Thank You Note Etiquette for an Email

Sending thanks through your computer may not be enough.

Sending a note to say "thank you" to someone is considered a polite gesture, whether for a gift or an action. Though handwritten thank you notes have been around the longest, email can be an acceptable way to send your thanks in some circumstances. But you will want to first consider how thoughtful you want to be perceived and how you want your note to be interpreted by the recipient.

Personal Touch

Many people consider handwritten notes to be more thoughtful.

A handwritten note is a meaningful way to express your thanks to someone. If the gift or action was thoughtful, your note should be, as well. "The last thing you want is for someone to be disappointed when her hand-knit scarf is acknowledged with a loud, animated e-card," the Emily Post Institute says.

Relationships

The Emily Post Institute suggests considering the nature of your regular correspondence and relationship with a person before deciding the type of thank you note to send. If you chat regularly via email, and both parties comfortable with that method, it's fine to use email to show gratitude. People who send and receive email every day for much of their communication are candidates for an email thank you.

Generational Consideration

A handwritten note can mean much more to someone than a note that pops into his inbox. This is particularly true of some people from an older generation, like your grandmother, who may consider a letter in your handwriting as a gesture of respect.

Business Gratitude

Thank you notes can go a long way at work.

In the business world, many people receive dozens of emails per day. If acknowledging a friendly deed by a co-worker or business associate, you can send a quick email to say thanks. "A quick thank you will never go out of style. Even if done for reasons one doesn't agree with, it is still a nice gesture from someone making an extra effort," according to Business E-mail Etiquette. But if you're sending a note to thank a business associate for a gift, a email card generally is more appropriate.

Job Interviews

If you're seeking a new job and manage an interview, emailing a quick thank you after the interview is over can be appropriate. "Employers will appreciate that you did at least send thanks," according to the Career Services Department at Virginia Tech. "If the hiring decision will happen very quickly following the interview, an e-mail might be seen sooner than hard copy. Hard copy is still nice, and can follow up an e-mail," the department adds.

References

• The Emily Post Institute: Etiquette Everyday ~ Communications: Being Thankful: A Thank-You Note Q&A
• Business Email Etiquette
• Career Services @ Virginia Tech: E-mail Guidelines and Etiquette in Your Job Search (and On the Job, and in Life Generally)

Resources

• Career Services @ Virginia Tech: Interview Follow-up / Thank You Letters