How to Write a Professional Thank You Note
Writing a professional thank you note can be done for a prospective employer after an interview, to your boss or leader for going above and beyond what's required, an employee for a job well done or another business-related event or act that you appreciate. Whether you're writing the note out of etiquette, necessity, or because you are genuinely thankful, you'll generally follow the same guidelines as the typical thank you note, with a little more formality.
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Instructions
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Write the thank you note by hand, using your best penmanship. Hand-written notes appear more genuine to the person or organization you're trying to thank. Use a blank card on professional cardstock.
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Use a ruler to guide your writing so it turns out straight. Place the ruler on the paper, then write using the ruler as a line to follow.
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Begin the thank you note with the person's full name. For example, "Dear Mr. Henry Thomas" or "Mr. Henry Thomas." Write the note to an individual, even if you're thanking the entire department, organization or company. If it's a few people, write individual notes to each person. If it's a large group or company, write something like "Mr. Henry Thomas and The Department of Philanthropy."
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Write the note, opening with a "thank you." Use the word "you" more than "I" or "me." Be specific in your writing, mentioning the exact act or contribution that you are thankful for. For example, "Dear Mr. Henry Thomas, Thank you so much for your contribution of $500. Your generosity enabled us to provide school supplies for more than 50 under-served children..." To thank a potential employer, you could write "Mrs. Jean Smith, Thank you for the opportunity to interview for the position of Senior Accountant with your company. You were generous to offer the interview and I appreciate being considered."
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Keep your note short, sincere and to the point. Writing too much may cause the reader to toss the note aside after the first couple of sentences. Close with a friendly -- but professional -- closing. Write something such as "sincerely," "best wishes" or "best regards" then sign your name.
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Tips & Warnings
Check the spelling of any difficult words, names and company or department titles. To thank someone by misspelling their name would be disrespectful and appear disingenuous.
Avoid asking for another gift, a job, another favor or donation in the thank you card. Remember that the only thing a thank you card is for is to express gratitude.
