Professional & Personal Thank You Notes

At a recent leadership conference, CLS Senior Director Dani Perkins heard from multiple employers that while cover letters are often ignored in the hiring process, post-interview thank you notes may be added in the plus column to a candidate’s hiring rubric. Translation: If you want to stand out, send a thank you note.

Thank You Notes: Not Just for Interviews (or Grandmothers)

Gratitude is a soft skill with hard-hitting impact. A well-crafted thank-you note will leave a lasting professional impression. It’s a small gesture that can open big doors. Whether you’re following up after an interview, attending a networking event, or meeting with a mentor, sending a follow-up thank you note will help you stand out and build lasting connections. And of course, don’t forget to send your grandmother a note thanking her for the great care package!

In this day of all-things AI, be especially cautious about depending on ChatGPT to draft your notes for you. What matters most in your thank you note is making authentic, personal connections. Showing genuine appreciation comes best from your own words, reflections, and lived experience. A note that is overly polished or generic will come across as insincere. Your recipient will be able to tell if your note—delivered via email or handwritten—lacks a personal touch.

What to Include

  • It may seem obvious, but start with thank you—for the person’s time, their attention, the gift, the job opportunity, the teaching …
  • Explicitly mention something about the experience or the gift and how you will use it.
  • Reflect on why this matters to you, and be sure to express your reflection to note’s recipient.
  • Be polite and attend to your grammar and punctuation, but make sure your note sounds like you.

Who to Write To

  • Interviewers (job, internship, grad school)
  • Informational interview subjects
  • Networking connections or mentors
  • Professors or advisors
  • Supervisors and other co-workers who made an impact or took extra time with you at internships or part-time jobs
  • Anyone who does something nice for you/gives you a gift—these social occasions are opportunities to practice your thank you note writing skills

Why Send a Thank You Note

  • Shows appreciation and professionalism
  • Leaves a lasting impression
  • Builds and maintains relationships
  • Reflects well on your personal brand

When Do You Send the Note

  • After interviews (within 24–48 hours)
  • After networking events or informational interviews (24–48 hours, especially if you have follow-up questions or wish to meet again)
  • After receiving help or advice (think a quick email directly after meeting with a professor during office hours or any other sort of appointment on campus)
  • After you receive a gift, you have up to a week or so (conventional etiquette says newlyweds have up to a year to thank wedding guests, but sooner is better)

Unusual but Powerful Thank-You Opportunities

  • Didn’t get the job? Thank the hiring team for their time and consideration, say something kind about how you believe their new team member is sure to be a great fit, and leave the door open for a future opportunity.
  • Professors or peers who supported you—they’re part of your journey. This can be especially powerful at the end of the semester.

What Makes a Good Thank You Note?

  • Greet the person by name
  • Express your appreciation clearly and specifically
  • Reference something meaningful from your interaction
  • Include a forward-looking comment or next step (if relevant)
  • Close warmly and professionally

Be Sure to Practice

Think of someone who has helped you in your academic, professional, or personal growth—advisor, professor, mentor, supervisor, friend, family member—right now, write them a thank-you note!

Additional Resources

A picture of a mandala and the words Thank You Notes Professional and Personal
By Robin Bourjaily
Robin Bourjaily Assistant Director, Exploratory Career Community
Send Email