writing notes examples

  • SUGGESTED TOPICS
  • The Magazine
  • Newsletters
  • Managing Yourself
  • Managing Teams
  • Work-life Balance
  • The Big Idea
  • Data & Visuals
  • Reading Lists
  • Case Selections
  • HBR Learning
  • Topic Feeds
  • Account Settings
  • Email Preferences

How to Write a Meaningful Thank You Note

  • Christopher Littlefield

writing notes examples

Sample messages from common workplace scenarios.

Many of us fear expressing our thanks to others. We might worry that our efforts will be misinterpreted or make the person on the receiving end uncomfortable. Or we might struggle to find the right words to express how we feel. Here’s how to do it right.

  • Keep it genuine : The goal of expressing appreciation should be to let someone know how their actions have impacted you and/or others. If you have any other agenda, your message will not be authentic.
  • Share what you appreciate and why : Focus on the impact their actions had on you and explain both  what you appreciate and why . This will help the other person understand the reason you feel the way you do.
  • Send it : E-mails get lost and handwritten cards get saved. Write your message on a piece of paper, post-it note, or card and give it directly to the person. If you are at work, you can also leave it on their desk or in their “mailbox.”

Ascend logo

Where your work meets your life. See more from Ascend here .

We all want to be appreciated. Whether you’ve accepted a task while your plate is already full, worked through weekends to get a project off the ground, or simply been there for a work friend when they needed your support, an acknowledgement or “thank you” can go a long way in making us feel good about the efforts we put in — and the research supports this.

  • Christopher Littlefield is an International/TEDx speaker specializing in employee appreciation and the founder of  Beyond Thank You . He has trained thousands of leaders across six continents to create cultures where people feel valued every day. He is the author of 75+ Team Building Activities for Remote Teams—Simple Ways to Build Trust, Strengthen Communication, and Laugh Together from Afar . You can follow his work through his weekly mailing  The Nudge .

Partner Center

Sample Notes

Write a Perfect Note: (44+ Free Sample Notes & Emails)

Formal notes and informal notes refer to the way a note is formatted. Both of these note styles have conventions that they should each follow. Each of these notes has a specific purpose which they must follow. Formal notes are letters that are meant for professional correspondence. These notes generally address people that are not well known to you. They must follow specific conventions and a specified business format.

Informal notes are quite different. Informal notes can be written in nearly any way that you choose. They can be written mostly to people with who, you have a close working relationship or a familiarity with.

Unsure where to begin? We have guides on to help direct you to write the best formal or informal note that you can.

Sample Notes: By Type (25)

Nursing note, medical note.

  • Condolence and Sympathy Note
  • Return to Work Note
  • Goods Return Letter
  • Thank You Note to Boss
  • Thank You Note for a Scholarship
  • Thank You Note to a Friend
  • Thank You Note to a Teacher
  • Thank You Note: Format & Examples
  • Excuse Note

Retirement Note

  • Get Well Soon Notes

Meeting Notes

Credit note, delivery note, goods return note, goods received note.

  • Doctor’s Note

Admission Note

Welcome note, how to write an informal note or email.

The best informal note should consist of four sections:

The first thing that you need to do is address your reader. But, depending on the country you are communicating with, you may have to change your address.

The opening is usually not as important to these letters, unlike a business or formal note where the opening is carefully crafted. There are still a few things that you may want to be aware of when addressing someone informally.

First, if you are communicating with someone in America versus someone who speaks and reads British English, you may notice that the British do not use a period the same way that the American English does.

  • Mr Johnson (British English)
  • Mr. Johnson (American English)

As you can see, the period has been omitted after the title.

Secondly, if you are sending the letter to a married woman, her title is different than an unmarried woman or a woman that you do not know her marital status. So, consider the following:

  • Mrs. Johnson is married to our previously mentioned friend Mr. Johnson.
  • Miss Jones is marrying her fiance this summer.
  • Ms. Thomas is someone that you know but are unsure if she is married or not. Some women choose to use this moniker even after marriage.

Choosing whether or not you should use a title depends on your familiarity with the person you are writing to. The friendly you are with this person, the less likely you are to use their last name. The way you greet them is entirely up to you. For instance, if you are writing a letter to a friend, you might address it in one of the following ways:

  • Dear Richard,
  • Hi, Richard,

Never forget that there must be a punctuation mark after the name, typically a comma.

