The ultimate guide to professional appreciation emails: 16 Templates and best practices

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Whether you’re thanking a customer for their business or showing your employees how much you value them, a well-timed appreciation email is a powerful way to nurture strong relationships.

But sending generic messages will not cut it. For 80% of customers, their experience with a company is as vital as its products and services. Hence, to make an impact, you should create a personalized message that sincerely conveys gratitude.

Let’s discover how appreciation emails can elevate that experience and build lasting connections. Our guide will walk you through 16 practical templates and best practices for writing effective, heartfelt appreciation emails.

When to send an appreciation email

Here’s when to express your gratitude through email.

To employees

• After completing a significant project or milestone: Did your team crush a major project? Celebrate their success with an email highlighting their hard work and dedication.
• During performance reviews or after noticeable improvements: Use performance reviews or moments when you see noticeable improvement as opportunities to send an email acknowledging progress.
• On work anniversaries or personal milestones: A thoughtful email can make work anniversaries, birthdays, or other important milestones feel special.
• After receiving positive feedback from clients or peers: When a client or colleague compliments someone, pass that praise along in an email. It shows you value their work and impact.

To customers

• After a purchase or transaction: A simple thank you email for appreciation can go a long way in encouraging repeat business.
• On customer anniversaries: Celebrate your clients’ loyalty and thank them for their continued support.
• Following positive reviews or feedback: Show client appreciation for their positive remarks and trust in your service.
• Throughout holidays: During special times of the year, send some warm wishes their way.
• During special promotions: Use promotional periods to express gratitude to your customers for their engagement.

How to write an appreciation email

Follow these tips to generate appreciation emails that are both genuine and effective.

Tone and language

• Use a warm, positive, and sincere tone to convey appreciation.
• Avoid overly formal language — aim for a personal and relatable voice.

Structure and content

• Choose a clear and specific subject line that captures the essence of your appreciation.
• Begin with a warm greeting to establish a friendly tone and set a positive mood.
• State the purpose of the email by indicating the specific actions or qualities that are being recognized.
• Provide specific examples of the behavior or achievement you appreciate to highlight its significance.
• Articulate how the recipient’s actions or qualities have made a positive difference.
• Close with a positive note reinforcing your appreciation and offering further engagement or support. For example, invite them to share their thoughts or suggest future collaboration opportunities.

Best practices

• Be timely with your appreciation to ensure that it is relevant.
• Personalize each email by mentioning the specific contributions of the recipient.
• Keep your email concise and focused on the appreciation message without unnecessary details.
• Ensure that your communication aligns with your brand’s voice and values by reflecting your organization’s culture and principles.
• Reinforce appreciation through other channels, such as face-to-face or meetings.

16 appreciation email templates

Our selection of templates is designed to help you express gratitude in a way that truly connects. Feel free to tweak them as you see fit.

Employee appreciation email templates

The following templates recognize the recipient’s contributions to the team.

1. Appreciation of consistent and hard work

This kind of appreciation email expresses gratitude for an employee’s ongoing commitment to the company.

Subject line: [Employee name], thank you for your dedication and hard work!

Dear [Employee name],

I trust you’re having a productive day.

I wanted to let you know how much we appreciate your consistent hard work and dedication. Your efforts haven’t gone unnoticed — they make a big difference to our team and our success. [Provide a brief explanation, if possible].

Thank you for being such a valued member of our team. Keep up the amazing work!

Best regards,
[Your name]
[Your position]

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2. Project completion acknowledgment

This kind of email recognizes an employee’s outstanding work on a particular project. It highlights their dedication and the project’s successful outcome.

Subject line: Thank you, [Employee name], for your great work on [Project title]!

Dear [Employee name],

I would like to express my gratitude for your exceptional work on [Project title]. I really admire your commitment and the quality of the outcome.

Thank you for all your hard work and dedication. It truly makes a difference. We are incredibly fortunate to have someone with your skills and work ethic on our team.

Keep up the great work!

Best regards,
[Your name]
[Your position]

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3. Employee milestone celebration

This appreciation email celebrates an employee’s journey with the company and highlights their positive impact on the team and company.

Subject line: Celebrating [Employee name]’s milestone with [Company name]

Dear [Employee name],

Today, we’re honoring a special milestone: your [years of service/achievement] here at [Your company name]!

I greatly appreciate your commitment to consistently delivering high-quality work and striving for improvement. Know that your hard work and dedication are deeply valued, and we’re grateful for the passion and professionalism you bring to our workplace every day.

We look forward to many more milestones and achievements together!

Warm regards,
[Your name]
[Your position]

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4. Appreciation for taking initiative

This template is used to acknowledge an employee who has gone above and beyond their usual responsibilities and demonstrated leadership.

Subject line: Your initiative made a difference, [Employee name]

Dear [Employee name],

I hope your week is going great.

I’m reaching out to share how truly impressed I was by the initiative you demonstrated with [project/task]. Your ability to not only foresee what needed to be done but also to tackle it with such commitment has not only impacted the [project/task]’s success but has also set a great example.

