The Handwritten Thank-You Note
Do you want to make a positive professional impression during the holidays? Do you want to make your clients, customers and colleagues feel special? Do you want to stand out from the crowd for all the right reasons? Then try sending a simple handwritten thank-you note to those who thought of you during the season.
Whether you received a gift, were included in a holiday party, were invited to a special meal, or were on the receiving end of an act of kindness, take time to recognize people’s thoughtfulness and generosity.
You may have been given a gift at the office party. Perhaps a vendor delivered one in person. In both instances, you should have expressed your appreciation at the time. But go the next step and follow up with a handwritten thank-you note.
If the gift came by mail or some other form of delivery, it is even more important that you acknowledge it. The person who sent it needs to know you received and appreciated it.
If the present came from an organization or a business group, you are not off the hook. Some people think that when a supplier or vendor sends a gift, it doesn’t require any form of thanks. Being the customer or client is no excuse for bad manners.
When you were included in a holiday party or meal, always follow up with a written thank you.
Sending a handwritten thank-you note is not as daunting a task as some people make it out to be if you follow these tips.
- Purchase the appropriate stationery before you need it. In business, thank-you notes are traditionally written on message cards (5 x 3 ½) or correspondence cards (6 ¼ x 4 ¼) which are single white or ecru cards with your full name or monogram engraved at the top center. Another option is the fold-over note (5 ¼ x 3 ½). The front page is blank or has a monogram engraved in the center.
- Do not send the garden variety cards that have “Thank You” printed on the front if you want to appear polished.
- Keep some of your stationery on the top of your desk, as convenient as your phone and computer. If you put it in a drawer, there is the temptation to “get to it later”. Have your stamps next to your stationery. This assures that your notes will go out in a timely fashion—like that day or the next.
The format of a business thank-you note mirrors that of a general thank-you note. It’s simple.
- Begin with a salutation.
- Mention the gift, occasion or act.
- Be specific by writing how you feel about it. What makes it special, useful or helpful?
- Say “thank you”.
- Compose a sentence that winds it up.
- Add your closing.
A handwritten thank-you note trumps an email thank you every time. It gives the appearance of extra effort on your part and makes the recipient feel special. So do yourself and the generous person who sent the gift or who entertained you a favor. Take five extra minutes to show your personal gratitude with a handwritten note. I promise that in today’s world, you’ll be among the few who do and you’ll long be remembered for your thoughtfulness and good manners.
Lydia Ramsey is a business etiquette expert who believes it’s not about rules–it’s about relationships. She is keynote speaker, trainer and author of several books. Contact her at 912-604-0080 or visit her website: LydiaRamsey.com to find out how she can help you and your employees add the polish that builds profits.
I have always wanted to give thank you cards, but have never been able to do it. There are two things that is stopping me. 1. What do you say when you hand over the thank you note in person? I feel that moment would be a little awkward. 2. Is it okay to send the thank you note via mail even if we are going to encounter the person in coming days? or it is always necessary to hand it over in person.
Thank you
Harshal, I understand that handing someone a note seems a bit awkward. If you are unable to mail it, then I recommend preparing what you will say. For example, as you hand it to the person, you might say, “I want to let you know how much I appreciate what you did for me.” You could say, “I want to express my thanks for….” The key is knowing what you will say. Email is not my first choice; however, it makes sense to send an email thank you when you know you will see the person before a written note can reach them.