In the business world, achieving business targets does not mean sacrificing politeness or friendliness. In fact, good behavior is often accompanied by wise business practices. Acknowledgment is one good example to illustrate it; good behavior is also useful for strengthening relationships, attracting attention, and creating memories of you in the competitive business world. However, balancing friendliness and professionalism is not always easy. The following steps offer a simple way to perform this challenging (but generally useful) task.
Step
Method 1 of 1: Writing Your Own Thank You
Step 1. Don't delay
In almost all business situations, the biggest advantage of sending a thank you note is that it creates a lasting positive impression on the minds of business associates, potential employers, clients, or funders. The longer you delay sending a thank you note after a job interview, contract, or job performance, the less effective it will be.
Step 2. Choose the right format
In general, paper mail is better than electronic mail. If you represent a specific company, typing a thank you note using official letterhead is the most professional option. However, handwritten cards make a personal impression and may be a good choice in certain situations-- for example, if you're a small business owner or when thanking you for a large donation. A handwritten greeting is also a good option for thanking a potential employer after you've been interviewed for a specific position. If you choose to write the greeting by hand:
- Choose a card that is simple and modern. A white or ivory card that says "Thank You" on the front is generally a safe choice. Avoid cards with printed greetings on the inside and cards with exaggerated or "cute" designs.
- Consider your handwriting. If you're unsure of the quality or clarity of your handwriting, show a friend or coworker sample writing. If you can't write clear and neat, practice before writing on the card you're sending. If you have to, you can ask someone else to write your message (don't forget to sign it yourself).
- If you can't find a physical address, email or email are your only options. Email is a good choice when--for example, it's been used as the primary line of communication between you and the person you're thanking. The main downside of an email thank you is that it runs the risk of not being sent or being ignored and possibly not attracting attention. Keep in mind that some people (especially business executives) can receive hundreds of emails in one day. With that in mind, you may want to create a flashy email, or send an e-card through a third-party site. In short, don't--this will make your emails look like advertisements and increase the risk of them being ignored or discarded. Keep your emails short, simple, discreet, and again, timely. It's a good idea to write an email title that describes specific information about your business relationship or the object of your thank you -- for example, "Thank you for considering my job application."
Step 3. Choose the right greeting
If there is one specific person you are addressing, address that person by an appropriate title or nickname and surname – for example, "Dear Mr. Kinkaid." When you want to thank more than one person, enter all of their names and nicknames or titles in the greeting line. Avoid common greetings such as "For your attention". The degree of formality of your letter depends on how intimate your relationship is and the nature of the business you are doing with the person.
Step 4. In the opening sentence, say thank you and clearly state the object of your thanks
There's no need to preface in the opening sentence -- avoid openings like, "I'm writing this letter to thank you…" or "I want to thank you for…," and choose simple, straightforward sentences, "Thank you for support our community service projects."
It is important to mention the object of your thanks, but avoid mentioning money directly if the object of the thank you is a donation. Change the cash denomination with euphemisms such as "your generosity," "your kindness," or "your donation."
Step 5. Discuss the immediate effect or significance of the object of your thanks
- When communicating with funders, state what your company can achieve using the grant.
- When communicating with potential employers after the interview, you may want to take this opportunity to convey your interest in the position you are seeking. However, don't use a thank you note as an excuse to emphasize why you are "the right choice for the job." Use an appropriate approach such as "I am delighted to meet you and am very interested in this work."
- When communicating with a business partner or advisor, saying something like “It was a pleasure working with you,” or “your suggestions helped us achieve our department's annual performance targets,” can foster positive relationships and indicate a desire to continue working together.
Step 6. Give praise, but don't overdo it
This part is sometimes very difficult to do when writing a thank you note and is not always correct or necessary. Use general phrases of praise--for example, "You did a very good job," or "You have very high skills in account management."
Step 7. Talk about the future
Here, you can express your desire to continue the business relationship or establish a long-term working relationship. When talking to potential employers, this is a good opportunity to express your confidence in the decisions the company will make. You can say "I look forward to your reply."
Step 8. Repeat your thank you note
Use simple sentences to repeat the thanks you said earlier (but use different words). Just say "Thank you again for…".
Step 9. Close with a greeting and signature
In general, it would be appropriate to use "sincerely" or an equivalent phrase to close your thank you. Even if your thank-you note is typed, always sign it with a pen. For certain situations, write the title or title and company name under your name.
Step 10. Check and review your thank you note
Depending on the situation, this speech should be short and relatively simple (about half a page when typed). If it seems long, check to see if you're using unnecessary words--except the "thank you" phrase, don't repeat anything else. Make sure your intonation is consistent. Ask one or two people to check your sentences and spelling, as even the smallest mistakes can leave a negative impression.
Step 11. When you are sure of your thank you, send it immediately
Again, time is of the essence -- the sooner you send a thank-you note, the deeper your impression will be.
Tips
- Do not include: personal information or news about your business. Remember, the purpose of this greeting is to convey appreciation and gratitude, not to flatter your accomplishments. Also, don't use a thank you note as an opportunity to advertise yourself or the company. If you write "If you like our product X, you might also be interested in product Y and Z (currently on promotion!)," your thank you will sound insincere.
- You may want to include a business card with your greeting, but this is not necessary if you already know the person well or have given your business card before. Sometimes it's appropriate to include a business card when communicating with potential employers, but there's a good chance you'll come across as pretentious. If you're not sure, don't do it-- your name, title and contact information should already be available. If your thank you note is typed, you can enter this information in the head of the letter, on the left side of the page, followed by the name and address of the recipient two spaces below.
