When And How to Write a Thank You Letter or Email

Harold Robert Meyer /The ADD Resource Center –  http://www.addrc.org/  646/205.8080           07/24/2024

When to send:

• After a job interview
• Upon receiving a gift
• Following a significant favor or act of kindness
• After attending a social event (e.g., dinner party, wedding)
• Upon receiving a scholarship or award

How to write:
Timing: Send within 24-48 hours of the event or receiving the gift

Format: For formal situations (job interviews, professional contexts): Use a letter or formal email
For personal situations: A handwritten note or casual email is appropriate

Structure:

• Greeting: Address the person by name
• Express gratitude: State what you’re thankful for
• Add specific details: Mention how their action/gift impacted you
• Look ahead: If relevant, mention future plans or interactions
• Reiterate thanks: Close with another expression of gratitude
• Sign-off: Use an appropriate closing and your name
• Keep it concise: Aim for 3-5 sentences for emails, slightly longer for letters
• Proofread: Check for spelling and grammar errors before sending

Timing:

• Professional contexts: Within 24 hours is ideal
• Personal situations: Within a week is generally acceptable
• Exception: Wedding gift thanks can be sent up to 3 months after the event

Format Details: a) Letter:

• Use high-quality stationery
• Write in blue or black ink if handwritten

Include your return address and the date 
b) Email:

• Use a clear, professional subject line
• Ensure your email signature is up-to-date

c) Greeting: “Dear [Name],” for formal letters
“Hi [Name],” for casual emails  d) Express gratitude:
Be specific about what you’re thanking them for
Show enthusiasm in your language  e) Add details:
Mention how you’ll use a gift
Reflect on a meaningful conversation from an interview
Describe how their support made a difference  f) Look ahead:
For job interviews: Reiterate your interest in the position
For personal thanks: Express hope for future meetings or conversations  g) Closing:
Formal: “Sincerely,” “Best regards,” “Yours truly,”
Informal: “Best wishes,” “Warm regards,” “Thanks again,”

Tone and Style: 

• Match the tone to your relationship with the recipient
• Be genuine and sincere in your expression
• Avoid overly flowery language or excessive flattery

Additional Tips: 

• Personalize each letter; avoid generic templates
• If thanking multiple people, send individual notes when possible
• For group gifts, mention each contributor by name if known
• Keep a record of gifts received and thanks sent to avoid oversights

Common Mistakes to Avoid:

• Misspelling names or using incorrect titles
• Focusing too much on yourself instead of the giver’s generosity
• Being too brief or impersonal
• Mentioning gift values or comparing gifts

Digital Etiquette:

• E-cards can be appropriate for casual thanks
• Social media thanks are generally not sufficient for personal gifts
• Consider the recipient’s preferences (e.g., some may prefer a phone call)

Samples: For sample letters, a reliable source is Emily Post’s Etiquette website. They offer examples for various situations, including professional and personal contexts. You can find these samples at https://emilypost.com/advice/complete-guide-to-writing-thank-you-notes
This resource provides templates and guidelines for different types of thank-you notes, helping you craft appropriate messages for various situations.
—Hal Meyer and The ADD Resource Center offer specialized behavioral intervention and educational services for ADHD. They empower adolescents, adults, couples, and their loved ones to manage ADHD symptoms and reach their full potential. They have the expertise to provide personalized guidance and unwavering support on the journey to success.

Harold Robert Meyer /The ADD Resource Center –  http://www.addrc.org/  646/205.8080            07/24/2024