Stand Out While Being Professional: Proper Thank You Notes


The art of the thank you note has lost it’s popularity over the decades. Today, thank you notes are typically reserved for wedding and graduation gifts. Even those have become generic, often missing the personal notes that make them meaningful. If you start writing hand written thank you notes, personally and professionally, you will make a lasting, positive impression!

In the workplace, thank you notes should be given for many reasons: thanks for a great first year, thanks for being a great boss, thanks for going out of your way to help me. A thank you note should always be sent to interviewers. Most people don’t send thank you notes. If they do, they usually send thank you emails. YOU should send a handwritten thank you note, personalized to your experience and the interviewer.  You’ll stand out among the other applicants if you do.

How to Write a Thank You Note

Hallmark provides a great structure for writing thank you notes here. We’ve adapted it for the interview process below.

#1: Greeting - Write the name of the person as they introduced themselves. “Dear Mr. Smith” or “Dear Larry”

#2: Give thanks - Say thank you immediately and clearly. “Thank you for the interview yesterday…”

#3: Specific, personalized details - If you learned something beneficial, are more excited about the position, found a common interest between you and the interview, say so!

#4: Look ahead - State that you are looking forward to hearing from them, seeing them at the second interview, or whatever timeframe was set when you were interviewed.

#5: Say thanks again - Add a little something new so you aren’t repeating what you’ve already said but expressing your gratitude. Something simple such as, “Thanks again for your time. You’ve solidified that XYZ would be a great place to call my work home!”

#6: Regards - “Sincerely” is the most appropriate in most situations, unless you know the interviewer well.

After you’ve written your note, you can put it in the mail or drop it off at the business you interviewed with (leave it with the front desk or secretary, if possible). You’re well on your way to standing out from the other interviewees. Even if you don’t get the job, there is a great chance they will remember you for other opportunities that may arise.

Posted on October 4, 2017 and filed under Interviewing.