When and How to Write a Thank-You Note for a Professional Situation

One of the best ways to leave a positive, lasting impression in a professional setting is by writing someone a thank-you note. While it may seem old-fashioned, drafting a quick card or email makes you memorable and sets you apart. But what do you write? And when should you write one?

We can’t write your thank-you notes for you, but we can help you write your own. As a general rule of thumb, you should write thank-you notes for the people who positively affect your career in a significant way. Below, we’ve outlined thank-you note examples for three of the most important cases: An internship supervisor, someone you met with for an informational interview, and an in-person or phone interviewer.

But First: Should you send a card or an email?

Whether you handwrite your thank-you note or send one by email is ultimately up to you, but it will likely depend on the situation in which you’re writing the note.

When interviewing for a local position, a handwritten thank you note may be more appropriate. Following your interview, you can mail the note or drop it off at the office. You might also consider sending a handwritten note if it’s a traditional company with a long, drawn-out interview process – your note is more likely to get there before a decision is made, and you can still send a follow-up email immediately following the interview. However, in most cases, your best bet will be to send a gracious thank you email following your interview instead of a note. You don’t want to miss the window of opportunity and have your snail mail card arrive too late. Send your email the night of your interview, and make sure you proofread it a few times first!

If you want to thank an internship supervisor or someone who met with you for an informational interview, a handwritten note is the way to go – just be sure your handwriting is legible. At the end of an internship, you can leave your note on your supervisor’s desk or in their mailbox, if they have one. You can also leave thank-notes for anyone who was particularly helpful during your internship. As for the informational interview, you can mail a thank-you note to the office of the person you met with, making sure to address the note to with their name and company name. Because mail can easily go astray, you might also want to send a quick thank you email following the informational interview, in addition to the note.

Important Elements of a Thank-You Note

Your thank-you note, whether it is in the form of a card or an email, should contain three main pieces.

• First, thank the person and show them that you appreciate the time they took out of their day to speak with you.
• Next, refer to something specific that occurred between you and the person; personalizing the note this way adds an extra special detail.
• Finally, reiterate your interest in the position (or the internship/career path) and express your excitement for what lies ahead. If you’re writing the note after an interview specifically, you can also reiterate why you feel would excel in the position in addition to expressing your excitement.

Thank-You Note Templates

Below are some templates you can customize when writing your own thank-you notes or emails if you’re stuck on what to write. Just remember that these are templates – personalize and customize as you see fit!

To Your Internship Supervisor at the End of an Internship

Dear Mr./Ms. (supervisor’s name),

I wanted to thank you for the opportunity to serve as (your internship title) at (the company name) over the past (time you spent being an intern). The position has taught me so much about (something you learned) and has given me valuable insight into the (industry your internship was in).

I am grateful for all of the opportunities I have had as an intern, including the chance to (list two or three responsibilities you had that you think were most valuable for you as an intern). Everyone in the office was extremely welcoming and helpful and offered me valuable career advice that I could not have found anywhere else.

This internship has definitely increased my interest in pursuing a career in (a field that is related to your internship). I would love to stay in touch, and possibly speak to you about the steps I should take in the future to pursue a career in (the industry you want to work in or the industry your internship was in). Once again, thank you for a terrific (time you spent being an intern).

Sincerely,

(Your name)

To Your Informational Interviewer

Dear Mr./Ms. (interviewer’s name),

I would like to thank you for taking the time to speak with me (this morning, afternoon, yesterday, etc.). It was great to meet you and I thoroughly enjoyed our conversation about (something specific you talked about).

I am very excited about working in the (field or industry you discussed) field/industry. The information you shared about (a specific part of the field/industry you are interested in) was particularly helpful/interesting, and it’s really giving me a lot to think about.

Thank you again for the great conversation. Hopefully, we can keep in touch!

Sincerely,

(Your name)

To Your In-Person (or Phone) Interviewer

Dear Mr./Ms. (interviewer’s name),

I would like to thank you for taking the time to interview me (this morning, afternoon, today, etc.) for the (position name) position that has opened at (company name). It was great to meet you and your team, and I truly enjoyed learning about your (industry) program and touring your offices (or other details that happened during the interview).

I was impressed by the opportunity your next (position name) will have to (mention one of the job’s main responsibilities). As we discussed, (mention something from your past experiences that you think qualifies you for the job). My successes include (list two or three of your biggest accomplishments from your work history - be specific and include numbers if possible).

I am confident that my skills will allow me to succeed/excel in this exciting opportunity. I look forward to hearing from you again soon; feel free to contact me if you have any questions or if I can provide any additional information to help you with your decision-making process. Thank you again for your time.

Sincerely,

(Your name)

Writing thank-you notes doesn’t need to be difficult, and the extra effort can go a long way in forging valuable connections. Just be sure to double-check spelling and personalize the note – you want your note to be memorable in the right ways.