Examples of Opening Sentences

After you have mastered the opening, it is time to write! Here is where your creativity truly reigns! You should open with something that is casual and natural, unlike writing a professional letter. If you need some ideas, you may try one of the following:

  • How are you?
  • How have you been?
  • How is life treating you?
  • How are the kids?
  • I hope everything is well!
  • I hope you, Joseph, and the kids are having a great time in (location)!

The body is the meat of your letter. This should be written in a personal, friendly tone and will be the main content. It’s important to adjust your language based on who you are writing to. Think of how you would interact with the person if they were standing in front of you. Also, keep in mind that people in England and America believe it is socially polite to exchange social niceties.

For example, many native English speakers begin conversations with a few polite questions, such as “How are you?” or “How was your vacation/holiday?” They are typically not as direct in a conversation as most Europeans.

There are a few things you may want to include in your body:

  • State why you are writing
  • Expand on what you mentioned in the introductory paragraph
  • Ask how the person is
  • Make some concluding remarks
  • Invite them to write back to you

The closing is where you will summarize your thoughts and say goodbye. If you are struggling to make your closing thoughts concise, you may use one of the following:

  • I am looking forward to seeing you.
  • I can’t wait to see you soon!
  • I look forward to hearing from you.
  • I am looking forward to hearing from you soon.
  • See you soon.
  • Send my love to (family member).
  • I hope things are well.

No matter how you decide to summarize your thoughts, make sure this closes your letter without leaving loose ends.

In terms of signing off, the choice is yours. You have a wonderful amount of freedom here. After you’ve chosen a sign-off phrase, make sure that it fits the overall tone of your letter and sign your name.

Here are some commonly used sign-offs to letters:

  • Best wishes,
  • Kind regards,
  • Lots of love,

Sample Informal Note

Thank you so much for your kind gift the other day! You know how much I love chocolate! I’m extremely happy to report that it will go to good use! I appreciate that you thought of me on my birthday!

How to Write a Formal Note or Email

Sender’s address.

The sender’s address is notated in the top right-hand corner of the page or centered, as if it were the letterhead. The address should be a complete and accurate address for the recipient, in case the recipient needs to reach out to the sender for any reason.

Professional formal notes should always be dated. After the sender’s address, follow with the date underneath it. This should be the date on which you are writing the note. This is important for record keeping and because information in business is often time sensitive.

Receiver’s Address

The receiver’s address will follow the date, usually on the left-hand side of the paper. You have the option of writing “To” before the receiver’s address, but this is personal preference. Make sure you write the title/name/position and other honorifics as the first line of the address.

This is the part where you will greet the person you are addressing the note to. Remember that this is a formal note, so the greeting should be respectful and not overly familiar. The general greetings used in formal notes are “Sir,” “Madam,” “Ma’am,” or “To whom it may concern.” If you know the name of the person who will be reading the note, you may also address it to “Mr. ABC” or “Ms. XYZ.” To show respect, you should not address a correspondent by their first name only. Make sure that you continually address them by their full name or only utilizing their title and their last name.

Following the greeting should be the subject of the note. In the center of the line, write “Subject:”. Sum up the purpose that you are writing the note in this one line. This helps the receiver focus on the subject and reason behind the note in one glance.

Body of the Note

This will be the majority of your note. It is either divided into two or three paragraphs, depending on the length of the note. The purpose of the letter should be made clear in the first paragraph and the tone should be kept formal. Do not use language to embellish the content. You should also remember that the note should be concise and jump straight to the point. Always be respectful and considerate of the other person, no matter the reason for your note.

At the end of your note, write something complimentary. “Yours Sincerely,” or “Yours Faithfully” should be printed on the right side of the paper.

This is where you will sign your name. Beneath your formal signature, print your name. You can do this in the word processor or by writing your name in block letters beneath the signature. This will address to the recipient who is sending the note.

Sample Formal Note

1234 Any Street

Maintown, NY 12345

Day/Month/Year (In the American format for the date, you would reverse the day and month portions)

Public Relations Liaison

1234 Any Lane

Business Town, PA 12345

Subject: Partnering with your business.

