Thank You Note for a Letter of Recommendation

What Is a Recommendation Letter?

A recommendation letter, also called a reference letter, is often used when applying for a job or for admission to an academic institution. It is sent along with the CV and application letters, and the person who writes it is called the referee or the author.

In a reference letter, an author describes the considered person’s character, skills, and abilities. For example, a colleague can write the document as proof of the applicant’s outstanding performance.

For the recipient, this letter shows proof of the considered person’s credibility. When the recipient gets the letter, they can contact the author to clarify various questions regarding the applicant.

Every recommendation letter has a particular structure and mandatory content, including:

• The author’s and applicant’s names
• A description of traits and skills
• The author’s contacts for clarification if needed.

Why Send a Thank You Note for a Recommendation Letter

Most applicants skip the formal note and send a quick email saying, “Dear so and so, thank you very much for your recommendation.” A formal note accomplishes considerably more. If you are unsure why it is worth the additional effort, here are three solid reasons:

• You may need more recommendations later. You may have asked for a reference for college admission or a new job, but you might need another position or a different school in the future, and a referee who gave you a strong recommendation once is a natural person to ask again.
• You show the best version of yourself. A thoughtful thank you letter tells your referee that the time they spent was worth it, and most authors are glad to hear that their letter helped you succeed.
• It is good manners. Being polite and thankful shows courtesy, so write the note once you get what you needed and the gratitude will arrive while the favor is still fresh.

What to Include in a Thank You Note for Recommendation Letters

A good thank you note is short and specific, so it is helpful to understand its essential parts before you begin writing. Below is a quick list of items that you must include in the letter.

• The recommendation letter’s author. The name is written at the very beginning during salutation.
• Information about the letter’s recipient. Mention where you sent your application plus the recommendation letter. The referee has to know that you sent the letter even if you failed in your application.
• The date of writing. It is a typical requirement for any formal letters and documents.
• Your signature (if you pass the letter in paper form). It will prove that you are the one who wrote the letter. However, you can skip this requirement if you plan to deliver the letter by email.

Any time you prepare the thank you note for a recommendation letter, keep in mind that you should follow the structure and add all the things mentioned above.

How to Write a Thank You Note for Recommendation Letters

Follow this six-step plan to express gratitude for a letter of recommendation. Each step requires a minute or two of attention, and together they produce a polished, formal note that you can deliver by email or on paper.

1. The heading. Begin with the heading “Thank You Note for a Recommendation Letter” in bold. It tells the recipient what your message is about. Make the font slightly bigger than the body text.
2. The date. Add the date before you write the body of the letter.
3. Your referee’s name. Type “Dear (your addressee’s name)” to show whom you are addressing.
4. The results (main part). Explain whether your application was successful. If you succeeded, thank the referee for helping you win the position. Praise them and say that you could not have done it without their recommendation. It is also nice to say that you are happy they found time in their busy schedule to write a great reference. Finally, add a polite line offering to return the favor, for example, “If there is anything I can do for you, do not hesitate to ask.”
5. The conclusion. In the conclusion section, write  “Sincerely” or “Best regards,” followed by your name.
6. Your signature (if the letter is on paper). If you see your referee often, print the letter, sign it, and hand it over in person. Your signature goes after the conclusion and your name.

The plan demonstrates how little time a thank you note actually requires. Send one to your referee, because a short and sincere message is a thoughtful gesture that any recipient will genuinely appreciate.

Common Mistakes to Avoid in Your Thank You Note

This is the last section before you get the letter samples; the aim is to warn you about some crucial “Dos and Don’ts” when writing a good thank you letter for a reference:

• Do not forget to say “thank you.” First of all, be thankful for the reference letter, and before you prepare a proper letter, you can send a quick “thank you” by email, by messenger, or in person.
• Do not postpone the note. You can write it in about 10 minutes, so write it and send it as soon as you can.
• Do not ignore your referee’s requests. The note is also a chance to return the favor, so if your referee asks you for something, answer as soon as you can, and if you cannot help, decline politely and briefly explain why.
• Write a different note for each referee. If more than one person wrote a letter for you, write a separate thank you note for each of them, especially if they know each other, because you do not want to look like someone who copies and pastes gratitude letters.
• Proofread your letter. Formal correspondence should be free of mistakes, so follow the rules of your language and read the final version again to catch errors or missing words. You can also ask a friend or a colleague to proofread it, so your referee receives a polished letter.

Sample Thank You Note for Recommendation Letter

Use these two samples as a starting point for your own message. The first thanks a professor after admission to graduate school, and the second is a general letter that works for almost any referee, so change the wording to match your own story and your recipient.

• Fill every blank with real details, such as the date, the recipient’s name, and the school or employer.
• Replace general phrases with one detail about how the letter helped you.
• Delete the signature line if you plan to send the note by email.

Sample 1: Thank You to a Professor After Admission

Thank You for a Recommendation Letter

___________________, 20___

(write the date here)

Dear ______________, (enter your professor’s name here)

I am writing this letter to thank you for the reference letter you wrote a couple of weeks ago. I have attached your letter to my application to _______________ (insert the school where you sent the letter). As a result, I have successfully passed all the exams and attended the interview, where your recommendation was mentioned. I outlined how you and I cooperated.

I believe that without your letter, the acceptance process would have been tougher. The school representatives were glad to receive it and the information it contained. Thank you very much for the reference letter. If you have something to ask me for in place of your letter, do not hesitate to text me any time.

Best regards,

_____________ (type your name here)

_____________ (add your signature here if the letter will be printed out)

Sample 2: General Thank You Note for Any Referee

Thank You for a Reference Letter

___________________, 20___

(write the date here)

Dear ______________ (enter the recipient’s name here)

I would love to thank you very much for the reference letter you wrote as a response to my request. It is especially outstanding that you could provide the letter in such a short term despite your busy schedule.

I delivered your letter to _________________ (indicate where the letter was sent) as a part of my application, and I believe it massively affected the application procedure in a good way. Your reference was mentioned during the interview, and I have discussed it with the accepting party. They said they were impressed by the received information.

I suppose I would not have gotten the position if you had not helped me because you have highlighted precisely the things the receiving party desired. If you ever need anything from me, always keep in mind that you can reach me out any time, and I will do my best to help you.

Sincerely,

_____________ (insert your name here)

_____________ (leave your signature here if you print out your letter)

Frequently Asked Questions

When should I send a thank you note for a recommendation letter?

Send it soon after your referee writes the letter, or as soon as you hear back about your application, and if you have news such as an offer or an acceptance, include it in the note.

Should I send the note by email or on paper?

Either one works. Email is fast and convenient, while a printed and signed note feels more personal when you can hand it over in person.

How long should the note be?

About half a page is enough. A few sentences that thank your referee, share the outcome of your application, and offer to return the favor are all you need.

Should I thank every person who wrote me a letter?

It is a good idea to thank every referee. Write a separate note for each person and mention something specific about how that person supported your application.

How do I create the note with FormsPal?

Select Create My Document at the top of the page and answer a few simple questions. FormsPal saves your progress, so you can finish on any device, then download and print the note whenever you are ready.

General information, not legal or tax advice.

Jennifer M. Settles

Author & Attorney

With over 25 years of experience as a business and transactional attorney, Jennifer has mastered the craft of closing highly successful deals for her clients. Through her wide-ranging expertise in commercial contracts, real estate transactions, M&A and corporate law, Jennifer secures results that are second-to-none.