The Lost Art of the Thank You Note

Deborah O’Connor
April 2, 2013

I cannot emphasize the importance of sending a thank you note, in business as well as in your personal life. Simply put, it shows that you respect the person who did something kind for you. Whether it be a job interview, a gift you received, or just an act of kindness, simply saying thank you is not enough. You must put it in writing.

Last year, I was at a networking event and the VP in charge of hiring at the local newspaper spoke to the group. He told us that any email or phone message thank you’s were immediately deleted, never to be read. If someone had sent a hand-written note, not only did he read it, he put it in their file and it was passed along to everyone in the department. That is how important a hand-written thank you note can be. In today’s fast-and-easy cyber state we tend to think that email is perfectly acceptable. It is not, and I cannot emphasize this enough.

Thank you’s should be written and sent within 24 hours of an interview, receiving a gift, or attending an event. Three or four lines are perfectly acceptable and the best notes are short and sweet. Once you get in the habit you will find that it is easy to do, and the recipient of your largesse will not forget that you sent it.  

What should the note include?

•    First and foremost, make sure you have appropriate business stationery. White or ecru fold-over notes are an excellent choice. Having them personalized with your name is a nice touch, but not necessary.
•    Use only blue or black ink.
•    It is usually a good idea to write the first draft on scratch paper and then transpose it to the actual note.
•    Try not to start off with Thank you; mention the interview or occasion or gift and go from there.
•    Approach interviews as a valuable learning experience and say this in your note.
•    Be friendly without being pushy.
•    Be positive and honest and above all, be yourself.
•    Dear Mr. Woodson:

I appreciate your meeting with me this morning. I have a much better understanding of the VP job and feel that my qualifications are suited to the position. I look forward to meeting with Ms. Cookson and Mr. Mason next week.

Sincerely,

Laura Martin

A thank-you note is not a choice, it is a necessity. Many of us were raised to send thank you notes whenever we received a gift. Others were not so fortunate, but it is something that can be learned. Please trust me that you will be lauded in the receiver’s mind for taking the time to send a sincere and heart-felt note. Often, it can make a difference in whether or not you are hired. Why risk something this important because it is easier to send an email. I know that I always appreciate hand-written notes and keep many of them.

Let me share a tip with you. I always carry 3-4 stamped notes and envelopes in my binder. After meeting with someone, I will stop at a coffee shop and write the thank-you note and mail it on my way home. The interviewer receives it the next day and it makes a very favorable impression. I’ve had a few people mention it to me and it’s a habit I intend to keep.

Deborah O’Connor is a social strategist and founder and president of Successful Image LLC with offices in Columbia and Atlanta. She offers training and seminars on image management, workplace etiquette, and social skills necessary to succeed in life professionally and personally. Contact at:   [email protected]        www.successfulimage.biz