by Beth Shackleford
Director, Student Professional Development
The University of Georgia School of Law
One of the most rapidly evolving - and anxiety provoking - types of professional correspondence is the thank you note.
In discussing thank you correspondence, it is helpful to do a quick rundown of the Who? What? When? Where? Why? evaluation:
WHO?
Most students will be sending thank you's to lawyers following interviews or in other job search processes. Sometimes the notes will be going out to speakers or to attorneys with whom students have met for advice or for informational interviews. In each case, it is of utmost importance to check the spelling of the recipient's name - then check again! The last thing one wants is for the thank you to cause more harm than good by insulting with incorrect name spelling, wrong affiliation or inept title addressing.
WHAT?
E-mail or paper? Handwritten or typewritten? Letter or foldover note? In today's over techno world, the handwritten note speaks volumes. It says that you took some extra time and effort to write, stamp and mail your thank you note. Invest in some basic blank foldover cards, or those with a very simple monogram, and use them for thank you's and other correspondence. Practice neat handwriting, and pen 3-4 sentences about your encounter and your appreciation of the interaction.
WHERE?
Send to the business address - this is a business communication. Include your address in the return address portion of the envelope (upper left corner or back flap). The date goes in the top right corner, "Dear ___," on the left first line. Sign your full name at the bottom right, with a simple non-flowery sign off ("Sincerely" is good).
WHEN?
Send it as immediately following your encounter as humanly possible. In your briefcase, bag or portfolio, squirrel away your notecards (pre-addressed is brilliant!) with stamps. Write the thank you as soon as you leave, so you can include some fresh mention about your meeting, and mail the note as soon as you can. Your note should arrive on the recipient's desk within days, not weeks.
WHY?
Keep your message focused on gratitude! The purpose is appreciation - don't try to weasel in some extra interview or sales time or to u-turn the message in a new direction. It's a short note, make it all about your thankfulness for their time, their willingness to consider your job application, the discussion you had about your mutual interest in Georgia football, whatever. Everyone appreciates a sincere and focused grateful note.