A follow-up letter is a necessary part of a job interview.
Do you know that most applicants don’t send a post-interview thank-you letter?
Even if you think an offer is in the bag, you can always improve your chances of getting the job if you send thank-you notes. Your letter should reiterate your core strengths and emphasize the value you offer. You can even squelch any concerns the employer raised about your qualifications and add important information you didn’t get to discuss in the interview.
Check out this sample thank-you letter:
14 Elm St. Sometown, CA 55555 555-555-5555 [email protected]
Ms. Amy Lin
1 Corporate Way
Sometown, CA 55555
Dear Ms. Lin:
Thank you for meeting with me this morning to discuss the executive assistant position. I enjoyed our conversation, and I am very excited about the possibility of joining your team.
I know what it takes to run a busy and successful insurance office. In my last position as an administrative assistant for XYZ Company, I helped manage all aspects of the operation, handling tasks such as bookkeeping, customer service, claims processing, report preparation and ongoing communications with the district manager.
You mentioned that you need an assistant who has strong “people” skills, and this is an area in which I excel. At XYZ Company, I helped the manager build a loyal client base by consistently providing excellent service. My last supervisor said, “John is one of the hardest-working employees I have known. His friendly and professional customer-service skills helped the firm achieve a 20 percent revenue increase last year, and I couldn’t have done it without him.”
I don’t see the executive assistant role as a punch-the-clock, 9-to-5 job; I will be your “right hand”—helping you manage the day-to-day operations, volunteering for special projects, and ensuring the company is positioned for growth and increased profitability.
Again, thank you for considering me for this exciting opportunity. As you requested, I’m enclosing a list of professional references. Please feel free to call me if you need additional information, have any questions or would like to offer me the job! Thank you for your time, and I look forward to hearing from you.
Enclosure: List of References
Gratitude is always welcome, but before you can start sending out a few good thank-you notes, you'll need to nab some job interviews. Not sure how to get started? We can help. Join Monster today. As a member, you can get job alerts sent directly to your inbox, plus you can upload up to five versions of your resume and cover letter. Recruiters search Monster every day looking to fill top jobs with outstanding candidates—just like you. Get your stationery ready (we'll also be expecting a note).
A business thank you letter, whether hard copy or email, builds and maintains relationships in the professional world. It’s important to let colleagues, employers, vendors, networking contacts or other individuals know that you value their time. In any business arrangement, the initial meeting is only part of building a connection. Sending a business thank you letter is a great way to build rapport with your contact and communicate your intentions for the future. Here are some examples of when to send business thank you letters:
Thank you letters show potential employers, colleagues and other business contacts your dedication to the professional relationship. Other benefits of expressing your gratitude in this form include:
It demonstrates professionalism. Showing your contacts respect in your interactions will foster business relationships.
It is an act of courtesy. Basic etiquette calls for sending thank you letters to individuals you conduct business with. Even in situations where the recipient does not expect a note, the act of sending it will let your contact know that you care about your relationship.
It will make you memorable. Positive gestures toward others will help them remember you. This kind of act could be a deciding factor in whether you get a job or contract. If you send thanks to contacts, it may make them more likely to help you in the future.
It is another opportunity to promote yourself. After conveying your gratitude, you can further promote your goals and qualifications. Restating your qualifications will let your recipient know that you are a valuable contact and are ready to work with them.
It maintains communication. Sending a note of thanks can extend a conversation beyond the interview or meeting. Remaining in the contact’s mind could make you the first choice for a professional opportunity.
Related: Guide to Writing Thank You Notes
Aim to be prompt when sending a letter of thanks. A thank you note immediately following a job interview, for example, shows your desire to get the job. Sending a thank you letter after your company bids on a contract shows the organization that you want their business. No matter the occasion, a quick follow-up is best for sending thanks.
Once you have decided to send a thank you note, follow these steps:
A handwritten letter is more personal and shows dedication. However, a mailed letter can take up to several days to arrive at its recipient. Some occasions like job interviews may be time-sensitive, in which case an email is better.
If you interviewed for a position with an HR manager, thank that person directly. If you meet with a team, thank each individual separately. Sending a unique thank you to each person shows that you value the relationship. It will also help ensure you receive a response from the appropriate person. For instance, if you interview with a group, having a unique response to each person will ensure the main decision maker receives your message.
