How to Write a Professional Thank You Letter
Would you like to write a professional thank you letter, but have no idea where to begin? This post will provide with some helpful tips and templates on how to express your appreciation to someone who has just helped you out, be it for networking, a letter of recommendation or an interview.
Before I jump into the whys and hows, I’d like to give a shoutout to Laurel Hitchcock, Jonathan Singer and Naoise for suggesting that I write this post!
Why Write a Thank You?
- Expressing appreciation for a favor is the right thing to do.
- It makes the recipient feel good about having helped you.
- It will reflect positively on you/your character.
- It gives you another opportunity to:
- Jog the person’s memory and remind him/her of your meeting.
- Reaffirm your interest in the company/industry/position.
- Add some additional information that you may have omitted.
- The positive impression you make, in turn, increases your odds of obtaining desired job/connection.
Best Times to Express Your Appreciation
- After a job interview
- After meeting someone for networking
- After someone writes you a letter of recommendation (or serves as a reference)
- Other times when someone helps you out
4 Steps
- Gather your business cards
- To be able to spell the person’s name correctly
- To have the person’s correct email (or full mail) address
- Put together your first draft by:
- Reviewing your notes from your meeting
- Noting the thank you guidance and templates below
- Writing!
- Proof your draft for spelling and grammar
- Send within 48 hours of meeting
- This can typically be done via email or mail. However, if the firm appears to have a very formal atmosphere, it may be best to mail your thank you.
3 Key Sections
- Express appreciation for time and effort spent.
- Review key points discussed and mention any important omitted items.
- Conclude with next steps.
Three thank you sample letters are provided below for:
- An interviewer
- Someone who served as a reference
- A networking colleague
What suggestions would you add to those mentioned?
Like this post? Please share it!
References:
Columbia University Center for Career Education. (2015). Skills – Networking and informational interviewing – Follow-up letters.
Doyle, A. (n.d.). Networking thank you letter example.
Teachers College Career Services. (2015). Thank you letter writing tip sheet.
Vanderbilt University. (2015). Etiquette and professionalism.
Greetings to All
Hoping you all have a great holiday throughout days and weeks ahead. Special thanks to DORLEE MICHAELI for sharing a wealth of information to promote well-being and professional development for new and seasoned human services professionals. Best to ALL as 2015 come to end and the new year begin. Hoping we all will be safe, relax for a moment, share a little humor, reflect for a moment, remember the children in need, and share a healthy meal with love ones. Again, I am so thankful for Dorlee ‘s website. Be Blessed!!! EHW
Elaine,
Thanks so much for your very thoughtful holiday greetings and wonderful wishes, as well as for your kind feedback on my blog! It is most appreciated.
Wishing you and yours a happy and healthy holiday and new year!
Thank you Dorlee for the article, Thank-you Letters, How and Why to Write Them (2015). I have heard too many “should’s and should nots” regarding thank-you letters, it boggles my brain. Your insights are simple, practical, and I appreciate the clarity of your message.
Kind regards,
Paul
Hi Paul,
Thanks so much for your thoughtful comment.
I’m so glad that this post resonated with you and that the steps came across as straightforward as I had hoped.
You actually illustrated with your message a wonderful thank you template for commenting! You aren’t just saying thanks but you are pointing out what it is that makes this particular post helpful (or meaningful) to you.
With appreciation and kind regards,
Dorlee
This post is a valuable resource for social work educators and students. I would highly recommend educators, especially field directors, share your tips on writing thank you letters with students who can write these notes to their field supervisors and favorite professors as part of ending their field placements.
What would you recommend – a hand written note or an email? I often thank people in both ways, and think your tips apply to either medium.
Laurel
Hi Laurel,
Writing a thank you letter to a supervisor, favorite professor (or mentor) is a lovely idea. Thank you for adding these great suggestions!
I also have thanked people in both ways. I think it depends both on who you’re thanking and your handwriting 🙂 I think if your handwriting is legible, writing by hand may add a thoughtful touch to a thank you for a supervisor, professor or mentor.
However, if your handwriting is illegible and/or we’re talking about a thank you for an interview, I think a typed letter may be better.
This is such a great post, Dorlee!
Not only do you identify the reasons for sending a thank you note, but you provide a clear template for thank you notes in 3 career-advancing situations. I like your well-designed infographic – it’s concise and pleasing to the eye.
I’d like to expand on the health benefits of appreciation. A heart-felt thank you has power to transform stress – a much-needed skill during the job-hunt process. Before and after composing the note, spend a bit of time feeling gratitude for the person you’re thanking. This can help balance your nervous system, which can lead to an even better-expressed note of appreciation.
Bravo!
Hi Marianna,
Thanks so much for your thoughtful feedback, as well as for adding in the wonderful health benefits that expressing gratitude may bestow upon the giver.
Taking the time to express gratitude not only reduces stress but it increases one’s feeling of overall wellbeing/happiness, and your recommendation of taking a mindful extra minute or two of “feeling that gratitude” before and after composing the thank you is indeed a way of ensuring that we take in that moment, and reap the maximum stress reducing benefits from this action.
You are most kind in extending this post with your wonderful stress management guidance, AuntieStress!