Write a Thank You Letter That Helps
Clinch an Offer
By John Marcus
Don't think of a thank-you letter as a thank-you letter. That's
the last thing it is. Instead, view it as an interviewing tool that will
increase your chances of winning the offer. If you write and send your
thank-you letter immediately after the meeting, you'll reinforce the
qualifications you discussed with the interviewer and rise above other
applicants -- perhaps to the top of the list.
Jack Bartello was a sales manager at American Computer Inc., a
Boston-based company that sold and leased new and used computer equipment.
After his interview with Ed Walter, the president of CompuMart Corp., a
Cambridge, Mass.-based reseller of computers, computer systems and computer
boards, he immediately wrote Mr. Walter a letter.
Several days later, Mr. Walter called to say he had received Mr.
Bartello's letter.
"It was the icing on the cake," he told the candidate.
"I was really impressed with you during the interview, but your letter
hammered home how well you understand where I want to take this company, the
challenges that lie ahead, and your ability to do exactly what needs to be
done." Mr. Walter offered Mr. Bartello the director of sales position,
which he accepted and started shortly afterwards.
Gone With the Wind
Using a thank-you letter as a critical element of a job-search
strategy is a new development. Previously, job hunters would dash off short
notes thanking interviewers for their time, expressing interest in an opening
and stating that they hoped to receive an offer. Writing a letter was so
unimportant, in fact, that many job hunters didn't bother to do so.
But thank-you letters have become more crucial in recent years.
Anything but a formality, this document must be crafted to address the key
points you discussed during the interview and convincingly convey your
capability for the position. It also must demonstrate your strong understanding
of the company's or department's goals and needs.
It's so important to send a compelling thank-you letter that
you'll jeopardize your chances of being hired if you don't. It should be a page
in length and sent within three days of your interview.
"I basically write off the person if I don't receive a letter
or e-mail from them" following interviews, says Rand Manasse, president of
Reference Systems Inc., a Chappaqua, N.Y.-based corporation that develops and
implements software solutions. To Mr. Manasse, not sending a note demonstrates
"a total lack of professionalism and business etiquette."
"And in the instance when someone writes me a letter that's
so general that it could pertain to any company they've interviewed with, I'm
equally turned off," he says.
Tomas Barrett, senior vice president of IMCO, an Irving,
Texas-based secondary producer of aluminum, says he expects to hear from
candidates following interviews. Writing a letter gives them a chance to
demonstrate their communication and relationship-building skills while
affirming their qualifications for the position and their interest in joining the
company, he says.
"When someone doesn't contact me, they clearly lack important
qualities, and I eliminate them from consideration," says Mr. Barrett.
A Tale of Two Letters
These tips can help you to convert a standard thank-you note into
a high-impact letter:
Letter No. 1. Use this when you're being considered for a job
that's responsible for primarily one function.
In the first paragraph, thank the interviewer for his or her time.
For example, "Thank you very much for the time you spent with me this past
Tuesday. I thought our discussion was as informative as it was enjoyable."
Some job hunters feel that thanking an interviewer for the meeting
puts them in a subordinate light. After all, the company needs to fill a key
slot, and they represent the solution to the problem. In this case, you can say
something that places you on a more equal footing with the interviewer, such
as, "I want to express my appreciation for the time we spent together this
past Tuesday. I enjoyed meeting you, learning about your company, and hearing
about your exciting plans for growth and expansion." Conclude the
paragraph or, if you have a lot to say, begin a new one with a statement that
shows your understanding of where the company or department wants to go.
In a new paragraph, explain that you want to reiterate key points
about your background that relate to the opening. Follow this with a list of
about a half-dozen accomplishments or responsibilities that demonstrate your
ability to excel in the job. Precede each statement with a bullet.
In your next paragraph, sum up your capability. In the closing
paragraph, restate your appreciation for the interview and then say how much
you look forward to a second meeting or would like to join the company,
whichever seems more appropriate.
Don't assume that expressing a strong interest in the company will
result in a lower offer. Just as you want an employer to be eager about hiring
you, employers want applicants to be enthusiastic about working for them.
Secondly, a company's initial offer is almost always negotiable. First secure
the offer, and then try to negotiate a good package.
Jack Bartello's thank-you is an example
of a letter written for a position with primarily a single responsibility.
Letter No. 2. If you interviewed for a position where you
would be responsible for several functions, your thank-you letter can
use the same beginning and end described above. However, instead of providing a
list of bulleted statements about your successes, write several paragraphs,
with each discussing your success in a specific function. Peter Stample's note
is a good example
of this version.
Finishing Touches. In both letters, consider adding a paragraph
that offers additional information in support of your candidacy. For example,
you may want to mention or clarify an important point about your background or
clear up a misconception you believe the interviewer might have had from your
discussion. You also can use this paragraph to describe your management style
or certain qualities that have contributed to your career success thus far.
Letter Recipients
Write a letter to each individual who interviewed you. This
includes your prospective boss, representative of human resources, and any
other managers you met with during your visit. There's no telling whose
assessment will carry great weight, and you don't want to step on anyone's toes
by excluding them. Be sure to ask for everyone's business card so that you have
the correct names and titles.
In the event that you are having a panel-type interview, where you
meet with several people at the same time, try to make mental notes during the
session regarding the types of questions each person asked and/or their
specific concerns. Your goal is to personalize each letter as much as possible.
Snail Mail or E-mail?
Which medium is best for sending thank-you letters? There's no
correct answer; you must use your best judgment as to which method your
interviewers would prefer.
If the interviewer relies heavily on the Internet during the
business day, e-mail would be the best. You want to demonstrate that you fit
the corporate culture, and sending a standard letter could be considered
old-fashioned.
On the other hand, if the interviewer seldom uses the Internet,
e-mail could be construed as impersonal, even rude, while a standard letter
would be seen as a thoughtful personal gesture.
Carefully evaluate each interviewer to determine the role the
Internet plays in that person's work life. It may be obvious or take guesswork
on your part. As a rule of thumb, sending regular mail is never wrong unless
the employer is steeped in technology.
The note you send interviewers after the meeting is anything but
an exercise in proper etiquette. Instead, it's an opportunity to further your
relationship with a potential hiring manager by reinforcing your understanding
of the position and your ability to excel in the role. Your carefully crafted
statements will advance your candidacy and be remembered during the rest of the
hiring process.
-- Mr. Marcus is a career counselor and resume writer in
From CareerJournal November 2004