I have recently been made aware of an opportunity to work with your business as a partner. I heard recently that you were looking for art for a new literacy endeavor with a famous author. It is my understanding that this will benefit a non-profit that is extremely dear to me and I would like to offer my services to you at no charge.

I am an artist who has been working professionally for the past 10 years. My work has been published in over fifty major publications. I have enclosed several prints from my portfolio for your perusal. I hope that we may work together in the near future.

Yours Sincerely,

(Your handwritten signature should go here!)

Different Notes You May Come Across:

General Notes

A medical note is an entry into a medical or health record. This should include accurate documentation of a patient’s medical history, diagnosis, and the treatment and care they are receiving. The date is important to note.

writing notes examples

Doctor’s Note

writing notes examples

Condolence / Sympathy Note

writing notes examples

A goods return note is the opposite of a goods received note. These notes inventory goods that you are returning to a supplier, whether it is for a defect or because they sent you an overage. It is important to note the date that the goods were returned in these notes. It is also important to note any shipping information or transportation information, such as a tracking number.

writing notes examples

Personal (Informal) Notes

A welcome note is a brief note that welcomes someone to a new job, position, or dwelling. Welcome notes can follow any format, much like other informal notes. A welcome note should include a brief welcome to the person and an introduction of yourself.

writing notes examples

Goodbye / Farewell Note

writing notes examples

Thank You Note

A thank you note is a note that briefly thanks someone for a job, favor, or gift. This should always include why you are thanking them. You should always compliment the person and let them know how much you truly appreciate them.

writing notes examples

Get Well Soon Note

A get well soon note is sent to an ill person to let them know that you are thinking of them. It is most beneficial to send to family and close friends. Often, these are left for colleagues to collect upon their return to work. These notes should be brief and wish the person good feelings and thoughts in their time of need.

writing notes examples

Business (Formal) Notes

A delivery note is a formal note that is sent with a shipment of goods. These notes describe the goods and also notates the quantity. These are crucial in the shipment of goods.

writing notes examples

Debt Note/Promissory Note

A promissory, or debt, note is a legal document that acts as a promise to pay a loan or a debt. Companies use these as a form of debt capital. These should always include the date, the name of the person who is paying the debt, the name of the person who is going to collect the debt, and the amount of debt. Should you be collecting interest, it is important to note the interest rate that will be accrued.

writing notes examples

A credit note is a letter that is sent by a supplier to a customer that tells them they are being credited a certain amount. This can also be called a credit memo. These should always include the date, the name of the person that is receiving the credit, the name of the supplier, an explanation of why they are being credited this amount.

writing notes examples

Meeting notes, or meeting minutes, are used to keep track of the important events that take place at a meeting. It is important to take main notes for a meeting and at least one person should forward them to anyone who was present. Meeting notes should include who was present at the meeting, and always note who was speaking. This helps to keep track of who is supposed to be responsible for what duties and helps to hold everyone accountable.

writing notes examples

Demand Note

A demand note is a formal request for payment. These notes are written when someone owes a debt and has not repaid it or has lapsed in their payments. These notes should include the amount that should be paid. It is also important to include the date by which the debt needs to be repaid and any repercussions that could occur should the payment not be received.

writing notes examples

Mortgage Note

In the U.S., a mortgage note is a debt note that is secured by a specified mortgage loan. These are written promises to repay the specified amount plus the interest rate. The amount, as well as the interest rate should be noted. It is also important to make sure the names of the mortgage company and the name of the person who has responsibility for the mortgage are mentioned.

writing notes examples

A loan note is another type of debt note. A loan note is a contract that specifies when a loan must be repaid. It is important to always include who is responsible for the loan, when payments should be made, and who the payments should be paid to. The amount of the full loan, the amount of any agreed-upon payments, and the interest rate are also important to note within these notes.

writing notes examples

Briefing Note

A briefing note is a short note that quickly lets someone with authority know about an issue. This should include a subject line (always). It should also be dated and include the full extent of the issue that is arising. It is never a good idea to downplay an issue in a briefing note, in the instance that a situation becomes larger.

