How to Write a Thank You Letter
If you’ve received a present or a service, you can write a thank you letter.
Also, you can thank your interviewer after an employment interview, or thank
a person who has written a recommendation letter for you. It is a meaningful
way to express gratitude for receiving something material or intangible.
It is best to write a thank you letter expediently (within 24-hours).
- Write clearly and sincerely;
- Express enthusiasm;
- Use quality paper;
- Proofread several times before sending;
- Send a typewritten letter in business format.
- Don’t abbreviate professional titles in salutations;
- Don’t forget to use the right form of greeting and spelling the name of person correctly;
- Don’t forget to keep the interaction going;
- Don’t forget a signature or your email signature at the bottom of the letter;
- Don’t make typos, misspellings and grammatical errors in the letter.
Guidelines – How to Write a Thank you Letter
- Choose a form of writing the letter: handwritten, email or typed. It depends on the person you are writing to. Typed letters are the most formal, so you can use such letters for thanking about a job interview for example. Handwritten letters tend to be more personal, and is more appropriate for letters to friends. Email is acceptable in all cases, but this letter will be more meaningful if you send it via post.
- The salutation of a thank you letter should be the same as you would be speaking to a person. For example, use “Dear Katy” for a friend or “Dear Mr. Brown” if the receiver is your teacher or boss. If the person you don’t know well has a title, you can spell out their full title, such as “Dear Corporal Jones” or “Dear Professor Schelling.”
- In the first sentence tell why you are writing the letter. Begin the first sentence
with the words, “Thank you.” Compliment the person and demonstrate how important they are to you – this will show your gratitude. Tell the person how you appreciate what the person did for you.
- Write about how you plan to use or how you are using what you’ve received. If you are thanking someone for their time, note how the communication with the person stated and yourself was pleasant. If the receiver is your friend, you can include a joke into the letter or a bit of news to make the letter more personal.
- The next paragraph should include how are you going to continue the connection in the future. For example, if you’ve received a gift from a friend, you can tell them to have a lunch as soon as possible. If you are writing a thank you letter for a job interview, tell the person that they can contact you with any questions and
that you look forward to speaking again soon.
- Choose a closing that is appropriate for the person you are writing to. For family and friends. you can use “Love”, “Thinking of you fondly”, “Take care.” For more formal letters use “Sincerely yours”, “Respectfully.”
- If you are sending several thank you letters, be sure to make all the letters different. Don’t write the same thank you letter to different receivers – make each letter personal. It may happen that the receivers will meet and share your letters with each other. Also, you can buy a box of gift cards to ease the process
of writing several thank you letters.