Write Thank You Letters


After you are through with writing records, it is time to write a thank you letter to the person who interviewed you. It is matter of courtesy to thank someone who took time out to interview you. Moreover it makes you stand out from everyone else who has been interviewed. It also helps to keep your qualifications on the interviewer's mind as he has to interview many candidates and at some point all look similar and the interviewer can't remember who's who.

Understand the Dynamics of Thank You Letters A well-written, timely thank you letter can give a positive impression of the kind of employee you would be. It is an example of both your work habits and writing skills. Although, it won't change the outcome of an interview but it sure can advance your candidacy in case of applicants with similar qualifications. So make sure you take time out and write a thank you letter expressing appreciation for everyone who has helped you in any way and especially the interviewer. Do it even if you are not interested in the job. You never know what other positions the interviewer is looking to fill or other people he knows to whom your resume can be forwarded.

At some places where writing thank you letters are common, interviewers expect to receive them. In such places you are just regarded as an informed candidate who is following protocol if you send a thank you letter. So sending a thank you letter would not improve your chances of getting the job offer but would prevent you from being eliminated.

When to Send

They should be mailed within 24 hours of the interview to each person that interviewed you. However, if you are unable to send it in 24 hours at least sends them in within 2 days of your interview. If you are sending your thank you letter through e-rnail.It is better if you can send it within few hours of the interview.

Whom to Send

Send your thank you letter to everyone who was involved in the interview process. If you've been interviewed by more than one person, either individually or in a group, take the time to write a separate thank-you letter to each person provided you know their names and addresses.

Do not send the same content in all the letters. Make the content of each letter unique by referring to the specific interaction you had with that person. There is a good chance that your letters will be shared or added to your interview file. Focus on an area of rapport you developed with each interviewer and try to connect your letter to what you feel are each person's strongest interests and concerns.

Address the letter by name and not just the title. Double check the spelling of the person's name and job title. Never assume the spellings of either the interviewer's name or job title as many names have several spellings. For example: Agarwal and Aggarwal; Pradeep, Pardip or Pradeep; Ajay and Ajai etc.

Write Thank You Letters

While writing a thank you letter be as brief as possible. This shows that you respect others' time. A standard effective thank you letter should be divided into three parts:

Opening

Begin with a pleasant and business greeting, expressing appreciation for the interviewer's time or how much you enjoyed the interview.

Body

Mention the following in the body of your cover letter in 2 or 3 paragraphs:

After attending the interview you are probably in a better position to understand the current problems the organisation is facing. Introduce those problems and establish that you have solved similar problems in the past. State that you are certain to make a (immediate) contribution to the organisation. The problems or current objectives of the organisation may be:

• Increasing sales

• Increasing production (quantity or speed)

• Optimizing cost

• Introducing new product lines

• Improving workforce efficiency

• Decreasing normal wastage

• Improving safety norms

• Optimizing plant layout

• Stabilizing share price

• Expanding customer base

• Complying with regulations

• Outsmarting competition

Refer to some specific statements

Mention some specific things you talked about with the interviewer. For example: "You mentioned that the immediate focus of the position would be to reduce production cost by optimizing plant layout." It shows that you were paying attention in the interview as to what exactly the job is going to involve and what is expected from you.

Clear misconceptions

During the interaction you had with the interviewer some misunderstanding may have arisen. Consider if these carry any weight. If yes, then this is your chance to clarify them.

Communicate new information

Is there anything you feel you should have said but unfortunately forgot to say. Here is your chance to mention that information. For example: "An important area of my career that we did not discuss during my interview on Thursday, is my experience in product sourcing. At, XCN organisation I was responsible for researching and identifying vendors who would supply the raw materials at less cost while not compromising on the quality aspect. During my tenure I sourced vendors for the company for more than 50% of its raw materials who would supply them at rates approximately 20% lesser than the existing vendors."

Show enthusiasm

Write your letter in an enthusiastic tone. Do not forget to mention that you want this job. For example: "I am excited about the prospect of joining your organisation."

Closing

Express your interest in the position and the company. Keep the end open by stating your next step-follow up call. If possible make a reference to anything personal which happened during the interview. For example during the interaction you came to know that the interviewer has artistic tastes and you are probably a member of an art club. You may mention that you would keep him informed about the latest exhibitions and activities etc. (Similar personal interests can be: a common acquaintance, author, game or movie etc.)

Design Thank You Letters

Thank you letter is first a letter. You have to choose an appropriate format for writing thank you letter. The two most used formats while writing modern letters are:

• Block Style Letter in which everything is flush left.

• Modified Block Style Letter in which date, first lines of paragraphs and closings are indented.

To give a professional outlook, make your thank you letter consistent in design with other employability documents such as your resume and cover letter. For this purpose keep a copy of your resume handy for referring to its design and layout.

Use as less enhancements in your thank you letter as possible. As far as fonts are concerned, try and use those which you have already used in your resume. Avoid the 'Times New Roman' font as it is an overused font and will not help your cover letter to stand out of the crowd.

Send Thank You Letters

You can send your thank you letter by post, e-mail or fax.

In case, you send your thank you letter by post use standard A4 size paper. The paper should be of a higher quality preferably 85 gms or above. Do not use any fancy paper; instead use plain paper with subdued colours, preferably white. Use a similar colour envelope to send your thank you letter with the address of the recipient typed neatly on it. If possible, use the same paper, typestyle, and format that you used for your cover letter.

In case, you send your thank you letter by email make sure to write a meaningful subject line. For example: Thank you for meeting me today.

 



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