Beyond the Post-Interview Thank You Note

Sending a thank you note or email after a job interview is standard practice. Once you land a job, knowing when and why to send professional thank you letters is less clear.

For instance, should you send a thank you note to the former boss that wrote you a fantastic recommendation letter? (Yes, you should.)
— Zip Recruiter

Building up relationships and network connections at work can be done through simple and professional thank you notes, emails, or letters. The occasion for Thank-You letters goes beyond just interviews, what about that co-worker that bought you lunch, or the front desk receptionist who helps you keep track of your hectic day.

Remember that thank-you letters should always be formal and formatted like any business letter but you can always opt for a more casual tone and format. A quick post-it note or message can do the trick depending on your relationship with the person but remember that a handwritten note goes an extra mile to show your level of consideration.

See below for a list of few common circumstances when writing a professional thank you is appropriate (source)

1. When You Receive a Gift

Taking the time to reply with a sincere thank you note or letter is common courtesy in any range or relationship.

Sample Thank You Note

Dear Kevin,

Thank you for the morning coffee you dropped off at my desk for Employee Appreciation Day. That cold brew really got me going for the day and gave me the energy for today's big meeting. Thanks again for the thoughtful gift.

Best regards,

Samantha Kiehl

2. Recognize an Act of Kindness

It is always great to return a random act of kindness when it happens at work.

"Acknowledging when a colleague does something nice for you makes the workplace a more pleasant environment—and it encourages future acts of kindness." - Zip Recruiter

Sample Thank You Note

Dear Jesse,

Thank you for helping me complete the sales guide for next month's release, I know you had to put in an extra 10 hours of work this week and you were not assigned to this department but it has really paid off to have this project completed early. I look forward to working on the rest of this project with you and the rest of the team. Thanks again for your help.

Best regards,

Stephen Chavez

3. Appreciate When a Colleague Goes Above and Beyond

Every once in a while, we have that coworker who goes above and beyond the call of duty in a really powerful way. A thank you note will go a long way to making those extra hard workers feel appreciated for their efforts.

Sample Thank You Note

Dear Taren,

Thank you for coming in early on Sunday to set up for the trade show. Your attention to detail and hard work didn’t go unnoticed. Thanks to you and your team, this will surely be a success. Thanks again for going beyond the call of duty. 


Vanessa Thompson

4. After a Business Meeting

"Sending a thank you letter or email after a business meeting is an excellent way to express your gratitude for the recipient’s time and insights. A written thank you is appropriate for all sorts of business meetings, such as a strategy meeting with potential partners or a lunch meeting with a mentor." - Zip Recruiter

Sample Thank You Note

Dear Claudia,

Thank you so much for taking the time to talk with me over lunch. Your unique perspectives and insights are helping me figure out the next steps on my career path. I am so grateful to have you as a mentor and role model.

Best wishes,

Emily Grover

5. For References and Recommendations

Receiving a recommendation from your college professor, first supervisor, or your coworker of 10 years can make an impactful difference in any future position you are applying for.  

"Sending a handwritten thank you to the person or people who served as your professional references is a kind way to demonstrate your appreciation and show that you have not forgotten them even though you’ve moved on." - Zip Recruiter

Sample Thank You Note

Dear Mr. Wells,

Thank you for writing a letter of reference and recommendation based on our years of experience working together at acme inc. My new boss said your favorable words helped land me in the final two when hiring and they opened a brand new position to make sure they had me on board. I enjoyed working with you, and I’m sure I’ll use the knowledge and experience you gave me as I go through my career. Thanks again for your support.

Best wishes,

Michael Shoe


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