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Qualities of a Good “Thank You” Letter

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Presentation on theme: "Qualities of a Good “Thank You” Letter"— Presentation transcript:

1 Qualities of a Good “Thank You” Letter
The purpose of this instruction is to help learners avoid writing poorly crafted “thank- you” letters that often lead to interviewers becoming discouraged from pursuing further communication with interviewees. To advance through the module, click on the “next” arrow in the bottom right of the screen. To return to a previous part of the module, click on the “previous” arrow in the bottom left of the screen.

2 In this lesson you are going learn to identify the qualities of a good “thank you” letter
Do you know the qualities of a good “thank you” letter? Address interviewers by name Use a professional tone throughout Express gratitude for the opportunity to interview Avoid discussing awkward moments from the interview Eliminate all spelling and grammatical mistakes Concisely reemphasize key strengths Express continued interest in the position Recommend additional candidates for the position Include first and last name Include contact information, phone number, .  Can you identify an excellent “thank you” letter vs. a poorly written one? Click here for a list of qualities of a good thank you letter. For more information about each item mentioned, click on the “next” button.

3 1) Address Interviewers by Name
Begin your thank you letter by addressing your interviewer(s) by name. During the interviewing process, take note of each of the persons that you interact with. This will help you in several ways. First, showing that you know the interviewers names, will show that you are responsible and are careful about details. This will help them to develop confidence in you as the right person for the job. Second, if you receive a meeting invite from your interviewer, take note of all of the names on the invite. You might consider doing a quick check on the Internet to get a feel for the backgrounds of your interviewer(s). Information can usually be found easily on social networks such as Facebook and LinkedIn. This will help you better understand their expectations. Third, if nothing else, write down the names of your interviewers at the beginning of the interview during introductions, or as soon as you walk out of the room Good Example Flint, Jaron, and Jake, I wanted to thank you for the opportunity to meet today to discuss the content management position.  I was very impressed with everyone that I met and I enjoyed the interview.  Please pass my thanks along to Lee and Ron as well.  I feel like I would be a great fit for your team and have a lot to offer.  Please keep me posted on your upcoming decisions.  I look forward to hearing from you. Have a great weekend. Sean

4 2) Use a Professional Tone Throughout the Letter
Sometimes it is difficult to strike a balance between sounding professional and sounding stiff. Err on the side of being professional rather than casual. Remember that if you are hired by the organization, you will be their representative to clients. They need to trust that you will uphold a high standard of professional conduct. Much of this communication will surely happen through correspondence. Show them in the thank you letter that you will communicate effectively if hired. Maintaining a professional tone often does not require using a lot of big words. Doing so can make you sound insincere. Rather, maintaining a professional tone often comes from leaving out things such as slang, contractions, and other abbreviations. Be clear and concise. Good Example Hello Interviewer, I wanted to thank you for taking the time to interview with me on Friday. I appreciate you explaining the employment possibilities with lds.org and the other information you provided. The opportunities sound very interesting to me. If there is any further information I can provide that would help you in your decision-making, let me know what I can supply you with. In addition to considering my application, I understand there may be other openings available in this same vein. One of my associates, Jared Smart, is someone I would highly recommend for any position that might be available on your team. He has experience with web development, design, communications, writing, editing, SEO and social media. He is extremely dedicated to all his work projects and a great person to work with. I am attaching his resume for your review if you know a position he might fit with on your team. Thank you again for considering my application and I hope Jared’s information will be of use to you as well. Thanks! Interviewee Organization Work Phone

5 3) Express Gratitude for the Opportunity to Interview
Always be very gracious throughout the interview process. Expressing any hints of entitlement during this process can be a big red flag to interviewers. Try to keep in mind that any opportunity that he or she offers you is a gift and should be treated as such. Remember that the organization and the people that work for it do not owe you anything. You may feel like the best candidate for the position, but don’t act the part. Showing humility during the interviewing process make you a more desirable candidate. If you are hired, your manager will need to interact with you regularly. Chances are low that he or she will hire you if they feel any sense of arrogance. Demonstrating arrogance during the interviewing process will tell them that you will be difficult to work with and will be slow to follow their direction. Example Hi Interviewer 1 and Interviewer 2, I wanted to thank you for the opportunity to meet today to discuss the content management position.  I was very impressed with everyone that I met and I enjoyed the interview.  Please pass my thanks along to Lee and Ron as well.  I feel like I would be a great fit for your team and have a lot to offer.  Please keep me posted on your upcoming decisions.  I look forward to hearing from you. Have a great weekend. Interviewee

