50 Things You Should Know About Writing a Thank You Note: The Lost Art of Saying Thank You

It is a great way to show your appreciation for those who have been generous to you by sending thank you notes. In spite of this, many people wonder whether or not it’s necessary to send a thank you note. As an example:

Are you still required to send a thank you note if you said “thank you” in person? 

Would you still send one if you were too sick to do so immediately? 

What is the latest time you can send one? 

You need not worry- while there is some basic etiquette regarding thank you notes, you should follow the following rule: “when in doubt, send it out.” Keep in mind that it’s always better to send one out late than not to send one at all. 

If you receive a gift, you are obligated to send a thank you note as a token of your appreciation. The following situations fall into this category: birthday gifts, wedding gifts, graduation gifts, bridal/baby shower gifts, and any other situation where you are the recipient of a gift. In addition, if someone hosts a part in your honor, you should also send a thank you note to him/her. You should always send a thank you note if you stay with someone while travelling, regardless of whether they are a close friend or family member. Thank you notes should be sent if you receive sympathy or congratulations cards or letters that were handwritten. We do not require or expect you to send a thank you note for those preprinted cards that you have just signed. 

A thank you note may not be required in some cases, according to Emily Post’s 17th Edition of Etiquette. There is no requirement that you send a thank you note after a job interview or after being a guest at a dinner party, but you are welcomed to do so. A handwritten thank you note is still a good idea even if you have said thank you in person; however, it is not a requirement. When in doubt, it’s always a good idea to send a thank you note when you get something nice done for you to show your appreciation- especially if it’s a gift. 

It is a good idea to send a thank you note to the recipient no later than two weeks after receiving a gift. As a reminder, if the recipient of the gift has been sick or in the hospital, the thank you note should be sent out the moment they are able to do so. However, with wedding gifts things may be a bit different. A bride and groom would spend most of their honeymoon writing thank you notes if they were required to send them out within two weeks after the wedding. An appropriate thank you note should be sent out within three months of receiving the gift in this case. 

So, without further ado, let’s take a look at what you should know regarding thank you note etiquette. It is quite possible that you will learn something that you should know. 

The Basics of Writing Thank You Notes 

  1. Make sure you use good quality paper and pens

It is always a good idea to start with a nice piece of stationary or note card and a smooth-writing pen. It is important that your pen does not skip or run out of ink halfway through the project. Furthermore, it is proper etiquette to write the letter in cursive. In case you are using a stationary and are worried about writing straight, place a piece of lined paper under the stationary and write in a well-lit area – the lines will show through the paper and this will provide you with a bit of stability while you are writing. It is imperative that you use black or blue ink – anything else is tacky. 

  1. Specify what you want

It is never a good idea to use generic or empty words or phrases. Whenever you send a thank you note, you should never use something like “Thank you for your gift” or “I appreciate your generosity.” This makes the recipient wonder if you sent them a form letter. In order to make the most of the gift, it is always important to be specific about how you plan to use it. 

  1. It is never a good idea to mention dollar amounts 

I don’t believe it is necessary to include the dollar amount in a thank you letter if the gift was monetary in nature. In your explanation, you should be able to explain how you intend to use the funds without mentioning any specific figures. In addition to the fact that it is completely unnecessary to do so, it goes against all etiquette regarding thank you notes as well. 

  1. Talk about other topics if you like

Make your note conversational instead of being obliging after you have expressed your thanks. Find out about their lives and what they are interested in. Inform them about what you’ve been up to and your plans for the future. Look back on a memory you have together. Make sure they know how grateful you are for having them in your life. 

  1. Include specific details to make it more personalized

Make the note specific to the person who will be receiving it by including details that will make it more meaningful for the individual. I believe adding details to your letter will demonstrate that you are interested in the person and care about his/her life. As an example, you may ask them about their pets or tell them that when you participate in an activity, it makes you think of them. 

  1. Make sure that the gift you give matches the gift you receive

In order to avoid sounding sarcastic and insincere, you should not “overdo” the thank-you. On the other hand, if you underplay the thank you, you might come across as unappreciative. To prevent this, make it a point to match both the thank you and the gift. It is perfectly acceptable in some cases to simply say “Thank you very much, I appreciate it,” as a way of saying thanks. However, there are times when you want to be more creative in your thank you letter. 

  1. Make sure you send the note in a timely manner

If you are planning on sending the thank you note within a short period of time, a week or two is a good period to do so. I wouldn’t recommend sending it out if you are late for some reason, but if you do, then please include a brief note of apology and thank you for the gift. 

