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Formulate a thank you letter: Rules structure & length

What makes a good thank you note? How is it generally structured? We understand that many such questions arise. But: There are no fixed rules. This cannot exist either, after all, such a thank-you letter should be an expression of individual gratitude. It should come from the heart and always be formulated personally. This contradicts every norm letter or standard and Buy Term Paper. However, there are a few recommendations and basic rules that at least optimise the effect of such a thank-you letter:

recipient

The addressee of a thank you letter is always a single person. Never a group. For example, if you were invited to an interview and met several recruiters there, the addressee of the thank you letter is the host alone (as well as the host at the business dinner ).

The host can be recognized by the fact that this person opens and closes the interview, for example. You can also recognize the person by the fact that their signature is under the letter of invitation. If other people took part in the interview, you can also briefly (!) ask the recipient of the thank-you letter to thank them on your behalf. Or you can say “best regards”.

Subject: What are you writing here?

If you send your thank you letter via email, you will of course need a subject line. What are you writing there? Just a “thank you”? Ideally, you should use a neutral subject here, which at the same time makes it easier to classify the mail. For example: “Our interview on DD.MM.YYYY – Thank you!” This is meaningful, but also not pandering.

shape

In a professional context, attention should be paid to an elegant and professional design and layout. A logo or monogram is often enough as a design element. For a graduate and applicant that would be too much of a good thing. Here, high-quality paper and the signature with a fountain pen are sufficient. Your name, company and address should also be on the thank you letter. At the end again date and signature.

Whether you write the letter by hand or on the PC is ultimately a matter of taste. Written by hand, however, seems more personal. Consider what is more appropriate to the occasion. The aesthetics and legibility of your handwriting is also a criterion.

length

Thank you letters should be no longer than half a page. Many words only weaken the core message. And it is a “thank you letter”, not a second application letter ! The rule of thumb when writing a thank you is: There is strength in brevity. It doesn’t take more than half a page or a card.

structure and content

A thank you letter essentially consists of five building blocks, which you can also treat like a kind of checklist:

  1. Salutation
    Always address the host personally. A thank you note NEVER begins with “Dear Sir or Madam”! You should therefore definitely remember the first and last names of those present, better write them down (if the names are prone to errors, ask: “Stephan with ph or f?”). If there is no personal salutation , the thank you letter immediately looks like a mass letter.
  2. Acknowledgments
    Make it clear to your reader in the first sentence that he or she is holding a thank you note. As a rule, you will thank your interlocutor for their time and attention. But also for suggestions, hints, questions that made you think or strengthened your decision (for the job). Example of thanks:
    …thank you very much for the friendly conversation on DD.MM.YYYY. What was particularly impressive for me was the warm-hearted and benevolent atmosphere, which very quickly took away my initial nervousness.
  3. Reference
    Briefly reference the trigger of your thank-you letter: the job interview, a deal, or other meeting. Now, as already mentioned, you can add, correct, and introduce new arguments. Also think about the various details of the dialogue: What do you remember particularly positively? What distinguished this contact from everyday life? You can also accommodate funny situations that arose during communication. However, this is better received if you have known the addressee for a while. Example for the reference:
    Since time is always limited in such interviews, I would like to revisit an aspect of the conversation that I find particularly important: This [state the reference point] was part of a project work in my current position. So I am very familiar with the possible challenges because I have [name necessary skills].
  4. Compliments
    There is also room for small flattery in the thank you letter. But only discreetly, please. You can always say thank you for the “pleasant atmosphere” at the interview, the “hospitality” and the “helpful answers” to your questions . But don’t fall into platitudes and empty phrases. Compliments have to be serious and understandable so that they come across as honest. Example of compliments:
    I was particularly impressed by ____ and the collegial atmosphere. This reinforces my belief that I can actively support you with my skills [name examples, qualifications] with ____.
  5. Closing sentence
    After you have said thank you, you can reaffirm your hope for a cooperation or a continued good relationship in the closing sentence. Again, please don’t overdo it. Otherwise the letter will tip in the direction of pandering. Formulations such as: “I’m sure that we will work very well together.” Or: “I’m already looking forward to my first day at work with you.” That’s too self-confident. Example of a final sentence:
    If there are any questions about my application, I am always available for information in writing or by telephone.
  6. Salutation and signature
    As a salutation in the thank you letter you can – in a very classic way – end with “Best regards”. Or you can get a little more personal by incorporating the company headquarters: “Best regards to COMPANY HEADQUARTERS”. Finally, a handwritten signature is essential. If you send the letter by e-mail, this should not be missing either. A scan of your signature, which can be digitally inserted, helps here and pay for writing an essay.

Nobody can escape the psychology of thank-you letters

Of course, a thank you letter is never completely unselfish. Whether you’re acknowledging the recipient ‘s time, trust , or effort, a thank-you letter increases the chances that you’ll be able to use it all again at some point in the future. And consciously and honestly also calculating. You have to admit that letters of thanks are always a game with the so-called reciprocity effect .

Of course, every HR manager knows that you wrote the thank you letter as a means to an end. Nevertheless, we consider letters of thanks to be extremely effective and recommendable, especially in the application process. All recipients appreciate the effort you put into formulating and writing a thank you letter. They cannot escape the subtle psychological effects. Especially when the sender writes the thank you individually and originally and says thank you in a noticeably honest (!) way.

 

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