writing notes examples

A retirement note is a note that is similar to a resignation note. This lets your employer know that you will be retiring. These notes should be dated, include the date which will be your final day, and your contact information. Your contact information should always be included so that coworkers who wish to stay in touch can stay in touch and anything that needs to be forwarded to you can be.

writing notes examples

How to Write a Thank You Note: Message Examples & Tips

Writing thank you notes is a skill many of us should have, but perhaps have not yet sharpened. It’s one of those things in life that is absolutely required, but also somehow gets overlooked. Regardless of whether you’re a thank you note writing pro or are looking to sharpen your gratitude-writing skills, this post will cover just about anything and everything you’ll ever need to know on how to write a thank you note.

hand-painted-thank-you-note

How to write a thank you note — a general breakdown.

Before diving into thank you note etiquette, let’s begin our thank you writing journey with the general breakdown of a thank you note anatomy. This applies to most thank you notes, regardless of the reason that you’re writing it. For each occasion or reason, you might want to tweak some of this around, but for the most part it’s applicable to everything.

Use code GUIDE and get 20% off thank you cards printed, addressed, and mailed for you!

Send really nice thank you cards in minutes. Postable will print, address, and mail them for you.

Jump to a specific section:

  • 5 Steps to writing your thank you
  • Who to send thank you cards to
  • When to send thank yous
  • Baby shower and newborn thank you etiquette
  • Wording examples for all types of thank you cards
  • Extra tips for writing thank yous

Here are 5 steps you can take when writing your thank you notes.

1. start with a salutation..

It may seem obvious, but generally you’ll want to start your thank you message by addressing your recipient with a salutation. How formal or informal you choose to make this should depend on a few factors. 

If you’re well acquainted with your recipient and it’s not a formal thank you card (like a business interaction) then you may be fine addressing them by their first name. For example, if you’re writing to your college roommate to thank them for all the great memories — it’s likely safe to use their first name. 

For people you’re not quite as familiar with, stick to Mr. and Mrs. Last name.

  • Dear Aunt Jody & Uncle Max,
  • Dear Mr. and Mrs. Jones,
  • Dear Ms. Donnett,

Use code GUIDE and get 20% off personal thank you notes printed, addressed, and mailed for you!

2. Get right to the point and express your thanks.

And while you’re at it, make sure to mention what it is that you’re thankful for. 

  • Your birthday card made my day, thank you so much!
  • Your birthday gift was perfect, thanks for thinking of me.
  • Thanks so much for your generous wedding gift.
  • Thank you for the opportunity to interview for the senior designer position.

3. Mention a specific detail or two.

What specifically, do you love about their gift? No need to go overboard or exaggerate, if it’s not the greatest pair of sunglasses you ever did see… don’t say so. However, do mention something specific that you appreciated or perhaps how you’re using their gift in your life. People love knowing that their time and effort was appreciated and used!

  • I’m so stoked to use the birthday money on my trip to California next week!
  • I wore your graphic tee today and got a bunch of compliments!
  • We’ve been smoothie-making machines for the past month; we are feeling great.
  • It was really exciting getting to know your organization and learning about the senior designer role.

writing notes examples

4. Look ahead.

Sure you’re excited about that smoothie mixer they got you, but don’t forget to let them know that you appreciate them as an important person in your life. This may not apply to every single scenario, but if you’re likely to spend any time with this person you can mention that future meeting in your note as a way to move the message along. 

  • I can’t wait to have lunch with you guys next month.
  • I’ll be visiting your neck of the woods in a couple months, can’t wait to come and see you!
  • We’d love to have you over for dinner sometime soon and use the new martini glasses with you!
  • I am sincerely interested in the position and am looking forward to hearing from you soon.

5. Wrap it up with more gratitude and a warm sign off.

Bring the attention back to where you started: to your gratitude. There should be no question about what the message is all about. It’s ok to spruce it up a bit, but try to stay away from over-the-top language.

  • I can’t believe you remembered my birthday, thanks again!
  • Thanks again for thinking of me, it means so much.
  • We are so grateful for your generosity, thank you for thinking of us.
  • I greatly appreciate your consideration.

End in a pleasant and friendly tone. Always keep in mind the type of relationship you have with the recipient(s) and sign off accordingly (professionally or casually).

Who should you write thank you notes to?