  1. Ensure that you always have supplies on hand

It is important that you have supplies of thank you notes available at all times. It is impossible to know when you might get a gift or someone might do something for you for which a note of thanks is appropriate. When you always have supplies on hand, you don’t have to worry about running to the store or to the post office every time you need to get a card or postage. 

  1. If you need to type your note, please do so

In some cases, it may be better for you to type a thank you note even if it is best to write it by hand. There is no need to worry if you don’t have perfect handwriting or if for some reason you cannot write, you can type the document. You need to make sure that the personal information is still included in the document. You still want it to be sincere. 

  1. Once again, thank you for your support

Say thank you again near the end of your letter. Taking the time to thank him again and again is not too much. It will suffice to simply say, “Thank you for everything you have done for us.” 

Don’ts when it comes to writing a thank you note

  1. You Shouldn’t Write Three Sentences Or Less

I would recommend writing more than three sentences in your personal thank you notes. After all, you want to express your gratitude for their gift. In addition, you want to describe your plans for using the gift. You would like to reminisce about times gone by. What was their life like when you were young? In summary, make a real effort to write a note and not just to say “thank you.” 

  1. Do not talk about yourself in public

You are certainly welcome to mention how you intend to use the gift and what your plans for the future are. It is not a place for you to write an essay about yourself in a thank you note. It is important that the focus of the gift is on the giver, instead of on you, the recipient. 

  1. Please do not ask your guests to address their own envelopes 

Recent trends have shown that guests are more likely to address their own envelopes for thank you notes. Although this might seem like a good idea, it’s actually quite tacky. The thank you note should be written entirely by you, and should not be copied from any third party. 

  1. Do not write anything negative about the company

It would be prudent to never write anything negative when you are writing a farewell thank you note to a former employer, even if it is a joke. It will make you look unprofessional and you will lose the respect of your former employer. Whenever you leave an employer, you always want to leave on good terms so that if you need to return to that company in the future, it would be much easier to do so. 

  1. Don’t wait a year before you make a decision

Getting married is a busy time and it’s easy to forget to send thank you notes to your guests. There is the wedding, then there is the honeymoon, then you begin settling into your new life together after the honeymoon. Send out the thank you notes to your honeymoon guests as soon after your honeymoon as possible – do not wait a year. 

  1. Do not name the amount of the monetary gift

It is important to express your gratitude for a gift in a specific manner, but it is not necessary to express your gratitude for a specific dollar amount. It is simply a matter of saying “thank you for your generosity”- and mentioning how you intend to spend the funds. There is no need to remind them how much they have given to you – they know. 

  1. Make sure you don’t type your thank you notes

The best way to express your gratitude is by handwritten notes whenever possible. Nevertheless, in some instances, it may be necessary to type them out as well. It’s okay to type a thank-you note if, for example, you’ve broken your arm and you’re thanking someone for helping you during this time. If your handwriting cannot be read, you are able to type it if it is not legible. 

  1. You Should Never Skip The Thank You

Perhaps you feel that it has been too long and you are embarrassed that you have waited so long. If that is the case, don’t worry. Just send it out no matter what. It’s better to send out a thank you later rather than never. 

  1. Pre-printed note cards should not be used

Please do not use preprinted thank you cards. Preprinted thank you cards are tacky and insincere. It is almost as bad as not sending one at all if one is sent in a manner like this. It’s important that you send your thanks/sentiments, not sending someone else’s. 

  1. Be yourself and don’t be generic

It is not acceptable to send generic thank you notes- especially if you are thanking someone for their time. It is important to provide as much information as possible without being overly specific. A thank you note is one of the main reasons for sending one after an interview to ensure the interviewer remembers you and considers you as a good candidate for the position. 

After an interview, thanking the interviewer is very important 

  1. Thank the interviewers for taking the time to speak with you

When you’ve just gotten a job interview, and the second one as well, it’s very important to express your gratitude. You can send a thank you note to a group if it is appropriate. In the case that you do decide to do this, however, make sure that you mention something specific about each and every person who was present by addressing them individually.  

  1. Make sure that they are sent out as soon as possible

As soon as you get back from the interview, it is a good idea to write a thank you letter- it is a good rule of thumb to do so within 24 hours after the interview. If you know that you won’t be able to post a handwritten note right away, you can always make a phone call or send a thank you email if you think you won’t have enough time. 

  1. Send a handwritten note after you send an email or make a phone call

You should follow up with a handwritten note as soon as you can if you are unable to send a handwritten note within 24 hours and choose to call or email instead. The interviewer(s) will be much more impressed by this approach compared to an email or phone call. This approach will also give the interviewer(s) the impression that you are serious about the job. 

