Thank You Letter Writing Guidelines

Thank You For Your Time
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Whether you are writing a thank you letter to an interviewer, to someone who wrote you a letter of recommendation, or to a connection who provided you with career guidance, there are a few guidelines you should follow.

Thank You Letter Writing Guidelines

Length: Keep your letter concise; a thank you letter should be less than one page long.

Font and Size: If you type your thank you letter, use a traditional font such as Times New Roman, Arial, or Calibri.

Your font size should be between 10 and 12 points.

Format: If you type your thank you letter, it should be single-spaced with a space between each paragraph. Use 1” margins and align your text to the left (the alignment for most business documents).

Accuracy: Be sure to edit your letter before mailing it. Show it to a friend or career counselor if you want someone else to check it over for you.

Email or Handwritten Thank You Letters: If you are writing a thank you letter for a job interview, and know that the company is making its hiring decision quickly, you can send a thank you email. However, if you have the time, you can type or handwrite a thank you letter and mail it. If you do handwrite your letter, write it on a generic thank you card (nothing too silly or elaborate).

When to Send a Thank You Letter: If possible, send a thank you letter within 24 hours of a job interview. If you are writing a thank you letter for a recommendation or career advice, the thank you letter is less urgent, but should still be written as soon as possible.

How to Organize a Thank You Letter for an Interview

Header: Your letter should begin with both you and the employer's contact information (name, title, company name, address, phone number, email) followed by the date. If this is an email rather than an actual letter, include your contact information at the end of the letter, after your signature.

Salutation: Address the letter to your interviewer. Use his or her formal title ("Dear Mr./Ms./Dr. XYZ). If you forget his name or how to spell it, contact his office and request the proper spelling of his name.

Paragraph 1: Thank the employer for taking the time to interview you. You can also include any positive impressions you had about the company.

Paragraph 2: Explain why you are an excellent candidate for the position. Mention your specific skills or experiences.

Paragraph 3: If you forgot to mention anything about your qualifications during the interview, mention them in this paragraph.

Paragraph 4: Once again, thank the employer for interviewing you. Tell him you look forward to hearing back from him soon about the position.

Close: Use a kind but formal signoff, such as "Sincerely" or "Best Regards."

Signature: End with your signature, handwritten, followed by your typed name. If this is an email, simply include your typed name, followed by your contact information.

How to Organize a Thank You Letter for Job Search Assistance (for writing a recommendation, for telling you about job openings, for discussing career options with you, etc.)

Header: Your letter should begin with both you and the person’s contact information (name, title, company name, address, phone number, email) followed by the date.

If this is an email rather than an actual letter, include your contact information at the end of the letter, after your signature.

Salutation: Address the letter to your interviewer. Use his or her formal title ("Dear Mr./Mrs./Dr. XYZ) unless you are close friends with the person.

Paragraph 1: Thank the person for his assistance in your job search.

Paragraph 2: Explain how his assistance has been particularly helpful (i.e. “Thanks in large part to your letter of recommendation, I was offered the job at XYZ Company.”)

Paragraph 3: Express your appreciation for his generosity. If you want, say that you would love to return the favor and assist him in any way.

Close: Use a kind but formal signoff, such as "Sincerely" or "Best Regards."

Signature: End with your signature, handwritten, followed by your typed name.

If this is an email, simply include your typed name, followed by your contact information.

Thank You Letter Samples
Here are thank you letter samples, and email message examples, for a variety of different types of job interviews and other employment related events and circumstances.