How To Write a Thank You Letter For Recommendation: A Guide to Expressing Gratitude
Getting a letter of recommendation can feel like a huge weight lifted. It’s a powerful endorsement, a vote of confidence, and a significant boost to your application or opportunity. But what happens after you receive that invaluable letter? The answer is simple: you write a thank you letter. This guide will walk you through the process of crafting a compelling and heartfelt thank you letter for a letter of recommendation, ensuring you leave a lasting positive impression.
Why a Thank You Letter is Essential
You might be thinking, “Isn’t the recommendation enough?” While the letter itself is crucial, a thank you letter demonstrates your appreciation and professionalism. It’s a sign of respect for the time and effort the recommender invested in supporting you. It also strengthens your relationship with them, making them more likely to assist you in the future if needed. Think of it as the final, polished touch that solidifies the good impression you’ve already made. Failing to send a thank you letter can be perceived as ungrateful and may damage your professional reputation.
Preparing to Write: Gathering Your Thoughts and Information
Before you start writing, take a moment to gather your thoughts. Reflect on why you requested the recommendation and what the outcome was. Consider the specific points the recommender emphasized in their letter. This pre-writing process will help you craft a more personalized and meaningful thank you.
Here’s what you need to have ready:
- The outcome: Did you get the job, internship, or scholarship?
- Specific details: What aspects of the recommendation were particularly helpful?
- The recommender’s name and contact information: Ensure you have the correct spelling and preferred method of contact (email or postal address).
- The date: This helps with organization and demonstrates you sent the letter promptly.
Crafting Your Letter: Structure and Content
Now, let’s get down to the actual writing. A well-structured thank you letter follows a standard format, allowing you to effectively convey your gratitude.
Opening: Expressing Your Appreciation
Start your letter with a clear and direct expression of gratitude. Mention the recommendation specifically and state its purpose. Be sincere and genuine in your tone.
- Example: “Dear Professor Smith, I am writing to express my sincere gratitude for writing a letter of recommendation on my behalf for the [position/program name] at [organization/university].”
Body Paragraph 1: Acknowledging the Recommendation’s Impact
In this section, explain how the letter of recommendation helped you. Mention specific details from the letter if you can. For instance, if the recommender highlighted your analytical skills, you could say, “I was particularly pleased to see you emphasized my analytical abilities, as this was crucial during the interview process.”
- Example: “I am thrilled to share that I was offered the position of [Job Title] at [Company Name]! Your letter of recommendation played a significant role in my successful application. The details you included about my [specific skill or experience] were particularly impactful during the interview.”
Body Paragraph 2: Detailing the Outcome and Your Future Plans
Provide a brief overview of the outcome and your future plans. This gives the recommender a sense of closure and shows them how their efforts contributed to your success.
- Example: “I am excited to start in July and look forward to contributing to the team at [Company Name]. I plan to utilize my skills in [specific area] to [achieve specific goals].”
Closing: Reiterate Your Gratitude and Offer a Gesture of Appreciation
Conclude your letter by reiterating your gratitude. Offer to keep the recommender updated on your progress or offer a small gesture of appreciation, such as sending them a card or a small gift (if appropriate and within professional boundaries).
- Example: “Thank you again for your invaluable support. I am incredibly grateful for your time and effort. I would be happy to keep you updated on my progress. Please let me know if there is anything I can do for you in the future.”
The Formal Closing
Use a professional closing, such as “Sincerely,” “Best regards,” or “Yours sincerely,” followed by your typed name.
Choosing the Right Format: Email vs. Physical Letter
The format of your thank you letter depends on your relationship with the recommender and the context.
Email: Email is generally acceptable, especially if you have a good rapport with the recommender. It’s quick, convenient, and allows for immediate communication.
Physical Letter: A physical letter is a more formal and traditional approach. It’s particularly appropriate for individuals you don’t know well, or for significant opportunities like scholarships or high-level positions. If you go the physical letter route, make sure to use high-quality stationary.
Editing and Proofreading: The Final Polish
Before sending your letter, proofread it carefully. Check for any grammatical errors, typos, or awkward phrasing. Ensure that the tone is appropriate and that the message is clear. Consider asking a friend or mentor to review your letter as well. A polished letter reflects well on your attention to detail and professionalism.
Timing is Key: Sending Your Letter Promptly
Send your thank you letter as soon as possible after you receive the good news. Aim to send it within a week or two of receiving the offer or achieving your goal. This demonstrates your promptness and appreciation.
Frequently Asked Questions
Here are some common questions people have about writing thank you letters for recommendations:
What if I didn’t get the position or opportunity?
It is still important to send a thank you letter, even if the outcome wasn’t positive. Thank the recommender for their time and effort, and let them know you appreciate their support. You can also briefly mention your plans for future applications or opportunities.
Should I mention the specific details of the letter?
Yes, mentioning specific details from the letter shows you read and appreciated it. It also personalizes your thank you and makes it more meaningful. Try to recall particular skills or experiences the recommender highlighted.
Is a handwritten note better than an email?
A handwritten note can be a thoughtful gesture. However, an email is perfectly acceptable, especially if you’ve communicated with the recommender primarily through email. The most important thing is to express your gratitude sincerely.
When is it appropriate to send a gift?
Gifts are usually not necessary, but a small, thoughtful gesture is acceptable if you know the recommender well. A gift card to their favorite coffee shop or a small token of appreciation is fine. Avoid lavish gifts, as they can be perceived as inappropriate.
What if I can’t remember what the recommender said in their letter?
If you can’t remember specific details, focus on the overall impact of the letter. Mention how much you appreciated their support and how it helped you. You can also reference general skills or experiences that they may have highlighted.
Conclusion: Expressing Gratitude for the Future
Writing a thank you letter for a letter of recommendation is more than just a formality; it’s a vital step in maintaining strong professional relationships. By following the guidelines outlined in this guide, you can craft a heartfelt and effective thank you letter that expresses your sincere gratitude and leaves a lasting positive impression. Remember to be genuine, specific, and timely. This will not only thank them for their time but also pave the way for future collaborations and opportunities. Your ability to express gratitude is a reflection of your character and professional maturity, making it a valuable asset in your career journey.