  1. Make a good impression

It has been suggested that less than four percent of job applicants have actually sent a thank-you letter after an interview, according to the York Technical Institute. You will stand out from the crowd if you send one and make an impression on the employer if you do. This does not mean that you will land the job, but it is possible that you might be able to do so if you do this. 

  1. Identify what was not said

During an interview, you may feel like you are kicking yourself for having forgotten to mention some very important information, so it is advisable to remember to include it here. Here’s another opportunity for you to clarify what you said or didn’t say, and to make yourself stand out in the minds of the interviewer. 

  1. Try to keep it simple and short

You should ensure that your thank you note is short, simple, and to the point. It is important to make sure that you use this opportunity to express that you are interested in the position, that you are enthusiastic about the company and all they represent, and to prove that you are the best candidate for the job. 

  1. Make sure that your letter is proofread before you send it

When you send a thank you note that is filled with misspellings, grammatical mistakes, and incorrect punctuation, you are really conveying a very bad impression of yourself. Therefore, you should make sure that you spend some time proofreading your letter before you send it. Perhaps you should even consider asking someone else to check it over as well. You will then be able to rest assured that it is perfect and represents you well. 

  1. Don’t Forget To Thank The People Who Helped You Along The Way

In addition, if you have friends or family who helped you along the way when it comes to finding a job, make sure you make a point of sending them a nice thank you note. Perhaps your friend gave you a lead on a job or helped you polish up your resume. You may have gotten some tips on how to conduct an interview from a family member. The most important thing is to always be grateful even when it seems so small. 

  1. Make Use Of The Rule Of Three

I strongly encourage you to follow the “rule of 3” when it comes to writing your thank you note. All you need in your thank you note is: the date, a personalized greeting (Dear Their Name), and three short sentences. It is important that you thank them for taking the time to meet with you in your first sentence. You should mention something about the interview that you enjoyed in your second sentence. In your third sentence, you should reiterate your interest in the position- but not your qualifications. 

  1. Do not forget to include your business card

In addition to your thank you note, you should make sure that you include your business card with it as well. Consider ordering one if you do not have one to assist you with your job search. It is an easy way for you to give out your contact information to a prospective employer if you don’t have your resume with you when you run into a job lead. 

How to Write Thank You Notes with Children

  1. Give an explanation of why a thank you note is necessary 

Explain to the children why thank you notes are important when teaching them about thank you notes. Explain to them that if they are very young, the person spent a lot of time picking out the perfect present, bought it with their money, wrapped it up, and then gave it to them. It would be great if the giver could find out how much they appreciate their present, and what they intend to do with it in the future. 

  1. Don’t Assume Children Will Value Thank You Notes 

In no case should you assume that your children value the gesture of receiving a thank you note or the experience of receiving it. It is your responsibility to teach them the importance of a thank you note. Let them know how it lets the giver know that the gift has been received, and how much they appreciate it. 

  1. Make sure your child knows how to write when he or she is young 

Assist your children in creating the thank you note by providing them with age-appropriate notecards and paper. You should allow your child to draw a picture and write a little note for the giver letting them know that your child is happy with the gift they received. If your child is very young, allow them to draw a picture for the giver. You can give your child a thank you note that they can fill in with their own comments if they have started to write. The reality is that this format isn’t very personal, but it does teach children about the proper structure of a thank you note. You should encourage older children to write thank you notes on their own. 

  1. Help your child write the note by encouraging them to do it themselves

In order to write thank you notes, children should be encouraged to use their creativity, although not all children think in that way. It is not necessary to tell them exactly what to say, because you don’t want it to sound as if you wrote it. You should ask them to thank the giver for the gift and explain how or why it was appreciated by the recipient. Giving them pointers is good, but you should not tell them what exactly to say- that will take away their voice. 

  1. Acknowledge all gifts that have been given

No matter how much your children dislike the gift or how little they appreciate it, they should always send a note of thanks. It is important to teach your children that the thought is what counts most.  Make sure they don’t tell the giver that they are giving the gift away but that it was bought for them for a special occasion and they may love it. However, make sure they don’t tell the giver that they are giving the gift away. 

  1. Help Your Child Create A To-Do List

Make a list of the giver and the gift every time your child opens a gift. If you do this, you will help them in writing thank you notes much easier. Especially if there are a lot of gifts involved, you’ll see this happening a lot at bridal or baby showers. 

