I am asked quite often to help friends and family with resumes, cover letters and thank you notes. I have a 100 percent success rate with the work I’ve done thus far, so I like to think I know a little bit about what I’m talking about. (Feel free to interpret the 100 percent however you want…eventually almost everyone gets a job anyway, with or without my help.)
If you read my post last week, you already know I think it’s important to write Thank You notes, both personally and professionally. For both, I simply say, WRITE THEM!
If you want to stand out...if you want to be remembered...if you want the job...
Write a Thank You note!
That’s the simple part. My blog on this topic however, is not-so-simple. I just don’t know how to say all I want to say in a few bulleted sentences, so bear with me.
It is a FACT that employers like a Thank You note. It says a lot about your preparation for the working world, your character and frankly, how much you want the job. I have hired enough people in my career to know that I prefer to have someone working for me and with me that is kind and courteous; it makes for a much better work environment. Sending a Thank You note is a kind and courteous gesture. At the very least, a Thank You note lets a future employer know that you are smart enough to know that your chances of getting the job go up by sending a Thank You note. That's the person I would want working for me.
When writing a general business Thank You note, here are a few suggestions:
If using a notecard, keep it professional looking. A gold-trim note (or
subdued color like navy blue or forest green) with Thank You inscribed is
always appropriate, as is personal stationery.
Keep it short and sweet. Business people don’t want a dissertation, they
don’t have the time. (In case you haven’t noticed though, brevity is not my
forte. Sorry, but I have a lot to say!)
Keep it professional (see my example below), even if you know them well.
Save the casual, friendly, sarcastic stuff for in person; it never seems to
translate well in the written word.
Sign it Sincerely, Regards or Best Regards. There are other closings you
may use, but I find these to be the most appropriate in the professional world.
When writing a Thank You note after an interview, here are a few suggestions:
Make sure you get a business card before or after the interview (there are
some different rules for business card exchange internationally that I
won’t be covering here, so make sure you verify etiquette before the interview).
If they do not want to give you one (some will not), verify the spelling of
their name and ask for their email address (you can get a mailing address off
the internet later).
Send a Thank You via email immediately; that means within hours of the
interview, or at the very least, within the same business day. Understandably, it
may not always possible, so just be sure to send one!
An email Thank You should consist of three SHORT paragraphs. Four is ‘okay’
if they are smaller and it is unavoidable.
The first paragraph should say Thank You and mention when and where the
interview was and with whom. It should also mention the job title and or
location of the job.
The second paragraph should remind them of your skills – a summary or
something specific that stands out from the interview – and why you are the
best person for the job.
The third should just restate the Thank You and that you want the job and
would like to hear from them.
If you really want the job and want to stand out, send a handwritten
notecard or business-formatted letter also. It should arrive at their office
within 2 to 3 business days. It’s a nice reminder to them who you are, because
they have probably interviewed several other people in the meantime.
Some interviewers will tell you it’s not necessary to send a Thank You note; do
it anyway.
You want to use an active voice, not passive. This means you don’t say “if
I were to get the job, I would…” Instead, you say “as (insert position name here) I
will…”
Please, please try to avoid starting the note with “I would like to Thank You...” When I read those words I say to myself..."if you would like to thank me, then just do it." So instead say “Thank you for….” Be direct.
You do not want to sound desperate, even if you are, to get the job. You
also do not want to sound cocky or arrogant, but you want them to know you are
the best person for the job.
Make certain there are no punctuation, spelling or grammatical errors.
That is inexcusable.
Letters/emails take longer than you think. Keep several versions of Thank
You letters saved. That way, with a little tweaking, you can have one ready to
be sent at any given time.
WATCH
your wording/phrasing! This may not sound like a big deal, but believe me it
can be…see the links below for an example.
EXAMPLE:
I was recently asked to review a Thank You email for a young friend after she had an interview for her ‘dream’ job. I gave her big props for writing the email and having it ready to send within hours of the interview. Unfortunately, I also had to point out her youth and naiveté for how poorly the note was written. I forgave her though, since she has only had one job since graduating from WVU (I also forgave her for her poor judgment in choosing a school…well, kind of).
The email did not go out as quickly as she or I may have wanted because it basically needed to be rewritten. Do not fool yourselves; good letters take more time than you think to write. Here is a copy of her letter, exactly as I received it with the exception of names and numbers (“?” have been inserted in their place).
My suggestions....
I could give you so many more examples, but I think I’ll just save those for my book! See, I told you sarcasm doesn't always translate.
By the way, she got the job three days after her interview and wonderfully written, albeit revised, Thank You letter. She started a week ago and LOVES her new job!
Check out these sites for more info on writing a Thank You note:
