CSO gets numerous inquiries asking whether it is appropriate to send a thank you letter in a variety of circumstances. Hint: If you have to ask, the answer is usually yes. Thank you letters are simple, quick, and worth the effort. Here are some common questions and answers for your thank you letter dilemmas.
When should I send a thank you letter?
- Always send a thank you note after any interview, whether the interview is at the firm/organization’s office or is a screening interview for on-campus recruiting. There are no exceptions. Send a thank you note to each interviewer. If you work with a recruiting coordinator, send a note to him or her as well.
- Interviews are not the only time when you should send a follow-up note. Any time a professional takes time to meet with you, helps you make a connection, serves as a reference, or writes a letter of recommendation on your behalf, you should send a thank you message.
- The sooner you send a thank you note the better, as employment decisions are often made quickly. The rule of thumb is to send the note within 24 hours of the interview or event.
Should I send a thank you letter by handwritten note or email?
- You can send a handwritten note (preferred) or a follow-up email, depending on the situation. If you have reason to believe the employment decision will be made quickly, go ahead and send a follow-up email the evening of the interview or the next morning.
What should the format and content of the letter be?
- Handwritten thank you notes are considered more personal than emails, but the content should still be professional. You should include a formal greeting (Dear Mr./Ms. __________) and closing (Sincerely/Best/Regards), just as you do with emails and cover letters.
- Always add a couple of sentences to personalize the thank you letter so it does not read like a generic note. Focus on what you learned from this particular person about the specific position or organization you are interested in.
- Make sure before you send anything that it is free of errors and addressed to the correct person. Collect and keep business cards so you have the correct contact information and do not miss anyone.
- Keep a pack of blank thank you cards at the ready during recruiting season as you do not want to make last minute trips or be delayed during an already hectic time.
- If you type the letter, make sure to use the same business letter format set forth in the Cover Letter Guide on Symplicity, and sign your name by hand.
This information, plus some examples, are located under your Symplicity Resources called the Thank You Letter Guide. Take a look for some additional information.
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Tagged: cover letters, employers, interviewing, job search strategy, professionalism
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