I was recently giving a presentation on cover letters and the topic of thank you/follow up letters came up…and WOW were there ever a lot of opinions, questions, and misguided ideas about this topic. So, in this article I'm going to answer all you questions about these tricky letters - why send them, when, is email acceptable, what should they say, etc.?

Writing thank you/follow up letters is like exercise - everyone knows you should do it but few people actually do, and those that do either don't do it enough or could do a better job of it. Well, just as with your personal health, the health of your career and/or job search often depends on getting the details right, and this is one of those important details that can separate the winners from the losers.

What are they?

First, a quick distinction is in order. The terms "thank you letter" and "follow-up letter" are often used interchangeably (I do this myself); however there is a subtle distinction. A thank you letter, in the truest meaning of the term, is used solely in circumstances where someone has helped you in your career. A follow-up letter, on the other hand, is a term that can describe not only thank you letters but also letters of inquiry, including following up after an application or even after a rejection.

I use them interchangeably, though, only because I think we all know what we're taking about. Whether formally thanking someone, keeping in touch, or following up, the letter is important because it gives you the opportunity to put yourself in the front of their minds, separate you from the common rabble that don't bother, address key points, and demonstrate your professionalism.

Why send them?

Why send thank you and follow up letters? There are a number of good reasons:

• Not everyone does, and few do it very well, so a well-written and well-timed letter can definitely help you stand out from the crowd
  
  
• Further demonstrates your enthusiasm for the company and position
  
  
• Gives you a great opportunity to again briefly showcase your suitability and re-address key points from an interview (both positive and negative)
  
  
• Demonstrates professionalism, an ability to follow through, and an understanding of good business etiquette

When do you send them?

As soon as possible after any and all important interviews, meetings, phone calls, or other circumstances in which someone has helped you or taken time with you. These situations might include:

• After an interview (every interview)
  
  
• After you have met or spoken with a contact (in person, by phone, or by email)
  
  
• After you have applied for a position and weeks have gone by with no response (it may tweak their memory of you, or it may encourage them to tell you that you aren't being considered…but at least you'll know)
  
  
• Heck, even after you have been rejected for a position but still want to express your ongoing interest in the company and your ability to add value

If I had a panel interview, do I send a letter to each person?

Ideally, yes. Try to get the name of every person who interviewed you, and send each one a different letter (don't just cut and paste the same form letter…change it slightly to personalize it).

If you absolutely can't get everyone's name, send one to the most important person on the panel.

Note: In a pinch, you might even be able to send all letters to one individual and ask to have them forwarded appropriately - but be careful, I wouldn't do this with a VP or CEO and if done poorly it can look as if you're lazy and taking advantage

How should I send it?

I get this question a lot. Should you send a hard copy letter, a handwritten note, or an email? The answer is, it depends:

Hard copy - the most formal option, and always acceptable after an interview

Handwritten - more personal, but only used if it's brief (a note or card). Also particularly appropriate for contacts with whom you are already well acquainted.

Email - the least personal (but most convenient). Best used if your primary means of contact with the person has been by email, or if he/she has expressed a preference for it

What should the letter say?

Like any good letter, it should have a nice opening paragraph or sentence, a brief body, and a nice tidy closing. More often than not, be brief. Unless you have something new and seminally important to add, then you want to keep it neat and to the point.

Three or four short paragraphs should easily cover what you need to say, less if possible. Ultimately, you're trying to communicate one or all of the following, depending on the situation:

• Thank you for your assistance and for taking the time
  
  
• I am still interested in the position and company
  
  
• Once again, here are a few highlights from our discussion
  
  
• Here's something else we didn't get a chance to discuss

• I know you had concerns about ____, but here's how I address that
  
  
• Thanks again
  

Good grief, how many of these do I have to send out?

In truth, as many as it takes. Remember, your job search (and arguably your career advancement) is a campaign, and since these letters are so brief they should fit into your campaign without much trouble.

Do you have a sample?

Of course I do...

Mr. Marsden,

First of all, thank you again for taking the time out of your schedule to meet with me yesterday. I thoroughly enjoyed our conversation and I appreciated the insight and energy you brought to our discussion.

Clearly from what you described, ABC Company looks for highly motivated, goal oriented and innovative people who "fit" within the organization. I was very pleased to hear you say this, as I consider this fit a critical ingredient to success. In all of my personal and professional accomplishments, I have surrounded myself with like-minded people - dynamic, entrepreneurial, confident, casual but highly motivated and innovative thinkers - and this fit has consistently been a key to our success.

I know you expressed a concern for the learning curve required to become familiar with your suite of products, but I assure you this is not a concern of mine. After I joined XYZ Corporation, I spent every waking moment learning their products well enough to close 3 major deals in the first 6 weeks and earn Top Sales for that quarter.

I have achieved virtually every personal and professional goal I have set for myself, and my current goal is simple - to contribute my passion and expertise to the growth and success of like-minded organizations. I was very impressed with all I learned of ABC Company and I believe I am the person you are looking for.

Thank you again and I look forward to our next meeting.

See, it's that simple.

Final Thoughts

In the past, thank you letters were considered merely a courtesy. However, today they can also be used to further market yourself and stand yourself out from the crowd. So please do send them, experiment with different approaches until one feels right, or even have a professional writer draft one for you. The point is, well-written thank you/follow up letters are one of those important details you can't afford to skip.

Best of luck!

© 2004 Ross Macpherson

About the Author

Ross Macpherson is the President of Career Quest, a Certified Professional Resume Writer, and a Career Success Coach who has helped thousands of motivated professionals advance their careers. To receive more valuable career advice, sign up to join his monthly newsletter "Career Quest Café" by visiting www.yourcareerquest.com.