How to Write a Thank You Letter

Guide Note When someone has done you a professional favor, including conducting a job interview or writing a letter of reference, it's always a good idea to send a thank you letter as a gesture of appreciation. This guide will show you how to write the perfect formal emails, letters, or note to a professional contact. For personal thank yous, try How to Write a Thank You Note.

Table of Contents

• Introduction
• Step 1: Why Write a Letter?
• Step 2: Recognize an Occasion
• Step 3: Choose a Format
• Step 4: Compose Your Letter
• Conclusion and Sample Letters
• References

Thank You Letter Tips

1. A thank you letter demonstrates your manners as a professional.
2. Write a thank you letter after a job interview or whenever a business contact earns your gratitude.
3. Send a thank you letter promptly after a job interview.
4. Take the same tone you've used for previous correspondence with the recipient.
5. Use your letter to remind potential employers of your relevant qualifications.

Mahalo Career How Tos

• How to Write a Resume
• How to Tie a Tie
• How to Write a Cover Letter
• How to Survive a Recession
• How to Improve Your Writing
• How to Leave a Job on Good Terms
• How to Dress for a Job Interview

• by Megan Honig

Introduction

• Whenever a professional contact makes extra efforts on your behalf, use a thank you letter to recognize this person's effort... and to highlight your own business etiquette and communication skills. Sending a thank you letter after a job interview may also help get you the job.
  • For more information about post-job interview etiquette, visit Mahalo's page on How to Follow Up After a Job Interview.

Step 1: Understand the Function of a Thank You Letter

• 

  Don't overlook this important professional courtesy. (Creative Commons photo by Jaine P)
  Thank you letters make the recipient feel appreciated, but they also reflect positively on the sender.

1. Demonstrate that you understand professional protocol. Thank you letters are not required after job interviews, but if you don't send one, you may be thought rude.¹
2. Gain an edge over other job applicants. The thank you letter is your chance to remind interviewers of the positive qualities you demonstrated in the interview.
3. Provide additional information. Did the interviewer ask for information such as a writing sample or a figure you had to look up? Now's your chance to follow up on questions you couldn't answer in the moment.²
4. Show recipient you appreciate their efforts. The recipient of your letter will appreciate the acknowledgement and recognize you as its source.

Step 2: Recognize an Occasion

• Thank you letters are common after job interviews, but a thoughtful note is appropriate any time a professional contact goes out of their way for you.³

• Send a thank you letter for the following occasions:

1. When you receive a gift. Write a kind note acknowledging the giver's generosity.
2. When you connect with a new contact.⁴ A thank you letter reminds the contact of your interaction and helps cement your relationship.
3. If you decide not to accept a job.⁵ Send a thank you letter mentioning your intention to withdraw your application. This shows the interviewers you appreciate their time and helps maintain a cordial relationship.
4. Even if you are not the successful candidate.⁶ Your thoughtful letter keeps the lines of communication open between you and the organization where you applied and shows your gracious and polite approach.

Step 3: Choose a Format

• Decide how soon to send your thank you letter, what medium to use, and whom to contact after a group job interview.

Strike while the iron is hot; send your letter as promptly as possible. (Creative Commons photo by Hans Splinter)

• Timing

1. After a job interview, act promptly. You don't want to send the letter after the interviewer has made a decision!⁷
2. Experts recommend sending a thank you letter within 24 hours of your interview, ¹ or at most, within 2 business days.²
3. Never write the letter before the interview.⁷ A canned thank you letter written before you speak with your interviewer will come off as insincere.

• Medium

1. Both email and print are acceptable media for thank you letters, but typed letters are preferred after job interviews.¹
2. After an interview, email may be more advantageous because timing is crucial.⁷
3. Follow-ups should take the same tone as previous correspondence. Send an email if you and your contact have already used email to communicate.²
4. For less time-sensitive matters, a handwritten note may seem more personal.

• Group Interviews

1. After a group interview, use your judgment to decide whom to thank. You may send a single letter that mentions multiple interviewers by name,⁵ or take the time to write to each person who interviewed you.
2. When writing to multiple contacts within the same organization, personalize each letter.⁸ If you send identical letters, your contacts will notice.