How do you know when sending a thank you card is appropriate and who should you write thank you notes to? This question is actually not as tricky as it sounds. Whenever someone has done something nice for you like presenting you with a gift or going out of their way to help you, it’s definitely worth writing them a thank you card. No, sending a thank you text message is most definitely not the same thing. 

Of course there are actual occasions when thank you notes are basically expected, but huge life changing events are not the only time a thank you note is called for. In fact, the more surprising the thank you note is — the more special it will make your recipient feel. Below are some good solid reasons to mail a thank you note, but don’t let that limit you…

When in doubt — write that thank you card! 

  • Your cousin tutored you in Spanish after your last failed exam.
  • After a job interview.
  • Your neighbors helped you carry your groceries.
  • Your bestie brought you hot soup when you were ill.

The list of reasons is endless, but here are 29 everyday reasons that you require a thank you note.

Special occasions when thank you notes are expected.

While the reasons listed above are more everyday non-official type reasons to write thank you notes, there are special occasions when these little notes of gratitude are expected.

  • Weddings 
  • Bridal showers
  • Engagement gifts
  • Baby showers
  • Sweet sixteen birthday gifts
  • Bar Mitzvah gifts
  • Bat Mitzvah gifts
  • Graduation gifts

Baby shower and newborn thank you card etiquette.

From diaper cakes to a helping hand, your friends and family have done all they can to make your life as a new mom and dad as smooth of a transition as possible. Even though it may seem like you have zero time on your hands to give a proper thanks, you should try to get a few minutes each day to write out a thank you. [Plus, with Postable you can type the thank yous online and we’ll mail them for you.]

writing notes examples

Who to send a baby shower thank you card to?

  • The baby shower hostess . Your first shower thank you should be addressed to the hostess. Hosting a shower requires a great deal of time and effort.
  • Everyone who gave you a gift . If Aunt Judy decided to send you a hand sewn baby blanket all the way from Florida, but wasn’t able to fly up for the shower you should still write a personal thank you.
  • Everyone who attended your baby shower.

As with wedding thank you cards, it’s best to try to keep a guest list close by when the gifts are opened so that you can keep track of who gave what. When a gift arrives in the mail, make sure to add to the list as soon as it gets in so that nobody goes un-thanked.

Remember to send your baby shower thank you notes in a timely manner. Don’t wait too long or the new baby will definitely delay the thank yous even longer.

Wording examples on how to write a thank you note.

So we’ve outlined the basic anatomy of a thank you note and now it’s time to put it into practice. The following are some wording examples for thank you notes you can easily customize to fit your occasion and need. 

Thank you note for a baby shower gift.

Dear Josephine, I was so delighted to see you at my baby shower! Thank you so much for the beautiful bassinet you got for little Marie, it’s already got a place in the nursery. Next time you’re in town, we’d love to have you over for dinner! Hope to see you soon and thanks again for thinking of us. Love, Kim

Baby shower thank you note for hostess.

Lisa, Thank you so much for hosting my baby shower last weekend! The shower was lovely; it was so nice to see all of my friends and family. You have no idea how much I appreciate all of your efforts to make the shower so perfect. Let’s get lunch soon (before I’m no longer able to fit in the doorway :). Forever grateful, Laurie

Graduation thank you note wording for cash.

Dear Grandma & Grandpa, Thank you so much for coming to my graduation party and your graduation present. I’m so excited to be finished with high school and way more excited to start college next fall! Your generous gift card is going to help me decorate my new dorm room. I’m looking forward to visiting you this summer. I’m so excited to go shopping, thanks again! Love, Janice

Pro tip : It’s easy to procrastinate on writing thank you letters, especially during that post-graduation buzz. Getting your thank you notes written and out of the way before enjoying the rest of summer will help jumpstart your new adulting habits!

writing notes examples

Birthday thank you note for a friend.

Jody, How in the world do you do this every time? The vintage notebook you got for my birthday was perfect. I was so happy you could make it to my party; I hope you had a great time! Thank you for the incredibly thoughtful gift! Yours, Mag

Birthday thank you note for coworkers (casual).

