Looking for more great resources? Check out our guide on how to ask for that all critical conference call meeting? Click here  for more. 

How to Write a Business Thank You Note

I recently spoke to a large group of Interns at our local Chamber of Commerce event. One of the students asked about the best way to follow up with someone after a networking event. I know you’ll be shocked by my answer (insert sarcasm here), pull out pen and paper and write a follow up thank-you note!

Here’s the synopsis of her Question:

‪Q – I met a few new people at a networking event and would like to send a thank you note to follow up with them. I want to leave a good impression because I would like to work at their business upon graduation or possibly intern. ‬ ‪Do you have a couple of sample thank you notes that you have done in the past that you would not mind sharing? My goal is to get better at writing thank you letters and having a couple quality examples would help. ‬‪- ‬Danielle ‬

A – Yeah!!! I’m looking for the applause and party horn emojis from my phone to insert here! (I know they’re not for use in a professional environment, but I’m excited about her question and how she’s taking initiative!)

Step 1: Paper is Important

For starters, make sure you have some professional looking notes. Something plain and simple will do the trick. Save anything too ‘frilly’ for personal notes. The quality of your paper is also important. If you choose something really nice, like Crane, it just feels good in your hands and adds to the receiver’s experience. If you have time, click on this link to learn why Crane paper is so amazing.

Step 2: Grab a Good Ink Pen

I personally like to use navy ink, and sometimes I even go for gold ink (but ONLY if the situation is right). Some say the blue ink stands out and is more memorable than basic black. Whichever ink color you choose, make sure the ink flows smoothly, doesn’t smudge, and doesn’t skip.

Step 3: Type It Out First

Now this may sound counterintuitive, but give it a try. We’re used to typing and allowing our thoughts to flow freely. When we immediately start to write out a note – many times we don’t do it because we think, ‘what if I mess up’. By typing out your thoughts, you can cut and paste, reword, and rework your sentences before transferring them by hand to the note. Using this process, I personally get on a roll and end up working on multiple notes in one sitting. Then putting the pen to paper is not so ‘scary’ and it actually turns out to be a fun exercise.

Step 4: Use Their Name

Make sure you use their correct name and write it right. If they go by a nickname or their middle name and you use the wrong name, you’re defeating the purpose of the note, which is to make a connection and build a relationship. Take the time and do your research. If it’s a formal note and you’re addressing a senior executive, I would err on the side of ceremony and address them with the title, Dear Mr. or Ms. Smith. It will show that you value and respect the relationship and the process.

Step 5: Express the Appreciation

Make sure you write in the present tense. Don’t be wishy-washy and say something like, “I just wanted to write to say that…” Be specific and straightforward. Highlight a point of conversation from the previous encounter, or certain skills you’re thankful the person taught you.

Thank you for taking the time to visit with me during the ABC event and sharing information about your company and career with me. (Adding anything specific they mentioned).

Step 6: Explain Why

Be specific, don’t exaggerate, and be sincere with any compliments. And don’t bloviate (I love that word)

You can mention how what they shared with you will be beneficial to you moving forward or how you have already researched or applied what they told you. Make sure to maintain your focus on the person you are writing and on their generosity. This isn’t about you.

I researched your company and love the mission statement. I enjoyed reading about how your company has _____________.

Step 7: Back to The Future

Refer to the past and the future.

I enjoyed meeting you and look forward to seeing you at the next ABC event.

Step 8: Thank Them Again and Sign Off

I literally end my notes with,

Thanks again.

Sincerely,
Carey Sue

Sometimes, I’ll use something less formal such as ‘cheers’, or ‘regards’. It depends on the person, the situation, and the tone of the note. Pick what feels most comfortable, and professional, to you.

Step 9: Make it a Habit

I find my thank-you note writing goes in stages. I’ll be doing really well, then things get busy and I push it aside for ‘later’. If you make it a habit and schedule the time into your calendar on a regular basis, it will become second nature and will help to build your professional network like no other way!

Her question prompted me to get working on that growing list of gratitude I’ve been ‘intending’ to tackle.  I recently set a personal goal; 30 notes in 30 days.  Are you interested, would you like to join me?  Together, lets figure out how to carve out just a few minutes from our day to put pen to paper and show thanks. Hop over to the Facebook page, Twitter, Instagram, Periscope (wherever you want) and put it out there, I’m using the hashtag #30ThanksIn30Days to get the conversation started and to help keep me accountable.  So if you see me on any of the social media platforms (or in person) over the next 30 days, please don’t hesitate to ask how it’s going!

Business Thank You Note Template

For those who are looking for a template guide in which to write their business note, please see the full letter below:

Dear <insert name>, 

Thank you for taking the time to visit with me during the ABC event and sharing information about your company and career with me. (Adding anything specific they mentioned).

I researched your company and love the mission statement. I enjoyed reading about how your company has _____________. I enjoyed meeting you and look forward to seeing you at the next ABC event.

Thanks again.

Sincerely,
<insert your name> 

 

Looking for more great resources and templates? Check out our guide on how to ask for that all critical conference call meeting? Click here  for more.