If you have organized an event attended by people you invited, it is strongly recommended that you send them a Thank you for your participation letter. This letter will go a long way in informing the participants of your gratitude for their participation. Organizing an event involves inviting certain people who will add value to the event. If those people attend the event then it is important to acknowledge their presence and participation. It does not matter what kind of event it is and who the participants were. Sending a Thank you for your participation letter is very important.
What is a Thank you for your participation letter?
A Thank you for your participation letter is simply a thank you statement sent to the participants of an event you organized. The Thank you for your participation letter makes the participants feel valued and inculcates the feeling that their decision to attend the event was the correct one. The Thank you for your participation letter is a genuine expression of gratitude towards the participants of the event.
Why must you send a Thank you for your participation letter?
A Thank you for your participation letter need not be sent only to certain esteemed guests. It is important to recognize the efforts of anyone who has given their time and put in that extra effort to make your event successful. Such people could be Chief guests, keynote speakers or simply someone who gave an exhibition of their skill. Let us say the performance was from a student or students from a school or college. It is important to recognize and give thanks to the Student for participating. Thanks should also go to the college administrator or Dean who encouraged and allowed them to participate.
This way the participants feel wanted and valued. It also serves as an encouragement to other potential participants. One more important thing to remember is the goodwill a thank you letter generates. A valued participant is more likely to pass on the details of the event to others. This will of course increase the popularity of all your future events.
You can keep the conversation going with the participants after the thank you letter. You can get valuable feedback in subsequent conversations on how to improve when organizing further events. This is achieved by the trust you build by sending the initial Thank you for your participation letter.
When must you send a Thank you for your participation letter?
The Thank you for your participation letter must be sent immediately after the event has concluded. There must not be much delay in sending this Thank you letter. The reason for this is, the Thank you for your participation letter must reach the participants when the memory of the event is fresh in their minds.
Since the only objective of sending the Thank you for your participation letter is to say a genuine thank you for participation, it should be sent immediately.
How to write a Thank you for your participation letter?
The Thank you for your participation letter can be split logically into different sections. Each section has some guidelines that can be followed to achieve consistency in all the thank you letters.
This statement of the Thank you for your participation letter is what we call the subject field. It is very important to choose the correct subject when writing the Thank you for your participation letter. This will contain the name of the participant. You can either address the person by their first name or prefix “Mr” or “Ms” to the last name. If you know the participant personally then you can use their first name. You can mention the name of the event the participant attended for which you are thankful for.
Thank You statement:
This is an explicit statement of thanks. You will need to clearly state that you are thanking the participant for attending the event. This section defines the purpose of writing the letter and is therefore the most important section of all.
There must be no ambiguity whatsoever in this statement and it must be abundantly clear to the recipient as to what the purpose of the letter is.
Body of the letter:
This section contains details of the event itself. You can also include the contributions made by the participant in making the event successful. You can mention the qualifications of the participant that made them the ideal choice for this event. Look at Thank you for your participation letter from your perspective. If you are the recipient of the letter, what would you want included in the letter. If you are planning on continuing the conversation with the participant, then, mention that you will reach out to them separately. Do not club other points of discussion in this letter. Keep in mind that this letter should serve only one purpose and must have only one agenda. That would be to thank the participant.
You can ask them if they found the event helpful/entertaining etc depending on the kind of event it was or their contribution to the event. Remember that the body of the letter will depend greatly on the type of the event and their contribution to it. So, tailor your letter accordingly as opposed to a standard letter to every participant.
This section acts as the conclusion to the letter itself. This will include a second and final thank you statement. Inclusion of this statement is important since this will be the last thing the recipient reads and will be left with this final thought.
The letter must be closed with your name and your signature and any contact information you want the participant to know. You can prefix your name and signature with “Sincerely” or “Respectfully” statement.
What are some tips to keep in mind while writing a Thank you for your participation letter?
When writing the Thank you for your participation letter there are some tips that you can keep in mind.
Keep the letter short and concise. A thank you letter should not be more than a page long.
