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Tim Smith is the Media Manager at DialMyCalls, where he has leveraged his expertise in telecommunications, SaaS, SEO optimization, technical writing, and mass communication systems since 2011. Tim is a seasoned professional with over 12 years at DialMyCalls and 15+ years of online writing experience.
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Posted by Tim Smith in Event Reminders on February 24, 2025
You’ve just wrapped up your event, and hopefully, it was a success. But before you move on to the next big thing, there’s one crucial step you shouldn’t skip: thanking your attendees. It’s one of the best ways to show your gratitude, but it goes so much further than that.
That’s because a well-crafted thank-you message does more than just show appreciation. It strengthens relationships, builds brand loyalty, and sets the stage for future engagement. After all, you want your audience members to be happily contemplating your next event, right?
Whether you hosted a corporate conference, a fundraiser, or a webinar, sending a thoughtful thank-you message can make a lasting impression.
The challenge is that there’s more to creating an effective thank-you message than you might think. Done correctly, you have a powerful tool that can empower success. Done wrong, and your event is forgettable (as is your brand).
So, what can you do to make sure your thank you message hits all the right notes? We’ve assembled an in-depth guide to help you show your gratitude while also building your brand and cementing attendee loyalty.
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When you think about the components of a thank you message, what comes to mind first? For most of us, it’s just those words: thank you. That might work if you’re thanking someone for a baby shower gift, but it’s a far cry from what you need to do when thanking someone for attending your event.
A great thank-you message isn’t just about saying “thanks.” It should be:
Personalized – Address recipients by name for a warm touch. This is particularly important for larger events because it shows that you genuinely care.
Timely – Send your message within 24–48 hours after the event. Waiting much longer than that makes the message feel like an afterthought.
Purposeful – Highlight key moments or provide value, like event materials. Your thank you message should reinforce the point or value of the event itself in the attendee’s mind.
Actionable – Encourage attendees to share feedback, connect on social media, or sign up for the next event. A clear call to action tells your attendees exactly what you want them to do and capitalizes on their excitement about the event while it’s fresh in their minds. If they provide feedback, show that you care what they think (and then follow through on suggestions that have merit).
Now that you have a better idea of what a thank you message should be, let’s take a closer look at the types of messages you can send. There’s so much more possible than a basic card.
Not all thank-you messages are created equal. Different message types are better suited for specific situations and event types. Tailor yours to suit your audience and goals:
A standard message for all attendees, expressing appreciation for their attendance. You can go more in-depth than this but keep the message to the high points.
This should be a more personalized note for sponsors, speakers, or special guests. You can be as direct and personal as you like (while keeping it professional) when thanking them for being such an important part of your event.
This is a thank-you message combined with a survey link to gather insights. By capturing sentiment and suggestions, you can address any issues that might have sprung up during the event and use that information to create future events that are even better and deliver more of what your audience wants and less of what they don’t.
This can be one of the most beneficial thank-you message types. It lets you share event materials, recordings, or exclusive content to deliver even more value to your attendees, keep their excitement high, and encourage sharing/advocacy.
Make the most of your attendees’ experience by expressing gratitude while teasing upcoming opportunities. This might be a related event, a repeat of the same event, or something entirely different.
As you can see, there are multiple types of thank you messages, and they all have a role to play. However, to make them as effective as possible, you’ll need to understand (and follow!) a few best practices when it comes to writing them.
Writing thank-you messages isn’t rocket science, but there is an art to it, particularly if you want to really get the most out of the process. To make your thank-you messages stand out:
Creating thank you messages might not require an advanced degree, but it can take time and it’s harder to do than you might think. We’ve created several basic templates that you can easily customize to your event, as well as individual attendees or groups of attendees. Copy, paste, edit, and send!
It’s no secret, texting is good for webinars or small gatherings:
Subject: Thank You for Attending [Event Name]
Subject: Thank You for Attending [Event Name] – Let’s Stay Connected!
Subject: Thank You for Attending [Event Name] – Here’s Your Takeaway
By this point, you have a much better idea of the value thank you messages have, how to write them, and even some helpful templates. But what’s the best way to send them? Is there a one-size-fits-all solution? We recommend using three different methods and each has its place in your strategy:
Great for quick and direct communication, as well as reminders. However, given that SMS is a super short-form medium, it’s only a good fit for some of your communication needs.
Email works best for detailed messages and resource sharing. If you need to go in-depth, this is your medium. Combine this with SMS to create a better overall experience.
Public gratitude can boost community engagement, and you can go both the general audience route (we’d like to thank all our attendees) and the personal route (@scottsmith thanks for attending XYZ this weekend! We loved having you as part of our ABC feature!).
A simple thank-you message can do a lot of heavy lifting. It’s so much more than just a note. Some of the things one can do include:
Sending a thank-you message isn’t just a polite gesture—it’s a strategic move to keep your audience engaged. With DialMyCalls, you can easily send SMS and email thank-you messages, ensuring every attendee feels valued. Sign up today and access free thank-you message templates to streamline your post-event communication!
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