Thank You Letters. or Snail Mail?

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1 Thank You Letters What is a Thank You Letter? A Thank You Letter is a one-page letter sent to an interviewer(s) after a phone or inperson interview. It is used to reemphasize your potential value to the company, correct any misunderstandings, and add forgotten points. REMEMBER to restate your interest in the position and the organization. Thank you letters should be sent within 24 hours of the interview. Why do I need a Thank You Letter? It s very rare that an employer isn t pleased to receive a thank you letter. Most consider it common courtesy. These letters also serve as a way to differentiate yourself from the pack, prove your sincere interest in the job, and keep your name in front of the decision maker. It won t necessarily get you the job all by itself, but if it s between you and one other person, your thank you note could be just the thing to tip the scales in your favor. Who gets a Thank You Letter? If you interview with several people, the best approach is to send a thank you letter to each person you met. Vary at least a sentence or two to individualize the letters in case the recipients compare notes. Anyone who helps you with your career or job search should also receive a thank you note. The power of saying thank you cannot be overstated. A thank you letter sends a message that you are both considerate and professional, thereby hopefully reinforcing the positive impression you left on the reader s mind. or Snail Mail? is acceptable. Let the company culture and the timetable be your guide. If the company is making a decision quickly, then is fine. Your thank you letter is the body of the message. It s a good idea to follow up with a mailed version as well. U.S. Mail is acceptable. A hard copy of your thank you letter should match the look of your resume (same heading, font style/size, margins, and paper). Typed or handwritten? Studies show it doesn t matter. The important thing is to do it. Tailor your letter to the culture of the company. If you feel the interviewer and company call for a formal business letter, send one. If your rapport with the interviewer dictates a more personal touch, a handwritten note is acceptable.

2 Thank You Letter Do s Do use good grammar and spelling. Thank you letters get read and may be your opportunity to showcase your writing skills. Do include a personal greeting Send the letter to a specific individual (i.e. Dear Ms. Smith, Dear Mr. Jones, not Dear Hiring Manager ). Be sure to spell his/her name correctly. Do use good quality paper or note cards and matching envelopes Off-white, cream, white, and light grey are good stationery colors. Keep the style and design simple and elegant; no flowers, glitter, pictures, or scented paper. Do keep the BODY of the letter about 2 paragraphs long. 1st paragraph: thank and convey your enthusiasm; restate date and position 2nd paragraph: review of qualifications, specials skills, and how you will contribute to the company s success Do include a strong closing paragraph and signature. Thank the interviewer again State your confidence in your ability Tell the reader you look forward hearing from him/her soon Give a specific date when you plan to follow up with a phone call Close with Respectfully or Sincerely Don t forget to sign your letter! What s in a Thank You Letter? Thank You Letters should do the following: Serve as a follow-up sales letter Be customized to the job opportunity and/or the employer Be personalized when possible Restate your interest in the job opportunity or the company Highlight your qualifications and how you would make a significant contribution to the company. Possibly bring up a forgotten, but important, point not covered in the interview Consider clipping an article you think the hiring manager would be interested in and including it. This makes a very good impression and adds a special touch. Time Saving Tips Create a Word document and save it on your desktop. Copy and paste Thank You Letter paragraphs you have used before to this document. Have this on hand and quickly drop-in the paragraph in the text box that allows for Thank You Letters. Have 4-5 of some of your best, most adaptable key paragraphs on this document. Don t spend too much time creating brand new letters. See where you can reuse sections for similar jobs. Thank you Letters, Page 2

3 Formal Business Letter Sample TRACY JONES 123 E. Main Street Indianapolis, IN (317) Full Date (For example, February,16, 2014) First name Last name Title Company /organization Street City, State Return twice to add a space between each paragraph. Dear Mr. or Ms. LAST NAME, Thank you for taking the time to interview me for the Manager of Exhibits and Production position on Thursday, February 16. I am excited about the possibility of working with you at the XYZ Company. I know my background as an art history major and monetary economics minor, along with my passion for working in a museum and my internship at the MIA, has prepared me for success in this After learning more about your organization during the interview, I have become even more excited about the possibility of joining your organization. Through my undergraduate work and previous experiences, I have developed an eye for intricate detail, the ability to work in a team setting or independently, and the ability to consider the big picture. Also, my strong communication and organizational skills could be well utilized in the various departments of the museum. I am convinced that these assets will add significantly to your organization. It was a pleasure to meet you and learn more about the XYZ Company. I am genuinely enthusiastic about this position and am confident I would be a great addition to your team! As we discussed, I look forward to your call the week of March 14th. If I can provide you with any additional information, please feel free to contact me at (317) or name@ provider.com. Sincerely, Return 4 times here to make room for your signature. Tracy Jones Thank you Letters, Page 3

4 Sample Dear Ms. Smith: I appreciated the opportunity to interview with you on Thursday, February 16th. After learning more about the Manager of Exhibits and Production position, I am even more excited about the possibility of working with you at the XYZ Company. I know my background as an art history major and monetary economics minor, along with my passion for working in a museum and my internship at the MIA, has prepared me for success in this I remain deeply interested in the position with the XYZ Company! Through my undergraduate work and previous experiences, I have developed an eye for intricate detail, the ability to work in a team setting or independently, and the ability to consider the big picture. I also have a high level of energy and enthusiasm to bring to the position and the museum. I believe that all of these assets will add significantly to your organization. It was a pleasure to meet you and to learn more about the XYZ Company. If I can provide you with any additional information, please feel free to contact me at (000) or name@ provider.com. As we discussed, I look forward to your call the week of March 14th. Regards, Tracey Jones 123 E. Main St. Indianapolis, IN (317) name@ provider.com Include specific example of skills relevant to the Thank you Letters, Page 4

5 Handwritten Sample Dear Ms. Smith, Thank you for taking the time to meet with me today. After speaking with you about the opportunity available at the XYZ Company and meeting the rest of your staff, I am even more interested in joining your team as Manager of Exhibits and Production. I was particularly excited to learn about your new exhibit focusing on introducing children to artwork from the Renaissance Era of Italy. I know my art history major and study abroad experience in Florence and Tuscany will be a perfect combination for this position, particularly for this new exhibit. Again, thank you for your consideration. I look forward to hearing from you and I can be reached at (317) Best, Tracey Jones Include specific example of skills relevant to the Thank you Letters, Page 5