Do You Really Have to Send a Thank You Note?...even if you already said &quo;thank you?&quo; - GWCC

The big question among business professionals about thank you note writing is, When should you send one? Should you send a note for a simple luncheon or a grand holiday dinner, how about a holiday gift, a tin of home-baked cookies, or a bonus? Maybe you were invited to a holiday celebration; do you send a note then? What if you already said thank you…..in person, do you have to send a note too?

The answer to all these questions is simple. Yes. Consider the thank you note a gracious gesture and not an obligation.

Getting Started

The thank you note is a confirmation that you are appreciative of the kindness that someone has given to you. As a business professional, you have a stationery wardrobe; you have note cards or correspondence cards for this very occasion. The quality of the paper and the pen you use all go into the total message that you send. Always select the best quality paper that you can afford for your stationery. Having monogrammed or personalized papers is appropriate. Engraved stationery is the ultimate.

Word Dynamics

You want to select just the right words for your note. You have read so many thank you notes, but you want this one to be extra special. The way to make your note special is to capture the feeling you had at the moment you were given the gift. Recreate that same excitement in your note. If your experience was not one of gladness, do not let that show in your note. You want the note to convey the message of thanksgiving.

What to Say

Keep the words happy and genuine; avoid exaggeration as it might appear insincere. One effective thank you note writing technique is to compliment the gift giver on their ability to select just the right gift.

What Not to Say

A thank you note should not say anything about wanting to return the gift, that it is the wrong size or any other objections to the gift.

Now that the 2008 is here, take a moment to write some thank you notes. The recipients will surely appreciate your graciousness.

Happy New Year!

Joan R. Stokely (jrs@thesocietyofdiplomacy.com) is the President of The Society of Diplomacy, Inc., a protocol and etiquette consulting firm. We offer extraordinary training programs for corporate professionals who desire greater success in their careers. Increase your knowledge of business protocol and etiquette, your corporate image, international intelligence and social skills by attending programs specifically designed for you.

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