Beyond the Post-Interview Thank You Note

Sending a thank you note or email after a job interview is standard practice. Once you land a job, knowing when and why to send professional thank you letters is less clear.

For instance, should you send a thank you note to the former boss that wrote you a fantastic recommendation letter? (Yes, you should.)

What about to the colleague that always brings doughnuts to the office once a week? (Just stick a post-it note on her desk with “Thanks for the donuts!” and your signature.)

Expressing your thanks through a handwritten note or thoughtful email is an excellent way to nurture positive working relationships and solidify your professional network.

Keep in mind that a thank you letter is the most formal option and should be formatted like any business letter. A thank you note or email can range from slightly less formal to casual, depending on the tone of your writing. When choosing how formal or informal to make your thank you note, consider your relationship with the recipient as well as their professional role.

Here are a few common circumstances when writing a professional thank you is appropriate, along with samples to get you started. You can send these shorter notes as emails, but a handwritten note always shows an extra level of consideration.

1. Acknowledge a Gift

When someone gives you a gift, writing a sincere thank you note is just polite, whether it is a professional or personal relationship.

Sample Thank You Note

Dear Rodrigo,

Thank you for the Fair Trade coffee that you gave me for Employee Appreciation Day. That medium roast blend is delicious. I’m sure the caffeine boost will be a lifesaver on the long days ahead working on the year-end reports. Thanks again for the thoughtful gift.

Warm regards,

Sally Shepherd

1. Recognize an Act of Kindness

Random acts of kindness happen at work, too. Acknowledging when a colleague does something nice for you makes the workplace a more pleasant environment—and it encourages future acts of kindness.

Sample Thank You Note

Dear John,

Thank you for backing up my proposal during Thursday’s security team meeting. The CISO emailed me with the go ahead, and I believe your support was instrumental in gaining his approval. I look forward to working on this project with you and the rest of the team. Thanks again for your endorsement of my plan.

Best regards,

Alex Mendoza

1. Appreciate When a Colleague Goes Above and Beyond

Every once in awhile, a coworker goes beyond the call of duty in a truly impactful way. For instance, a team member might work 16 hour days in the weeks leading up to a product launch. Or they may work from home over the weekend to finalize a report ahead of Monday’s big business review meeting. A thank you note will go a long way to making those extra hard workers feel appreciated for their efforts.

Sample Thank You Note

Dear Danielle,

Thank you for putting in all those extra hours to help the team prepare for the trade show. You should know that your hard work didn’t go unnoticed. Everything looks great, and I’m confident this event will be a success. Thanks again for going beyond the call of duty. We’re lucky to have you.

Sincerely,

Xander Jones

1. After a Business Meeting

Sending a thank you letter or email after a business meeting is an excellent way to express your gratitude for the recipient’s time and insights. A written thank you is appropriate for all sorts of business meetings, such as a strategy meeting with potential partners or a lunch meeting with a mentor.

Sample Thank You Note

Dear Claudia,

Thank you so much for taking the time to talk with me over lunch. Your unique perspectives and insights are helping me figure out the next steps on my career path. I am so grateful to have you as a mentor and role model.

Best wishes,

Emily Grover

1. For References and Recommendations

Whether you are just starting out in the professional world or you are making a career change, you will probably reference letters from former professors, colleagues, and supervisors. Those letters of recommendation can make a difference to your future success. Sending a handwritten thank you to the person or people who served as your professional references is a kind way to demonstrate your appreciation and show that you have not forgotten them even though you’ve moved on.

Sample Thank You Note

Dear Mr. Radcliffe,

Thank you for writing a letter of reference on my behalf. My new boss said your favorable words and detailed letter spurred them to interview me in the first place. I enjoyed working with you, and I’m sure I’ll use the knowledge and experience you gave me as I go through my career. Thanks again for your support.

Best wishes,

Dhalia Liu

Written by Jessica L. Mendes.