Why You Must Send a Thank You Note & How to Do It

Expressing appreciation is second nature for most people, yet this simple act is often overlooked by many.

Sending a thank you note is a practice that frequently gets neglected. Not only is it common courtesy, but it shows a lot about your character and that you spend time building relationships.

What else does it do? Here is why you must send a thank you note and how to develop an effective one that will be well-received.

Why You Must Send a Thank You Note

You had a job interview. Or someone in your spheres of influence facilitated a valuable introduction that led to great results. Maybe you had a positive conversation with a new contact at a networking event or you simply want to show appreciation for someone in your networks.

Following through with a thank you note is something you must do because:

It leaves a good impression. Sending a well-thought-out message that is personal and specific and reiterates what you discussed shows you were present in the moment. 

You will stand out. Not everyone does it! So, when you do send one, you will be remembered and it separates you from the pack. 

It shows how appreciative you are. The most important commodity people have is their time. And when you extend appreciation for those who give their time unselfishly to others, it goes a long way. 

It shows you care. Not only does it demonstrate you actually reflected on the situation, but you establish just how important that person is to you. 

You raise the bar. It speaks to your character that you know how to follow up appropriately and show your thanks. This takes you to a new level of success and enhances your relationships. 

Extending gratitude is healthy. Just as networking is good for your health, those who are gracious toward others tend to display lower rates of depression. Consider performing the Gratitude Challenge, which is a beneficial relationship-building exercise! 

It really is the proper thing to do. You just can’t go wrong by following proper protocol and acknowledging someone else’s kindness. Even if you don’t end up getting the job offer, sending a thank you note to a hiring manager after the interview shows you have class and consideration. And they WILL remember you!

“We make a living by what we get, but we make a life by what we give.” 

Winston Churchill

How to Send a Thank You Note

Extending gratitude is something we are taught at an early age. It is proper etiquette to show when appropriate! Plus, your acknowledgment will be appreciated.

What should you keep in mind to develop an effective thank you note? Consider the following:

Do it within 24 hours. Sending as soon as possible is definitely a habit you should incorporate into your routine which makes it relevant and effective.

Don’t just thank them for their time. Remember – your time is valuable too! Show appreciation for their input on an idea, excellent advice, or something unique that you talked about to demonstrate you were paying attention. And always be sincere when doing so. 

Identify the benefits of the discussion. What knowledge did you gain from the conversation? How can you provide something worthy to a project they’re working on? What value can you add to their company as a job candidate based on what you talked about? Be specific but remember to keep it short and concise. 

Reiterate any next steps. Everyone is busy these days with a lot on their plate, and it’s a good idea to add a reminder if appropriate of what each of you is responsible for following up on.

Include your contact details. Do you know how many people forget this crucial step? Always offer a way to be able to reach back out to you, and include a link to your LinkedIn profile so you can connect if you haven’t already.

Personally, I’m a big fan of a handwritten thank you instead of an email. As said by Margaret Shepherd in her book The Art of the Handwritten Note: A Guide to Reclaiming Civilized Communication: “In fact, a handwritten note is even more vital now than it was a few years ago because it’s less routinely used.”

She goes on to say: “… the handwritten note has an intrinsic value beyond its rarity. It’s not just an antiquarian curiosity, it’s an extremely useful tool.” However, given our fast-paced world of technology, this is just not always realistic as people expect a quick response. But if you do it, you definitely distinguish yourself from others.

Need help writing yours? Download our guide! It includes tips and templates that you can customize to create a personal one that effectively demonstrates your appreciation.

At the end of the day, whatever the reason to express gratitude and how you decide to do it, your message must be personalized and authentic. Do not miss this opportunity! Sending a thank you note is an important step to take and a simple way to help you stand out.