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Writing the Business Thank You Letter |
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Thank yous are one of the most common (and most difficult) letters to write. Even the most prolific writers find themselves struggling to find exactly the right words to express their gratitude. Thank yous shouldn’t be a chore; in fact, they give us a chance to write something more personal (maybe even handwritten) in a world where one line emails prevail.
Here are some of the most common reasons to send a thank you note in the workplace.
- To express gratitude for the opportunity to interview
A simple, handwritten note card with “Thank you very much for the opportunity to interview with the space station” is sufficient. Follow up with “I learned a great deal from our conversation and I hope look forward to hearing from you regarding this position.” If you had a particularly interesting chat about something, like the latest software in your field, mentioning that in your note will also help you stand out.
- To thank a mentor/advisor
Advice and guidance from someone with experience is invaluable in the business world. Thanking someone for taking the time to help you with a problem is essential, and the most appropriate way to do this is with a handwritten note card. Make sure you address the specific advice that was given, and make the advisor feel as though he or she has been helpful: “Thank you very much for taking the time to speak with me about space travel. Our discussion really helped put things into perspective.”
- To send appreciation for a gift/lunch
The medium of your thank you depends on the type of gift you receive. Large gifts (like weddings and birthdays) require a handwritten note, especially if you did not receive it in person. For a nice business lunch or dinner, a thoughtful email is acceptable.
Whatever the occasion, there are a few general rules to follow that will keep your letter clear and professional.
1) Send the appropriate type of thank you.
An email is certainly an appropriate response to a small gesture (someone helping you move boxes), but most formal thank yous in the business world require more effort. When thanking a steady customer, or someone who has been a guest speaker at a conference, or someone with whom you have a financial relationship, it is best to use letterhead.
2) Be specific.
It is very important that the person receiving your thank you letter feels as though you really mean it. This means not only being specific about what you are thanking the person for, but why their gift/activity had an impact on your company. Conveying this message can be done in one line, such as “Your presentation about the benefits of volunteering was not only informative, but really struck an emotional chord with staff members.”
3) Stay positive.
One of the hardest thank yous to write is for a gift that you didn’t like. Whether you are completely satisfied or not, a gift giver deserves a thank you. If you can’t think of anything nice to say about the gift itself, mention the thoughtfulness of the gesture.
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