A thank you letter is one of the most important letters you write, although that may be surprising. You may be writing to thank a friend for a gift, or to a potential employer for granting you an interview. No matter what the situation, a good thank you letter that is written with sincerity is in order.
Here are a few guidelines to help you with the task.
1. Write it in a timely manner. If you need to send a thank you letter, do it promptly. Do not wait until 2 weeks after the fact; do it while it is still on your mind. You do not want the recipient of your letter to think that it was just an afterthought.
2. Keep your letter brief. A concise letter that is sincere and to the point is all you need. In general, keep your letter to a length of one page; type your letter, particularly if it will be sent to a business.
3. Be clear that it is a thank you letter. Don’t leave the recipient wondering what your letter is for. Make it clear in the first sentence that you are thanking them, and what you are thanking them for.
4. Write it to one person. If your letter is being sent to a company or organization, do not address it to the company in general. Address your thank you letter to a senior member of the organization or someone who was involved in the situation.
Always check your work for spelling and grammar errors. You want to do this with every letter you send out, but it is particularly important if you are sending it to a company that granted you an interview. A well-written, professional letter makes a positive impression.
Sample thank you letter
City, State, Zip
Contact information (telephone or email)
Name of recipient
Company name (if applicable)
City, State, Zip
Dear (Mr./Mrs./Miss/Ms.) followed by last name, or first name if the recipient is a close friend,
Summarize why you are writing in the first sentence or two. Make the reason for your letter clear by thanking the recipient and mentioning what you are thanking them for.
In the body of your letter, go on to express how you believe your skills and qualifications make you an ideal candidate for the job (if a business letter). Explain that you are confident in your abilities to benefit the company. If writing to a friend, simply express your appreciation for the gift and demonstrate how it will be used.
In closing, thank the recipient once more for their time and consideration (if a business letter), and let them know you look forward to hearing from them. For a friendly thank you letter to a friend, simply express your sincere appreciation again.
Writing a thank you letter is easy; the guidelines above should help you write a thank you letter for any occasion.