There is a slight variation between thank-you note etiquette in a business environment and one written in a casual setup. Thank you notes are meant to send a gesture of gratitude to the recipient. In the corporate world, however, thank you letters can be sent after an appointment or an interview for a new position. It serves so many purposes in a business environment.
Benefits of Writing a Thank You Letter
When you write a thank you letter, you show your colleagues, potential employers or business contacts the dedication you have towards a professional relationship. You stand to benefit a lot from writing a thank you letter. Discussed below are benefits of expressing your gratitude through a thank you note.A thank you letter demonstrates professionalism. The recipient of your note will understand your dedication towards upholding professional standards.
It depicts respect
The effort you put into reaching out to the recipient shows not only your gratitude but also your respect. It makes them feel appreciated and respected. This greatly fosters an improved business relationship.
An act of courtesy
It only takes basic etiquette to send thank you letters to those you transact business with. Make it a habit to send out thank you notes to your business contacts, even when the recipient isn’t expecting one. By doing so, you are letting them know that you care about your business relationship.
Makes you memorable
People tend to remember others through the memories they made together. In the business world, a contact is more likely to remember you if you chose to write them a thank you letter. Such small acts can significantly impact your business relationship. It could even decide if you are getting employed or a contract. It also increases the chances of them helping you in the future.
Allows you to reintroduce yourself
Thank you letters can also be an opportunity for you to reintroduce yourself to the recipient. After expressing your gratitude, you can further promote your qualifications and goals. If you are looking for employment, writing thank, you letter after the interview could increase your chances of employment. Restating your qualifications can easily convince the employer to consider your application.
Maintains communication
Just by sending your business contact a thank you letter, you can extend a conversation beyond a meeting or interview. When you keep a conversation with them, you make them fond of you. This can easily make you their first choice when a professional opportunity arises.
Reasons to Send a Business Thank You Letter
Business thank you letters can be written for so many reasons. You can send a thank you letter to show your appreciation for a job well done by a colleague, a subordinate or service provider. You can also write it as a follow up on your job interview. There are so many circumstances in the corporate world that thank you letters are appropriate. It is simply thanking others for their professional help or service.
The importance of a business thank you letter cannot be underestimated. A thank you note to the interviewer can significantly increase the chances of you landing the job. For your information, research shows that interviewers appreciate when candidates capture essential aspects of the interview in thank you letters. So when writing a thank you letter to your interviewer, remember to include the crucial elements of the interview.
Rules of Writing a Business Letter
When it comes to writing a business letter, there are rules for everything — from the size of the font to use to the width of the letter’s margins. Generally, it is recommended that you keep your letter’s body brief and direct. In the first paragraph, explain why you are writing the letter. In the subsequent sections, provide details on the subject to make a solid case. In the last paragraph, reiterate the reason you are writing the letter. End it by thanking the receiver for reading and considering your offer. You can also mention follow up plans in this section. Business letters are formal documents and should follow the required structure. There is a defined format that every business letter should follow.
Business Thank You Letter Samples
Tips for Writing a Thank You Letter
Urgency
It is advised that you send your letter as soon as possible. Write and let the recipient have it on time. This is especially important after having a job interview. It is recommended that you send a thank-you note after a job interview, failure to do so can hurt your chances of success.
Be sincere and positive
When expressing your gratitude, don’t overdo it. It is so easy to tell if a thank you note is genuine or not. For example, when writing a thank you letter to your employer after resigning, talk about what you liked about working with them. Don’t lie about liking everything when you didn’t, always focus on the positive side, but avoid lies.
Personalize your letter
For each thank-you note you send, personalize it. Be specific about the details you include in your message. For instance, you can mention what you liked about the interview or business meeting. Let the recipient know that you enjoyed the session and was paying keen attention.
Conclusion
Business thank you letters can take the form of a formal, typed letter or a handwritten informal letter. Bring out your understanding of the company and grateful you are to them through a thank you letter.
