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Professional Thank You Letters

Professional Thank You Letters

Thank you letters are very important - in the sense that, they reflect the gratitude of the person writing the letter towards the addressee. The article below lists down some professional thank you letters.
Penlighten Staff
Last Updated: May 12, 2018
Writing letters is an art as well a science. Just try and think of the way you would write a personal letter. Would you not put all your emotions through words on paper in a very effective manner? This kind of letter writing needs an artistic sense. Compare this with a dry, almost geometric lay out and format of a professional letter. You need to be very formal and business like. Thank you letters are written to thank the receiver for something he has done for you. It could be written to an employer, a teacher, a parent, a well-wisher, etc.

Tips to Write a Professional Thank You Letter
  • Be sincere and 100% genuine, but do not go overboard in showing your gratitude. Follow the rule of KISS - Keep it Simple and Straight.
  • Avoid ambiguity and make sure what you want to say is expressed in a crystal clear manner.
  • Being personal and writing in active voice works wonders to put across a good impression.
  • Do not delay in writing that thank you letter and making sure that it reaches the concerned person. There is no use in saying thank you after 3 months have gone by, since the time you met that concerned person.
There are several situations, where you would need to write such letters.

Few Samples

Following are some of the used formats and samples which you can use if the need arises.

Sample #1
Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email
Date

Name
Title
Organization
Address
City, State, Zip Code

Mr./Ms. Last Name,

Thank you so much for hiring me for XYZ position. I appreciate the time you took to interview me, and I am very glad to be working for you. I am sure that it will be a great experience for me and that I'll learn a lot working with you at a company that has such high esteem in the industry.

I am looking forward to starting my work and once again, I'd like to thank you for the great opportunity.

Sincerely,

Your Signature
Typed Name

Now this one might appear to be over the top as here you might need to tell the employer how good you are, post an interview. The following is a template for an interview follow-up to woo the employers.

Sample #2
Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email
Date

Name
Title
Organization
Address
City, State, Zip Code

Mr./Ms. Last Name,

Thank you for taking the time out of your busy schedule to talk to me about the ABC position with your XXX firm/company/Inc. I truly appreciate your time and consideration for interviewing me. After speaking with you and the group, I am sure I would be a perfect candidate for this position, offering the requisite requirements for the same. In addition to performing well, I can also bring the skills necessary to get the job done.

I am very interested in working with this XXX firm/company/Inc company and looking forward to hear from you. Please do contact me anytime if further information is needed. My cell phone number is (your cell phone number).

Thank you again for your time and consideration.

Sincerely,

Your Signature

Your Typed Name

There are times when you do not accept the job offer. At that time, it is ideal to be courteous and show your gratitude to the company for offering you a certain post. Here is how to write those kinds of letters.

Sample #3
Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email
Date

Name
Title
Organization
Address
City, State, Zip Code

Dear, Name

Thank you very much for offering me the position of ABC with XYZ (firm or company name). It was a very tough choice for me to make, but I have decided to accept another job offer. I appreciate the fact that you considered me suitable for a position in your company.

I sincerely thank you and appreciate you for taking the time to interview me and to share information on the opportunity and your company.

Thank you again for your consideration and for the job offer.

Yours sincerely,

Signature

Your Name

The above were the most common formats. I hope this proves useful for all those who need to write such letters or are going to write them.