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, inbusiness 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 jobinterview, a gift you received, or just an act of kindness, simplysaying 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 hiringat the local newspaper spoke to the group. He told us that any email orphone 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 putit 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’sfast-and-easy cyber state we tend to think that email is perfectlyacceptable. 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 areperfectly acceptable and the best notes are short and sweet. Once youget in the habit you will find that it is easy to do, and the recipientof your largesse will not forget that you sent it.  

What should the note include?

•    First and foremost, make sure you have appropriate businessstationery. White or ecru fold-over notes are an excellent choice.Having them personalized with your name is a nice touch, but notnecessary.
•    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 betterunderstanding of the VP job and feel that my qualifications are suitedto 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 wereraised to send thank you notes whenever we received a gift. Others werenot so fortunate, but it is something that can be learned. Please trustme 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 inwhether or not you are hired. Why risk something this important becauseit is easier to send an email. I know that I always appreciatehand-written notes and keep many of them.

Let me share a tip with you. I always carry 3-4 stamped notes andenvelopes in my binder. After meeting with someone, I will stop at acoffee 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 favorableimpression. I’ve had a few people mention it to me and it’s a habit Iintend to keep.

Deborah O’Connor is a social strategist and founder and presidentof Successful Image LLC with offices in Columbia and Atlanta. Sheoffers training and seminars on image management, workplaceetiquette, and social skills necessary to succeed in lifeprofessionally and personally. Contact at:   [email protected]        www.successfulimage.biz