Make a Positive Impression with Handwritten Thank You Notes

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There will come a time in your career when someone will do something special for you. It could be anything from buying you lunch, to passing along a job lead or introducing you to a new client. When that happens, it’s up to you to show your gratitude.

But in our busy workdays, how many of us think to write a thank you note and actually take the time to do so? Even if we do think about it, how many times have you sat staring at the blank page wondering what to say?

It helps to work from a formula to get the task done quickly, efficiently, and with sincerity. Be sure you use professional quality note cards or stationery to write your message. Most thank-you notes I write contain three sentences: a thank-you intro, detailed sentence, and a closing remark.

First sentence: Thank the recipient for the gift, meeting, gesture of kindness, advice – whatever they did for you.

Second sentence: Explain why you appreciate the gift, meeting, advice or gesture.

Third sentence: Reiterate your interest in the job, client or product offering, or mention something specific about what you learned.

Closing sentence: Close the message by offering to return the favor, or how you plan to use the gift.

Example 1:   Thank you for giving me the opportunity to interview for a Customer Service Associate with XYZ Company. I enjoyed talking with you and learning more about your organization. Based on what I learned about XYZ, I feel my skills and experience would be a strong match for your needs. I welcome the opportunity to answer any further questions you have about my background.

Example 2:  Thank you for joining me for coffee last week. I enjoyed our conversation and appreciated learning about your company’s latest product innovations. I believe your new products will meet the needs of an underserved market. If there is anything I can do to help you promote these products, please contact me.

I have always preferred handwritten notes better than email. Handwritten notes show that you’ve taken the time to THINK about what you are writing. Because so few people are likely to send thank-you notes, let alone write them by hand, they’re more likely to make you stand out and make you more memorable.

Emailed messages are likely to get lost in the in-box, and texting is too informal that recipients may not take your expression of gratitude seriously.

If you’re looking to make yourself stand out to potential employers, clients or business associate, sending a thoughtfully-crafted, handwritten thank-you note may be the very tool you can use to make a strong, positive impression.

Practicing Gratitude in Your Work Life

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One of the most memorable “gifts” I received during my career was a greeting card for Thanksgiving from a printing vendor. The message on the card was simple, yet powerful. “At this time of Thanksgiving, we want to express our gratitude for your business.”

The fact that I received this greeting card in November before Thanksgiving and before the usual rush of cards and gifts in December made it stand out. The message from my vendor came across as sincere and more thoughtful because it did not get lost in the rush of the holiday season.

November is a month to remember our blessings and express gratitude for the things we have and the people who share our lives. That makes it the ideal time to express our gratitude in our work lives, whether it’s sending thank-you notes to our vendors and associates, or buying a cup of coffee for a co-worker to show appreciation for their efforts on a work project.

Before the holiday rush sets in, think about what you are grateful for, especially in your work life. It could be anything from the technician who fixes your smart phone to the indispensable assistant who makes your business run smoothly. Maybe it was a former boss who gave you good career advice or a teacher who encouraged you to keep writing.

If you are not sure what you are grateful for, try this exercise. On a piece of paper, jot down at least five things or people you are grateful for in your business. I think you’d be surprised at how many people have helped you become the successful business person you are.

One of the most powerful means of communicating gratitude is thank-you notes. I believe the most effective, and most memorable, are handwritten because I think they come from the heart. In an age when emails and texts dominate the communications landscape, handwritten thank-you notes are often overlooked. The handwritten thank-you notes I’ve received from bosses and other business associates always made me feel deeply appreciated, and they confirmed that I was doing a good job. I still keep a few and re-read them whenever I feel in doubt of my abilities. I will write more about thank you notes in an upcoming blog post, so stay tuned.

Other outward expressions of gratitude may include healthy treats like a fruit basket, gift cards, a cup of coffee, while other forms of gratitude, such as personal affirmations, prayers and meditation, are more private.

Even just verbally saying, “Thank you for your hard work on this project. I couldn’t have done it without you” goes a long way toward establishing good will and respect, and reflects positively on you and your business.

At this time of Thanksgiving, take the time to be grateful for every person and every situation that have served you well in your career. Of course, saying “please” and “thank you” should always be part of your everyday business vocabulary.