Thank You Notes in the Workplace

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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
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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.

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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

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

• Why should I write a thank you note?
• Demonstrate that you have good manners
• Show appreciation for the employers interest in
  you
• Reiterate your interest in the position
• Remind the employer about your qualifications for
  the position

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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

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Things to Remember

• Promptness
• Content
• Revision

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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

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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.

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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.

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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)

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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

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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!

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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

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Which of these thank you notes do you think is
appropriate for a job interview follow up?
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Other Reasons to Write a Thank You Note

• When you receive a gift
• Birthday, anniversary, Christmas, wedding, etc.
• Award/Scholarship
• When you visit someones home
• Dinner party
• Houseguest