About Business Thank-You Notes
Depending on the situation, business thank you notes may be expected, a common courtesy, or a pleasant surprise. No matter what the circumstances, a thank you is always appreciated, and a well-written and well-presented thank you note can make a lasting impression in business.
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Types
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One of the best known types of business thank you notes is that sent by job applicants after completing an interview. However, people may also send thank you notes to let an employee or co-worker know how much his or her effort on a particular project or exceptional service is appreciated, or to give thanks for a letter of recommendation, promotion, raise or bonus. In addition, people may send thank you notes to co-workers who have given them gifts or money for a wedding, after the birth of a new baby or during a hospitalization or illness.
Significance
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Thank you notes following job interviews convey to the company that the job seeker is serious about the position, follows through on projects, and pays attention to details. It also shows appreciation for the interviewers' time. Business thank you notes can also encourage employees or co-workers and make them feel more appreciated, especially when they've put special effort into a project or given exceptional service. Thank you notes when co-workers give gifts or support during an event or occasion show courtesy and gratitude.
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Time Frame
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Like all thank you notes, business thank you notes should be sent as soon as possible after an event. Job interviewees should send the note within 24 hours, since interviewers may get impressions of candidates or make decisions quickly. People who want to send a thank you note for hard work or special service should do so promptly. In some cases, a note to the worker's manager notifying him of how hard his employees worked may be appreciated as well. Those who need to send business thank you notes for gifts should do so as soon as they are able. In the case of weddings, thank you notes can generally wait until after the honeymoon, or in the case of illness, hospitalization, or a new baby, until after the family has had some time to recover.
Features
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The business thank you note should begin with a greeting of an appropriate formality for the occasion. Job interviewers should address a single interviewer by his or her first and last names, or title and last name only. For group interviews, applicants may use all the names or the name of the company team. When thanking an employee or co-worker, the note should begin with the person's name and may or may not include the last name depending on how well the note writer and recipient know each other. The business thank you note should then give thanks, briefly but sincerely, and end with a closing signature.
Considerations
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Even in business situations, thank you notes should be handwritten on a card or stationery. Depending on the situation, the note writer may want to choose a card that is crisp and formal, stylishly designed in modern colors, or casual and fun, depending on the company culture and how well the note writer knows the recipient. Thank you note writers should word their notes carefully and may want to make several drafts on scratch paper or a word processor before writing the final card.
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Resources
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