Want to write to a friend who has done something extraordinary for you? Do you want to thank your grandmother for the sweater she gave you for Christmas? You should know that thank you letters are generally very popular. Being able to write a clear and sincere letter is not only the basis for behaving courteously and respecting the main rules of etiquette, it is also an effective means of making a good impression. So when someone helps you, it's important to remind them that you appreciate their act of kindness.
Steps
Method 1 of 2: Write a Letter of Appreciation
Step 1. Don't delay
You should thank someone immediately after receiving their help, a gift, a favor, or something else that has sparked your gratitude.
- Etiquette requires you to observe the three-day rule to send a note or letter of thanks.
- If the three days have now passed, however, try to give thanks anyway: better late than never.
Step 2. Use the appropriate format for a letter
To make a formal letter, you should use a professional format and write it on your computer. Also, print it on quality paper. When you write a more informal or intimate letter to a person you know well, you can do it by hand (in a clear and legible way) using good paper: you will see that it will be appreciated.
- You can set the format yourself or choose one of the letter templates you find in your word processor.
- If you've decided to set the format for a formal letter yourself, start writing it by entering the date in the top left. Leave a blank line, then write the recipient's full name and address. Leave another line blank and enter your greeting.
- If you're using a format you've set up yourself, but it's a personal letter, it's a good practice to write the date and, underneath, a personalized but polite greeting.
Step 3. Write the greeting
Letters to business associates or people you don't know well should include their title in the salutation. Letters addressed to recipients you are familiar with can be more personal; for example, you can write "Dear Gianni" or "Dear Maria".
- Doctors, professors, government officials and members of the military services all require an appropriate and fully written title. Examples: "Dear Doctor Bianchi" or "Dear Sergeant Rossi".
- If the recipient doesn't have a formal title, use "Mr." for men and "Ms." or "Miss" for women (make sure you know which title the recipient prefers; if you don't know, you can opt for "Miss", which is neutral, or use the full name and write "Gentile Maria Bianchi").
Step 4. State the reason you wrote the letter
When writing a formal letter, it is polite to introduce it by explaining to the recipient why they received it.
When writing a thank-you letter, you should generally use phrases such as "I am writing to thank you for your generous donation (or for your sponsorship / recommendation) made to the X Foundation. Your contribution has been received with great enthusiasm, and I would therefore like to express my gratitude"
Step 5. Go into a little detail about why you are grateful and how his contribution will be used
This section allows you to express your gratitude, but it is also intended to allow the recipient to get an idea of the concrete use of his contribution. For many, knowing that their input will be put to good use is quite reassuring and encouraging.
- Provide some little information about yourself: who you are, what position you hold and so on. Example: "I am the president of the X Foundation, and I am currently in charge of our annual fundraising, the goal of which is to reach a sum equal to 50,000 euros. I would like to thank you for your generous donation."
- Describe how you will make use of their contribution, and specify who or what will receive a benefit. Example: "Your generous donation will be used to found a scholarship in your name. This sum of money will be disbursed for the benefit of deserving scholars in the literary field. The scholarship amounts to a total of 1000 euros per year for three students. who do not have large financial resources. Candidates who have demonstrated excellence in their work and dedication will be selected. The scholarship money will help them to conduct specific research projects, chosen at the discretion of the fellows. Such work will not only benefit their students. future academic careers, will also make a valuable contribution in their respective fields ".
Step 6. Conclude the letter
At the end of the letter, reconfirm your gratitude. Furthermore, he once again states that he deeply believes in the value and importance of this contribution.
- Reiterate your gratitude by using a phrase such as: "Your donation will make a substantial difference in the careers of the students who receive the scholarship, and I couldn't be more grateful for your generosity."
- Reiterate the value of his contribution by writing a sentence such as: "Your donation allowed us to reach the funding set by the institution. This allows us to continue with our mission, which is to support future scholars and researchers".
Step 7. Signature
Finally, you must formally greet the recipient with an appropriate formula and sign.
Concluding a Letter
Always sign by hand, under the final greeting.
In general, the standard protocol of a formal letter requires you to use a farewell expression such as "Yours sincerely".
