How to Compose the Perfect Thank You Email
Thank you emails are of massive importance in the business world. Sometimes, they're what allows the receiving party to see just how serious we are. Whether you're sending the email as a follow up after a job interview or as a token of appreciation to a client or another professional who has provided you with valuable help, the way you compose the email is almost more important than the email itself.
Here are some tips on how to craft the perfect thank you email.
1. Treat Your Email like a Handwritten Note
Handwritten notes have fallen out of favor in recent years. Nothing beats the ability to send something instantly and directly to a recipient. That's why we use emails instead. The reality of the matter is that many professionals still enjoy receiving handwritten notes, even though this isn't always a feasible option. A great compromise is to treat an email the same way you would treat a handwritten note. This means no abbreviations, and certainly no emoticons. To help conceptualize an email with the qualities of a handwritten note, start by writing a rough draft on paper. If it looks like something you'd send by traditional mail, type it up into an email.
2. Play Your Strengths
If you've already spoken to this individual in person, you had your chance to make a powerful first impression. Your email should be in line with the impression that you made. Choose a few points to reiterate that highlight your strengths. For example, as a thank you in response to a job interview, mention the things that your interviewer appreciated. "I'm confident that my experience working with X Company will be greatly beneficial for your projects."
3. Make Sure Your Email is Original
A quick google search for the terms "thank you email" will generate hundreds of templates. People actually use these templates to send thank you emails. This means the person you're sending the email to will notice that it's similar to other notes they've received in the past, making you seem less genuine. If you use a template as a style guide, make sure you compare the finished product to the template. You don't want the template to be recognizable in the final draft of your email.
4. Avoid Cliché Phrases
Every word of your email should have real meaning. If it doesn't, you're wasting your time as well as the recipient's time. Overused phrases and professional clichés don't convey anything – they're just filler words that make an email appear longer. You want a thank you email to come across as genuine. If you write it as a formality, it will read like a formality. If you want the person on the other end of the screen to remember you, your email should distinguish who you are.
5. Don't Overdo It
It's always a good idea to send a thank you note. While the thank you email itself is the perfect gesture, bombarding someone with follow up emails is not. If you're waiting for a business decision, allow the individual responsible for informing you of that decision up to two weeks to get back to you before sending an inquiry. Send one follow up, and if they don't get back to you, move on. Frequently emailing someone hoping for a response can feel overbearing, and that can send important people running in the opposite direction. Always make sure to double (or triple) check an email for spelling errors or grammatical issues before you hit send. You can't take the email back, so you need to be positive that all is well before you click a button that can't be unclicked.
What strategies do you use when sending thank you emails? Share in the comments.