6 4) Avoid Discussing Awkward Moments from the Interview
No interview is perfect. There is always something more you could have said or something you shouldn’t have said. Do not dwell on these things. Interviewers do not expect perfection. When writing a thank you letter, do not focus on the negative aspects of your interview. Each interview has its ups and downs. Chances are that the majority of the people in the room probably already forgot the horrible thing you said, before you walked out the door. Let it stay that way. Don’t remind them of the negative things that happened during the meeting. Instead maintain a positive attitude. Focus on the good things that happened. Highlight the ways in which you qualify for the position, not those that you are lacking. Bad Example Hello Interviewer, I just wanted to drop you an thanking you for the opportunity for the interview with yourself and the other brethren.  While I'm not sure if I did very well, I am grateful for the opportunity. Thank you, Interviewee 1

7 5) Eliminate All Spelling and Grammatical Errors
Part of demonstrating your competence in the interview process is by communicating professionally. Review your resume, cover letter, and thank you letter, many times for errors before submitting them to the organization with which you are interviewing. Interviewers give more attention to typos than you might like. One of two very minor typos might not damage your image with him or her. More than that definitely will. Remember that spelling and punctuation are not the only things being reviewed. Proper formatting techniques are also noticed. In this age where much of your work will be done on computers, showing you can using proper formatting techniques will demonstrate your technical competence or lack thereof. Running your document through a spell checker tool is not enough! Spell checker is only a machine. Read your documents several times. Print them so you can mark them up with a pen. Read them out loud. Have a trusted friend or colleague also read your documents and suggest corrections. Check the Internet for information about best practices. Don’t forfeit your job opportunity to a handful of typos. Bad Example Thank you very much for the telephone interview we just had. It’s wonderful to know what’s involved behind the scene of publishing LDS.org. It’s a site that appreciated by many. With the experience and understanding of translation and interpretation, I may utilize that knowledge to communicate effectively with various departments to set up reasonable expectation. Graduated in Business Information Systems, this background will help me to understand technical issues and to be able to communicate matters with ICS department and even to providing training when it’s needed. I am a fast learner with a proactive attitude. Once I take on a project, I take it wholeheartedly to ensure it’s delivered accurately in a timely manner. Many people commented that I was the best Inventory Controller while I was working for MMD. Once a project is placed on my hand, I manage it. I believe in communication and working in a team to solve concerns and problems. I am confident that with my proactive attitude and enthusiasm, I will be an excellent candidate to contribute my skills and talents for the roll of Project Manager for LDS.org Language Coordination. Thank you very much for your consideration and I look forward to hearing from you.

8 6) Concisely Reemphasize Key Strengths
Without overemphasizing your key strengths, be sure to concisely state your key strengths in the thank you letter. Most interviewers remember candidates by specific strengths and the value they can bring to the organization. With many interviews and multiple candidates to choose from, interviewers might not be able to exactly match each candidate with their strengths and so restating key strengths is important and can help interviewers remember you specifically. Cite specific professional accomplishments and skills you possess but ensure that these examples relate in some way to the requirements of the position. Good Example Dear Interviewer 1 and Interviewer 2, Thank you very much for the telephone interview we just had. It’s wonderful to know what’s involved behind the scene of publishing LDS.org. It’s a site that appreciated by many. With the experience and understanding of translation and interpretation, I may utilize that knowledge to communicate effectively with various departments to set up reasonable expectation. Graduated in Business Information Systems, this background will help me to understand technical issues and to be able to communicate matters with ICS department and even to providing training when it’s needed. I am a fast learner with a proactive attitude. Once I take on a project, I take it wholeheartedly to ensure it’s delivered accurately in a timely manner. Many people commented that I was the best Inventory Controller while I was working for MMD. Once a project is placed on my hand, I manage it. I believe in communication and working in a team to solve concerns and problems. I am confident that with my proactive attitude and enthusiasm, I will be an excellent candidate to contribute my skills and talents for the roll of Project Manager for LDS.org Language Coordination. Thank you very much for your consideration and I look forward to hearing from you. Best regards, Interviewee Cell Number

