Example of a Professional Thank You Letter

To make the best impression in business, when writing a note of appreciation or gratitiude it helps to look at an example of a professional thank you letter. Thank you letters used to be quite common, but today they are sent less often. To stand out from the crowd, read on to learn how to write a professional thank you letter.

Sending a thank you letter shows that you are courteous and professional. In the case of sending one after a job interview, it shows your sincere interest in the company and the position, and helps you to stand apart from the other interviewees. When faced with a difficult hiring decision, the company may opt to choose the person who sent a thank you letter.

All thank you letters, regardless of the reason for sending, should have certain aspects in common.

• Express sincerity. If your comments are not sincere, you’ll actually do more harm than good when sending a letter.

• Write clearly. Have a friend read your letter to make sure what you are trying to say is clearly expressed.

• Write concisely. In addition to being clear, you also need to be concise. Quickly get to the point of your letter and don’t be long winded.

• Personalize your letter. A mass-produced thank you letter will easily be spotted as such, just like a mass-produced cover letter often ends in the trash. Include unique detail in your letter so that the reader knows that you wrote the letter specifically for him or her.

• Be enthusiastic. If you are writing to get a job, let your enthusiasm for the job be evident in the words and sentences that you choose.

• Sell yourself. Your letter shouldn’t be a sales pitch — the time to sell yourself was in the interview. However, it’s a good idea to remind the reader why you are qualified for the position. Briefly recap several points that were made in the interview to keep them fresh in the reader's mind.

• Clear up Confusion. If you feel some point wasn’t clearly expressed during the interview, clear it up in your letter. Only do this, however, if you clarifying the point mis imperative to you getting hired.

• Send it quickly. Send your thank you letter the same day of the meeting, or the next day at the latest. You want the reader to receive the letter before a hiring decision is made.

• Proofread. Look over your document twice, and for good measure, have a friend review it as well. A typo will be seen as sloppy work and will likely cost you the job.

Since the most commonly sent letter is a follow-up to a job interview, the example of a professional thank you letter presented here will be that kind of letter.

Your Name

Address

Phone Number

E-mail address

Date you are writing the letter

Name of the Person you interviewed with

His or her job title

Name of the company or organization

Address of the company or organization

Dear Mr./Ms. Last Name:

Thank you for letting me interview for the copywriter position at Sell ‘em and Howe. I thoroughly enjoyed speaking with you and touring the advertising agency.

When we both laughed as we discovered that our children attend the same school, it further confirmed to me why I would like to work for Sell ‘em and Howe — because we share the same values. Discussing how we have a similar approach to creating advertisements further solidified my interest.

In addition to being a good fit culturally, my skills and experience will help me succeed in the position. My strong writing, design, and project management skills are exactly what are needed to move the ABC account forward and land the XYZ account.

I’m looking forward to hearing from you soon as I am excited about my future with Sell ‘em and Howe.

Sincerely,

Written Signature

Typed Name

Your thank you letter should be modified to fit the situation, but following the style and substance of the letter above is a good start

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