Always ensure that the letter is personalized and not a generic thank you note. Include details that are personal to the recipient so that the participant also feels invested in the event.
Send the Thank you for your participation letter immediately after the event concludes.
Keep the language simple.
Always prefer a handwritten letter to a typed out letter.
What are some of the examples of Thank you for your participation letter?
Below are some examples of some Thank you for your participation letters.
Sub- Gratitude for your enthusiastic participation in the [Name of the event]
Dear Mr. Jones,
We are so glad that you participated in [Name of the event]. Thank you so much for attending the event and for your valuable contribution to our cause.
We hope you enjoyed the experience, and the event was beneficial for you.
We have a recording of the session for your future reference. Kindly click on the link below.
The website is mentioned in the event’s handouts.
You can also visit our website to view the photos of the website.
[link of the website]
If you have any feedback with regard to the event kindly share with us. It will help us to create a better conference in the future.
Looking forward to meeting you at the next occasion!
[Your name & Designation]
Subject – Gratitude for your active participation in the inter-school debate competition
Dear Ms. Sarah Smith,
I take this opportunity to Thank the students of your school for their active participation in the inter-school debate competition hosted by our school. It gives me great pleasure to state that the event was a grand success. The credit goes to the extremely bright and intelligent students who participated in the event.
As the host school we were overwhelmed with the positive response. This year the number of participants also increased. All the events were well planned and executed. The success of the event has led to new collaborations with some media houses agreeing to cover the event next year. We have also got some new sponsors who have given their commitment to sponsor the future events.
We are hoping to organize an even bigger and grander event next year. Like every year we hope for your continuous support and participation. Once again Thank you for being a part of our event and making it a grand success.
[Your name & Designation]
Subject – Gratitude for your active participation in the seminar for Global Warming and Climate change.
Dear Mr. Joseph Joe,
We want to take a moment to Thank you for your active participation in our seminar for Global Warming and Climate change.
The effects of Global Warming are alarming and it is important to raise awareness for the same. It is necessary to act now and take appropriate actions else our future generations will face the crisis. We are so glad you participated in the event as a guest speaker. Your ideas and speech was highly appreciated by our audience. We have received several emails appreciating the event.
We will be publishing the speech of all the eminent speakers in our yearly magazine. It will be available as an e-version as well. That will help spread the awareness among a larger section of the society. We will send you a hard copy of the magazine as soon as it is published.
We would like to extend an opportunity to you for conducting a workshop on Climate Change for student of XXX school. If you are interested we would be happy to discuss the details of the workshop with you.
Once again, we would like to Thank you for your kind participation in our seminar. We look forward to many such engagements with you in the future.
[Your name & Designation]
Subject – Thank you for participating in the Dance workshop
It was a pleasure to have you participate in our Dance workshop. Thank you for your enthusiastic participation. Your participation ensured the grand success of the event.
Every year we conduct a Dance workshop for young, talented and passionate learners like you. We invite eminent dancers and artists to conduct the workshop and share their valuable learning and knowledge. We have received positive feedback from all the participants, and we hope that the workshop has ignited your spirit and your love for dancing.
Attending workshops is a fantastic way for dancers to connect with other dancers, broaden their knowledge and experience and discovers new dance moves. Hence, every year we encourage more and more youngsters to participate in our workshops. We are also sending a certificate of participation and memento.
We hope to see you in the future events as well. Thank you once again for your enthusiasm and participation in our event.
[Your name & Designation]
Subject – Thank you for participating in the XXX Conference
I would like to express my heartfelt thanks to each of you who participated in XXX Conference in New York on 7th October.
We had over 75 participants from 12 states who gave their valuable time and attended the event. Your presence made XXX Conference a great success and it was a pleasure to see so many enthusiastic participants.
Hopefully you enjoyed the conference and it was beneficial to you. I am sure the network and relationship we build during this conference will continue in the future.
We have received some valuable feedback and suggestions from some participants, and we assure you the same will be incorporated for the future events.
We hope to see you in the upcoming conferences and events. Thank you once again for taking time out from your busy schedule and attending our conference.
[Your name & Designation]