Mango Postal
How to Write a Thank You Note They'll Keep (Add a Photo)
After a wedding, a birthday party, a graduation: the gifts were lovely, and now there's a stack of blank thank you notes waiting on you.
Good news: learning how to write a thank you note takes about two minutes. A good one is short, specific and sounds like you.
The words are the easy part. What makes a thank you note one people keep is the photo you send with it. This guide covers both: five quick steps for the writing, then the right photo to put on the front for weddings, graduations, birthdays and more.
How to write a thank you note in 5 steps
Every good thank you note or thank you card has the same five parts. Three to five sentences is plenty.
- Greet them by name. Use the name you call them in real life.
- Thank them for the specific thing. Name the gift, or exactly what they did.
- Say what it meant or how you're using it. This is the line that makes a note feel personal.
- Look ahead. Mention the next time you'll see or talk to them.
- Thank them once more and sign off. One short line, then your name.
If you're stuck on what to write in a thank you note, answer two questions: what did they do, and what difference did it make? Write it the way you'd say it out loud.
How to start and end a thank you note
Start with their name and get to the thank you in the first sentence. No warm-up needed.
End a thank you note with one more line of thanks, then a sign-off that matches how well you know them. "Love" is for family and close friends, "Warmly" suits almost everyone else, and "Sincerely" is for work.
Want a few sample lines to get going? We keep those in what to write on a postcard.
The part most thank you notes miss: the photo
The words say thank you. A photo shows them what you're thankful for. It also turns your note from something people read once into something they keep.
The best photo is one they haven't seen yet, with them in it or with their gift in it. Here's what to choose for each occasion.
Wedding thank you notes
Send each guest a photo of them at your wedding, not just a portrait of the two of you. Your photographer almost certainly caught them on the dance floor, at the table or mid-hug. It's a photo they'd never get otherwise, and it tells them you noticed they were there.
No good shot of a guest? Use a photo of the two of you with their gift at home.
Graduation thank you notes
Use the photo of you and them together on the day: cap, gown, proud grandparents, all of it. For people who sent a gift but couldn't come, send your favourite cap-and-gown photo so they feel like they were there.
Birthday party thank you notes
Pick a photo of the guest at the party. For a kid's party, a photo of the birthday kid with that friend is perfect. A group shot around the cake works for everyone who came.
Thank you note for a gift
Show the gift in use. The scarf being worn, the pan with dinner in it, the puzzle finished on the table. It proves the gift landed, which is what every gift-giver secretly wants to know. Grandparents and parents especially love this.
Baby shower and new baby thank you notes
A photo of the baby wearing the outfit or wrapped in the blanket. Nothing else comes close. If the baby hasn't arrived yet, use a photo from the shower with the guest in it.
Thank you note for a teacher
A photo of your child's drawing or a project from that class makes a better front than anything store-bought. We recommend asking before using a class photo that shows other children.
Thank you note for a friend who showed up
Moving day, the hospital waiting room, the road trip rescue. If someone took a photo, even a bad one, use it. The slightly blurry ones are often the favourites.
How to choose the right photo
- Put them in it. A photo of the two of you beats a perfect photo of just you.
- Go candid. A real laugh is better than a posed smile.
- Pick one they haven't seen. Skip the photo that's already been posted everywhere.
- Match the photo to the person. Ten guests can get ten different photos. It takes a few extra minutes and people notice.
- Check the crop. Faces should sit well inside the edges of a 4 × 6 card.
When a photo isn't the right fit, such as after a job interview or for a scholarship committee, send a plain, professional note instead.
When to send a thank you note
Sooner is better, but late is always better than never. These are the usual etiquette guidelines.
| Occasion | Send it within |
|---|---|
| Dinner or a stay at someone's home | A few days |
| Birthday, holiday or graduation gift | A few days |
| Baby shower gift | Two to three weeks |
| Wedding gift | Two to three weeks |
If you've missed the window, send it anyway. No apology needed: a note in their mailbox is a nice surprise whenever it arrives.
Turn the photo into a thank you postcard online
You have the photo and the five steps. With Mango Postal, you can put them together in your browser in a few minutes, with no cards, stamps or trip to the mailbox.
Upload your photo, choose a layout and frame, then type your note and pick a pen style. Sending to a whole guest list? Swap the photo for each person as you go. Our guide to photo postcards has more on getting the picture right.
We print it on thick 500 gsm cotton paper, tuck it in a free envelope and mail it within 24 hours to any address in Canada or the US. Each card is $4.99 CAD + $0.99 shipping, and you don't need an account.
Need inspiration for the front? Start from a postcard layout. Mailing a card yourself? Here's how to address a postcard.
FAQ
How long should a thank you note be?
Three to five sentences is plenty. Greet them, thank them for the specific thing, say what it meant, look ahead, then thank them once more and sign off.
How do you write a thank you card?
The same way as a thank you note. A card just gives you a front to fill, and a photo of the person or their gift makes it one they keep.
How do you end a thank you note?
With one more line of thanks, then a sign-off that matches how well you know them: "Love" for family and close friends, "Warmly" for almost everyone else and "Sincerely" for work.
Is it too late to send a thank you note?
No. Late is always better than never, and no apology is needed. A note in their mailbox is a nice surprise whenever it arrives.
What should a thank you note say?
Greet them by name, thank them for the specific thing, say what it meant or how you're using it, mention the next time you'll see them, then thank them once more and sign off.
How soon should you send a thank you note?
Within a few days for a dinner, a stay or a birthday, holiday or graduation gift, and within two to three weeks for a wedding or baby shower gift. If you've missed the window, send it anyway.
Should you add a photo to a thank you note?
Yes, when it fits. A photo of them, or of their gift in use, turns a note they read once into one they keep. For a job interview or a scholarship committee, send a plain, professional note instead.
Send one now
Someone did something kind. Tell them on real paper. Pick the photo, add your note, and we'll print it and mail it anywhere in Canada or the US.
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