Town hall meetings are occasions for members of the community to meet and discuss issues facing the community. Often there is a specific topic of discussion for a town hall meeting. After you attend a town hall meeting, you may feel compelled to send a thank-you letter to a specific person that organized the meeting, someone who stood up for you and your position at the meeting, or a moderator who successfully conducted the meeting. Additionally, you may want to send a thank-you letter to a variety of other people involved in the town hall meeting. E-mail is a quick and common way to send a thank-you letter to these people.
Things You'll Need
- E-Mail Program
Find the e-mail address of the person to whom you will be sending the e-mail. Make sure that you have the correct spelling of the recipient's name and e-mail address.
Address your e-mail to the recipient. For example, write "Dear Mr. Collins." Do not write the message directly in the e-mail message box until you have proofread it and are ready to send it. If you write it in the e-mail message box first, you may accidentally send it when it is incomplete or there are errors in it. Therefore, you should write the thank you letter in a word processing program. You can copy the letter and paste it into the e-mail message when you are ready to send it.
Compose the body of the letter. Begin by letting the recipient know you are writing to thank him for his involvement in the town hall meeting. Be specific about the reasons why you are thanking him. Let him know what you gained from the town hall meeting. Do not write more than two pages in your thank-you letter.
Write your name to sign the letter. Provide your mailing address, telephone number, Web site (if applicable) and e-mail address several lines below your name. If the recipient wants to contact you in the future, he will be able to use the contact information you provided in your e-mail. Proofread the letter for errors.
Copy and paste the letter into the e-mail message box. Place the recipient's e-mail address in the recipient line. In the subject line of the e-mail, write "Thank you." Send the e-mail.