Six Steps to Writing a Holiday Thank-You Note

October 17, 2011

As we approach the office party and holiday season, don’t forget to give some thought to the many gifts are given and received in the workplace.

The two most important items of Office Gift-Giving and –Receiving are:

1. Make sure you give a gift that is appropriate for the workplace

2. Give honest, sincere thanks for the gifts you receive

Writing a sincere thank you note is one of the professional skills that can make a lasting favorable impression. People like being appreciated. One of Dale Carnegie Training’s fundamental human relation principles is “Give honest, sincere appreciation.” When writing a thank you note, try to avoid the impersonal nature of an email and instead hand-write out your message on a plain, small card. However, the card is not as important as the effort, so if email is all that is available, write the note anyway! Use this 6-step formula as a sure-fire method of expressing appreciation in a written note:

1. Greet the Giver — Dear Mr. and Mrs. Smith OR Dear Jamie. It seems like an obvious point, yet many people will begin a note with “Hi” or even omit the greeting.

2. Express Gratitude“Thank you so much for the book.” The key is to keep it simple and specific. The point of writing the note is to create an expression of a heartfelt sentiment.

3. Discuss Your Use of the Gift — “I started to read the book immediately and have already found many great ideas.” People like to know that you found their gesture or gift valuable. Sharing how you are using the item or idea makes their effort more meaningful.

4. Another Thank You — Thank them again for the gift. It’s not excessive to express your appreciation twice.

5. Complimentary Close — Wrap it up with a close that expresses your final thought: Regards, All the Best, Sincerely, Gratefully, etc. Then sign your name.

6. Send It — Even if your colleagues and acquaintances are not of the note-writing variety, be the one who sets the precedent.

It is the mark of a true professional to become skilled at writing thank you notes in this age of email, voicemail, and text messaging. Demonstrating business professionalism is not difficult; it just takes effort and focus. Applying simple aspects of business etiquette goes a long way in establishing our professionalism, which builds our confidence and comfort in business settings.

Here’s an example of expressing honest and sincere appreciation from your friends at Dale Carnegie Training of Philadelphia and Allentown:

This post is brought to you by the good folks at Dale Carnegie Training of Philadelphia and Allentown, providers of professional development and management development courses and information in Philadelphia and Allentown. We would love to connect with you on Facebook.


Photo credit:digitalart

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