  1. Write Your Child’s Name On The Envelopes

For children who are extremely young, or who haven’t quite mastered the art of writing, you may wish to address the envelopes yourself, to ensure that the letter reaches its destination without any problems. It is inevitable, of course, that at some point your child will be able to do everything on their own. For the time being, we should place the focus on the note itself, rather than the addressing of the envelopes. 

  1. Emphasize the importance of being on time to your children 

As soon as possible, ask your children to send out thank you notes. In some cases, parents have set rules that a gift cannot be used until a thank you note has been sent. It’s common for other parents to require the notice to be sent out within a certain number of days after receiving it. Please do not let your busy schedule get in the way of being polite and thankful. 

  1. Write notes as part of a handwriting lesson to improve your handwriting abilities

To teach handwriting to individuals who are just beginning to learn to write, this is a wonderful method. Some teachers and childcare providers use notes to teach handwriting to their students. Writing notes is an excellent way to get students used to writing words and sentences. 

  1. Set a good example for others

Whenever you are teaching a child, the best way to do it is to show them yourself. Allow your children to see you writing thank you notes, and let them hear some of the things you have written. It is much more likely that they’ll be receptive to the habit if they see that it is something that you truly value for yourself. 

How To Write A Thank You Note

  1. Start By Greeting Your Audience

In general, the standard greeting is “Dear….” However, you can vary this according to what your relationship is with the person you are sending the greeting to. It is fine to use their name as an informal greeting. Alternatively, “Dear…” would be an appropriate expression – it’s old-fashioned, but it’s romantic. Alternatively, if you really feel like being out of the box, you can use “Hey” or “What’s up?” As a general rule, however, if the greeting seems forced, then you should not use it. 

  1. Tell someone how much you appreciate them

As you know, the whole purpose of a thank you note is to express your gratitude for the work that was done for you. In this section of the letter, you would say, “Thank you for the…” This acknowledges that you have received the gift that they sent you. I would recommend using a complementary adjective if you are describing a gift that you really like. 

  1. Tell us how you intend to use the gift

This is where you will tell the giver what you are planning to do with the gift and what you will say about it. You have to find something you like about it, even if you don’t really care much about it and always be positive and never tell a lie. 

  1. Tell them how much you enjoyed seeing them

You can let them know that you enjoyed seeing them, as well as spending some time with them, if they gave you the gift in person, such as at a party. If you would like, mention something that was especially funny or significant to the two of you about this event. 

  1. Tell them you look forward to seeing them again

Please let the gift giver know that you would enjoy seeing them and spending some time with them, regardless of whether the gift was given at a party or mailed to you. Is there anything that you and your significant other have enjoyed doing together in the past or have always talked about doing together? 

  1. Don’t forget to express your gratitude once more

The word “thank you” can never be expressed enough. The only thing I would suggest is to be a bit repetitive, but this only happens twice, so you should be fine. 

  1. The Process of Signing, Sealing, and Sending

I recommend that you close the gift in a way that feels comfortable to you and to your relationship with the giver. Make sure you sign your name, put it in an envelope, address the envelope, stamp the envelope, and drop it in the mail. I’m sure you’re relieved now that you’ve done your part. 

Finally, a few words about thank you notes

  1. Make sure that you do not use standard thank you notes that are mass produced

Particularly at weddings, it has become a trend to print lots of pieces of paper saying “thank you for coming,” which is supposed to serve as a thank you note for the guests. Regardless of how popular it is, this is probably not the best way to do it, no matter how popular it is. I understand that it is a lot of work to hand write a personal note to each and every guest, but remember, each and every guest took time to pick out the perfect gift for you- do not forget to express your gratitude. 

  1. Whenever It Is Necessary To Send Thank You Notes 

There are many situations when a thank you note should be sent after receiving a gift, including birthdays, graduations, weddings, sympathy, bridal or baby showers, and other situations in which a gift is given. Also, you should send a thank you note to any hostess who hosted a party in your honor, as well as to hostesses you have stayed at or bosses who have taken you out. Additionally, if you received a handwritten letter or note of congratulations or sympathy, you should respond to that as well. However, preprinted cards do not require a response from the recipient. 

  1. In what circumstances it is not necessary to write a thank you note

In some cases, it may not be necessary to send thank yAs a guest at a party, you should send one to the host of the party and also after an interview (but it is strongly recommended that you send one to the interviewer after an interview to make yoursThere is no need to send a thank you note if you have already thanked them in person, but sending one isired to send aSending a thank you note when someone does something nice, especially if they give you a gift, is a good idea when you’re not sure.someone does something nice, especially if they gave you a gift. 

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