Sweats to Suits Your transition from campus to the workplace

Getting to Know You

One of the perks of my MBA program is having the opportunity to select a mentor from an esteemed group of nearly 250 Dallas area business professionals.  We attend several Meet and Greet sessions with a cross section of these individuals in order to narrow down the list and identify a few “candidates” who may be able to advise us in our future career pursuits.

Needless to say, I have been doing A LOT of schmoozing in the past two weeks.  Between these interactions, the student follow up related to our campus career fair, and in coaching my sister-in-law through the tail end of her job search process, I have been writing my own thank you notes and helping others craft theirs.  I thought you might also benefit from a review of what to include in a thank you letter.

THANK YOU LETTER WRITING TIPS

Electronic vs. hand-written

Some employers prefer to receive a hand-written thank you letter/card. That said, it is completely appropriate to send the thank you letter via email if you have the person’s email address. Some employers may consider email less personal, but it may be your only option if a hiring decision will be made quickly. I have heard others advise that the email thank you letter should be written as if you were mailing the letter, but this really depends on the nature of the relationship and the reason for the letter.  Personal story: as a recruiter, I probably checked my snail mail every other week because I was either on the road or busy.  When in doubt, send an email thank you.

When should you send it?

Send your thank you within 24 hours of the interaction! Prompt follow up demonstrates your enthusiasm for the position (or appreciation for the guidance/assistance he or she has provided you) and your ability to follow-up on potential future tasks or assignments.

What type of paper or stationery should I use?

Use resume paper and matching envelopes or professional thank you notes if mailing.  Keep a stock of high quality thank you cards on hand.  The presentation of your letter or note demonstrates your professionalism.  The same goes for an electronic letter – make sure your email signature and any headers look professional.

What if I have lousy penmanship?

If you write like a first-grader, then you should probably email your thank you message.  This may seem like a crazy idea, but you could also locate a typewriter (they still exist – mostly in libraries and administration offices) and type on to the card itself.

To whom should I address the letter/card?

Always address your letters to a specific individual. Spell the name correctly, and make sure you have the correct title and business address. Collecting business cards (and noting email signatures) from all contacts throughout your job search or networking process is the best way to verify contact information.

Do I have to send a separate one to each person with whom I met?

Essentially, you should send a thank you to anyone who has assisted you with any step in your job search process.  Write each thank you letter separately, even if you follow a similar format for each person involved in your interviewing process.

What should I include in the letters/cards?

The letter should specifically highlight what was discussed in your conversation and reiterate your interest and qualifications. Here’s an example: During our discussion, you impressed upon me that the person who takes on this role should be outgoing, organized, and possess strong attention to detail. Keeping this in mind, I feel that my ability to establish and maintain relationships, my goal and results-oriented attitude, my focus on the details, and my well-rounded personality are factors that differentiate me from other candidates, and make me well suited for the position. The writer provided examples of how he/she demonstrated these strengths in another part of the letter, but made sure to drive the points home in the end.

A few final thoughts:

·       Be brief, (no more than 2 to 3 paragraphs) and make sure the letter is error-free. Have someone proofread it for you just to double check.  If you plan to send a handwritten card it can be helpful to write or type your thoughts out before writing your message directly on to the card.

·       Be honest and sincere.  Always be able to support claims with evidence.

·       Make an effort to personalize your thank you letter/note as much as possible.

·       Express your appreciation for your contact’s time and consideration. Refer to the interview date (date you met) and the position for which you were interviewing if applicable.

·       Reiterate how your qualifications and experiences match what the employer is seeking.

·       Confirm your interest in the position and use the opportunity to provide or offer supplemental information that was not discussed, or anything you want to clarify.

·       Even if you are applying for an internal position in your organization, you should still send a prompt thank you!

Other resources

Thank You Letter Samples and Guidance

FAQs About Thank You Letters

How to Compose an Effective Cover Letter

Career Blunder (Thanks for Nothing): One of my out of state relatives (who we’ll refer to as Jessica) recently shared this story.  Jessica was invited to a family friend’s wedding and bridal shower.  Jessica was unable to attend the shower as she was attending another wedding that weekend, but she did send a nice gift that was beautifully wrapped (or so she said).  The bride sent Jessica a thank you note after the shower, which read, “Thank you so much for the lovely gift.  I can’t tell you how much I enjoyed visiting with you at my shower!”  Yikes! While not a career blunder, this is DEFINITELY a thank you blunder since Jessica very clearly didn’t attend the wedding shower yet the bride acknowledged her non-existent presence.  Moral of the Story: If you are sending job (or wedding) related thank you notes en masse, proofread them AND get a second set of eyes on those notes!