In reality, thank you letters are among the most important letters we will ever write. Whether business or personal, an effective thank you letter needs to be written with sincerity, tact and sensitivity.
Following are a few tips that will help you whenever you encounter thank you letter situations in your business or personal life.
1. Make Sure It’s Appropriate
One of the main issues with respect to thank you letters is to know when to send one. As a general rule, I would say better to be safe than sorry. However, make sure there is something noteworthy about the situation. A thank you letter for a routine situation doesn’t make sense and dilutes their meaning.
2. Write It Promptly
It is always best to send a thank you letter as soon as possible after the event for which you are doing the thanking. It will help with the level of sincerity in your letter if the event is still fresh in your mind. In any case, a delayed thank you letter will seem like an obligatory afterthought to the recipient.
3. Make It Short and Direct
Get straight to the point and never exceed one page. Thank you letters should be short, direct, sincere, and to the point. In business situations they will always typewritten, but personal thank you letters can be hand-written or typed, as appropriate to the situation.
4. Make It Personal
By definition, a thank you letter is a sincere personal gesture from one individual to another. It should be expressed as a heartfelt personal sentiment, even when written in a business situation. At the same time, strive to be balanced in approach and don’t be overly effusive.
5. Always Write it To One Person
Always write your thank you letter to an individual, not an organization or group. Even if it’s a situation where a group is involved, write your letter to the senior person in the group and/or the group spokesperson. Ask that person to please pass on your sincere appreciation to the other people in the group, and name them in your letter if possible. (Contrary to advice given by certain so-called experts online, in my experience, writing a group letter is never appropriate and achieves little or nothing).
The bottom line on thank you letters is “make it appropriate and sincere”, or there really is no point in sending one.
Sending thank you letters when appropriate is important in both business and personal life. Individuals and companies that do not send thank you letters can be viewed as ungracious and perhaps not worthy of future good deeds or special treatment.
So, whenever it’s warranted, make sure you send an appropriate and sincere thank you letter. Invariably, thank you letters will be very well received and appreciated by recipients, and the sender’s reputation is generally enhanced in their eyes.