Thank You Letters
PROGRAM: “IN A WORD”
EPISODE: THANK YOU LETTERS
[5 TO 10 SEC OF MUSIC]
[FADE MUSIC]
I’m Candace Schaefer with “In a Word,” your weekly communication tip.
If there’s one kind of document everyone should know how to write, it’s a thank you letter. Unfortunately, many of us have gotten out of the habit of sending thank you notes. That’s a shame, since they’re both easy to write and almost always appreciated by the recipient.
The first rule of writing a thank you is this: getting the note written and sent is more important than anything else. In other words, don’t let the fear that you’re somehow doing it wrong keep you from doing it all together. And parents, if you want to encourage your children to write thank you notes, don’t worry too much about what kind of paper they use or exactly how they word their thoughts.
A standard thank you note is usually brief. Think of it as having three parts: first, say thank you; next, mention something specific about the gift; and, finally, close with another expression of your gratitude. For instance, if you want to thank someone for inviting you over for dinner, your thank you card might sound like this: “Dear Elena, Thank you so much for including me in your dinner party last Thursday. The meal was wonderful, especially that chocolate pie you served for dessert. I enjoyed getting to know your colleagues, and I especially appreciated the chance to hear Dr. Balester talk about her research. Thanks again for your hospitality.”
The tone of the note can be more or less formal, depending on how well you know the recipient. Most thank you letters are hand-written on a note card or stationery. In a business situation, though, you might send a thank you via email. For instance, after a job interview, you could send a follow-up email later that same day. In that situation, however, you’re doing more than offering thanks: you’re also continuing to demonstrate your qualifications for the job. So, make sure your email is error-free and that it furthers the discussion from the interview. You might, for instance, include a link to a news article you think the interviewer would appreciate or comment on something you learned about the company during the interview.
Probably the hardest thank you to write is one for a gift you weren’t exactly crazy about. That kind of thank you note requires tact. You don’t need to lie, however: simply change your focus. Thank the giver for his or her thoughtfulness or generosity rather than the gift itself.
And what if you’ve waited a little too long to send your letter? Send it anyway. When it comes to thank-you’s, later beats never.
Finally, get in the habit of sending thank you notes to anyone who’s made a difference in your life: friends, neighbors, teachers, employers, colleagues, and even service providers. Everyone appreciates being recognized: having that recognition written down makes the sentiment even more powerful. And for that, the recipients of your thank you note will be, well, thankful.
This has been “In a Word,” a program made possible by the Texas A&M University Writing Center and a production of KAMU FM on the campus of Texas A&M University in College Station. For more writing and speaking tips, visit our website at writingcenter.tamu.edu. I’m Candace Schaefer, helping you make every word count.
[5 TO 10 SEC OF MUSIC]
EPISODE: THANK YOU LETTERS
[5 TO 10 SEC OF MUSIC]
[FADE MUSIC]
I’m Candace Schaefer with “In a Word,” your weekly communication tip.
If there’s one kind of document everyone should know how to write, it’s a thank you letter. Unfortunately, many of us have gotten out of the habit of sending thank you notes. That’s a shame, since they’re both easy to write and almost always appreciated by the recipient.
The first rule of writing a thank you is this: getting the note written and sent is more important than anything else. In other words, don’t let the fear that you’re somehow doing it wrong keep you from doing it all together. And parents, if you want to encourage your children to write thank you notes, don’t worry too much about what kind of paper they use or exactly how they word their thoughts.
A standard thank you note is usually brief. Think of it as having three parts: first, say thank you; next, mention something specific about the gift; and, finally, close with another expression of your gratitude. For instance, if you want to thank someone for inviting you over for dinner, your thank you card might sound like this: “Dear Elena, Thank you so much for including me in your dinner party last Thursday. The meal was wonderful, especially that chocolate pie you served for dessert. I enjoyed getting to know your colleagues, and I especially appreciated the chance to hear Dr. Balester talk about her research. Thanks again for your hospitality.”
The tone of the note can be more or less formal, depending on how well you know the recipient. Most thank you letters are hand-written on a note card or stationery. In a business situation, though, you might send a thank you via email. For instance, after a job interview, you could send a follow-up email later that same day. In that situation, however, you’re doing more than offering thanks: you’re also continuing to demonstrate your qualifications for the job. So, make sure your email is error-free and that it furthers the discussion from the interview. You might, for instance, include a link to a news article you think the interviewer would appreciate or comment on something you learned about the company during the interview.
Probably the hardest thank you to write is one for a gift you weren’t exactly crazy about. That kind of thank you note requires tact. You don’t need to lie, however: simply change your focus. Thank the giver for his or her thoughtfulness or generosity rather than the gift itself.
And what if you’ve waited a little too long to send your letter? Send it anyway. When it comes to thank-you’s, later beats never.
Finally, get in the habit of sending thank you notes to anyone who’s made a difference in your life: friends, neighbors, teachers, employers, colleagues, and even service providers. Everyone appreciates being recognized: having that recognition written down makes the sentiment even more powerful. And for that, the recipients of your thank you note will be, well, thankful.
This has been “In a Word,” a program made possible by the Texas A&M University Writing Center and a production of KAMU FM on the campus of Texas A&M University in College Station. For more writing and speaking tips, visit our website at writingcenter.tamu.edu. I’m Candace Schaefer, helping you make every word count.
[5 TO 10 SEC OF MUSIC]