Use these tips to help you write your thank-you notes.
1. Decide Whether E-mail or Regular Mail Makes More Sense
Consider the timing involved and the formality of the person and organization you're sending it to. If you need to get a letter out quickly because it has to arrive before an interview that's coming up soon, or if it's a thankyou note after an interview and you know the employer will be making a decision soon, e-mail is your best bet. Use regular mail if there's no rush and if you sense that the other person would appreciate the formality of a business letter printed on nice paper and received in the mail.
2. Use Quality Paper and Envelopes
Use good quality notepaper with matching envelopes. Most stationery stores have thank-you note cards and envelopes in a variety of styles. Select a note that is simple and professional-avoid cute graphics and sayings. A blank card or simple "Thank You" on the front will do. For a professional look, match your resume and thank-you note papers by getting them at the same time. I suggest off-white and buff colors.
3. Handwritten or Computer-Printed Is Acceptable
Traditionally, thank-you notes were handwritten, but most are computergenerated and -printed these days. If your handwriting is good, writing them is perfectly acceptable and can be a nice touch. If not, they can be word-processed.
4. Use a Formal Salutation
Don't use a first name unless you've already met the person you're writing to and he or she has asked you to use first names or you're writing to someone in a young, hip environment. Instead, use "Dear Ms. Smith" or "Ms. Smith," rather than the less formal "Dear Pam." Include the date.
5. Keep the Note Informal and Friendly
Keep your note short and friendly. Remember, the note is a thank-you for what someone else did, not a hard-sell pitch for what you want. Make sure, though, that in a thank-you note after an interview you give a subtle, gentle reminder of your skills or other qualifications that are relevant to the job. This hint lets the thank-you note serve as not only an expression of appreciation but also as a chance to get the last word on why you should be hired. The more savvy members of your competition will be doing this, so you had better do it, too.
Also, make sure your thank-you note does not sound like a form letter. Put some time and effort into it to tailor it to the recipient and the situation. As appropriate, be specific about when you will next contact the person.
If you plan to meet soon, still send a note saying that you look forward to the meeting and say thank-you for the appointment. And make sure that you include something to remind the employer of who you are and how to reach you, because your name alone may not be enough to be remembered.
Tip: Always send a note or e-mail after an interview, even if things did not go well. It can't hurt (unless, of course, it's full of typos).
6. Sign It
Sign your first and last names. Avoid initials and make your signature legible (unless you're being hired for your creative talents, in which case a wacky-looking, illegible signature could be a plus!).
7. Send It Right Away
Write and send your note no later than 24 hours after you make your contact. Ideally, you should write it immediately after the contact while the details are fresh in your mind.