Thank You Notes in the Workplace

1. Thank You Notes in the Workplace A Guide for Professional Etiquette Georgia CTAE Resource Network Instructional Resources Office Written by: Dr. Frank Flanders and Amanda Stephens April 2009

2. 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.

3. Ways to Follow Up After a job interview, a follow up is important. For instance, a: • Hand-written thank you note • Typed thank you letter • Email • Sometimes email is not appropriate. Use discretion. • Phone call

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

5. 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

6. 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

7. Things to Remember • Promptness • Content • Revision

8. 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

9. Content: How to Write a Thank You Note • Date/Greeting • Write the date at the top, right hand corner • Greeting Example: Dear Mr. Smith, • Express your appreciation (about one sentence) • “Thanks for taking the time to meet with me about the account executive position yesterday.”

11. Content: How to Write a Thank You Note • 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.” • 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.”

13. Content: How to Write a Thank You Note • 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)”

15. 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

16. 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!

17. 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

18. Which of these thank you notes do you think is appropriate for a job interview follow up?

19. 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