Why Thank-you Letter?
Thank-you letter is as important as you say someone thanks for his help, but express it through a thanks you letter is a pleasant experience which written graciously and sincerely. Thank-you letters are essential in the business world and office work. Whether you have taken help of someone in you work, or a former boss has provided you with a reference, a business contact has recommended you to their employer, a colleague has helped you with a project, or a potential new boss has just interviewed you for a position and recently you have got a job, it is important to take the time to thank everyone who helps with your career, job search, or business. This is too a courtesy, every should addopt it.
In reality, thank you letters are among the most important letters we will ever write. Whether business or personal, an effective thank you letter needs to be written with sincerity, tact and sensitivity.
Following are a few tips that will help you whenever you encounter thank you letter situations in your business or personal life.
1. Make Sure It’s Appropriate
One of the main issues with respect to thank you letters is to know when to send one. As a general rule, I would say “better to be safe than sorry”. However, make sure there is something noteworthy about the situation. A thank you letter for a routine situation doesn’t make sense and dilutes their meaning.
2. Write It Promptly
It is always best to send a thank you letter as soon as possible after the event for which you are doing the thanking. It will help with the level of sincerity in your letter if the event is still fresh in your mind. In any case, a delayed thank you letter will seem like an obligatory afterthought to the recipient.
3. Remind The Recipient
In your introductory sentence, make it very clear that it is indeed a thank you letter and that it pertains to a specific event, situation and/or person. This will eliminate any confusion on the part of the recipient as to the purpose of the letter.
4. Make It Short and Direct
Get straight to the point and never exceed one page. Thank you letters should be short, direct, sincere, and to the point. In business situations they will always type-written but personal thank you letters can be hand-written or typed, as appropriate to the situation.
5. Make It Personal
By definition, a thank you letter is a sincere personal gesture from one inpidual to another. It should be expressed as a heartfelt personal sentiment, even when written in a business situation. At the same time, strive to be balanced in approach and don’t be overly effusive.
6. Always Write it To One Person
Always write your thank you letter to an inpidual, not an organization or group. Even if it’s a situation where a group is involved, write your letter to the senior person in the group and/or the group spokesperson. Ask that person to please pass on your sincere appreciation to the other people in the group, and name them in your letter if possible. (Contrary to advice given by certain so-called experts online, in my experience, writing a group letter is never appropriate and achieves little or nothing).
7. Check Spelling and Grammar
As when writing all letters make sure you carefully check your spelling and grammar. This is even more important for thank you letters, since they are almost always a sincere statement of appreciation from one person to another. Be sure to double check the spelling of all names used in the letter. There’s no quicker way to blow your credibility and sincerity than to misspell someone’s name.
The bottom line on thank you letters is “make it appropriate and sincere”, or there really is no point in sending one.
Sending thank you letters when appropriate is important in both business and personal life. Inpiduals and companies that do not send thank you letters can be viewed as ungracious and perhaps not worthy of future good deeds or special treatment.
So, whenever it’s warranted, make sure you send an appropriate and sincere thank you letter. Invariably, thank you letters will be very well received and appreciated by recipients, and the sender’s reputation is generally enhanced in their eyes.
Thank You letter Sample and format:
12-B Main Street
November 15, 20XX
3-G Industrial Area.
Noida City, U.P
Dear Mr. Mohit Rana:
I hope you are well. I just wanted to say thank you so much for writing me a letter of reference for the job at Device Contact.
I really appreciate with you taking the time to write the letter. I am happy to announce that I have given a tittle interview with the company and suprisigly! I got job through your reference.
Again, thank you so much. I greatly appreciate your assistance help in getting my job.
Ajay Suman (signature hard copy letter)