If it's a very personal letter, you might write "Kisses". Slightly less informal alternatives are "With love", "A warm greeting" and "Greetings", while "Kind regards" or "Sincerely" are more formal.
If it is a formal or professional letter, it is typical to include your name under your signature, in block capitals, in case it is difficult to read.
Step 8. Reread the letter
Before sending it, make sure you have corrected all typos and grammatical errors. A letter full of mistakes won't make you look good, while a well written one will.
- You may find it helpful to read it aloud. Sometimes, this method helps to spot errors that may have escaped during a silent reading.
- Ask a friend or trusted colleague to reread the letter.
Method 2 of 2: Write a Letter of Appreciation after a Job Interview
Step 1. Write it down immediately
Sending a thank-you letter after a job interview allows you to make a great impression on a potential boss, provided you send it right away. Do this before three days have passed since the meeting.
Even if you can't get the job or believe you won't be chosen, sending a thank-you letter will leave a positive sign. This could benefit you if you reapply in the same business or with an associated company in the future
Step 2. Choose the right format
Since a thank-you letter addressed to a potential employer implies a professional relationship, choose an appropriate format for this type of communication.
Formatting Tips for a Formal Letter
You can set the format yourself or use a template built into the word processor you use.
When writing a formal letter, you should use a professional format, write it on your computer and print it on quality paper. If you set the letter format yourself, start writing by entering the date at the top left. Leave a line blank, then enter the full name and address of the recipient.
In the end, leave another line blank before writing the greeting.
Step 3. Write the greeting
A professional thank you letter should include the recipient's title in the greeting.
Greeting Tips
If the recipient has a title:
doctors, professors, government officials, and members of the military all require an appropriate, fully written title. Examples: "Dear Doctor Bianchi" or "Dear Sergeant".
If the recipient doesn't have a title:
use "Mr." for men and "Ms." or "Miss" for women (make sure you know which title the recipient prefers; if you don't know, you can opt for the more neutral "Miss", or use the full name, such as "Dear Gianna Rossi").
Step 4. Open the letter expressing your gratitude
At the beginning of the letter text, write a simple, concise expression of gratitude.
For example, write: "Thank you for taking the time to meet with me on Monday morning. I really enjoyed our conversation."
Step 5. Name a specific aspect that you liked
To show sincerity and make it clear that you don't use a single generic thank-you letter for each employer, include a particular detail that you liked during the conversation.
For example, you could write, "I particularly enjoyed our conversation on the impact of social networking presence on nonprofits. His idea of using technology to cultivate deeper relationships with customers impressed me."
Step 6. Refer to the hope of deepening this relationship
Towards the end of the letter, you can express a desire to speak or work with the recipient again on other occasions.
For example, you could write: "I hope to have more collaboration opportunities in the near future."
Step 7. Add a phrase to encourage the recipient to contact you
It is polite to close a post-interview thank-you letter by stating your willingness to be contacted in the future.
For example, write: "If you need more information, I'll be happy to offer it. Your questions are welcome."
Step 8. Add a final greeting and your signature
Finally, choose an appropriate final salutation and write your name at the bottom of the letter.
- "Sincerely" is the most common farewell formula for business letters, but you may also consider alternatives such as "Sincerely", "Yours sincerely", "Yours faithfully" or "With observance."
- Under the greeting, hand signed.
- Writing your full name on the computer above where you will sign is a good practice, as it may be difficult to read.
Step 9. Read the letter again
Before sending it, make sure you have carefully corrected any spelling and grammatical errors. A messy letter will make a much less positive impression than a well-written one.
- You may find it helpful to read it aloud. Sometimes, this type of reading helps to catch errors that tend to slip away when reading silently.
- Ask a trusted friend or colleague to reread it.
Advice
- Although paper letters are still preferred by some, it is generally acceptable nowadays to send a formal or professional letter of gratitude by email as well. However, be careful, as it should be well written, free of errors and inadequate parts (like an automated, informal email signature).
- To avoid sounding impertinent, thank someone only for the actions they have already done, not for what you anticipate or hope they will do.
- Don't be overly warm in thanks or praise. Be honest and sincere, don't overdo it, because otherwise you risk appearing to be a liar.
