Gratitude is an important thing to express and we say “thank you” in many different ways – we speak the words, we give gifts, we write emails and send cards. This article explains how to write a great thank you note.
Written thank-yous are typically delivered with an email (LinkedIn, Facebook, Twitter, and other digital mediums count, too) or handwritten in a card. Personally, I like both options, especially when my goal is to strongly express my enthusiasm and interest for a job, or appreciation for a kind gesture.
Here is how to write a great thank you note in three simple steps.
Be Timely
Following a job or informational interview, mentoring lunch, vacation accommodation, or a free service, like editing a resume or LinkedIn profile, it is important to send an email or handwritten card within 24-hours. Not only is this the window of timeliness according to etiquette experts, but sending an email or dropping off a card quickly emphasizes your gratitude for the experience while it’s fresh in everyone’s minds.
As long as handwritten cards match your audience’s style, my recommendation is to always send an email and a thank-you card. The cool thing about sending a thank-you email and a handwritten card is that the email will inspire a smile from the recipient and the card that follows in the mail two or three days later will absolutely sustain it.
Be Clear and Concise
Channel the Mark Twain Philosophy of Letter Writing: “I did not have time to write a short letter, so I wrote a long one instead,” said Mr. Twain. Fast Company’s Drake Baer argues that all emails – even thank-yous – should only be five sentences long. Unless the occasion calls for it, try to get your email message across in 100 words or less and 30 words orless in a card. For more tips on writing emails that influence, check out my blog post on how to write emails that inspire action.
Should you choose to send a handwritten card, take your time to write very clearly and very neatly, especially if you are like Kurt or me and you have terrible handwriting. Messiness suggests that you are rushing both your penmanship and your thoughts, so slow down and write or print as best you can.
Be Genuine
People have pretty good bullshit detectors. So whatever you’re writing thank-yous for, be sure that you really mean it. If a job interview was awkward or you were the train wreck of Thanksgiving dinner or you made painful eye contact with the person whose wedding gift was an off-the-registry-pottery-project, well, find the thing that genuinely inspired you and write from that place, even if it was just the simple gesture of giving something.
For example, during a recent job interview process, I thanked one of the interviewers who is now a colleague (I got the job!) for recommending a great pizza place. It was a simple comment and it was genuinely connected to me being grateful for how she made me feel comfortable during the interview – she recently brought it up as an example of my great memory, too. Outside of work, some great family friends of mine recently dropped off some gifts for my son, which included a “create your own story” book called Good Dog, Carl. When I thanked my friends for the gifts I let them know that I am very excited to invent countless creative stories for Miles and can’t wait for him to catch me in the act when I playfully go off-script from my usual narrative.
Whether through an email or a card, saying thank-you in a timely, concise and genuine way will allow you to build richer and more authentic relationships within your personal and professional communities.
The Potentiality highly recommends our friends at Greendipiti (cards pictured above) for all of your thank-you card needs, so be sure to check out this cool company the next time that you are writing someone a kind and clear short letter!