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How to Use AI to Write a Thoughtful Thank-You Note

Updated on August 10, 2023Writing Tips

Thank-you notes are a nice response to a kind deed and a meaningful professional courtesy. But despite these good qualities, they can also be a chore to write—and time-consuming if you have a lot to send. Luckily, getting help by using AI-generated writing can make them easier and faster.

So how do you create an AI thank-you note? Here we explain what AI prompts to use and how to get the results you want, plus some general advice like when you should write a thank-you note. We’ll even include some example AI thank-you notes written by Grammarly.

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What is a thank-you note?

Thank-you notes are simple messages to express gratitude and appreciation, typically in response to receiving gifts or having a good time at an event. They’re also a professional courtesy after situations like a job interview.

Also known as a thank-you letter, letter of thanks, or thank-you email, a thank-you note is often just a paragraph or two thanking the recipient and outlining why the writer feels so appreciative in the first place. Although thank-you notes are traditionally handwritten, in modern times it is perfectly acceptable to say “thank you” in an email or even a text message, as long as you elaborate on why you’re grateful.

When should you write a thank-you note?

Thank-you notes are seen as a kind gesture, so while they’re not exactly mandatory, in some situations it may seem impolite not to send one. In professional environments, they can help you forge stronger working relationships and stay in contact with important people; in other words, knowing how to write a thank-you letter could help your career. In personal situations, they can show the people who care about you that you care about them as well.

Specifically, thank-you notes are appropriate after these situations:

  • You have a job interview.
  • Someone writes you a letter of recommendation.
  • Someone gives you a gift.
  • Someone does you a big favor (like helping you move).
  • You stay as a guest in someone’s home.
  • You attend a special event (like a dinner party).

There is something to be said about writing a thank-you letter personally; putting in the effort yourself, especially handwriting the letter, shows the recipient just how thankful you are. However, in more formal business situations or situations where you have a lot of notes to write, using AI may make more sense.

How to use AI to write a thank-you letter

Like all AI writing tasks, writing an AI thank-you note starts with a prompt. An AI prompt is a command a user types into the AI message window that tells the AI what to do. Prompts can be as long as you need and span multiple sentences, but typically you need to send them in a single message because each AI message counts as an independent session.

Good prompts include all the details you want to be included in your AI-generated writing. Specifically, mention everything you want included in your AI thank-you note, such as these details:

  • the name of the recipient
  • what you’re thanking them for
  • any special dates
  • the reason it’s important to you

For example, if you were using an interview thank-you letter generator, your AI thank-you note prompt might look like this:

Write a thank-you email to Mrs. Setiawan, thanking her for my job interview yesterday. Tell her I was impressed by her operation and would feel at home working together.

After that, the AI will automatically generate your thank-you letter within a few seconds. But before you copy and paste it straight into an email, be sure to check it over and revise it.

For one thing, AI writing is still in its early stages, so it still makes mistakes sometimes. Additionally, you may want to change or tweak some words, such as using alternative ways to say “thank you” or adding a personal touch like a nickname or shared memory.

Examples from an AI thank-you note generator

All of these AI thank-you note examples were generated by Grammarly.

AI thank-you note example: Job interview


Write a thank-you email to Mr. Escamilla at the Cirque du Soleil to thank him for my interview on Wednesday, August 16. Tell him that it’s been my lifelong dream to perform in the circus and even just having an interview means a lot to me.

AI thank-you note:

Dear Mr. Escamilla,

I wanted to take a moment to thank you for the opportunity to interview with your team on Wednesday, August 16. It was an absolute pleasure to meet with such a talented and dedicated group of professionals.

I must tell you that it has been my lifelong dream to perform in the circus, and even just having the chance to interview with Cirque du Soleil means the world to me. Your company’s dedication to pushing the boundaries of human performance and creating unforgettable experiences for audiences around the world is truly inspiring.

Thank you once again for the opportunity to interview with your team. I would be honored to be a part of the Cirque du Soleil family and contribute my skills toward the success of such a legendary institution.

Best regards,

[Your Name]

AI thank-you note example: Gift


Write a thank-you note to my Aunt Margaret for giving me those sunglasses for my birthday last week. Say that they were the exact pair I have wanted for months.

AI thank-you note:

Dear Aunt Margaret,

Thank you for the amazing sunglasses you gave me for my birthday last week. They are the exact pair I have been wanting for months, and I am absolutely thrilled to have them.

I have been wearing them every day since I received them, and I have received so many compliments on how stylish they are. Your thoughtful gift truly means the world to me, and I am so grateful to have you as my aunt.

Thank you once again for your generosity and for making my birthday so special. I look forward to seeing you soon.

Warm regards,

[Your Name]

AI thank-you note example: Dinner party


Write a thank-you note to my friend Kiara to thank her for inviting me to her dinner party last night. Mention that it was nice to finally meet her new girlfriend and that I wish them the best.

AI thank-you note:

Dear Kiara,

I had a great time at your dinner party. The food was delicious, and your company was even better.

It was so nice to finally meet your new girlfriend. She seems like a great match for you, and I wish you both the best. I hope to see you both again soon.

Thank you again for including me in your celebration. It was a night I’ll always remember.

Best regards,

[Your Name]

AI thank-you note FAQs

What is an AI thank-you note?

An AI thank-you note is any type of thank-you letter generated by an AI program. AI programs like Grammarly or ChatGPT create messages based on the details entered by the user and can also be used for personal correspondence like thank-you notes.

When should you write a thank-you note?

Although not required, thank-you notes are considered a polite response to kind deeds or formal business affairs. Specifically, consider sending a thank-you note after receiving a gift, meeting for a job interview, or attending a special event or when someone does you a favor like writing you a letter of recommendation or letting you stay at their home.

What prompts do you use with AI to write a thank-you note?

Your prompt for an AI thank-you note should include the recipient’s name, why you’re thanking them, any important dates, and some personal reasons why it means so much to you. AI prompts can be multiple sentences, but typically they should be only one message because each new message is considered an independent session.

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