I really appreciate how you consistently identify problems and come up with effective solutions. You have shown that you are not only a valuable team member but also a leader who takes ownership of the tasks assigned to you.

Your contributions are highly valued, and we are grateful to have you on our team. Looking forward to seeing more of your brilliant initiatives in action!

With gratitude,
[Your name]
[Your position]

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5. Thanksgiving email to employees 

This email is sent during Thanksgiving to express gratitude for an employee’s hard work and dedication throughout the year.

Subject line: Happy Thanksgiving from [Your company name]!

Dear [Employee name],

With Thanksgiving just around the corner, I wanted to say thank you. Your hard work and dedication throughout the year are truly appreciated.

We’ve accomplished a lot together — [mention a company achievement/milestone]. I’m incredibly proud to be on this journey with such a talented and dedicated individual.

Wishing you a restful Thanksgiving!

Best,
[Your name]
[Your position]

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6. Appreciation for team collaboration

The email aims to make employees feel valued for their hard work and collaboration. It’s meant to encourage a positive atmosphere and keep everyone motivated to achieve common goals.

Subject line: Recognizing your outstanding teamwork skills

Dear [Employee name],

I am reaching out to thank you for your collaborative spirit in our workplace. Your dedication has made a significant impact on our [project/department].

The way you [mention a company achievement/milestone] truly demonstrates the strength and unity of our team, reinforcing our shared goals and values. We’re lucky to have such talented team members contributing to our success.

Thank you again for your ongoing commitment.

Sincerely,
[Your name]
[Your position]

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7. Appreciation email for training new team members

This type of email is usually sent to thank employees who have taken on the responsibility of onboarding new hires.

Subject line: Appreciation for your help with our new colleagues

Dear [Employee name],

I want to thank you for your dedication to training and mentoring our newest team members. Your willingness to share knowledge and ensure that they feel welcomed in their new roles did not go unnoticed.

We value your commitment to helping others and your positive impact on our company culture.

Thank you for being such a great team player!

With gratitude,
[Your name]
[Your position]

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8. Candidate referral appreciation email

When employees recommend potential candidates, they’re actively shaping your company’s future. They’re also saving you considerable effort in the recruitment process. The following template helps you show gratitude for their initiative and encourage continued engagement.

Subject line: Your referral is a game-changer — thank you!

Hello [Employee name],

I wanted to personally thank you for referring [Candidate name] for the [job title] position. Your recommendation stood out to me, as I was impressed with [Candidate name]’s background and experience when I reviewed [his/her] application.

We’re always striving to build a talented and passionate team here at [Your company name], and it looks like [Candidate name] could be a great fit. We’ve already reached out to [him/her] to schedule an interview, and we’ll keep you updated on how the process goes.

Thanks again for going the extra mile to help us build an amazing team. Keep the great recommendations coming!

All the best,
[Your name]
[Your position]

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Customer appreciation email templates

Use these templates to thank your customers for their business.

9. Appreciation for a customer’s first purchase

This email is designed to welcome new customers and build a positive relationship from the start.

Subject line: Welcome to [Your company name], [Customer name]!

Hi [Customer name],

Thank you for making your first purchase with us. We are excited to have you join our community!

To show our appreciation, we’d like to offer you [specific offer, discount, or gesture of thanks] on your next purchase. We hope you love your new [product/service], and if you have any questions or feedback, don’t hesitate to let us know.

Thank you once again for choosing [Your company name].

Warm regards,
[Your name]
[Your position]
[Your company name]

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10. Appreciation for long-term loyalty

This email template includes customer appreciation messages that highlight and thank customers for their loyalty. The goal is to strengthen the relationship and show customers how much they are valued.

Subject line: Thank you for your trust and support, [Customer name]

Hi [Customer name],

I’m reaching out to express sincere gratitude for your continued loyalty and support.

Thank you for being a valued client. As a token of our appreciation, I’d like to offer you [specific offer, exclusive access, or gesture of thanks].

Let me know if there’s anything else I can do for you or if you have any feedback to share.

Best regards,
[Your name]
[Your position]
[Your company name]

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11. Gratitude for a referral or testimonial

This email expresses appreciation for your customers’ support and highlights the value of their actions. It can help you build customer advocacy and encourage future referrals.

Subject line: Thank you for your [referral/testimonial], [Customer name]

Hi [Customer name],

I hope everything is going smoothly for you.

I would like to extend a heartfelt thank you for your recent [referral/testimonial]. Your trust and confidence in our [product/service] mean a lot to us.

As a token of our appreciation, I would like to offer you [specific offer, complimentary service, or gesture of thanks].

Feel free to reach out if there’s anything else we can assist you with or if you have any further feedback to share.

All the best,
[Your name]
[Your position]
[Your company name]

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12. Thank you note to customer

A thank you note is a friendly way to express gratitude for a customer’s support. It can follow a purchase, a completed service, or a periodic touchpoint to strengthen your relationship.

Subject line: Many thanks from [Your company name]

Hi [Customer name],

I hope this note finds you thriving.