Y’all! It was so awesome to walk into work on my birthday and see all those balloons in my office. It totally made my day! Thank you so much for your thoughtful gifts, you all went totally above and beyond. I’m excited for our company dinner next week, get ready for the best margaritas you’ve ever had! Thank You! Jill

Birthday thank you note for kids.

Aunt Jody, Thanks for coming to my birthday party and for the awesome letter blocks you got me! I love playing with them and mom says I’ll be making real words any day now. I can’t wait to see you when you come visit me next! Love ya tons, Billy

writing notes examples

Business thank you note wording for meeting.

Josh, Thank you for taking the time out to meet with me last week. I really appreciate the opportunity you’ve given my team to present at your next office-wide meeting. I look forward to seeing this new partnership to fruition in the next few months. Best, Lisa Hillsworth

Pro tip : Make writing business thank you notes a part of your routine. Adding this step into your daily correspondence, will not only help to strengthen your customer and client retention , but can also increase employee morale. 

Thank you note wording for wedding gifts.

Dear Suzanne & Billie, The couples spa package will make for a perfect date for us when life gets too hectic, thank you! We’re looking forward to pampering ourselves soon as life has already caught us by surprise. We were also overjoyed to see you both at the wedding and can’t wait to see you guys when we come up for a visit. Sending you our love, Bobbie & Cody

Pro tip: Writing wedding thank you notes can easily be one of the most important thank you notes you’ll have to write! There also tends to be quite a few of these to write all at once. Take some time to organize yourself before diving into writing your wedding thank you notes!   

Thank You notes for help or kindness

Lucy, You were so kind to spend a whopping three hours helping Joey study for his biology exam last week! I cannot tell you what that meant to him after weeks of struggling with the material. Not only did Joey pass, but he made the highest grade in the class and it’s all thanks to you! We’d love to have you over for Sunday brunch sometime soon. All the best, Dakota 

Tips for writing stellar thank you notes.

Thank you dos.

  • Do send a thank you note promptly
  • Do keep it personal
  • Do choose the appropriate stationery for the recipient and situation (pretty pastel bunnies may work for Aunt Judy, but not so good for a hiring manager)
  • Do double-check your spelling
  • Do surprise someone with a thank you note that may not be expecting it (your hairdresser or your favorite bar tender)

Thank You DON’Ts

  • Don’t assume a text is enough (or an in-person thanks)
  • Don’t ramble
  • Don’t go overboard (unless you really think the candle holders are the most beautiful things you’ve laid your eyes on, don’t say so)
  • Don’t send a pre-printed generic messages in lieu of a personal thank you note
  • Don’t use being late as an excuse not to write thank you notes at all, better late than never

Ready, set, WRITE your thank yous!

Use code GUIDE and get 20% off!

writing notes examples

11 Comments

  • Pingback: 13 Adorable Baby Shower Thank You Cards With Tips On How To Get Them Done On Time
  • Pingback: The Insider's Guide to Wedding Thank You Notes
  • Pingback: What to Say in Late Wedding Thank You Notes -
  • Pingback: Should You Send a Holiday Thank You Card? -
  • Pingback: 7 Scenarios Where Thank You Cards Take the Cake. -
  • Pingback: 7 Reasons to Have Your Kids Send Thank You Cards -
  • Pingback: How to Finish Your Wedding Thank You Notes (In Record Time) -
  • Pingback: 20 Ways to Start Off A Greeting Card -
  • Pingback: How to Write the Perfect Holiday Thank You Card -
  • Pingback: Mistakes to Avoid With Your Wedding Thank Yous -
  • Pingback: How to Write a Killer Thank You Card -

writing notes examples

  • PRO Courses Guides New Tech Help Pro Expert Videos About wikiHow Pro Upgrade Sign In
  • EDIT Edit this Article
  • EXPLORE Tech Help Pro About Us Random Article Quizzes Request a New Article Community Dashboard This Or That Game Popular Categories Arts and Entertainment Artwork Books Movies Computers and Electronics Computers Phone Skills Technology Hacks Health Men's Health Mental Health Women's Health Relationships Dating Love Relationship Issues Hobbies and Crafts Crafts Drawing Games Education & Communication Communication Skills Personal Development Studying Personal Care and Style Fashion Hair Care Personal Hygiene Youth Personal Care School Stuff Dating All Categories Arts and Entertainment Finance and Business Home and Garden Relationship Quizzes Cars & Other Vehicles Food and Entertaining Personal Care and Style Sports and Fitness Computers and Electronics Health Pets and Animals Travel Education & Communication Hobbies and Crafts Philosophy and Religion Work World Family Life Holidays and Traditions Relationships Youth
  • Browse Articles
  • Learn Something New
  • Quizzes Hot
  • This Or That Game New
  • Train Your Brain
  • Explore More
  • Support wikiHow
  • About wikiHow
  • Log in / Sign up
  • Education and Communications
  • Letter Writing