Step 4: Compose Your Letter

• It's time to write your letter. Find an appropriate tone, decide what information to include, and don't forget to proofread!⁹

• Salutation and Tone

1. The tone of your letter depends on the culture of the organization and the nature of your previous contact with the recipient.
2. Use an informal, first-name salutation only if you and the recipient are already on a first-name basis.⁵
3. When in doubt, err toward a formal mode of address.

• Body

1. For a Professional Kindness
   1. Remind the recipient what they did for you.³ Your reminder jogs the recipient's memory and makes it clear you noticed their efforts.
   2. Express your appreciation. Be specific.⁴ What did you like about the gift? How will the referral serve you?
2. After an Interview
   

   Keep a positive tone about your recent job interview when writing the letter. (Creative Commons photo by Jean-Pierre G.)
   1. Use the body of the letter to convey new information and follow up on points raised in a job interview. Do not simply repeat information from your cover letter or letter of inquiry.⁵
   2. If you would still like the job, reiterate your interest.¹⁰ Briefly let your interviewer know what about the position or company appeals to you.
   3. Mention additional qualifications.² Forgot to tell your interviewers about your familiarity with a particular piece of software? Your fluency in a foreign language? Include these details in your letter.
   4. Follow up with requested information.² If the interviewer asked for data or documentation that you did not have available at the interview, send these with your thank you.
   5. Stay positive. It may be tempting to correct mistakes or weaknesses that came up in the interview, but it is best not to remind the interviewer of any potential shortcomings. Besides, you may be your own worst critic.⁷ What you perceive as a weakness may not be a problem for the interviewer.

• Closing

1. Reiterate your appreciation. Let the recipient know, in new words, that you are sincerely thankful for their efforts, time, or consideration.¹⁰
2. Suggest next steps.¹⁰ Let the recipient know when you will next be in touch. Make sure that you plan to follow up on your suggestion.
3. Sign the letter. A respectful closing line such as sincerely, best, or thanks again should precede your name.⁴

Conclusion and Sample Letters

• A sincere, timely thank you letter is a great way to show professional contacts your dedication, verve, and ease with the written word. For inspiration, take a look at sample letters. Good luck!

1. About.com: Sample Thank You Letters¹¹
2. Career Services @ Virginia Tech: Interview follow-up / thank you letters²
3. Career Choice Guide: Interview Thank You Letter⁷
4. Resume-Help.org: Sample Thank you Letter: Tips For Writing Thank You Letters¹⁰
5. Monster: Sample Cover Letters from Monster Career Advice¹²
6. The Simple Dollar: How To Write an Effective Thank You Note for Any Occasion⁴

References for How to Write a Thank You Letter

1. ↑ ^{1.0 1.1 1.2} About.com: Thank You Letters - Writing Thank You Letters 
2. ↑ ^{2.0 2.1 2.2 2.3 2.4 2.5} Career Services @ Virginia Tech: Interview follow-up / thank you letters
3. ↑ ^{3.0 3.1} EzineArticles: How To Write Thank You Letters With Class 
4. ↑ ^{4.0 4.1 4.2 4.3} The Simple Dollar: How To Write an Effective Thank You Note for Any Occasion
5. ↑ ^{5.0 5.1 5.2 5.3} wiseGEEK: When Should I Send a Thank You Note After a Job Interview?  
6. ↑ University of Wisconsin-Eau Claire: FAQs About Thank You Letters
7. ↑ ^{7.0 7.1 7.2 7.3 7.4} Career Choice Guide: Interview Thank You Letter 
8. ↑ CollegeGrad.com: Job Interview Follow-Up
9. ↑ About.com: Job Interview Thank You Letter Writing Tips 
10. ↑ ^{10.0 10.1 10.2 10.3} Resume-Help.org: Sample Thank you Letter: Tips For Writing Thank You Letters
11. ↑ About.com: Sample Thank You Letters 
12. ↑ Monster: Sample Cover Letters from Monster Career Advice