9 7) Express Continued Interest in the Position
Most interviewers look for candidates who show enthusiasm and are passionate about the possibilities of a new job and show interest in their organization. Expressing continued interest in the position makes you stand out. The thank you letter is a perfect opportunity to express your enthusiasm and reiterate your desire for the job. Remember in all cases not to overdo it. Good Example Hi Interviewer 1 and Interviewer 2, I wanted to thank you for the opportunity to meet today to discuss the content management position.  I was very impressed with everyone that I met and I enjoyed the interview.  Please pass my thanks along to Lee and Ron as well.  I feel like I would be a great fit for your team and have a lot to offer.  Please keep me posted on your upcoming decisions.  I look forward to hearing from you. Have a great weekend. Interviewee

10 8) Recommend Additional Candidates for the Position
If you know of someone else who would be a perfect fit for the job, do not hesitate to recommend them, especially if the interviewers are looking to fill multiple positions. Recommending others says a lot about the candidate. It shows you are selfless and have the interest of the organization at heart. It show how confident you are as a candidate and that you’re not desperate and trying to protect your own interests. Good Example Hello Interviewer, I wanted to thank you for taking the time to interview with me on Friday. I appreciate you explaining the employment possibilities with lds.org and the other information you provided. The opportunities sound very interesting to me. If there is any further information I can provide that would help you in your decision-making, let me know what I can supply you with. In addition to considering my application, I understand there may be other openings available in this same vein. One of my associates, Jared Smart, is someone I would highly recommend for any position that might be available on your team. He has experience with web development, design, communications, writing, editing, SEO and social media. He is extremely dedicated to all his work projects and a great person to work with. I am attaching his resume for your review if you know a position he might fit with on your team. Thank you again for considering my application and I hope Jared’s information will be of use to you as well. Thanks! Interviewee

11 9) Include Your First and Last Name
Be sure to include not only your first name but your last name. It is uncommon to find two people with the same first and even last names. Signing off with your first and last name helps you maintain the formal and professional tone needed throughout your letter. This shows that you are business-like, and know how to put together the salutation, format a letter and sign off. This is especially important for some positions such as administrative assistant, where hiring managers would want to know that you can do this, since writing letters for your boss could be a big part of your job. Good Example Flint, Jaron, and Jake, I wanted to thank you for the opportunity to meet today to discuss the content management position.  I was very impressed with everyone that I met and I enjoyed the interview.  Please pass my thanks along to Lee and Ron as well.  I feel like I would be a great fit for your team and have a lot to offer.  Please keep me posted on your upcoming decisions.  I look forward to hearing from you. Have a great weekend. John Smith

12 10) Include Contact Information, Phone Number, and Address Contact information is always important not only on your resume but on your thank you letter as well. Most interviewers have short memories and may not have your contact information which is usually on your resume, readily available if they need to contact you. Take a moment to add you address, phone number, and so that interviewers can easily contact you if they need to. Note that if you decide to write a hard copy letter instead of handwritten or , you might consider putting the contact info at the top of the page instead of at the bottom. Good Example Flint, Jaron, and Jake, I wanted to thank you for the opportunity to meet today to discuss the content management position.  I was very impressed with everyone that I met and I enjoyed the interview.  Please pass my thanks along to Lee and Ron as well.  I feel like I would be a great fit for your team and have a lot to offer.  Please keep me posted on your upcoming decisions.  I look forward to hearing from you. Have a great weekend. John Smith 123 Somewhere Street Salt Lake City UT

13 Click here to see the right answer
In this lesson you are going learn to identify the qualities of a good “thank you” letter How will you rate the quality of the sample “thank you” letter on your right? Sample Letter 2 Hello Interviewer,  I just wanted to drop you an thanking you for the opportunity for the interview with yourself and the other brethren.  While I'm not sure if I did very well, I am grateful for the opportunity. Thank you, Interviewee 1 Click here to see the right answer Poor quality. The items done well are identified below in green. Items that were done poorly are red: Address interviewers by name Use a professional tone throughout Express gratitude for the opportunity to interview Avoid discussing awkward moments from the interview Eliminate all spelling and grammatical mistakes Concisely reemphasize key strengths Express continued interest in the position Recommend additional candidates for the position Include first and last name Include contact information, phone number,