If you send a hard-copy note, write neatly. For typed letters, use a standard font like Arial or Times New Roman in 12-point size. Carefully proofread to avoid spelling and other grammatical errors.
Business thank you letters are forms of professional communication, so it is best to avoid colloquialisms or other informal figures of speech. Maintaining clear, direct language will show your communication skills and earn the respect of others.
Example: “Hello Greg, I enjoyed our talk yesterday. I believe it will be helpful in our work on the construction project.”
Use Dear Mr., Mrs. or Ms. as needed, followed by their last name. You may also use their full name. If the recipient is an acquaintance, it is appropriate to use only her first name.
Let the reader know immediately why you are writing. Professionals are usually busy, so it will help if they can get right to your point.
Example: “I am sending this letter as thanks for organizing the client files last night.” Or “I want to convey my gratitude for introducing me to your equipment supplier.”
Referencing earlier conversation points lets the receiver know you actively participated in the meeting, and adds a personal touch. Choosing the points most relevant to your goals will help ensure the recipient responds to the issues that affect you most.
Example: “I appreciate your insights into the company’s upcoming plans to renovate your offices. I believe my contracting firm is well equipped to handle the job.”
A thank you letter can be more than a display of gratitude. It can also be an opportunity to talk about your desirability for a position or other interactions.
Example: “I am grateful for the chance to interview with your company. With my dedication and attention to detail, I know I have the skills to succeed in copywriting.” _Or “I appreciate your first order from Langley Textiles. I am confident that my company can continue providing the products you require.”_
The thank you letter allows you to reiterate your desire for future contact. It is much easier for people to offer you assistance if they understand what you want or need.
Example: “I very much hope to join your law firm as a conflicts analyst.” _Or “I hope to hire a roofer for the new office building next week.”_
Let your recipient know that you are ready to take the necessary measures for a continued relationship by asking a question regarding next steps. This question will also give you a timeline for what to expect later on. Knowing this information can help you plan if there are other measures you can take.
Example: “When do you expect to hire a candidate for this position? Please let me know if there is anything else I can do to aid your decision.”
Thank the recipient again for the interaction that led to you writing the letter. Follow this last item with a proper closing (ex: “sincerely” or “gratefully”) and your signature. If you’re sending an email, typing your name is appropriate.
If sending a hard copy, make sure to mail it promptly. You can also hand deliver the note to a front desk if possible. Emails are the quickest method, and promptness is key in business communications. A fast follow up is more likely to have a strong impact on the reader.
Use the following examples to guide you when writing business thank you letters.
Dear Ms. Paulson,
I would like to thank you for meeting with me yesterday regarding the new accounts. My firm is excited to provide you with our document review services. I am confident that our 30 years in the legal business make us an ideal vendor for your needs.
You noted yesterday that you need us to review a minimum of 1,000 documents per month. Our team of eight dedicated analysts will certainly provide you with the level of work you require. We pride ourselves on attention to detail, diligence and timeliness. These skills will ensure your satisfaction with our firm. Can you tell me if there is an opportunity for more work after this contract is completed?
Again, I am grateful for your time and that you have chosen us for your business. I look forward to developing this working relationship with you.
Thank you so much for your assistance in decorating the office for the holiday party. I know you stayed late to get everything in order, and I appreciate your dedication. The holiday party is an important opportunity for the whole team to socialize together. Having a great location and atmosphere is crucial to the experience and your help made it possible.
I look forward to working with you on many more successful events throughout your time at the company.
Dear Abdul Kahn,
Thank you for introducing me to Leanne Jones yesterday. Your introduction showed faith in my professional qualifications, and I am sure that your recommendation will greatly benefit my relationship with Ms. Jones.
As you know, I am seeking employment, and Ms. Jones’ software engineering company is ideal for my skills and training.
I know your extensive experience in the software development business has provided you with many valuable contacts. I am grateful that you thought to include me in your professional network. Please keep me in mind for any future introductions.
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Sample “Thank you” Letter for After the Visit. Download and open a Word version of this letter so you can easily make your changes!.
