Saying thank you is such a simple task and will definitely go a long way. Showing appreciation can be a good means of increasing your chances for a possible employment as well as ensure that you maintain a good relationship with a client, or you can also write one plainly because you want to express your deep gratitude to the recipient of your thank-you letter. However, coming up with a professional thank-you letter can prove to be quite a nerve-wracking task.
They need to be formal and they also need to have words that are carefully chosen to ensure that your letter ends up being a strong and well-written one. Showing gratitude in the business can level up your game in the workplace. Whether you are writing a thank-you letter to get a good advantage on a job application or if you simply want to show your appreciation, there are a lot of things that you need to take note of if you are writing thank-you letter and we are here to help you write a good one.
We have compiled a few guidelines and tips for writing a thank-you letter. Plus, we also gathered a few thank-you letter samples that will serve as excellent references for when you start drafting your very own thank-you letter. To get a better understanding about writing thank-you letters, ensure that you continue reading this article.
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How to Write a Professional Thank-You Letter
Writing a thank-you letter should never be that complicated. By following the guidelines of thank-you letter we will be sharing, you will be able to come up with a good thank-you letter that will be memorable and will come equipped with the right words that would be appropriate for the letter.
Use Good Quality Paper
Even if you are just going to write a short thank-you note, making use of good quality paper will make your letter more impressive and more memorable. However, you have to make sure that the size of your paper will be proportional to the amount of words that you would be scribbling or printing on the paper. A short thank-you letter scribbled on a big piece of paper will look too awkward.
Follow a Business Letter Format
In comparison to a quick thank-you note, if you are going to write a long thank-you letter, you have to make sure that you adhere to the correct thank-you letter format. Stick to the basic letter-writing guideline. A proper business letter format will have the following characteristics:
- Your details such as name, your address, and other contact details
- The date the letter was written
- The details about the recipient such as his/her name, address, and contact details
- Make use of a professional-looking font style (such as Times New Roman, Arial, or Georgia) and stick to a good font size (10pt–12pt)
- Affix your signature after the closing greeting your letter
Make sure that you make it clear to the recipient why you are writing him/her a letter of thanks. Make sure that you start establishing that in the first part of your thank-you letter. You can definitely go into more detail about why you are thankful and explain how their gesture or good deed has benefited you.
For example, if you are writing a thank-you letter after interview, let the interviewer know that you are thankful for giving you an opportunity to showcase yourself as a good addition for the company’s workforce. You can even let them know that favor they have done has definitely made you more sure that the industry you have applied for is the one that you would love to build a career out of.
You have to be clear in letting the recipient know about how important the favor was for you. It will give the recipient a sense of the importance of a thank-you letter and that what he/she has done did not go to waste.
Let the recipient know that you are open for communication. Also mention that you would like to maintain a professional relationship and that the favor he/she has done has been taken into heart.
Reiterate Your Thanks
Say your thanks once again. The first and last thing that the recipient reads is vital, which is the reason why you should say thank you once again before you sign the letter.
Add a P.S.
Adding a P.S. is optional but you can add one, especially if your relationship with the recipient is one that is considered to be personal.
Proofread and Edit
The first one you will be writing should never be the final draft you will be sending to the recipient. It will always be good to write an initial draft and then proofreading it for any mistakes such as grammatical errors and misspelled words. After editing, write the final draft and it is time to send that formal thank-you letter to the recipient.
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Additional Tips about Professional Thank-You Letters
We would like to make it even easier for you to impress the recipient of your letter. By following the tips we have for you below, we are hoping that you will be able to write that thank-you letter so much easier.
Stock Up on Stationery
A good stationery is like gold in the business world. A professional-looking stationery is going to be a great way to making your thank-you letters excellent. Pre-printed thank-you cards are also great, but do not forget to put a personal touch to it by adding a little note and signing it.
There Are Multiple Reasons to Say Thank You
It can either be for a simple act of kindness, a business lunch, or if a client has been loyal for quite some time.
Stock up on Stamps
You might be sending more than one business thank-you letter, so it is better that you have a few stamps lying around. Sending your letter in a nice envelope with handwritten details about the person you will be sending the letter to gives a more personal touch to the letter.
Sincerity Is Best
Being sincere with your thanks is important to making sure your letter is as personal as it gets. It will also be easier to write a sincere one compared to one that is trying too hard to be charming.
If you are confused about what formatting to use, think about how big the gesture was. There are some situations that may call for a long and formal letter while there are those that may need a short one.
Use a Nice Sign Pen
Whether you are writing the whole letter by hand or if you are just going to sign the letter, making use of a nice pen will go a long way. It should either be in black or blue ink.
You are now equipped with a whole bunch of information that will definitely be very helpful in making a well-written and very impressive thank-you letter.
Still confused about how to get started on that thank-you letter? You better check out the thank-you letter examples that we have provided in this article. The samples we have are all downloadable and are ready for printing. What’s even more awesome is the fact that the letter samples we have can be downloaded for free! You can get a hold of good quality samples without the need to burn a hole in your pockets.
Always remember that saying thanks is better than never saying it at all. So before we end this article, we would like to say thank you for reading our article!
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