Prepare and send thank-you notes within a day or two of the business interaction. Business-related thank-you notes should be short, gracious, and to the point. Two to three lines is a perfectly acceptable length; you don’t need to write several paragraphs.
If someone goes the extra mile for you, a thank-you note is appropriate; if the thank-you is just for day-to-day business, a verbal “Thank you” is good enough. Thank-you notes are always appropriate for gifts you’ve received.
Use white, cream, or gray paper for a professional look; texture and weight aren’t as important. Note cards or fold-over notes (informal) in white, cream, or gray can also be used. This figure shows an example thank-you note.
When you write a thank-you note, be sure to do the following:
Thank the person.
Recognize the effort that went into what he or she did for you.
Tell the person how his or her effort helps you going forward.
If you’re feeling at a loss for words in starting a thank-you note, try writing these words: “What a [wonderful luncheon, fantastic evening at the theater, thoughtful gift].” The rest of the note should flow from there. Try not to start with “Thank you”; mention the event or gift, or make a general comment, first.