I would like to thank you for your continued support as our valued customer. Your trust in our [product/service] means everything to us, and we’re dedicated to providing you with exceptional experiences continuously.

As a token of our appreciation, I’m pleased to offer you [specific offer, discount, or gesture of thanks]. Your satisfaction is our priority, so we’re here to assist you whenever needed.

All the best,
[Your name]
[Your position]
[Your company name]

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13. Special holiday thank you note

This email is a great way to send a warm message to your clients during the holidays.

Subject line: Warm holiday wishes from [Your company name]

Hi [Customer name],

I wanted to take a moment to thank you for your support throughout the year. Your loyalty has been a gift to us.

To sprinkle a little holiday magic your way, I’m excited to share [specific offer, personalized gift, or gesture of thanks] as a token of our appreciation.

Warmest wishes,
[Your name]
[Your position]
[Your company name]

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14. Appreciation for received payment

This email emphasizes gratitude for a customer’s timely payment, reassures them of your commitment to their satisfaction, and invites further communication.

Subject line: Thank you for your recent payment, [Customer name]

Hello [Customer name],

We received $[amount] on [date]. It has been applied to your account for [invoice number/service description].

Your timely payment ensures that we can continue to provide uninterrupted [product/service] to meet your needs.

Feel free to reach out if you have any questions about your account or need assistance with anything else. We’re here to help.

Sincerely,
[Your name]
[Your position]
[Your company name]

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15. Appreciation for feedback received

Whether it’s a review, survey response, or direct message, every piece of customer feedback matters. Sending a ‘thank you for your feedback’ email shows appreciation for customers who have taken the time to share their thoughts.

Subject line: Thanks for your feedback, [Customer name]

Dear [Customer name],

I hope you’re having a fantastic week.

I would like to express my appreciation for your feedback and support. Your opinion matters to us, and we’re grateful for your willingness to share your thoughts.

At [Your company name], we take our clients’ comments and suggestions seriously. We use them to improve our products and services so that we can provide the best possible experience.

Many thanks for your continued trust,
[Your name]
[Your position]
[Your company name]

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16. Appreciation for newsletter subscription

This email helps you welcome new subscribers and express gratitude for their interest in staying connected with your brand.

Subject line: Thank you for subscribing to [Your company name]’s newsletter

Dear [Customer name],

We’re thrilled to have you join our newsletter family! Your subscription means a lot to us, and we’re excited to keep you informed about the latest updates on our [product/service], exclusive promotions, and exciting news.

Your support is invaluable, and we can’t wait to share content that we believe will bring you inspiration and value. As a special thank you, we’re delighted to offer you [specific offer, discount, or gesture of thanks].

If you have any questions or need assistance, feel free to reach out. Welcome aboard!

Warm regards,
[Your name]
[Your position]
[Your company name]

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Appreciation email examples for your inspiration

The following companies excel at expressing their gratitude to their customers.

1. Farfetch

What makes it stand out

• The email maintains a warm and approachable tone.
• It provides direct links to view account details or the order, simplifying the process of leaving feedback.
• Expressing reliance on customer feedback shows that Farfetch cares about improving its services based on customer input.

2. DEV

What makes it stand out

• The email conveys sincere congratulations, emphasizing the importance of the recipient’s achievement within the community.
• The enthusiastic tone of voice makes the recipient feel recognized for their contribution.
• Highlighting the badge and explaining its significance shows that the sender values long-term commitment.

3. KLM

What makes it stand out

• The email addresses the customer by name and extends warm birthday wishes, making the appreciation email feel personal and thoughtful.
• It expresses thanks for the recipient’s loyalty, strengthening the customer-company relationship.
• The email includes a tangible gift that adds value to the customer’s experience and encourages future bookings.

Appreciation email mistakes to avoid

Avoid these common missteps to make your appreciation efforts count:

• Overdoing it: While it’s great to express gratitude, bombarding people with constant “thank you” emails can backfire. The key is to find a balance. Reserve your heartfelt appreciation for meaningful contributions, achievements, or milestones.
• Generic messages: A generic “thank you for your business” email lacks impact. Personalize your messages by referencing past interactions or acknowledging individual preferences.
• Infrequent appreciation: Don’t let valuable contributions go unnoticed. Regularly schedule time to send appreciation emails, ensuring recognition for big and small wins.
• Overlooking small contributions: Speaking of small wins, don’t wait for grand gestures to express appreciation. A simple “thank you” for a coworker’s timely help or a client’s valuable feedback can go a long way to encourage a culture of mutual respect.

Cultivate a habit of praise with appreciation emails

A well-timed thank you can light up someone’s day, motivate your team, and keep your clients coming back. Those small wins, extra effort, and moments that make your workday brighter deserve a shout-out. 

The perfect appreciation email involves more than good intentions. The key lies in its authenticity and timing, so tailor your messages to both the recipient and the occasion to ensure that your email stands out.

Start integrating appreciation emails into your communication strategy today and watch it transform your professional interactions.