Email Etiquette: Thank You Letter Email in Body or Attached
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Thank you letter is an email used to express gratitude, an email is a channel used to connect with people, gratitude is a feeling of thankfulness, and thankfulness is an emotion triggered by a positive interaction. Email etiquette is an essential element that can define whether the gratitude will be conveyed effectively or not through an email.
Thank You Letter Structure: Email Message vs. Attachment
When expressing gratitude for an interview opportunity, consider whether to include the thank-you letter in the email body or attach it. Both methods have pros and cons:
Email Body
- Pros:
- Convenience: Saves the recipient time and effort by not having to download an attachment.
- Personal Touch: Can feel more personal than an attachment, as it’s directly embedded in the email’s content.
- Cons:
- Length Restrictions: Some email clients have character limits that may prevent you from expressing your gratitude fully.
- Formatting Issues: Formatting can be inconsistent across different email clients, potentially affecting the letter’s appearance.
Attachment
- Pros:
- Professionalism: Reflects a more polished and formal approach.
- Flexibility: Allows for greater length and customizable formatting.
- Documentation: Serves as a record of your appreciation, which the recipient can easily save and refer to later.
- Cons:
- Inconvenience: Requires the recipient to download and open a separate file.
- Security Concerns: Some recipients may be hesitant to open attachments from unknown senders.
Recommended Structure
If Email Body:
- Subject Line: Concise and attention-grabbing, such as "Thank you for the interview opportunity at [Company Name]"
- Opening Paragraph: Begin with "Dear [Recipient Name]" and express your gratitude for the interview.
- Body Paragraphs: Highlight your interest in the position, briefly reiterate your qualifications, and reiterate your enthusiasm for the company.
- Closing Paragraph: Thank the recipient again, restate your interest, and confirm any next steps.
If Attachment:
- Subject Line: Similar to email body subject line
- Email Text: Keep it brief and professional, stating that you have attached a thank-you letter.
- Attachment:
- File Name: Professional and descriptive, such as "Thank You Letter – [Your Name]"
- Format: PDF is recommended for its cross-platform compatibility and professional appearance.
Table for Comparison
| Feature | Email Body | Attachment |
|---|---|---|
| Convenience | High | Low |
| Personal Touch | High | Low |
| Length | Limited | Unlimited |
| Formatting | Inconsistent | Customizable |
| Professionalism | Low | High |
| Security | High | Low |
7 Exceptional Thank You Letter Email Examples
For an Interview
Dear [Candidate Name],
Thank you for taking the time to interview for the [Position Name] position yesterday. We were very impressed with your qualifications and experience, and we appreciate your interest in our company.
We will be reviewing all applications carefully and making a decision soon. We will be in touch with you regarding next steps. In the meantime, please do not hesitate to contact us if you have any questions.
Thank you again for your time and consideration.
Sincerely,
[Your Name]
HR Manager
[Company Name]
For a Job Offer
Dear [Candidate Name],
We are pleased to offer you the position of [Position Name] with [Company Name]. This is a full-time position reporting to [Reporting Manager Name].
Your start date will be [Start Date]. Your salary will be [Salary] per year, paid on a bi-weekly basis.
We are confident that you will be a valuable asset to our team. Your skills and experience are a perfect match for this position, and we are excited to have you join us.
Please indicate your acceptance of this offer by signing and returning the attached offer letter. We ask that you return the offer letter by [Date].
If you have any questions, please do not hesitate to contact us.
We look forward to welcoming you to the team!
Sincerely,
[Your Name]
HR Manager
[Company Name]
For a Referral
Dear [Referrer Name],
Thank you for referring [Candidate Name] to our company. We were very impressed with [Candidate Name]’s resume and cover letter, and we invited them in for an interview.
We are happy to report that we have offered [Candidate Name] the position of [Position Name]. We are confident that they will be a valuable asset to our team.
We appreciate your help in finding great candidates for our company. Your referral bonus will be processed and sent to you shortly.
Thank you again for your assistance.
Sincerely,
[Your Name]
HR Manager
[Company Name]
For a Mentor
Dear [Mentor Name],
I wanted to take a moment to thank you for your mentorship over the past year. Your guidance and support have been invaluable to me.
I have learned so much from you, both professionally and personally. You have helped me to develop my skills, grow my confidence, and achieve my goals.
I am so grateful for your time and effort. I would not be where I am today without your help.
Thank you again for everything.
Sincerely,
[Your Name]
For a Colleague
Dear [Colleague Name],
I wanted to take a moment to thank you for your help on the [Project Name] project. Your hard work and dedication were essential to our success.
I was particularly impressed with your [Specific Example of Colleague’s Contribution]. Your skills and knowledge were invaluable, and you went above and beyond to ensure that the project was a success.
I am grateful for your support and collaboration. I am lucky to have you as a colleague.
Thank you again for your help.
Sincerely,
[Your Name]
For a Customer
Dear [Customer Name],
Thank you for your business over the past year. We appreciate your continued support.
We are committed to providing you with the best possible products and services. We value your feedback, and we are always looking for ways to improve.
Please do not hesitate to contact us if you have any questions or concerns. We are here to help.
Thank you again for choosing [Company Name].
Sincerely,
[Your Name]
HR Manager
[Company Name]
For a Speaker
Dear [Speaker Name],
Thank you for your presentation at our recent [Event Name] event. Your insights and expertise were invaluable to our attendees.
Your presentation was well-received by everyone who attended. You provided valuable information and guidance, and you inspired us to think more deeply about [Topic of Presentation].
We are grateful for your time and effort. You made our event a success.
Please accept our sincere thanks.
Sincerely,
[Your Name]
HR Manager
[Company Name]
How should I send a thank-you letter after an interview: in the body of the email or as an attachment?
There are benefits to both sending a thank-you letter email in the body or as an attachment.
Sending the letter in the body of the email makes it easier for the recipient to read and respond to. However, sending it as an attachment allows you to format the letter more formally and include additional materials, such as a resume or portfolio.
Ultimately, the best way to send a thank-you letter depends on the specific situation.
If you are sending a thank-you letter to a potential employer, it is generally best to send it as an attachment. This will give your letter a more professional appearance and make it easier for the employer to save and reference later.
If you are sending a thank-you letter to someone you know well, such as a friend or family member, you may be able to send it in the body of the email.
Should a thank-you letter be handwritten or typed?
Traditionally, thank-you letters were handwritten. However, in today’s digital age, it is perfectly acceptable to send a typed thank-you letter.
There are benefits to both handwritten and typed thank-you letters.
Handwritten thank-you letters are more personal and can show the recipient that you took the time to write them a unique message.
Typed thank-you letters are more formal and can be easier to read.
Ultimately, the best way to send a thank-you letter depends on the specific situation.
If you are sending a thank-you letter to a potential employer, it may be best to send it typed. This will give your letter a more professional appearance.
If you are sending a thank-you letter to someone you know well, such as a friend or family member, you may be able to send it handwritten.
What should I include in a thank-you letter?
A thank-you letter should include the following information:
- The date
- The recipient’s name and address
- A salutation
- A body paragraph thanking the recipient for their time and consideration
- A closing paragraph restating your interest in the position and expressing your hope to hear from the recipient soon
- A complimentary close
- Your signature
You may also want to include additional information in your thank-you letter, such as:
- A specific example of how you would be an asset to the company
- A reminder of your skills and qualifications
- A request for an interview
Alright folks, that’s all for this thank-you letter guide. Thanks for sticking with me! If you’ve got any more writing woes, feel free to drop by again. I’ll be here, ready to lend a helping hand and some friendly advice. Until next time, keep writing those heartfelt gratitudes!