Recipients appreciate a handwritten thank you note or card.
Express your gratitude for a gift, favor or courtesy with a well-written thank you note or card. Write the note as promptly as possible. Whenever possible, write within two weeks of receiving the gift or thoughtful action. Do not worry about lengthy messages. Instead, write simply and from the heart.
Plan Ahead
If you are planning a large event, such as a wedding, shower or christening, photocopy your guest list and use it to keep track of all incoming gifts. Beside each name on the list, write a short description of the gift. For example: Sheila and Peter Jones, six wine goblets. On the day of the event, ask a reliable friend or relative to read each gift tag carefully and update the list. Alternatively, you could leave out all the gifts with their tags on a large table for a day or two. Take a morning or entire day to complete the gift list. Double check all the information with your spouse or partner.
Prepare to Write
Use a blue or black pen and high-quality stationery or plain note cards. Clear a desk or large writing surface and give yourself enough room to write comfortably. If you are pressed for time, use a printed thank you note with a brief, handwritten comment and signature. Consider using a business letter format if you are thanking a colleague for his assistance or outstanding work performance. Send a copy of the letter to his supervisor.
Use the Right Tone
Adopt an informal tone if you are writing thank you notes to friends and relatives. Use their first names in the salutation and throughout the letter. When sending thank you notes to colleagues, supervisors or organizations, use the recipient's first name if you have a longstanding relationship with him or her. In all other cases, use the recipient's surname with the appropriate personal title.
Write Simple Messages
Keep the notes simple. In most cases, two to four sentences are appropriate for handwritten cards. For example, "Thank you for taking care of my condominium while I was away on holidays. One of the most wonderful parts of my trip was returning home and finding everything looking so shipshape. You did a great job! I only hope that my plants won't miss you now that I'm back. Your grateful neighbor, Susan."
Write More Personal Notes
Write a longer, more detailed note to close friends and relatives. For example: "Thank you from the bottom of my heart for all your support during the past few difficult weeks. After John's mother died, I found it difficult to do anything beyond the bare minimum. Each day, you miraculously appeared with a ready-to-eat casserole and a freshly baked pie. You also found the time to drive the out-of-town guests to the airport. I will never forget your kindness and thoughtfulness. Love, Ann."
Select the Right Delivery Method
Send all thank you notes and cards for wedding, funeral, housewarming and other such events by mail. If you are writing thank you notes to colleagues and supervisors in your workplace, use the most appropriate delivery method. In some offices, an informal approach is acceptable. You could hand-deliver or leave the card on your colleague's desk. Alternatively, you could send the card using the internal mail delivery system. If you are unsure, ask a senior colleague for advice.