Sending a simple thank you letter goes a long way in strengthening strong and long-lasting business relationships. You might write to a hard-working employee that shows dedication and commitment to your business. Or you might write to a loyal customer who continuously repeats purchases with you. Whoever you want to thank, it doesn’t matter. Expressing your gratitude in writing makes the recipient feel good. And, by doing so, you nurture continued loyalty to your business.
Sending out thank you letters to customers, clients and colleagues becomes a powerful way to secure an ongoing business relationship. Showing gratitude in turn encourages your top customers to sing your praises to others. This could happen through online reviews, on social media and through word of mouth.
An estimated 62% of consumers search online reviews and information before purchasing a product. So the importance of sending a thank you letter becomes clear.
If you find yourself unsure how to compose a thank you letter, don’t worry. Take a look at the following 5 best thank you letter examples.
Show your customers you are grateful for their business. And subsequently encourage them to keep doing business with you instead of going elsewhere. Sending your faithful customers a thank you letter cements your business relationship.
Thank you letters become even more appreciated by customers if they offer a reward. For example, try offering a discount voucher. Such rewards act as a lucrative incentive for customers to purchase from you again.
Your customer thank you letter could look something like this:
Dear [insert name],
On behalf of [insert company] I would like to say thank you for being a loyal customer. It has been a pleasure serving you and supplying you with [insert appropriate products or services] and we hope that we can have the pleasure of providing for you for many more years to come.[Name of business] is committed to providing our customers with only the highest quality of [name of products or service] delivered through impeccable customer service.
As proof of our appreciation for your loyalty and ongoing support, we would like to give you a 20% voucher off your next purchase with us.
Once again, thank you for your ongoing business and we look forward to serving you in forthcoming months.
Best regards,[Insert your name] [Insert your function]
Quality, hard-working and dedicated employees don’t grow on trees and should be thanked to show that you recognize their hard work and loyalty. Sending a thank you letter is a personal, simple and cost-effective way to show your recognition and appreciation of your most prized company assets.
Dear [name of employee],
I would like to say thank you for all your hard work this year.
We couldn’t have got where we did this year without your ongoing dedication, commitment, creativity and talent.
Since joining the business in [year] you have gone from strength to strength and are a true asset to our company and our clients.
I look forward to working with you for many more years to come.
Best regards,[name] [title]
The run up to the Christmas vacation can be the perfect time to send your regards and best wishes for the holiday season and the New Year to colleagues, clients and customers.
If you’re struggling with the right words to use on a festive thank you letter, here’s template you might want to use.
Dear [name of recipient],
As the festive season approaches, on behalf of [name of business] I would like to say thank you for all the support and commitment you have shown to us in the last 12 months.
You are an exceptionally valued [member of our team/customer/client] and I would like to send my personal thanks for your continued support.
We consider you as a friend of [name of company] and extend our warmest wishes for good health and festive cheer.
It is people like you that have helped our business get where it is today.
I hope you and your family have a magical Christmas and a Happy New Year and I look forward to doing business with you next year.
Best wishes[name] [title]
The arrival and prolific growth of remote, digital forms of communication has not stamped out the yearning for personal, face-to-face meetings. In fact, research shows that around 9 in ten people say small meetings are their favorite method of communication.
For clients that have taken the time and made the effort to visit your business, it is important they are adequately thanked.
Your thank you letter for client visitations could read something like this:
Dear [name of client],
On behalf of [name of company] I would like to thank you for taking the time to visit us on [date of visit].
We felt the meeting was extremely valuable in getting to know you better and securing some solid goals on how we are going to proceed with the campaign [or type of service] in the forthcoming months.
We hope you got as much out of the meeting as we did.
I look forward to our next catch up and, in the meantime, if you have any questions or queries, please don’t hesitate to get in contact with one of our team.
Thank you and best wishes.
Kind regards,[name] [title]
Customer service departments can be the backbone of a business, the department that often gets the most flack and the least rewards.
Make sure you give your hard-working customer services’ team the recognition and thanks they deserve by sending them a personal letter of thanks, which could read something like this:
Dear [name of employee],
As a valued and hard-working member of our customer services department I would like to thank you for all your hard work and being such a key face behind our company.
The business has had great reviews and feedback in recent months, positivity that has been driven by our always-smiling and never flustered customer services team.
