In the business world, meeting the needs of results does not always mean sacrificing common rules of courtesy or kindness. In fact, good manners often coincide with conducting business wisely. The classic thank-you letter is a perfect example of this, where a cordial gesture becomes an excellent way to strengthen relationships, stand out and be remembered in a competitive business environment. But finding the right balance between amiable courtesy and professionalism is not always easy. These steps offer a simplified approach to an often very difficult but usually satisfying long-term task.
Steps
Method 1 of 1: Write a Personal Thank You Letter
Step 1. Don't delay
In almost any business-related context, the primary benefit of sending a thank-you letter is that this communication leaves a positive and lasting impression on a partner, prospective employer, customer, or potential donor. The more time elapses between the interview, closing a deal or providing the services and receiving the thank you, the less effective this tool will be.
Step 2. Choose an appropriate format
In most cases, it is preferable to opt for a classic paper ticket rather than an email. If you are representing a company, writing the letter on the company's letterhead is the most professional choice. However, a handwritten card can add a more personalized touch, and may be more suitable for some circumstances, such as if you own a small business or express gratitude for important donations. Handwritten letters are also a good choice for thanking a potential employer after attending an interview for a vacancy. If you decide to write the letter by hand:
- Choose a ticket that is both simple and sophisticated at the same time. By using cream or white paper with a "Thank you" embossed on the front, you generally play it safe. Avoid cards with pre-printed messages inside and overly flashy, cloying or tacky designs.
- Consider your handwriting. If you are unsure of the quality or clarity of your handwriting, show a sample to a trusted friend or co-worker. If you are not really a master of legibility and "calligraphic arts", be sure to experiment before writing on the card you intend to send. If necessary, you can entrust the work to someone else to transcribe the letter (be sure to sign it in your own hand anyway).
- If for any reason the recipient's email address is not available, email may be your only solution. Sometimes it can represent the most appropriate format; for example when email has been the primary means of correspondence between you and the person or persons you wish to thank. The main drawback associated with e-mailed thank-you letters is that the risk of them being lost or ignored is higher, and they generally tend to stand out less. Remember that some people (especially business leaders) receive hundreds of emails a day. With these warnings in mind, you may be tempted to compensate for this by making the email more flashy or by sending an E-card via a third-party site. In a nutshell… don't do it! It is very likely that it passes through advertising, making it more likely that it will not be taken into consideration or will be thrown away. Instead, opt for a short, simple, sophisticated message at the most appropriate time. You could customize the subject to include specific information about your business relationship or reason for thanks. Example: "Thank you for considering my application".
Step 3. Choose an appropriate greeting
If there is a particular person to thank, please contact them using their title and surname, for example "Dear Mr. Rossi". When addressing more than one person, include everyone's titles and surnames in the first line. Avoid impersonal greetings, such as "To Whom of Expertise". In any case, the formality of your tone should depend on the level of confidence and the nature of the business conducted with the recipient or recipients.
Step 4. In the opening sentence, express your gratitude and clearly state why you are thanking the recipient
There is no need to make the introduction too long; avoid opening sentences such as "I am writing to thank you for …" or "I would like to express my gratitude …"; instead he opts for the present indicative and for a simple and direct form, such as "Thank you for supporting the project of our company".
While it is important to state what you are grateful for, avoid quoting the money directly if you have received a donation. Replace specific references to money with euphemisms such as "Your generosity", "Your kindness" or "Your generous donation"
Step 5. Discuss the direct impact or meaning of the object of your gratitude
- When you contact a donor, specify what kind of milestone your company will be able to achieve thanks to the donation received.
- When you approach a potential employer after an interview, you should take this opportunity to reiterate your interest in the position you are applying for. However, don't use the thank-you letter as an excuse to point out why you think you're perfect for the job. Instead, choose a tactical approach, such as "I enjoyed this meeting and this position excites me".
- When talking to a business partner or consultant, saying something like "It has been a pleasure to work with you" or "Your advice has been invaluable in pursuing my department's annual goals" helps strengthen a positive relationship and involves your interest in the continuity of the relationship.
Step 6. Compliment the recipient, but without flattery
This can be the hardest part of a thank you letter, and it's not always justified or necessary. Consider a phrase of general appreciation regarding the recipient or the company they represent, such as "Your work is wonderful" or "Your experience in the field of account management is unmatched."
Step 7. Allude to the future
In this case, you should explicitly state your desire to continue doing business with this person or to establish a lasting relationship with the recipient. When you approach a possible employer, this is a good opportunity to express your self-confidence by anticipating their decision. This can be accomplished by just saying "I hope to hear from you soon".
Step 8. Repeat your thanks
It doesn't have to go beyond a simple sentence, which should reaffirm your opening thanks (but in different words). "Thanks again for …" should be enough.
Step 9. Conclude with a final greeting and your signature
In most cases, it would be more appropriate to end the letter with a variation of "Yours sincerely", "Sincerely" or "In faith". If the letter was written on a computer, sign with a pen anyway. If necessary, include your title or position and the company you represent.
Step 10. Correct and revise the letter
Under the circumstances, the finished product should be short and relatively simple (its length should be equal to a half-filled computer-written paper, maximum). If it seems long, look for any redundancies and eliminate them; with the exception of the thank you in and of itself, each point should only be declared once. Also check your tone, which should be uniform throughout the letter. It might be a good idea to ask one or two people to correct spelling or grammatical errors, or even minor typos, which can leave a negative impression on the recipient.
Step 11. Once you are sure of your letter, send it immediately
Again, timing is of the essence - the quicker you are, the more memorable your overall impression will be.
Advice
- Do not include personal information or news about your working life. Remember, the purpose of a thank you letter is to express appreciation and gratitude to the recipient, not to praise your personal achievements. Also, avoid using the thank-you letter as an opportunity to advertise yourself or your company beyond what is directly relevant to the purpose of the message. If you say something like "If you liked our product X, you might also be interested in Y and Z (which are now on sale!)", This will undermine the sincerity of your thanks.
- It's a good idea to include a business card in your letter, but don't do it if you already know the recipient well or have given it to them in the past. Sometimes it might be appropriate when writing to a prospective employer, but you may also run the risk of sounding somewhat pretentious. If you're not sure, forget it - your name, location, and contact information should already be readily available. If the letter was written on a computer, you can also include this data as a header of the text, positioned on the upper left of the page and followed by the name and address of the recipient after leaving two blank lines at the bottom.
