Tips for Writing Thank-You Notes

Writing thank-you notes might seem like an outdated tradition in the age of electronic communication where people use short acronyms and giphs to get a point across. But I assure you, a thank-you note is as important as ever in the professional world. Writing an email is important to show appreciation for a person’s time and attention. Although I would love to receive a hand-written, cursive note, with a sealed wax stamp after every meeting, this kind of detail is not as important as the content of the note. Typically, a thoughtful and detailed email can set you apart professionally and shows that you are able to follow-through after interactions. Although, when you look at architects and interior designers, we receive great feedback for the extra touch when physical notes accompany the digital email.  

Below are pointers to think about when writing a thank-you note:

Say Thank You 

You may be thinking to yourself, “Duh, I know to say thank you in a thank-you note.” But let me assure you, these two simple words are often unseen in thank-you notes. Make sure to begin your letter by stating your appreciation to the person for their time and conversation. 

24 Hour Golden Rule 

For any professional communication, responding within 24 hours is almost expected. And when it comes to thank-you notes, the clock is ticking, and time is against you. The longer you wait to show your appreciation for someones’ valuable time, the less reliable you come across to that person; a person who could, potentially, be a very valuable addition to your network. Whether you meet someone for networking purposes or are interviewing for a role, sending out a thank you letter within 24 hours of any meeting demonstrates your character, listening skills, and proactiveness. Even if you are not interested in moving forward with a position, or do not think a person will be a value add to your network at this time, always write a thank-you note within 24 hours. We have noticed some people send a note minutes after the meeting is over which loses some of the intention.  Give breathing room to the interviewer to digest the meeting – when the thank-you note arrives a few hours later or the following-day, it is the cherry on top. 

Personalized 

A thank-you note should not be generic. It is evident when an online template is copy and pasted it to the recipient. A thank-you note can show that you are able to dissect important aspects of a conversation, know how to properly communicate through writing, and shows that you are thoughtful in your correspondence. A template will not get these characteristics across, plain and simple. 

So how do you personalize a thank-you note? Note aspects of the conversation that you really enjoyed learning about, thought was interesting or appreciated gaining insight in. Noting specific talking points from the conversation will show that you were engaged, curious, and able to think critically about your conversation. Focus on the conversation, why you are excited about an opportunity, what you learned, and how you can benefit the organization. 

Further, if you meet more than one person, write a separate note for every person you met with, and personalize each letter. Do not send the same email to multiple people. Even if one of the meeting participants were not fully speaking in the conversation, they still deserve an individual thank-you note for taking time out of their day to meet you.

Below, I have created a few sentence starters that can be utilized to create a unique and interesting thank-you note: 

• I enjoyed learning about…
• This opportunity aligns with what I am looking for because… 
• I appreciated…because…
• I am excited to pursue this opportunity because…
• I want to reiterate…
• It is amazing to hear…

Grammar & Spell Check 

Read and reread a thank-you note before sending. Utilize the tools the internet has blessed us with; ensure your grammar and spelling are correct. Ask a friend or family member to review as your second pair of eyes. One of the quickest ways to make a poor impression or lose a job before it is yours is to use incorrect grammar, informal language and misspell words. You have no second chance after you click send, so ensure your thank-you note best represents you and your abilities before you reach the point of no return. 

Just Do It 

Not a Nike plug, but so true. It does not matter if this is your dream role or the interview went terribly, always send a thank-you note. If a meeting does not go as planned, it is always better to make a positive impression on others – and, who knows how these people will help your career in the future. If the meeting does go well, a thank-you note is useful to reinforce your interest, address any concerns that came up during the interview, and point out the contributions you can make to the organization. 

Do it because if you don’t, you may be automatically taken out of consideration for a position. Yes, this does happen. Many hiring managers, like Jessica Lieberman, the Executive Managing Editor of Business Insider, will not move forward with a candidate’s application unless the candidate sends a thank-you note. You can check out an article she wrote on the topic by clicking here. Taking a few minutes after a meeting to write a sincere note really does go a long way in the professional world, especially in industries where the network is rather intimate.

So, thank you for taking the time to read this blog today. I hope I have portrayed the importance of thank-you notes, and that you feel your time was utilized well. Thank you for being interested in learning how to hone in on a skill that is not a lost form of communication. See what I did here, I just wrote a thank-you note to all readers of this blog because you have taken the time to read something I wrote, and that means a lot to me. Now, go out there, and write the best thank-you notes anyone has ever seen.