Writing a thank you card is one of my favorite items to write. I enjoy the entire process — choosing the special note card, drafting my appreciation before I handwrite it on the stationery, and crafting the message to uplift the recipient. My goal is to make the receiver smile. Because when we get a note of thanks in the mail, doesn’t that bring us joy?
My handwriting is neat (and a little old-fashioned to some), and yes, I’m even picky about the stamp. A LOT of thought goes into those notes.
Whether I am writing to a friend or to a business acquaintance, the care that is given to the correspondence is my top priority.
But not everyone leaps at the opportunity to pen those messages. Some would rather forget about it.
As writers, we often think we can write anything. And yes, we pretty much can once we learn about the subject. But the art of writing a thank you card or letter is often daunting because it is, well, a bit more personal, even in business. We are typically writing from the heart and we don’t always know how much we should say from that personal standpoint.
Not only that, we have grown used to typing emails and text messages that sitting down with a pen and card to compose a short, but eloquent message, can cause us to procrastinate. Maybe the task becomes so tedious we treat it like the rattling sound in our car: perhaps if we ignore it it will eventually go away. (Note: it never does but it does get louder).
What we may not realize is that thank you letters and cards can help us stand out. Why? Because hardly anyone writes them. As professionals, such correspondence can, in a way, elevate our status because as busy as we are, we took the time to write something heartfelt to someone else. And taking a few minutes to show someone we are thinking of them, can go a long way in an otherwise draining daily routine for others.
We can really make someone’s day.
How can a simple card affect our professional image? What opportunities are there to send thank you cards and other correspondence to acquaintances?
How writing a thank you card affects our image
You might not immediately think a thank you note can do anything for your professional image. But there I would disagree with you. It can affect it either positively or negatively.
A card riddled with errors, sloppy writing, and a self-focused motive can hurt your reputation. And we have all received cards in the mail with the intent to deceive us into thinking it is personal when, in fact, it has been mass produced with the purpose of selling us something. Argh!
On the other hand, writing a thank you card or letter following a job interview, getting hired, or a discussion with someone within your network, can help you show the recipient you care about others and you take relationships seriously.
Yes, I said relationships, because this is how you build and maintain professional relationships. Nonprofits in particular should make writing thank you letters to donors and funders a priority and the practice must be done on a regular basis.
It requires time to compose even a small note, not to mention running to the post office to mail it. But even more so, it takes personal interest to begin the task. Think about how the recipient feels when he or she receives it. Likely, the same way you feel when you realize someone actually cared about you.
This action keeps you top of mind with the individual because you did something, not only thoughtful, but rare.
Opportunities for outreach by card
There are many opportunities for us to send cards to colleagues and other business acquaintances, some we might not think of.
The thank you should always be sent when someone does something kind for us, not necessarily give us a gift. It could be the gift of time in that he or she gave us valuable career advice.
Following an interview and even a thank you after you are hired can impress the team with your selfless and gracious behavior. It is also an opportunity to highlight something about you — whether a skill or a personality trait — that could give them cause to bump you to the top of their hiring pool. Even if you are not ultimately hired, you have left a positive impression that might help you get recommended to someone in their network.
Sympathy cards, on the other hand, are a delicate message in the business world. But there are ways to offer condolences in a balanced, kind way. The key to such a message is to show the recipient you care.
Thinking of you cards are a step above the email. While they might be the least common in business, they are another opportunity for outreach to remind our connections, acquaintances, and clients we are still around and we are thinking of them.
Challenges in correspondence
Many are discouraged from the practice of penning a note of thanks to someone in a professional setting. They do not always know exactly what to say, or how the message should be formed. It is easier to write a card to a friend, but when it comes to another professional or colleague, it is not always black and white because we do not usually know the person well.
Some worry they might sound pushy or overeager, or even as if they are giving a sales pitch.
And then there is concern our message and intent could be misconstrued.
It takes practice and a good routine to get us to write those obscure pieces of art. When we realize the benefits of those little notes, and the value it brings both to us and to the recipient, we will be motivated to take the time to write them out on a regular basis.
But if we know how to do it; if we know what the form should look like, either the card or letter and the envelope; if we had a complete template or example to follow, then maybe writing them might not seem daunting.
If you still need some guidance, and would appreciate complete examples to get you started, you will like my book: 23 Ideas for Writing Dynamic Professional Letters and Cards: The art of saying thank you and other correspondence available as a digital download in my store. Check it out today!
Writing thank you letters and cards in business helps you stand out with your professionalism. With the advent of emails and text messages, the etiquette of writing a personalized note of thanks is often not an option, or the idea of composing a letter can be daunting for some who are not writers. Writing a thank you after a job interview, a sympathy letter to a colleague, or a thank you letter to a nonprofit donor, can show the recipients our selfless personality and help us build relationships for years to come.
Take the guesswork out of what to say and how to draft a unique note. My book: 23 Ideas for Writing Dynamic Professional Letters and Cards: The art of saying thank you and other correspondence gives complete examples for writing a thank you note after a job interview, a sympathy letter to a colleague, a thank you letter to a nonprofit donor, and more. Available in my store now.
Want even more coaching? My 2-Day VIP Writing Focus Workshop will help you improve your writing skills. Designed for busy staff — or individuals — who desire to write better and create engagement. Need more focused personal attention? Contact me for one-on-one coaching to improve your writing skills.
Recent Comments