How to Express Appreciation Without Sounding Overly Formal

Expressing gratitude doesn’t need to feel like writing a speech. In fact, the most meaningful appreciation often comes from small, sincere gestures. Whether you want to thank coworkers, celebrate a friend’s effort, or strengthen team relationships, choosing natural and human language helps your message resonate. This guide shares actionable ways to communicate appreciation without slipping into rigid or overly formal phrasing.

1. Keep Your Language Conversational

Instead of relying on stiff phrases like “I sincerely extend my gratitude,” try words you would naturally use in conversation: “Thanks for stepping in,” or “I really appreciate your help today.” Conversational language makes gratitude feel genuine and approachable.

2. Be Specific About the Positive Action

Pinpoint what you are thankful for. Saying “Thanks for staying late to finish the presentation—it made a huge difference” is more powerful than a generic “Thank you.” Specificity proves you noticed their effort and value it authentically.

3. Match the Medium to the Message

A quick Slack message, sticky note, or short verbal thank-you can be just as impactful as an email. Choose a channel that feels natural for your relationship with the person, and avoid defaulting to formal formats that make gratitude seem staged.

4. Balance Praise With Encouragement

Pair your appreciation with encouragement for future collaboration. For example: “Great work on today’s report—I know your insights will keep pushing the team forward.” This reinforces both gratitude and team spirit.

5. Add Human Warmth

A smile, a casual aside like “you saved me today,” or a light compliment can amplify your words. These informal touches keep gratitude grounded and avoid sounding scripted.

FAQ

How can I thank coworkers without sounding awkward?

Focus on everyday expressions instead of formal scripts. For instance, say, 'I really appreciate you helping me prep for that meeting' rather than using stiff wording. The key is to highlight their specific action in a simple, conversational style.

Is it better to express appreciation in person or in writing?

Both can be effective—it depends on context. In-person thanks often feel warmer, while written notes or messages provide a lasting reminder. Aim to match the medium to the impact of the gesture and your relationship with the person.

TGBA.IO