortly after classes start or simply that all is well
  • Common recipients are the Scholarship Committee Chair or your Mentor
  • Optionally, text or call your colleagues or family members at Governors Club

Here is a sample text message.  A phone call would use very similar content.  If you need to leave a voicemail, use this as a “script” to avoid stumbling over words).  Note that because texts are so informal, there is no need to address the recipient using that person’s title or name.  It is still a good idea to “sign” your name at the end because you might not be in that person’s Caller ID or Contacts database.
[assumes a text to the Chair of the Scholarship Committee]

Hi!  I’m on campus at [school name] and classes have begun!  I’m learning a lot about campus life and want to say “thank you” for the SFSF award that makes it possible.  All is well!  :-)
[Your full name]
[Optional if texting: Attach a relevant image, such as a landmark from your school.]
 
Verbal
  • The simplest, easiest, and most informal of all the formats
  • Just say “thank you” when in proximity of the desired recipient
  • It may be planned or it may be spontaneous (such a chance encounter)
  • If planned, aim for known events such as right after the SFSF interview or at an SFSF Luncheon event
  • You need not elaborate about the award, but you can use this to shift into a longer conversation in a different topic
  • The Mentor is the most likely recipient of a verbal thank you

This example is for a personal encounter, planned or unplanned, between the student and someone from the SFSF.
“Thanks for choosing me for this award.  It’s been a great help!”