You are a vital member of our customer services department and I would like to say thank you and hope you remain part of the team for a long time to come.
Once again, thanks for your hard-work and commitment in what I know isn’t always an easy job.
Best wishes,[name] [title]
Photo via Shutterstock
Sending Customer thank you letters can give you
a real advantage over your competitors.
These days, consumers routinely receive automated voice mail and email messages from the businesses who serve them.
Most of these get little notice.
But handwritten thank you notes get customers' attention.
They allow you to make a more personal connection with them.
Making this kind of connection with customers will often lead to increased business and referrals.
Not a bad return, for the price of a piece of stationery, a stamp and a few minutes of your time.
Below you'll find several customer thank you letters that you can personalize for most any business client.
Dear Ms. Morrison:
I just wanted you to know that we truly enjoy working with you and feel honored to be your chosen (type of business) ex. (dry cleaner).
Your business is much appreciated, and we will do our very best to continue to meet your (type of service) needs.
Your continued patronage and suggestions are a vital part of our growth. And for that, we are most grateful.
Thanks again! We look forward to serving you for many years to come.
The growth we’ve experienced over the years is because of customers like you, who faithfully support our business.
We appreciate your trust, and we’ll do our best to continue to give you the kind of service you deserve.
Thanks again, for your business.
Dear Mr. Thompson:
We appreciate your recent order for the (name of product)
(ex. Samsung SCX digital copy machine).
We value your trust in our company, and we will do our best to meet your service expectations.
Rest assured, with its (include a few product specs), your (name of product)
will help to increase the productivity of your staff.
Your purchase also includes (______________) (ex. a standard 90 day warranty) should a problem arise.
Thanks again, for your order. If you have any questions, please don’t hesitate to call me.
Dear Ms. Carlysle:
Thank you for taking the time to tell us why our service failed to meet your expectations.
We value your business, and would like to address your concerns as quickly as possible.
I understand your frustration, and I sincerely apologize for any inconvenience we have caused you.
Please know that I will personally be handling your case, and will be in contact with you on a regular basis, until this issue is resolved to your satisfaction.
It is my goal to restore your confidence in our company by solving this problem and preventing it from happening again.
Thank you again, for your honest feedback. I hope to have the pleasure of serving you again in the future.
Dear Ms. Williams:
We are pleased that you have chosen our showroom for your furniture purchase. We hope you are enjoying the convenience, quality, and affordability of your new futon.
Isn't it nice to have a piece of furniture that is actually two pieces in one? Even in limited space, you can offer your out-of-town guests a comfortable place to sleep.
Your new futon comes with a special one-time offer. As a special gift of thanks to you, we have ordered four beautiful throw pillows in accenting colors to your futon. They have now arrived and are ready for pick-up. Drop in any time this month to get them.
And, were you aware that we also sell coffee tables? A new shipment in many beautiful colors and elegant styles has just arrived.
I'd like to personally invite you to come and see the selection. I'm sure that we can help you find the perfect table to match your futon.
Want more customer thank you letters?
If so, check out our customer appreciation notes page.
For notes you can use in your business, please see our business thank you notes page .
If you need a quick phrase for a client thank you card, you'll find plenty of them on our business note thank you phrases page.
Return from Customer Thank You Letters to Thank You Note Examples and Tips Home
Customer Thank You Letters, Business Thank You Notes, Thank You Note We value your trust in our company, and we will do our best to meet your service.
123 Main Street
Anytown, CA 12345
September 1, 2018
123 Business Rd.
Business City, NY 54321
Dear Ms. Lee,
Thank you for sharing your professional expertise with me during our discussion today. I consider you to be one of my role models in our field, and I am more than grateful for the time you spent reviewing my career objectives and recommending strategies for achieving them.
I especially appreciate your offer to connect me to others in your network. I plan on following up with the contacts you emailed me right away. I have also begun to reach out to local professionals using the online networking resources you recommended to accelerate my job search.
Any additional suggestions you may have would be welcome. I'll let you know how my career search progresses.
Again, thank you so much for your help. I greatly appreciate the assistance you have provided me.
Nov 15, 2018 How to Write a Great Follow-Up Email After a Meeting Saying “Thank you” is usually a given in follow-up emails, so why even mention it?.
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