14 Click here to see the right answer
In this lesson you are going learn to identify the qualities of a good “thank you” letter How will you rate the quality of the sample “thank you” letter on your right? Sample Letter 1  Hi Interviewer 1 and Interviewer 2, I wanted to thank you for the opportunity to meet today to discuss the content management position.  I was very impressed with everyone that I met and I enjoyed the interview.  Please pass my thanks along to Lee and Ron as well.  I feel like I would be a great fit for your team and have a lot to offer.  Please keep me posted on your upcoming decisions.  I look forward to hearing from you. Have a great weekend. Interviewee Click here to see the right answer Average quality. The items done well are identified below in green. Items that were done poorly are red: Address interviewers by name Use a professional tone throughout Express gratitude for the opportunity to interview Avoid discussing awkward moments from the interview Eliminate all spelling and grammatical mistakes Concisely reemphasize key strengths Express continued interest in the position Recommend additional candidates for the position Include first and last name Include contact information, phone number,

15 Click here to see the right answer
In this lesson you are going learn to identify the qualities of a good “thank you” letter How will you rate the quality of the sample “thank you” letter on your right? Sample Letter 3 Hello Interviewer, I wanted to thank you for taking the time to interview with me on Friday. I appreciate you explaining the employment possibilities with lds.org and the other information you provided. The opportunities sound very interesting to me. If there is any further information I can provide that would help you in your decision-making, let me know what I can supply you with. In addition to considering my application, I understand there may be other openings available in this same vein. One of my associates, Jared Smart, is someone I would highly recommend for any position that might be available on your team. He has experience with web development, design, communications, writing, editing, SEO and social media. He is extremely dedicated to all his work projects and a great person to work with. I am attaching his resume for your review if you know a position he might fit with on your team. Thank you again for considering my application and I hope Jared’s information will be of use to you as well. Thanks! Interviewee Organization Work Phone Click here to see the right answer Excellent quality. The items done well are identified below in green. Items that were done poorly are red: Address interviewers by name Use a professional tone throughout Express gratitude for the opportunity to interview Avoid discussing awkward moments from the interview Eliminate all spelling and grammatical mistakes Concisely reemphasize key strengths Express continued interest in the position Recommend additional candidates for the position Include first and last name Include contact information, phone number,

16 Address the interviewer(s) by name
In this lesson you are going learn to identify the qualities of a good “thank you” letter Click on any of the qualities to see where it was used in the sample letter Sample Letter Excellent Quality Hello John Smith, I wanted to thank you for taking the time to interview with me on Friday. I appreciate you explaining the employment possibilities with lds.org and the other information you provided. The opportunities sound very interesting to me. If there is any further information I can provide that would help you in your decision-making, let me know what I can supply you with. In addition to considering my application, I understand there may be other openings available in this same vein. One of my associates, Jared Smart, is someone I would highly recommend for any position that might be available on your team. He has experience with web development, design, communications, writing, editing, SEO and social media. He is extremely dedicated to all his work projects and a great person to work with. I am attaching his resume for your review if you know a position he might fit with on your team. Thank you again for considering my application and I hope Jared’s information will be of use to you as well. Thanks! Mark Johnson Organization Work Phone Address the interviewer(s) by name Express gratitude for the opportunity to interview Express continued interest in the position Recommend additional candidates for the position Include first and last name Include contact information, phone number,

17 Practice Scenario: You have just interviewed with Jacob Lindsay, Flint Mensah, and Jaron Nelson for the position of Content Manager of a website. You now are ready to write a thank you letter to the interviewers. Instructions: Click on the “Practice” button below to open an new Outlook message. Write a thank you letter which will demonstrate what you have learned from this module. After you send the message, click on the “next” arrow to finish this module. Practice

18 Thank you for completing this module
Thank you for completing this module. By applying the concepts discussed in this module, you will be writing professional thank-you letters which will stand out in the minds of interviewers and lead to a higher likelihood of being hired.


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