Etiquette demands that you observe a three-day rule for sending a thank-you note or letter. [1] X Research source If you have missed that window, though, it’s better to say thank you late than never at all.
You can either set up the format yourself or use one of the letter templates built into your word processing application. If you’re setting up your own format for a formal letter, begin by entering the date in the top left-hand corner. Skip a line, then enter the full name and address of the person to whom you’re writing. Skip a line and enter your salutation. If you’re using your own format for a personal letter, it’s customary to include the date and, below it, a personalized yet polite greeting.
Doctors, professors, government officials, and military service members should all be addressed with their appropriate title spelled out in full, i. e. “Dear Doctor Johnson” or “Dear Sergeant Jones. " If the person doesn’t have a more formal title, use the abbreviated “Mr. " for men, and “Miss/Mrs. /Ms” for women (be sure to know which title she prefers; if you don’t know, you can opt for the more neutral “Ms. ” or you can use her full name, like “Dear Jane Smith. ”).
If you’re writing a letter of appreciation, the purpose will likely be something like, “I’m writing to thank you for your kind donation to X Scholarship Fund (or sponsorship or recommendation, etc. ). I was very excited to learn of your donation and would like to express my gratitude. ”
Give a bit of information about yourself–who you are, your position, etc. Eg, “I’m the Director of the University Scholarship Fund and spearheaded our most current fundraising drive, with the goal of raising $50,000. I was delighted to receive your contribution” Describe how their contribution will be put to use and specify who or what it will benefit. Eg, “Your kind and generous donation will be used to establish a scholarship fund in your name, to benefit outstanding scholars in literary studies. The scholarship will award $1,000 annually to 3 students in need, selected for the quality of their work and dedication to the field. The scholarship money will help these students conduct a focused research project of their choosing, helping both further their academic careers and make valuable contributions to their field. ”
Reiterate your gratitude with something like, “Your donation will make a crucial difference in the career of the students who receive the scholarship, and I couldn’t be more grateful for your generosity. ” Reiterate how valuable their contribution is by saying something like, “Your donation has allowed us to reach our fundraising goal and to continue our mission of supporting future scholars. ”
You may find it useful to read the letter aloud; sometimes reading aloud helps you catch errors you may miss by reading silently. Have a trusted friend or colleague review the letter.
Even if you don’t get the job or suspect you won’t get the job, sending a thank-you letter will leave a positive impression that can benefit you if you apply there or with an associate in the future.
Something like, “Thank you for taking the time to meet with me on Monday. I greatly enjoyed our discussion. ”
You might say something like, “I particularly enjoyed our discussion about the impact of social media outreach within non-profit organizations. Your insight about using technology to forge closer relations with clients made a strong impression on me. ”
For example, you could write, “I hope we’ll have more opportunities to work together in the near future. ”
For example, “I will gladly provide any additional information you may need and welcome additional questions. ”
”Sincerely” is the most common valediction for professional letters, but you may consider additional options like, “Warm Regards,” “Best Regards,” “Sincere Regards,” or “Respectfully. ”[17] X Research source Hand-sign your name below the valediction. It’s customary to type out your full name below your signature in case your signature is difficult to read.
You may find it useful to read the letter aloud; sometimes reading aloud helps you catch errors you may miss by reading silently. Have a trusted friend or colleague review the letter.
