Guidelines for Writing a Thank You Note to A Professor


Our instructors have a significant impact on our life. They put out all effort to ensure that we are challenged to grow and specialize in any field of expertise we choose.

Furthermore, some professors go out of their way to assist their students in establishing themselves in their chosen field of study by recommending them to internships, employment, and scholarship opportunities.

We sometimes cannot express our gratitude for everything they do for us and must write a thank you note to a professor. Assignment Help and essay writing help service provider can help students to draft a proper thank note to a professor.

A thank-you letter to a professor in outline

There is a recommended framework to follow when writing a thank you letter to a lecturer. To begin, inform your teacher of your goals. Then, if you have a lot to say, break it up into two paragraphs and tell them exactly what you’re grateful for.

Finally, end the letter with a heartfelt farewell. Remember that a letter to your professor is a professional letter; therefore, close it properly.

Below are some templates to assist you in writing a thank you letter to a professor. Always remember to be genuine. You don’t need to embellish or create anything; express your gratitude for their efforts:

Steps to Writing a Thank You Note

Now that you know why you would want to send a thank-you note let’s look at how to accomplish it. The most challenging element of any type of writing is typically getting started. You’ll be composing and sending your message in no time if you use the approach outlined below.

    1. Determine the cause:

What is the purpose of this thank-you note? Your explanation is likely to fall into one of the categories as mentioned above. What matters most is that you understand why since this will influence how you write the message.

The kind of message you’d write to a professor who helped you pass a class. Calculus will be unlike any letter you’ve ever written to a buddy you’ve known since childhood.

    1. Select a Format

After you’ve determined why you’re writing the message (and who it’s for), you’ll need to decide on a structure. This means you’ll have to make a handful of decisions:

Note, whether physical or digital

If you’re going with a tangible note, you’ll have to choose between:

Pre-made or handmade card, typed or handwritten

Let’s take a closer look at each of these options:

Thank You Notes: Physical vs. Digital

Sending a tangible thank you note is a good idea if you have the option. It’s far more intimate and time-consuming than a computerized one.

However, in some situations, a tangible thank you note may not be feasible. Perhaps you don’t have a physical address for the individual you’d like to express your gratitude to (and you have no way to look it up).

In the case of a job interview, a digital thank you may be preferable to a real one because a physical one may not reach you until the employer has made their hiring choice.

However, in most situations, I recommend taking the physical approach.

Handwritten vs. typed

Even if you opt to send a tangible thank you letter, you must choose to type it or handwrite it. I believe you should pick handwritten if you have good, readable handwriting.

If you have handwriting like mine, which has been described as both “serial murderer” and “like someone who just learned to write cursive,” you would be better off drafting a beautiful letter and then signing it with a pen at the bottom.

You should also think about the event. If you’re sending the note in a professional setting where readability is critical, typing is preferable. If you’re sending the message to a close friend or family member who won’t judge your chicken scratch, go ahead and handwrite it.

Homemade vs. ready-made

Is it better to utilize a store-bought thank you card or make your own? There’s a lot of opportunity for creativity here, in my opinion. You should not buy a pre-made card and put your name on it. It’s nearly as bad as not sending a thank you card since it’s so impersonal.

However, there’s nothing wrong with picking out a hilarious or heartfelt thank you card from the shop and personalizing it with your message.

In general, though, I’d choose a plain typewritten letter (with no unusual fonts or colors) or some simple cards with “Thank You” stamped on them.

Check out Canva’s thank you card designs if you want to be more creative while still delivering something professional. They’re easy to make and maybe emailed or printed.

    1. Make a Draft Using This Format

After you’ve decided on a format, you’ll need to compose the notes. At this point, it’s easy to get stuck in writer’s block, worrying about the perfect phrases to employ. To help you get out of that rut, here’s a template that you may use for any thank-you cards you’ll need to send. It is divided into four sections:

    • Salutation/greeting
    • A thoughtful or friendly message
    • What you’re thanking them for (and follow-up, if relevant)
    • Conclusion

Let’s take a closer look at each one:

    • Salutation/greeting

This is the note’s first line. It’s the standard “Dear So-and-So” email salutation (I was about to say “write a letter,” but then I recalled no one does that anymore).

If you’re composing a professional message, start with “Dear” and then include “the person’s complete name (and title, if applicable).” “Dear Thomas Frank,” for example.

These days, I don’t think it’s necessary to use “Mr.” or “Ms.” You could do so if you’re looking for a job in a highly conventional sector or firm. If the person you’re writing to is a lot older than you, you might also want to include it. There, you’ll have to exercise your best judgment.

If it’s not a professional massage, it’s probably best to start with the person’s name and then a comma. For instance, “Martin.” You may also add a greeting before it, such as “Hey Roxine.” Whatever seems natural should be used. If necessary, read it aloud.

    • A thoughtful or friendly message

This is what you should write in the note’s first or second sentence. You wouldn’t begin by talking about what you’ve come to speak about if you met someone.

To ease into the conversation, you should make some small chats initially. With a note like this, it’s the same. Furthermore, expressing something considerate and kind will make your receiver feel wonderful.

