Gratitude never goes out of style. Though many wrongly think we live in a world where thank yous are little more than formalities, they are essential to leaving a good impression and show off your good character.
People like to know that they’ve been appreciated and be impressed with your thoughtfulness. It is for this reason that a thank-you e-mail is an essential skill for any professional.
Read below for a how-to that will introduce you to the essential moves you need to master in order to write an effective thank you e-mail.
When Do You Write a Thank You E-mail?
Simple and best answer: Every time you’ve incurred some benefit or opportunity.
Did someone do you a good turn? Thank them. Did someone offer you a chance at something? Thank them. Did you meet with them? Thank them.
But more specifically, here are scenarios in which it is absolutely imperative you send out a thank-you e-mail:
Interviews: If you are interviewing for a job or other position, it should be a no-brainer that you should thank the person for their time and effort in giving you the chance. Gratitude is one way you can distinguish yourself from a host of candidates. If you’re already competing, you want to make yourself shine in anyway possible. Being amongst the few who go the extra mile and thank the person for their time is one BIG way of doing just that.
After a letter of recommendation: You asked for a big favor from someone you trust and respect and they did the honor to take time out of their busy schedule to help you secure your future. You owe them your thanks. Period.
They didn’t have to help you out, but they did. Thank them and thank them sincerely.
Business referral: Did someone spread the word about your business to someone else that brought you a new customer? Thank them! They just did you a real solid, and if you reach out to thank them, I can almost guarantee they’ll refer you again.
Personal reference: If someone is offering to be your personal reference for a potential position, thank them. They are putting their name and reputation on the line to speak on your behalf. They need to be told that this means something to you.
After hosting: Though you should yourself be a recipient of thank-yous for any events you host, it never hurts to thank your those who attended, especially if they served in some capacity to make the event work. A guest speaker, for instance, needs a thank you; as would anyone who was instrumental in making the event a success.
Typical Structure
The thank you e-mail is not difficult to write out all. Here are the basic elements.
Just like an actual letter, start off with Dear _______. Given that thank yous are personal, you ought to use their actual name and title, not a generic group name.
Next, write out declaration of your thanks for the matter you’re thanking them for. So, for instance, thank them for sitting with you for the interview, or writing that letter of recommendation, or referring your business. Be specific.
It’s also important here to make it seem like this letter isn’t just some form you’ve filled in the blanks for. Make sure they know you’re taking time out of your day to thank them in a personal way. This will immediately boost the credibility of the thank you several times over.
One way to achieve this is providing specific context. Even though a thank you should be given within 48 hours maximum, it still helps to draw their attention to the time and place this took place. That way, it will refresh their memory of the meeting and assure them this thank you was meant for them.
Finally, conclude with something that lets them know either that you hope to continue your relationship with them or offer your services to them in the future. Gratitude is expressed as much by a “thank you” as a real attempt to “pay them back” in some way.
Detailing how you might be of help to them in the future, for instance, is always a good way of repaying a favor. Or if it is not something that can be repaid, like an interview, tell them that you hope to work with them in the future. Anything that shows you that this will not be the end of correspondence.
Finally, conclude with a proper valediction (“Warmly,” “Sincerely,” “Thank you again,”) and your full name. You might also want to add your phone number here.
DO NOT PROCRASTINATE!
One of the most important parts of a thank-you e-mail is timing. When do you send it?
Right. Away!
In fact, the best thank you e-mails are written as soon as you can. But as noted above, the maximal amount of time that should pass is 48 hours.
There is no excuse for not getting back to them within the timeframe of two days. Wait any longer and it looks like you really couldn’t be bothered. No one wants to be thanked as a mere after thought. If you can’t take the time to thank them in a timely manner, then assume that they won’t take the time to help you in the future.
Simply put: timing matters. If you can immediately send off that thank you? Do it.
Summary
Thank-you e-mails are crucial to your success as they give you a chance that what they did mattered to you. Writing them is simple, and the allow you to stand out as guests, as potential employees, as a business, etc.
But here’s a further suggestion. Send a thank you card. Yes, a card—an actual, mailed card—can distinguish you in a way that nothing else can.
E-mails might be modern, but the classic can leave an impression that no computer message can. Even a gift can be appropriate in the right contexts. When the gratitude should be extra special, going the extra mile makes sense, and more importantly, makes for success.