There are some emails which you never seem coming, hence they come across as a surprise. Did you expect a thank you mail from your boss? But now, you have one in your inbox. Replying to thank mails always gets you thinking, what should be the appropriate reply for thank you? And when you received one from your boss which makes it all the more, tricky. The professionals as a display of their professionalism send these thank you emails to their employees and associates. Thus, for the times we are living in it is important to know can you reply such a mail from your boss. Is saying “you are welcome” or “it is a pleasure” enough? Here, let’s know How to Reply to Thank You Email from Boss?
While drafting a mail to reply to your boss, keep in mind that you would want to reply promptly. The mail is a professional communication so you will have to reply to it formally. You wouldn’t want to write two- page long letter only to reply to a thank you mail. It is advised that you keep the mail brief.
Here are some replies to for the times when your boss sends you a thank you mail so that you are prepared which words are in your draft box the next time.
How to Answer a Thank you mail:
- Respond Promptly: Once you receive the mail from your boss, you are supposed to reply to it as soon as possible. It is advisable that you reply to it within 24 hours. It won’t take you long to draft this mail and you can easily take out 5 minutes from your schedule.
- Acknowledgment: You need to start the mail by acknowledging your boss. By doing this you will be showing your respect towards them.
- Show your Gratitude: Usually a thank you mail comes in a situation where you have been a part of an arrangement. Thus, you can also show your gratitude for becoming a part of the whole initiative in a formal and professional tone.
- Brief: You do not have to write many paragraphs to reply to a thank you mail. Your boss won’t have time to read a proper letter.
- Professional: Your mail should have a professional tone and should be formally drafted. At the same time, make sure the mail isn’t devoid of warmth.
Probable Reasons Why Your Boss Might Thank You:
- One of the most probable reasons for getting a thank you mail from your boss is that you successfully managed to finish a highly important task
- It might be that your boss called in for a favor that was not a part of your job description.
- You might have done something special on an occasion and the mail was sent to thank you for the same.
Examples of How to Reply:
- “I was delighted to receive your email. I thoroughly enjoyed the assigned work and, it was a pleasure working with those clients. It gave me a chance to improve my skill set and I would love to work on such assignments in the future.”
This reply fits when you got to work with some new clients and have increased your contacts. It also gives your boss a hint that you might like to be associated with new clients. Dealing with new clients and establishing a client base is crucial to growing within your company.
- “Thank you very much for this feedback. It certainly helps to know that my work is appreciated. I also owe it to my team for the success of the whole project. They have been cooperative through and it would not have been possible without them.”
This reply shows that you are grateful to your boss and you would always take constructive feedback. This message also shows that you are a team player and, you believe in growing with your team.
- “I am grateful that you took a moment to appreciate my work. I would also like to thank you for believing in me and giving me this opportunity. It helped me grow as I got experience in the practical field.”
This message lets your employer know that how much their simple gesture of sending the mail meant to you. While assigning work the next time, the employer would keep in mind that you would like to be assigned more work in the given field.
- “This mail actually showed that how our hard work has brought in great results. I would take this opportunity to mention that, the training you gave us really helped. As a team, we will continue to support each other and produce results worthy of your praise.”
Very carefully through this mail, you slide in an appreciation for your boss. And who doesn’t like being appreciated?
- “The project really did give me a lot of experience. I am grateful to be among the ones who were selected. I commit to deliver my best work. I am looking forward to working on more such projects.”
Through this reply you let your employer know that whenever they trust you with projects of high importance, you will continue to deliver quality work just like you did this time.
- “After I stepped out of the college with the theoretical knowledge, you trained me to how to apply them in personal life. I have been able to complete the assigned task successfully because of your guidance.”
Quit subtlety and go all out by showering the credits on your boss. However, do send this with a sense of sincerity in your tone. It shouldn’t come across like you are trying to butter them up.
- “You are always welcome. It was no big deal, I anyway had to run to the pharmacist. I usually collect my medicines from the pharmacist down the lane, if in future you need something from there, I would be happy to get it for you.”
This gives a loud and clear message that you will be glad to run an errand for your boss. Let them know that they can rely on you whenever they want to.
- “It was my pleasure to take notes about the meeting for you. I got so much to learn from it. I got a chance to show my growth in front of the team. I am brimming with some ideas if at all you would let me convey them.”
You can capitalize on this opportunity to built-in something relevant for yourself. Your boss is grateful and they might do you a favor of assigning an important task which would help you in your career.
- “The pleasure is all mine. I don’t have a problem even if it is an ongoing thing. The way the faces of our team members shone seeing those mugs of coffee lighted me up too. You can rely on me to make sure everyone gulps their daily dose of caffeine.”
You let your employer know that you don’t look down upon any work. You are ready to cater to the needs of your team members in whatever way possible, even if it is bringing a cup of coffee.
- “No worries, sir. Work responsibilities do require some help at times and especially when you are at such an important post. I am happy to be of use to you. You can let me know anytime you need an extra pair of hands, I would be there to lend mine.”