Let’s pretend you’re writing to the recruiting manager where you recently had an interview. You might start with something like, “I had a wonderful time touring your workplace the other day” or “It was a joy to meet you and the Needful Things, team members.”

    • What you’re thanking them for (and follow-up, if relevant)

This is the most critical part of the thank you letter. Thank you for whatever it is you’d like to express gratitude for. “Thank you for taking the time to tell me how you got started in the cat café business,” for example. Or “I appreciate all of your help throughout my father’s illness.”

    • Conclusion (and follow-up, if relevant)

After you’ve thanked the receiver, you’ll want to wrap up the letter. The formality of the circumstance and your goal for the message will determine this.

If you’re simply thanking a buddy, adding one extra kind/funny line and signing your name at the bottom would be enough. If you know the individual well, you might add “much love,” followed by your name.

On the other hand, with a business thank, you note, you want to provide a polite ending while also indicating your future intentions. If you’re writing to express gratitude to a professional mentor, for example, you may state, “I’ll keep you updated on my career intentions as I get closer to graduation.” Alternatively, “I’d be delighted to repay the favour and assist you in any manner I can.” Taking help of essay writing help and essay help can draft a thank you letter.

Don’t be aggressive or sleazy, but don’t be afraid to take the initiative in maintaining or expanding your connection with the individual to whom you’re writing. They’ll enjoy it since it makes it easy for them to assist you (which they’re likely to want to do if you’ve previously met with them and made a positive impression).

This can also help you get a job because even if you don’t get the job, you’ll be on the company’s radar for future recruitment (or if their first-choice candidate declines their offer).

    1. Edit Your Draft (To Eliminate These 5 Common Mistakes)

So, you’ve written your thank you note draught. But hold off on sending it just yet. You should proofread your letter before sending it (or pressing “Send”).

If you’re handwriting your message, I recommend typing it first so you can check for spelling, usage, and grammatical problems with digital tools. Regardless, you should try to avoid these five typical blunders:

1. Excessively lengthy or wordy

You’re not writing a cover letter, a book proposal, or a research paper; you’re writing a thank-you note. As a result, you should keep it brief. A maximum of five phrases is sufficient, and I’d say three is plenty in most instances.

2. Cold and impersonal

Buying a pre-written thank you note and signing it is the most impersonal thing you can do. Even if you create your card, it’s conceivable that it may come off as unbiased. Make it apparent that you know who you’re writing to (and aren’t just using a generic thank you note) by including some personal touches.

This is simple if you’re writing to someone you know well. Create an inside joke or refer to something that happened at your most recent family event.

If you’re writing to someone in a professional setting, though, you’ll need to be more inventive. You might make a joke about something humorous that happened during the interview or a specific feature about the company’s headquarters that struck out to you.

It’s the difference between saying, “I enjoyed learning about your firm,” and saying, “Hearing about how Buy More is transforming the consumer electronics shopping experience provided me insight into the career path I want to follow.”

3. Inappropriate tone

The term “tone” in writing is difficult to describe, but it generally refers to how a piece of writing sounds. The essential component of tone for our needs is how formal (or casual) the note sounds. You should use informal terms like “hello” or “badass” in a letter to a buddy.

You’ll want to keep things more professional in a message to the firm you’re hoping will offer you a job. You don’t want to seem robotic, but you also don’t want to sound too casual.

4. Grammatical mistakes

There aren’t many genuine grammar problems to watch out for when writing anything this brief. The majority of the issues you’ll face will be caused by misspelled or misused language. Writing “to” instead of “too” or “there” instead of “they’re” is an example.

I propose putting your thank you note into Grammarly to avoid these problems. Grammarly is free software that checks your writing for mistakes in grammar, spelling, and use. I use it for all of my professional writing and strongly suggest for proofreading your writings.

5. Misspelling the name of the addressee

Kindly please double-check that the recipient’s name is spelled correctly. Even if it was a genuine error, misspelling someone’s name makes you appear sloppy.

“A person’s name is the sweetest and most important sound in any language to that person,” Dale Carnegie said. When your name is misspelled, though, it becomes the ugliest and most aggravating sound. As someone with a name that is frequently misspelled, I can attest to this…

    1. Send the Note ASAP

Please send your letter as soon as possible now that it is error-free and polished. While receiving thank you cards is always a pleasure. It makes the most sense to send them as soon as possible after the event for which you’re thanking the receiver. It’s perplexing to get a thank you card for a Christmas present in July, for example.

In a professional setting, it’s always to your best advantage as a job candidate to write a thank you card as soon as possible so that you remain fresh in the hiring manager’s memory. They may have recruited someone else if you wait too long.


Maintain brevity and focus in your letter. While you may have formed a connection with your lecturer, your thanks should be expressed in terms of what you gained during your time under their guidance.

If you don’t write your letter right after graduation, being too long may cause your message to be lost if your professor only scans it. So, remember to be concise and straightforward while expressing your gratitude.

Finally, think about writing your letter by hand. Handwritten notes demonstrate that you took the time to stop and think about your gratitude. It is also okay if you prefer to type.

Make sure your letter flows smoothly and is grammatically correct before sending it.

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