The Best Way to Say "Thanks for Your Time!"

Writing a thank you note - for someone’s time, informational interview, or networking meeting - should be simple, right? And, yes, you get points just for doing it. But there’s a difference between a generic note and a tailored one. A tailored note makes the recipient feel far more special, which in turn creates a much more effective letter. So how can you make each letter feel personalized?  

1.    Incorporate a Specific Detail

The best way to personalize a letter is to reference something specific about the interaction or the person. This detail doesn’t have to be as big as, “It was so fun to discover we were in the same fraternity” (although that would be a great one!). It can be as small as, “As I mentioned when we met, your business cards are so memorable! It really shows the care and attention you bring to branding”. You could also include a point you didn’t get to make during the meeting that is relevant to the recipient, or their business, or the role you are interested in. Try jotting down a few notes immediately after each meeting; they’ll give you ideas for your thank you note and could be helpful for future conversations as well.

2. Take Advantage of LinkedIn

Maybe your conversation was so quick and generic that you can’t think of anything to use in your note. When that happens to me, I check their LinkedIn profile where I usually find some great inspiration. If the professional I’m writing to was born and raised in the UK, I’ll add a line like, “I noticed on your LinkedIn profile that you grew up in London. I loved it when I worked there—do you get the chance to go back often?” Or seeing involvement with a nonprofit, I’ll say, “I notice Nonprofit123 on your LinkedIn profile. I’m so impressed you’re involved with such an impactful organization. What’s been your most fulfilling experience with it so far?” 

Note that questions are an ideal way to encourage people to write back and keep the conversation going. They won’t always respond, but they’re far more likely to if you give them a reason.

3. Bring Up Their Hobbies

While I much prefer to keep the thread woven around professional topics and connections, sometimes the best connection is a personal one. As a last resort, I will incorporate someone’s hobbies in my note. If you have discovered you both love Corgies or bike racing, for instance, go ahead and reference it. Facebook and Instagram are good places to discover a person’s outside interests when prepping for a meeting. If it feels appropriate, complimenting someone with “Your photos from your trips are so amazing (Yes, I stalked you on Instagram)” could reinforce a connection. Just make sure your comments are authentic.

Here are a couple of examples:

Reinforcing the topics discussed:

Dear [Interviewer Name],

Thank you so much for meeting with me today. It was such a pleasure to learn more about the team and position, especially knowing that _________.

 I’m very excited about the opportunity to join [Company Name] and help [bring in new clients/develop world-class content/anything else awesome you would be doing] with your team.

I look forward to hearing from you about the next steps in the hiring process, and please do not hesitate to contact me if I can provide additional information.

Best regards,

[Your Name]

Referencing a connection made during the meeting:

Hi Brian,

Thank you for making the time for a Zoom meet-up on Wednesday. Not only did you give me some valuable insight into life as a branding strategist, but I also really appreciated everything you were able to share about startup culture versus corporate culture and working for your company specifically.

Also, since we were discussing Netflix (and traveling again), I wanted to give you a recommendation. Have you seen “Call My Agent,” which takes place in Paris? The new season is out and just as entertaining as the first three.

Thanks again,

Zak

Writing a thoughtful, individualized letter is definitely more time-consuming than a brief, generic one. It not only gets much better results than a generic one, but it’s also much more fun to write and gets easier to do with practice.