This makes sure your boss is aware that you don’t shy away from some extra work that might be assigned at times. Also, getting the chance of interacting with your boss once in a while can take you up the hierarchy ladder. It is required that your boss can trust you.
- “I know that the matter at hand is of concern and I do not mind working overtime to solve the same. You can also let me know if there is something else that needs to be taken care of. I am willing to lend my help in whichever way I can.”
This reply would ensure that boss is aware that whenever the situation arises you would take one for the team. This significantly increases your value in the team and it would cause your boss to rely on you a bit more and then gets to see your potential throughout.
- “We all are a team so that we can support each other and help when one needs the other. I don’t see if there is a reason to be thankful for the same. I was just keeping up with my job description. Also, it is always a pleasure to be at your service.”
This humble message shows your team spirit. Your ability to adjust to the team requirements makes you the right fit for the job. Humility is also a trait displayed by leaders. Then, maybe your boss might notice it and consider you for a higher position.
- “We show special gestures towards people who are important. You are indispensable to the team and we all have grown a lot as professionals under your guidance. All of us wanted to show you how much of an impact you have had on our lives. I am sure everyone will agree with me when I say that we have been lucky to find a boss like you.”
Go all out with your appreciation as your special gesture needs to be complemented with a few words. Your employer has given you an opportunity to grow and this is only a medium to show how grateful you are to him for the same.
- “As team members, it was our pleasure to celebrate your birthday. We had to show our appreciation towards you, it was long overdue. Our hard work paid off when we saw your face light up. We are glad that you loved our surprise.”
Let your boss know through this reply that their birthday is a special occasion for all of you as he means a lot to the company. Birthdays are meant to make people feel special and that is exactly what your reply is aimed at. Don’t miss out on this chance on creating a good impression!
- “The perfect Christmas gift was a topic of discussion among the team members for days. We wanted to do something different and special as it is because of your hard work that our company has reached new heights this year. We are so happy to know that you loved the gift.”
There’s no shame in letting your employer know that you had put in some extra thought to come up with a unique gift idea for him. By sending this reply you are also adding a line of appreciation which might fetch you some brownie points.
- “I love going the extra mile to make the people who are important to me feel special. I would also like to thank you for your gift. I could see the thought you had put in selecting it. I wish you a Merry Christmas and Happy New Year!”
You are subtly showing your boss that, they carry importance in your life. This is also an opportunity to let your boss know that you liked the gift they selected for you. Just like you had a smile while reading the thank you mail, you can give it back to your boss too.
- “I am sure your little ones had a lot of fun with the toys. Those were some of the most recommended ones by the shopkeeper. We did our research before deciding on the right items. Those kids brighten up our day every time we saw them. They deserve that smile on their faces.”
One way of making a place in someone’s heart or striking a conversation with them is to bring up their kids and appreciate them too. Little kids are loved everywhere. This reply has a balance and shows that you are thoughtful enough to care about your boss’s personal life while maintaining the line of professionalism.
- “Oh, please don’t mention it. We all had ideas for the party planned up in our heads. However, celebrating when our company is suffering didn’t seem to be the right thing to do. I hope things get sorted out soon enough so we all can celebrate together.”
Yes, you just conveyed it through your company’s situation seems so personal to you that you cannot engage yourself in celebrations of any sort. You also slide in the reason why a party couldn’t be thrown for me just like you all did every year.
Tips to Draft Reply Mail:
- Identification: It is possible that your boss might have sent this mail to the other employees too. So, it is important to clearly mention from whom your boss is getting the mail.
- Subject: Sometimes your boss might not have mentioned the subject. As a person of higher importance, he might be receiving many emails. Just so to make sure that your boss finds your mail, it is required that you clearly mention the reason you are sending the mail in the subject line.
- Proofread: It is always advisable that you read the whole body again before you hit the send button. This makes sure that you avoid making any grammatical errors or spelling mistakes which might look very silly and end up ruining your impression.
A reply mail that looks very simple on the face, might be the key to develop and strengthen a long-term relationship with your boss. This will help you stand out among the other employees and be considered for the higher posts. This might also help you build a friendly relation with your employer and work would seem more fun when that happens. Make sure, you add a personal touch to all the example replies given here. The mail should fit into the situation. You can also use these examples as your reference to draft your own mail.
Frequently Asked Questions:
- How can you respond to thank you professionally?
While communicating via email in your professional capacity you must always aim to keep your tone positive. There are some replies which many people might find impolite in a workplace setting =. Thus, it is advisable that you use the right combination of words. “I am happy I could be of help” and “the pleasure is all mine” might be some examples to reply to a thank you mail.
- How can you convey your gratitude in a mail?
While thank you is always a safe option, there are many other alternatives to show your gratitude towards a person via mail. Always reply a thank you mail should be short and simple. In a workplace setting always remember to have a professional tone. You can something like “please accept my dearest thanks”. Another alternative can be “thank you for everything that you do”.
- How can you reply to a thank you mail from your client?
It is crucial that you acknowledge the mail within a span of 24 hours. You can let them know that you were happy to be of help to them. Also, communicate something along the lines that “working with you was a pleasure, you made work seem easier”. This shows that you derived mutual benefit from your situation.
