Thank you letters are written to show gratitude towards the person for his help or for something he has done for you. In business world as well, thank you letters carry the same importance. Here is a guide that gives the format of the letter with a sample.
The term ‘thank you letter’ is quite self-explanatory. Most people write this type of letter to formally thank a company, institution or individual who has done something good for the person. Thank you letters are in general, a form of personal gesture, however, the tone while writing such letters for business purposes should be formal. There are many situations where it is mandatory to write such letters. These letters have a timeline though. Only when they adhere to the timeline, the purpose of writing the letter will be fulfilled.
Situations When One Should Write this Letter
There are a number of situations where one can express his gratitude through these letters. These situations are listed below:
- On account of special consideration shown, appreciation needs to be shown in return.
- Showing appreciation for a presentation at the end of an annual board meeting.
- Thanking customers for their loyalty – these are customer appreciation letters.
- Appreciation to employees for good service and job well done.
- On the account of customer referral, thanking the concerned organization or individual.
- Appreciation shown to volunteers for their time and contributions.
- On a more personal note, thanking people as a follow-up to an interview or job offer.
- Thanking a company for great service provided.
- After attending an interview – Thanking the person for shortlisting you.
- When one receives an offer letter to join the firm – to thank the authorities for selecting you.
- Thanking co-workers while leaving the job for their support during your work tenure.
Format of a Thank You Letter
In all the situations mentioned above, one must write the letter in a professional manner. The below template can be used as a guide while writing the letter.
Sender ‘s Address:
Body: Thank you letters don’t have to be too long. A simple letter with just a few lines can serve the purpose. The opening paragraph should highlight the purpose of writing the letter. It can then be followed by some reasons that one can state for writing the letter. The last paragraph can again have a brief thank you note. All this is also left aligned.
*Note: The closing phrase, signature and name should be close-spaced. Only single line spacing should be used.
Sample Thank You Letter
A thank you letter can be written after one has attended an interview. Such letter should reach the interviewer within two days of interview. Here is a sample thank you letter following the template guidelines.
|Ms. Sandra Evans
21 July 20XX
Mr. Andrew Parker,
Dear Mr. Andrew,
I would like to take this opportunity to thank you for considering and interviewing me for the position of Marketing Manager in your firm on 20 July. It was a pleasure meeting you and getting to know more about your firm. The interaction with other employees of the organization was also very satisfying.
As I had discussed with you during the interview, I will put in my best efforts, if given a chance. It will be a pleasure to work with people like you.
I look forward to hearing from you regarding the outcome of the interview. Once again, thank you for your valuable time.
Tips for Writing the Letter
Thank you letters need to have some basic factors incorporated in them, that makes them different from the rest of the business letters. A mix of personal and professional approaches should be used. While writing the letter, the following points should be considered to make the letter better.
- Appropriate – The hardest part about this letter is to ensure whether or not it is appropriate to write it in the first place. It is better to write a simple one, than seem ungrateful, but make sure it is for a notable event and not something that is part of the routine.
- Promptness – These letters lose their value if they are not sent or written on time. If you send this letter a month after the event, it is rather pointless.
- Reminder – The person whom you wish to thank may not remember you or the occasion. Include in your letter the occasion for which you are thankful and the situation therein.
- Short and Simple – This letter doesn’t need to be long and filled with words of praise. Be short, simple and direct, hence being effective with your appreciation.
- Personalize it – Make sure your letter isn’t just another template. Take the time and effort to personalize it and also remember not to send common thank you letters to different people.
- Error-free – Always proofread your letter before sending it. A letter filled with typos just looks shabby and written in haste; it will not be looked at positively.
- Stationery – While writing the business letters, appropriate stationery is a must. One should use white, cream or gray colored papers. If one is typing the letter, it is better to use standard fonts like, Times New Roman and/or Arial.
Whenever the need be, make sure you send an appropriate letter, and one that is simple or heartfelt, depending on the occasion. This will help project the person as someone professional. The other advantage of this gesture is that, one will develop good contacts in the business world.