Write Your Project Thank You Letter By Hand

Writing Thank You Letters

Do you remember to show all your project members proper appreciation for their contributions to delivering the project? If not this post is the quick help you need to ensure your team gets sufficient appraisal and acknowledgement for their contribution next time.

An appreciation letter is a project leadership responsibility as well as a priceless investment in future motivation of the team. You will most likely work with these colleagues or collaborator again in future projects where you will need their commitment. Moreover, projects often require that project team members put in an extra effort or extraordinary at some time during the project life-cycle. This can take a toll on them. That is why it is important to show proper credit.

However, sending an appreciation letter does not have to take a big effort from you. Below I have prepared two great examples of appreciation letter for you to copy or use as inspiration.

It’s best when it’s handwritten


Before looking at the sample letters below, REMEMBER to always write your thank you letter by hand when at all possible.

Yes – I am serious 🙂

A handwritten letter delivered by the mailman might seem old fashioned, but it will make a more profound and lasting impression on your team members. It only takes a little bit longer to write.
Sending a handwritten letter is becoming such an anomaly. It's disappearing. My mom is the only one who still writes me letters. And there's something visceral about opening a letter - I see her on the page. I see her in her handwriting. - Steve Carell

Appreciation Letter Example 1

This thank you letter is a great way to show your professionalism. It is also a good way to cement your relationship with project team members after project completion as well as to show your appreciation.

Note that is this case multiple project sponsors have signed the letter. As project Manager, it is also great action to engage relevant senior leadership sponsors or representatives to provide their signature on such a formal appreciation letter for the team.

Write Your Project Thank You Letter By Hand 3

Dear [Insert Name]

We would like to thank you for your dedicated effort in contributing to [project goal].

Without your contribution, we would not as [a company/a team/an organization/ a business unit] have succeeded with this important achievement.

We have since [date/year] worked on [project scope]. Many colleagues have been involved in this project, some for the entire period, and others for shorter time, but everyone has been vital for the project.

It has been a pleasure working with you.

[Project Manager and/or Project Sponsors signatures]

Appreciation Letter Example 2

This is a more personal letter that is to be delivered together with a little gift. A gift for your project team members could be a snack, a luxury chocolate gift box or some other goodies.
project chocolate
Project Manager Thank You Letter Sample 2

Dear [Insert Name]

You have spent many hours working for our project – time away from home, from family and friends.

This present is an appreciation of that time, and I hope you will share it with those who have to do without you when you are at work.
Thank you for being so committed ad contributing to our project success – and please enjoy!

With warm regards

[Project Manager Signature]


We are often talking about saying ‘Thank You’ and the need for appreciating project members work. We just often forget it.

If you have not thanked your team members before, perhaps now is about time to start writing a simple ‘Thank you’ letter to them?

It is a small gesture, but an important demonstration of project leadership and proper nursing of your colleagues and collaborators. It will be of benefit to you and a morale booster for your team members.

Use these samples letters as inspiration and write your thank you letter by hand on your company letterhead or on the back of a “project team photo” and send it to each project contributor next time you close a project or hit a major milestone.

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