How to write a thank you note for hospitality

 At one point or another, you’ve played the accommodating host to your family and friends. It might have been just for a simple afternoon tea, or a dinner. It could also have been for a weekend at your summer home or even an entire month where you had visiting relatives or tourist friends over at your house. You know that no matter how much you enjoyed having them, it wasn’t an easy task. So when others do the same for you, you really appreciate it. If you’ve received them, you know how good it feels to get a thank you note. Even if you know one isn’t expected, it will be a really nice surprise for the recipient.

Writing a thank you note for hospitality is not that different from writing a thank you note for a gift. First, never put off writing the note for more than a week. Remember the time and effort your hosts spent keeping you comfortable. Show your appreciation at the soonest possible time.

Choose nice but simple stationery for your note. If you can, hand write the note. You may feel self-conscious about your handwriting, but your scrawl is one of the things that make the note personal and sincere. If you are close enough to the recipient and are accustomed to thanking each other via email, modern etiquette allows you to email your thank you note. Just make sure you take the time in writing it, to keep it sincere and personal.

In terms of content, it is important that you express your thanks without letting the note drag on. After the greeting, immediately state your thanks in the first sentence then highlight the particulars of the visit or meal that you particularly liked such as, ‘What a brilliant way to celebrate the beginning of spring,’ or ‘I especially liked the gazpacho.’

Affection is in good form here. If the recipient is close to you, add a sentence or two about how much it means to be invited for dinner or accepted to stay at their home during your semester abroad.

Tell them that you are looking forward to seeing them at a future event, or tell them that you hope to see them soon. You could talk about or propose a future get-together or even offer your house the next time they visit your city.

While it may be tempting to add funny anecdotes or news regarding your promotion, don’t. This note is about the recipient’s hospitality and showing your gratitude for it. Save the other stories for another letter. After all, a thank you note is not meant to stretch on for several paragraphs.

End the note simply, with another thank you (it’s never too much to say it again) and close with the usual closers such as ‘Love,’ ‘Sincerely,’ or ‘Regards.’ Don’t forget to sign your name.

Dear Laura,

Thank you very much for dinner last night. I had no idea you were such an expert in cooking things I don’t even know how to pronounce! And I’m still dreaming about your homemade coconut ice cream. I really appreciate you inviting me over, and on Christmas Eve no less. We should have dinner again on New Year’s, at my place this time.

Thanks again.

Sincerely,

Tom