1. Thank You Notes in the Workplace A Guide for Professional Etiquette Georgia CTAE Resource Network Instructional Resources Office Written by: Dr. Frank Flanders and Amanda Stephens April 2009

2. Essential Questions Why is it important to write thank you notes? What would be an inappropriate follow up for a job interview? Can there be too much follow up after a job interview? Explain.

3. Ways to Follow Up Hand-written thank you note Typed thank you letter Email –Sometimes email is not appropriate. Use discretion. Phone call After a job interview, a follow up is important. For instance, a:

4. In this lesson, we will discuss how to write a hand-written thank you note.

5. Importance Why should I write a thank you note? –Demonstrate that you have good manners –Show appreciation for the employer’s interest in you –Reiterate your interest in the position –Remind the employer about your qualifications for the position

6. Importance Handwritten notes are becoming rare as technology advances. –They show that you took extra time and thought –Handwritten notes are usually appreciated and get attention

7. Things to Remember Promptness Content Revision

8. Promptness Write the thank you note the day of your interview Mail by the next day –This ensures the note is received within 72 hours of the interview Promptness shows you are responsible and efficient

9. Content: How to Write a Thank You Note 1.Date/Greeting Write the date at the top, right hand corner Greeting Example: Dear Mr. Smith, 2.Express your appreciation (about one sentence) “Thanks for taking the time to meet with me about the account executive position yesterday.”

11. 3.Express interest “The job seems like a very good match for my skills and interests. The strategies you outlined are just my style. I know I will be successful as well as enjoy the job.” 4.State why you are qualified List any personal qualities, education, and/or experience you have that will enable you to succeed in this position “In addition to my 8 years of experience in your industry, I will bring strong writing and leadership skills to your team.” Content: How to Write a Thank You Note

13. 5.Closing Mention the future “I look forward to hearing from you.” Reiterate your appreciation “Thank you for your time and consideration.” Sign-off “Sincerely, (Your Name)” Content: How to Write a Thank You Note

15. Revision Proofreading over your note is extremely important –Grammatical errors reflect poorly on your abilities Write a draft of your thank you note first Review the draft several times, checking for grammatical errors

16. Revision Be sure to check the tone of your writing If possible, have another person read over the note –They may see mistakes you did not see –They can give another perspective for improvements Transfer your draft to the thank you note you wish to use and promptly mail it Good penmanship is important!

17. Choosing a Thank You Note It is important to buy good, quality stationery –Personalized stationery looks very professional Be sure to choose a thank you note that is appropriate

18. Which of these thank you notes do you think is appropriate for a job interview follow up?

19. Other Reasons to Write a Thank You Note: When you receive a gift: –Birthday, anniversary, Christmas, wedding, etc. Award/Scholarship When you visit someone’s home –Dinner party –Houseguest

20. Activity Time Lets write a thank you note!

21. 1.Date/Greeting Write the date at the top, right hand corner Greeting Example: Dear Mr. Smith, 2.Express your appreciation (about one sentence) “Thanks for taking the time to meet with me about the account executive position yesterday.” 3.Express interest “The job seems like a very good match for my skills and interests. The strategies you outlined are just my style. I know I will be successful as well as enjoy the job.” 4.State why you are qualified List any personal qualities, education, and/or experience you have that will enable you to succeed in this position “In addition to my 8 years of experience in your industry, I will bring strong writing and leadership skills to your team.” 5.Closing Mention the future “I look forward to hearing from you.” Reiterate your appreciation “Thank you for your time and consideration.” Sign-off “Sincerely, (Your Name)”