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How And When To Write A Thank You Letter

There are several situations in which writing a formal thank you letter is at the very least a commendable effort and sometimes even an absolute must. The content of the letter generally depends on the nature of the situation and the rapport between the sender and the person being thanked.

If a person has had a job interview with a prospective employer or a business contact has been particularly helpful to them, a thank you letter is very much in order. If one has applied for a job and been rejected, writing a letter to the interviewer and thanking them them for their time and consideration is a polite gesture, but not a mandatory one. Generally, whenever a person feels a debt of gratitude, a letter or email saying thank you is the best way to go in business as much as it is in other areas of life.

Thank you letters are usually sent in hard copy, especially if they are formal in tone, but can be dispatched by email if that is how the people in question usually communicate. Beyond that, there are no strict formal rules regarding the content of the letter. It is advisable to express one's gratitude in the opening paragraph and to reiterate the sentiment at the end. In the middle section, a person may wish to explain to the recipient in more detail how the latter was helpful and mention a positive result that came out of his or her efforts. In the job interview follow-up letter, one may also use the opportunity to say the things that were not brought up during the interview or briefly address any concerns one may have raised while talking with the employer.


The example below illustrates how a thank you letter typically looks.

John Smith
11 S. La Salle St
Chicago, Illinois 60603
(866) 551-3702
robert.smith@aol.com

February 25, 2007

Anne Jones
Recruiting Manager
XYZ Consulting
456 Eighth Avenue, 2nd Floor
New York, NY 10018

Dear Ms. Jones,

Thank you for taking the time to interview me. I really appreciated being given the chance to discuss the things I would bring to the job since a career in IT consulting is something I have always been eager to pursue.

The conversation with you has made me even more excited about the possibility of joining your firm and finding out the extent to which my five years of experience working in a related industry may contribute to your firm's overall business and new endeavours in the future.

If you have any further questions, please, do not hesitate to contact me.

Thank you, again, for your time and consideration. I very much look forward to hearing from you when the final decision is made.

Sincerely,

[signature]

John Smith

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