When looking for a job, there are a variety of circumstances where a thank you note could (and should) be written. These short thank you notes are important as you are constantly meeting new people and trying to make a good impression. There is not a definitive list of when to write a thank you note. Some instances may include after a phone interview, in-person interview or job shadow. Regardless of whether you end up getting the job, demonstrating your appreciation for someone’s time shows good character. You present yourself as a good candidate for employers either today or sometime in the future. In this blog post, we will outline step-by-step how to write a professional thank you note. 

Step 1: State Reason for Thanks

After addressing the recipient of the note, your first sentence should make it clear what you are thanking the person for and why you are thankful. It is important to put the reason for thanks first as this (along with the closing sentence) are the most impactful part of the note.

Step 2: Mention Importance of Recipient

After letting them know why you are writing this note, tell them the importance they played in the entire process. This is an opportunity to let the person know what you took away from your meeting with them. It is here that you connect with the person. Make sure they feel that the time they spent with you was important and worth their time.

Step 3: Indicate Future Line of Communication

One of the reasons you are writing this thank you note is to build on the relationship with this person. So it is crucial to outline the possibility of further communication. However, this should be subtle as you still want the focus of this note to be on their current help. For example, you can mention how you look forward to speaking to them soon by updating them on the current process or an inquiring about other opportunities in the future.

Step 4: Reiterate Thanks

In closing, thank the recipient once again and let them know how grateful you are for their time and effort. When finished, proofread the note a few times and deliver it (if possible) to the person directly. This last step will go a long way in signifying how much you value this person’s contributions.

If you would like to go into more detail, a thank you letter is a good option. An example can be seen on our Career Assistance page here.