How to Write a Note

Last Updated: January 18, 2024 Fact Checked

This article was reviewed by Tami Claytor . Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 82,155 times.

A note can be defined as a few different things, but most importantly, it can be a short, informal letter, or it can be a short record of something that is written down to help jog the memory later. [1] X Research source Notes and letters are easily confused, because of the fact that a note is considered an informal letter. However, there are distinct differences between the two, including how they are written.

Writing Notes to Yourself

Step 1 Choose how you are going to write these notes.

  • You could choose the traditional pen-and-paper method: Options here include sticky notes, a small notepad, an agenda, a journal, a diary, or a spiral-bound notebook.
  • Alternatively, you could choose a technological method: You can try the Sticky Notes program on Windows, a notepad app on your smartphone, a reminder app on your smartphone, or your preferred online calendar, such as Google Calendar or iCal.

Step 2 Be consistent with whatever method you chose from Step 1 above.

  • When you need a particular note to help you remember something, you will likely have no idea where it is if you use sticky notes, a calendar, a journal, and an app on your smartphone, as an example.
  • There is no way to organize your notes to yourself when you use many different systems. You might have the urge to write something down when it is inconvenient to do so using the system you normally use for that type of thought (e.g. you always write recipe ideas down in your journal, but you get an idea when you are not at home).
  • Your reminders and notes are simply more likely to get lost when lots of systems are involved. That may not always mean physically lost; it could also mean mentally lost (i.e. forgotten).

Step 3 Keep your note system with you wherever you go.

  • When the urge strikes to write down a note to yourself, you have the tool you need to do so handy.
  • Your notes will stay organized all in one place if you always have that tool with you.

Step 4 Write your reminder, idea, thought, et cetera down as soon as you have it.

  • Writing it down immediately ensures you will not lose that thought.
  • If you chose an option like sticky notes, be sure that you keep the sticky note in a safe place until you can put it wherever you choose to safely store them, if you are not near that place.
  • You do not necessarily need to use complete sentences when writing a note, as long as you are confident that you will know what you meant when you come back to look at it later.

Step 5 Store the notes to yourself in a safe place.

  • If you keep notes to yourself on your smartphone or computer, they will always be there. However, if you choose to use a word processing program for writing notes to yourself, remember to save the documents.
  • You might want to keep all of your notes to yourself in something like a journal or diary. Always have that with you or know where it is so that you can access it when you need it.
  • Keeping your notes on or near your desk is usually a pretty good idea, as that is one place you likely spend much of your day.
  • Sticky notes work really well for some people, but they get messy quick. They also lose their stickiness eventually, causing them to fall from wherever you stuck them and potentially get lost. Keep this in mind if you use sticky notes!

Writing Notes to Someone Else

Step 1 Decide how you will leave notes for someone else, like a significant other, parent, sibling, or friend.

  • Using a technological tool for leaving notes likely will not work when trying to leave a note for someone else, so it is best to choose a pen-and-paper method.
  • Always have something ready for writing notes, like a small notepad, sticky notes, or some scrap paper.

Step 2 Clarify what your note is about.

  • Keep it short and simple. It does not necessarily have to be written in complete sentences, but make sure the recipient will understand what it means.
  • Avoid getting off-topic, especially if it is a reminder note. The recipient may get confused about what you are asking him/her to do if you get off-topic.
  • Adding a time and/or date to the note will help if it is time-sensitive. This will help the recipient understand when you left the note and how much time he/she has remaining to take care of the task.

Step 3 Leave the note in an easy-to-find place.

