How to Write a Thank You Letter

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 notes to a professional contact. For personal thank yous, try how to write a thank you note. Table of Contents
Thank You Letter Tips
1. A thank you letter demonstrates your manners as a professional.
2. Write one after a job interview or whenever a business contact earns your gratitude.
3. Send the thank you promptly after a job interview.
4. Take the same tone you've used for previous correspondence with the recipient.
5. Use what you write to remind potential employers of your relevant qualifications.
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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
- 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.About.com: Thank You Letters - Writing Thank You Letters
2. Gain an edge over other job applicants. The thank you 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 and demonstrate what a good fit you are for the job.Career Services @ Virginia Tech: Interview follow-up / thank you letters
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.EzineArticles: How To Write Thank You Letters With Class
- 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.The Simple Dollar: How To Write an Effective Thank You Note for Any Occasion A thank you reminds the contact of your interaction and helps cement your relationship.
3. If you decide not to accept a job.wiseGEEK: When Should I Send a Thank You Note After a Job Interview? 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.University of Wisconsin-Eau Claire: FAQs About Thank You Letters 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.
- Timing
1. After a job interview, act promptly. You don't want to send anything after the interviewer has made a decision!Career Choice Guide: Interview Thank You Letter
2. Experts recommend sending the thank you within 24 hours of your interview, or at most, within 2 business days.About.com: Thank You Letters - Writing Thank You LettersWARNING POP-UPS Career Services @ Virginia Tech: Interview follow-up / thank you letters
3. Never write the letter before the interview.Career Choice Guide: Interview Thank You Letter 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.About.com: Thank You Letters - Writing Thank You Letters
2. After an interview, email may be more advantageous because timing is crucial.Career Choice Guide: Interview Thank You LetterWARNING AD-HEAVY
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.Career Services @ Virginia Tech: Interview follow-up / thank you letters
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,wiseGEEK: When Should I Send a Thank You Note After a Job Interview? WARNING AD-HEAVY 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.CollegeGrad.com: Job Interview Follow-Up If you send identical letters, your contacts will notice.
Step 4: Compose Your Letter
- It's time to write--find an appropriate tone, decide what information to include, and don't forget to proofread!About.com: Job Interview Thank You Letter Writing Tips
- 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.wiseGEEK: When Should I Send a Thank You Note After a Job Interview? WARNING AD-HEAVY
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.EzineArticles: How To Write Thank You Letters With ClassWARNING AD-HEAVY Your reminder jogs the recipient's memory and makes it clear you noticed their efforts.
  2. Express your appreciation. Be specific.The Simple Dollar: How To Write an Effective Thank You Note for Any Occasion What did you like about the gift? How will the referral serve you?
2. After an Interview
  1. Use the body 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.wiseGEEK: When Should I Send a Thank You Note After a Job Interview? WARNING AD-HEAVY
  2. If you would still like the job, reiterate your interest.Resume-Help.org: Sample Thank you Letter: Tips For Writing Thank You Letters Briefly let your interviewer know what about the position or company appeals to you.
  3. Mention additional qualifications.Career Services @ Virginia Tech: Interview follow-up / thank you letters 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.Career Services @ Virginia Tech: Interview follow-up / thank you letters 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.Career Choice Guide: Interview Thank You LetterWARNING AD-HEAVY 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.Resume-Help.org: Sample Thank you Letter: Tips For Writing Thank You Letters
2. Suggest next steps.Resume-Help.org: Sample Thank you Letter: Tips For Writing Thank You Letters 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.The Simple Dollar: How To Write an Effective Thank You Note for Any Occasion
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 LettersAbout.com: Sample Thank You Letters
2. Career Services @ Virginia Tech: Interview follow-up / thank you lettersCareer Services @ Virginia Tech: Interview follow-up / thank you letters
3. Career Choice Guide: Interview Thank You LetterCareer Choice Guide: Interview Thank You Letter
4. Resume-Help.org: Sample Thank you Letter: Tips For Writing Thank You LettersResume-Help.org: Sample Thank you Letter: Tips For Writing Thank You Letters
5. Monster: Sample Cover Letters from Monster Career AdviceMonster: Sample Cover Letters from Monster Career Advice
6. The Simple Dollar: How To Write an Effective Thank You Note for Any OccasionThe Simple Dollar: How To Write an Effective Thank You Note for Any Occasion

How to Write a Thank You Letter

Thank You Letter Tips

Related Mahalo Pages

Recent Contributors

Introduction

Step 1: Understand the Function of a Thank You Letter

Step 2: Recognize an Occasion

Step 3: Choose a Format

Step 4: Compose Your Letter

Conclusion and Sample Letters

References

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