How to Write A Thank You Note to a Group of Coworkers [2022 Guide]

November 27, 2021
8 Min Read
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Marina Vishtak

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Why is it important to write a thank you note to a group of coworkers?

Whether for a company party or end-of-year gift, writing thank-you cards to co-workers can be tough. While it's easy enough to write an individual note, composing one for a group of colleagues is another story. The good news is that this simple gesture will help enhance your reputation as well as theirs.

"People never forget an act of kindness," says Amanda Augustine, job search expert at TopResume. "A thank you note shows gratitude and appreciation." It also demonstrates excellent manners, which are crucial when dealing with other professionals. Although the work environment may seem less formal than in years past, leaving a positive lasting impression never goes out of style.

When to write a thank you note to a group of coworkers vs. personal notes

Thank you notes are important, but sometimes it can be difficult to know when to send one (and how). Should you write notes on individual cards or write one appreciation letter for a group?

If there is something significant about your relationship with a particular colleague (like if they help train/mentor you), then sending them a personalized card is appropriate.

Since there are often many different people in an office, sometimes you're not sure who to thank. In this case, it's nice to grab a card for a group of coworkers. This might happen if you receive a birthday gift that is a group gift, for example. Writing this note shows that you're aware of the different people around you and that you appreciate them!

To sum it up, write a personal note when you have an individual to thank, whether that's for good work or a thoughtful gift. Write a thank-you note to a group of coworkers when what you are grateful for can be contributed to numerous people.

This particular article focuses on how to write a thank you note to a group of coworkers, so we will provide those steps here.

Step 1: Decide whether the thank you note to a group of coworkers should be handwritten or emailed

In this office scenario, since most of these people are in a workplace environment where emailing is the dominant form of communication between colleagues, sending a thank you email would make more sense than a traditional handwritten note. However, everyone appreciates a professional thank you that has been handwritten. A handwritten note is always a good thing but sometimes isn't practical.

Step 2: Decide how to address the thank you note to a group of coworkers

It’s best practice to address each coworker by name within the content of your email. You could also include their position in the company if it makes sense (e.g., “to all my fellow interns”)

If you're writing a note on behalf of a group of people, you could pass a card around and let everyone include appreciation messages of their own. Traditionally, thank you notes do not need to be formal thank-yous, so it's ok to be somewhat casual while remaining professional.

Step 3: Be specific about what you are grateful for

Being specific is a great way to capture the reader's attention. For example, if someone shared an anecdote with you that stuck, share the story and why it made such an impression on you. You can also include examples of how nice everyone has been since day one (if true) and thank them for their continued support. If there were people who befriended you right away (or at least tried to), mention them by name and say thanks publicly! It'll make these people feel good and encourage future collaboration. Another example is to thank your colleagues for a condolence card and the beautiful gift of colorful funeral flowers that they sent when a loved one passed away.

Step 4: Conclude your thank you note to a group of coworkers by reiterating gratitude

Let them know again how much you appreciate everything they've done for you. It could sound something like this: "Thank you so much again, once more, for helping make my first day at work an experience that I will never forget" or ‘I still think about yesterday often, and your kindness in sending the sympathy card made my first day back to work after the funeral much better".

Step 5: Proofread your thank you note to a group of coworkers

Before hitting the send button on the email or printing out the note, make sure to proofread for any spelling or grammar errors. A thank you note should show gratitude but not come off as an amateur. Make sure your message is clear, concise, and polite before sending the note.

Thank you notes are an easy way of showing appreciation for people who have done something nice for you. If you need help getting started, you can always refer back to these steps when putting together a thank you to coworkers.

Example of a thank you note to a group of coworkers

Here are some sample thank you notes to get you started:

  • "I wanted to take a moment to thank everyone for making my first day at work fun and stress-free. I am so grateful to have people who are willing to have interesting conversations with me, especially when I get nervous being the new person at the office. This means so much to me!"
  • "I can't tell you how much it means to me that you all took time out of your busy schedule yesterday just to show me around the building and introduce me to some other employees. It's easier being here knowing that there are people who care about their coworkers. Thank you again for sticking up for me when I was feeling alone."
  • "Thank you all (Jan, Steve, and Carol) for getting to know me and making my first week at work such a pleasant experience. Your kindness made my first week at work much better. I hope we can continue working together like a well-oiled machine!"

Software for writing a thank you note to a group of coworkers

Thank you notes are a tradition in the U.S., especially for someone who is leaving a job, but also as general appreciation to co-workers. If it's your first time writing one of these notes, these can be stressful to put together on paper without practice. 

Luckily, some helpful software options make writing thank you notes simpler and faster than what was possible before with just pen and paper. Here are some software options to help you write a thank you note:

  • piZap: This app features numerous cards that you can either print out or share on social media platforms. You can create a custom thank you card or even choose from pre-made templates.
  • PhraseExpress: This software suggests alternative phrasing for parts of speech to people who are typing out their sentences. So if someone types "I appreciate you" into their computer with this program enabled, they will see a drop-down box that offers suggested alternatives, such as "I'm grateful for you" or "I'd like to thank you". It also offers a database of words and phrases for people who don't know what to say but want an example phrase at their fingertips.
  • Grammarly: If you don’t trust your grammar, download this free browser extension or use their website to type your thank you note. Not only does it correct your grammar and ensure your note is free of errors, but it will also display options for how to word your note better.
  • Matter: Writing a thank you message to a group of coworkers or a single colleague is very simple using this app. It integrates with Slack, so it makes it seamless to do so.
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