Sending a thank you letter is not just polite, it’s a powerful way to show appreciation to the people who have enriched your life, both professionally and personally. Whether you opt for the traditional paper form or the convenience of electronic communication, a sincere “thank you” goes a long way in fostering and maintaining connections. It lets your friends, coworkers, and bosses know that you value their time and effort. So, let’s dive in and explore the art of writing the perfect thank you email.
When to Send a Professional Thank You Email
Sending a thank you note following a job interview is customary, but there are other situations where a professional thank you email can make a difference. Here are a few instances:
- Following assistance with a job search
- When someone gives you a valuable networking contact
- When a customer makes a purchase
- If a company awards you a contract
Photo by Scott Graham on Unsplash
How to Write the Perfect Thank You Email
Writing a thank you email can be challenging, as you want to make sure it conveys your gratitude effectively. Here are 12 guidelines to help you craft the perfect note:
1. Decide on the Means of Communication
Sending a handwritten note shows thought and care, but it may take time to reach its destination. If promptness is essential, such as after a job interview, an email is the way to go.
2. Choose Your Target Audience
Address the human resources manager personally if they interviewed you. Send individual thank-you notes to team members you met. This demonstrates appreciation and ensures your message reaches the right person.
3. Improve Readability
If writing a handwritten note, make sure your handwriting is neat. For typed emails, use a clear and legible font, such as Arial, Helvetica, or Times New Roman. Proofread your message thoroughly to catch any errors.
4. Keep Your Tone Business-Like
Since thank-you emails are considered formal communication, use professional language. Keep your communication straightforward and honest to demonstrate your skills.
5. Use a Proper Form of Address
Address the recipient as Mr., Mrs., or Ms., followed by their last name, if you know their gender. If you prefer a non-gender-specific designation, use the person’s full name. Only use a first name if you have an existing relationship.
6. Explain Why You’re Writing
Clearly state the purpose of your email right away. Be concise and to the point, as professionals often have limited time.
7. Elaborate on the Meeting’s Specifics
Reference specific points from your conversation to show that you were attentive. This personal touch demonstrates your interest and appreciation.
8. Emphasize Your Relevant Experience
Express gratitude while highlighting your past successes and expertise. This is an opportunity to impress the recipient with your skills.
9. Reaffirm Your Objectives
Express your hope for future communication to demonstrate your interest in maintaining the connection. If others can assist you based on your needs, let them know.
10. Inquire Concerning Future Actions
Ask about next steps in the relationship to show your eagerness to continue the conversation. Gathering relevant information will help you prepare for potential future actions.
11. Sign Off
Express gratitude once more for the conversation that prompted your email. Use an appropriate closure, such as “sincerely” or “gratefully,” and remember to sign off an email with your name.
12. Dispatch or Click the Send Button
Send hard copies promptly or hand-deliver them to ensure they reach the recipient quickly. In corporate communications, speed is key. For emails, make sure to follow up promptly for maximum impact.
Final Words
Thank you emails should always reference the meeting or conversation that prompted them. If you need a customized template to write your letter, try the INK thank you email generator for memorable thank you notes. Remember, a simple thank you email has the power to strengthen connections and leave a lasting impression. So take a few minutes to show your appreciation and make someone’s day a little brighter.
