Thank You: The two most important words! This article explains how to write courteous, professional or personal thank-you letters.
- If possible, address your letter to a specific person
Do not address your thank-you letter just to the company or organization in general.
- Do not thank the person beforehand
For example, "Thanking you in advance for your help in this matter". To do so is presumptuous and suggests you are unwilling to write a follow-up letter.
- Stick to the point
- Be sincere
Most people can sense when you aren't being honest.
- Make your letter stand out
Be creative. Create a headline if appropriate. Be specific and include details from the event.
- End the letter on a positive note
Closing depends on the type of thank-you letter. For example, you may:
- Reaffirm your gratitude or restate the compliment.
- Suggest possible future action.
- Close with either an expression of thanks or an indication of your intention to continue contact.
- Use an appropriate letter closing.
Thank-You Letter Tips:
- Write your thank-you letter as soon as possible after the interview or occasion. For a job interview, this should be within 24 hours of the interview.
- Write clearly and concisely; this is no time to be longwinded or flowery.
- Handwrite personal letters and use customized letterhead for business correspondence. Use quality paper. E-mail may also be appropriate in less formal situations, especially if the addressee expresses a preference for it or if time constraints require it.
- Proofread the letter before sending it: grammatical errors and typos are sloppy and unprofessional. You may want to wait awhile and proofread it again. Some professionals proofread by reading the letter backwards.
- Realize that often a thank-you letter is placed on a person's desk
There it reminds that person of your appreciation so choosing the right words is essential.
- Remember, everyone loves a cheerful letter that says you appreciate their kindness.
Of all the letters you will write, the thank-you letter may be the most important because it has the potential of producing the most good.
People respond positively to thank-you letters that express kind thoughts and warm feelings.
- Should you e-mail personal thank-you notes to your boss?
In a recent survey by the Emily Post Institute, 70% of managers said e-mailing thank-you notes was appropriate, especially to acknowledge a small gift or gesture.
Why writing a thank-you letter can get you a job:
Managers say thank-you letters are expected in most situations. A recent survey by CareerBuilder.com found that:
- Nearly 15 percent of hiring managers would reject a job candidate who neglected to send a thank-you letter after the interview
- 32 percent said they would still consider the thankless prospect but that their opinion of him or her would diminish
- Nearly a quarter (23 percent) of managers prefer handwritten thank-yous
- 21 percent seek a typed hard copy
- 19 percent want e-mailed thank-yous followed up with a snail-mailed letter