  • On the refrigerator or freezer door
  • On the kitchen counter
  • On the dining table
  • On the bathroom counter
  • In his/her lunchbox
  • On his/her desk
  • On the seat of his/her car

Step 4 Follow up with the recipient to make sure he/she received it.

  • If he/she follows up with you first, then there is no need to ask about it again, unless you asked him/her to complete some sort of task that you want to ensure got completed.
  • Be polite and friendly without being pushy. Asking, “Did you see my note this morning? I hope I left it in a convenient place for you” or “Do you have any questions about my note?” are some examples.

Writing a Sympathy Note

Step 1 Buy a card with an envelope.

  • Because it is a card for a sympathy note, it should be somewhat professional and serious in appearance. Humorous cards are not appropriate here.
  • Your card can be small or large; your note will only be a couple of sentences, so make sure it is at least big enough to fit those.
  • You might want a blank card to write your own note. However, you can buy a card with a message printed in it and add to it with your own note, too.

Step 2 Write a greeting inside the card.

  • Dear _______,
  • Hello ________,
  • Hi ________,

Step 3 Add the date for reference.

  • January 1, 2015
  • 1 January 2015

Step 4 Compose your sympathy message.

  • “I am sorry for your loss. I send my condolences to you and your family in this difficult time.”
  • “I want you to know that I am thinking about you while you work through this challenging time. Please let me know what I can do to help you.”
  • “I know that this was unexpected, and I am here for you however you need me.”
  • “You might not feel like it right now, but you are strong, and you will get through this.”
  • “You are not alone. You have many relatives and friends who are ready to support you and help you get through this.”

Step 5 Conclude your note with a closing.

  • Love, ________
  • With love, ________
  • Your friend, ________
  • Sincerely, ________
  • Warmly, ________

Step 6 Prepare the envelope for mailing.

Writing a Celebratory Note

Step 1 Purchase a card with an envelope.

  • Feel free to make your card bright and exciting, as you are celebrating something with this note.
  • Your message, or the message printed on the card you buy, might be humorous, serious, or uplifting. It is your choice.

Step 2 Write a greeting inside the card.

  • Hey ________,
  • You might also simply write the recipient's name followed by a comma.

Step 3 Add the date for reference, especially if the note is celebrating a birthday or anniversary.

  • “Happy birthday! I hope you have a fantastic day filled with happiness and love.”
  • “Congratulations on the promotion! You will do an excellent job in your new role.”
  • “Congrats on graduating! All of your hard work has paid off. Welcome to the real world!”
  • “You should be so proud! Buying your first home is a major accomplishment. I can't wait to visit!”
  • “Congratulations on your little bundle of joy! I hope baby and parents are doing well, and I'm looking forward to meeting him/her!”

Step 5 End your note with a closing and a signature.

  • Best wishes, ________

Step 6 Prepare the envelope for mailing by writing the return and mailing addresses and sticking on a stamp.

Sympathy and Celebratory Note Templates

writing notes examples

Expert Q&A

  • Keep the note short, even if it is a note to someone else. Notes are meant to convey quick thoughts and should not be long. Thanks Helpful 0 Not Helpful 0
  • Write legibly. This is not so important with a note to yourself, as you will likely be able to decipher your own handwriting. However, when writing a note to someone else, you want to be sure to write clearly enough for the recipient to read it easily. Thanks Helpful 0 Not Helpful 0

writing notes examples

You Might Also Like

Write a Thank You Note After a Funeral

  • ↑ https://dictionary.reference.com/browse/note?s=t
  • ↑ https://www.artofmanliness.com/character/etiquette/the-art-of-letter-writing-the-sympathy-note/
  • ↑ https://www.indeed.com/career-advice/career-development/congratulations-note-and-email-examples

About This Article

Tami Claytor

  • Send fan mail to authors

Did this article help you?

Am I a Narcissist or an Empath Quiz

Featured Articles

Enjoy Your Early Teen Years

Trending Articles

What is Golden Child Syndrome? 7 Signs You Were the Golden Child

Watch Articles

Wrap a Round Gift

  • Terms of Use
  • Privacy Policy
  • Do Not Sell or Share My Info
  • Not Selling Info

Don’t miss out! Sign up for

wikiHow’s newsletter

Jump to navigation

Home

  • --> --> --> -->