Thank You Notes in the Thank You Notes in the WorkplaceWorkplace

A Guide for Professional Etiquette

Georgia CTAE Resource NetworkGeorgia CTAE Resource Network

Instructional Resources OfficeInstructional Resources Office

Written by: Dr. Frank Flanders and Amanda StephensWritten by: Dr. Frank Flanders and Amanda Stephens

April 2009April 2009

Essential Questions

• Why is it important to write thank you notes?

• What would be an inappropriate follow up for a job interview?

• Can there be too much follow up after a job interview? Explain.

Ways to Follow Up

• Hand-written thank you note

• Typed thank you letter

• Email– Sometimes email is not appropriate. Use

discretion.

• Phone call

After a job interview, a follow up is important. For instance, a:

In this lesson, we will discuss how to write a hand-written thank you note.

Importance

• Why should I write a thank you note?– Demonstrate that you have good manners– Show appreciation for the employer’s interest

in you– Reiterate your interest in the position– Remind the employer about your

qualifications for the position

Importance

• Handwritten notes are becoming rare as technology advances. – They show that you

took extra time and thought

– Handwritten notes are usually appreciated and get attention

Things to Remember

• Promptness

• Content

• Revision

Promptness

• Write the thank you note the day of your interview

• Mail by the next day – This ensures the note is received within 72

hours of the interview

• Promptness shows you are responsible and efficient

Content: How to Write a Thank You Note

1. Date/Greeting• Write the date at the top, right hand corner

• Greeting Example: Dear Mr. Smith, 2. Express your appreciation (about one sentence)

• “Thanks for taking the time to meet with me about the account executive position yesterday.”

3. Express interest • “The job seems like a very good match for my skills

and interests. The strategies you outlined are just my style. I know I will be successful as well as enjoy the job.”

4. State why you are qualified• List any personal qualities, education, and/or

experience you have that will enable you to succeed in this position

• “In addition to my 8 years of experience in your industry, I will bring strong writing and leadership skills to your team.”

Content: How to Write a Thank You Note

5. Closing• Mention the future

• “I look forward to hearing from you.”

• Reiterate your appreciation• “Thank you for your time and consideration.”

• Sign-off• “Sincerely,

(Your Name)”

Content: How to Write a Thank You Note

Revision

• Proofreading over your note is extremely important– Grammatical errors reflect poorly on your

abilities

• Write a draft of your thank you note first

• Review the draft several times, checking for grammatical errors

Revision

• Be sure to check the tone of your writing

• If possible, have another person read over the note – They may see mistakes you did not see– They can give another perspective for

improvements

• Transfer your draft to the thank you note you wish to use and promptly mail it

• Good penmanship is important!

Choosing a Thank You Note

• It is important to buy good, quality stationery– Personalized

stationery looks very professional

• Be sure to choose a thank you note that is appropriate

Which of these thank you notes do you think is appropriate for a job interview

follow up?

Other Reasons to Write a Thank You Note:

• When you receive a gift:– Birthday, anniversary, Christmas, wedding, etc.

• Award/Scholarship

• When you visit someone’s home– Dinner party– Houseguest