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Showing posts with label internship interview. Show all posts
Showing posts with label internship interview. Show all posts
Posted by Michelle Pence - - 31 comments

Check out my latest article for Her Campus below or at the Her Campus site to view the comments!


How to Write a Thank You Note For Every Situation

Thursday, October 7, 2010
After an interview for a potential job or internship, what is the first thing you should do?  If you answered go home and throw off your heels and pencil skirt, you are wrong.  But if you said go pick out your finest stationery and start working on a thank you note, you are absolutely correct!  While most college girls realize that sending a thank you note after an interview is obligatory, many girls don’t know what to write and do not think about all of the other situations that call for thank you notes as well.
A fabulous thank you note will help portray you as someone who is truly gracious and appreciative of a person’s time, which will speak volumes about your character.  This positive persona will help you stand out from the crowd, while not sending a thank you note will lump you in with all the other people who could not be bothered to write one.  A stellar thank you note could even end up being a deal breaker, opening doors for new opportunities if the timing is right.  Ashli, who was recently featured in a Her Campus article on college girls with the most awesome internships, wrote the VP of Merchandising for Oscar de la Renta a heartfelt thank you note after a meeting and got a shoutout on Twitter saying how much a good thank you note means.
With the help of Marci Raver, founder of the Contemporary Etiquette Institute, a social and business etiquette consulting firm, Her Campus will help take the guesswork out of figuring out what to write and explain how to compose a great thank you note worth remembering.
There are four basic parts to a thank you note:
  1. The greeting
  2. Say thank you (once) and mention what you are thanking them for
  3. Say something about the meaningfulness of the act
  4. Sign off (e.g., “Best,” “Sincerely”)
Writing quality thank you notes and getting them out quickly are both equally important parts of the process.  To be sure you are able to get the note out promptly, have quality note cards and stamps on hand, and remember to get the person’s business card so you know their title and where to send the note to.  Raver suggests that when searching for the perfect paper or note cards to use, look for blank cards that do not have “thank you” printed on them, and look for quality paper with beautiful lined envelopes.  Online companies such asPaper Source have great options as well as other retail stores like Papyrus.  Aim to get your thank you note in the mail the following day and definitely within the week.   Also, do not forget to include your contact information to make follow-up easy.
While sending a thank you note via e-mail sounds like a quicker and easier alternative to the traditional handwritten thank you note, think twice before sending one of these.  Although e-mails are faster, they lack the sincerity of a traditional handwritten thank you, which is more memorable and will help you stand out in today’s competitive work environment by leaving a lasting impression.  One additional option is to send both an e-mail and handwritten thank you note, especially if you believe time is sensitive.
When deciding on how long to make your thank you note, shoot for at least one solid paragraph.  You do not want the note to be so short that it seems insincere, but you do not want to write a novel and bore the reader to death either.  If you feel you have something important to say, by all means write it in the note, but be mindful of how long the reader will have to spend reading your note before moving on to another.
Here are some examples of thank you notes for every situation the typical college girl may encounter that all call for a thank you note.  Use them as guides when you need to write one, but be sure to put your own personal twist on them to make it genuine and unique.
Sample Thank You Notes
Thank you for an internship interview
Dear John Doe,
Thank you for taking the time to interview me for the position of Marketing Intern at XYZ Company.  The internship, as you described, seems to be a great fit for my skills and interests.  I am especially interested in the opportunity you mentioned to help develop social media campaigns, as I have had success with this at several of my past internships.  I should add that I have experience in public relations and marketing from several student organizations I have been a part of on campus, reaching out to over 20,000 students.  I appreciate the opportunity to interview for the position and look forward to hearing from you soon.
Sincerely,
Your Name
Why this works
  • Be specific about why you want the internship and why you would be a great fit
  • Provide a brief recap of your strengths that are relevant to the position
  • If you forgot to mention anything during the interview, mention it in the thank you note, but do not explicitly say you forgot
Thank you for lunch (to a superior who gave great career advice)
Dear John Doe,
Thank you for taking the time to join me for lunch the other day and giving me such great career advice.  It means a lot to have someone in your position provide me with guidance as I prepare to start my own career.  I plan to seriously consider your advice about how to handle my first year of law school and will also keep in mind your encouragement to study abroad at some point.  I will be sure to keep you updated on the developments in my life after graduation.
Sincerely,
Your Name
Why this works
  • Make sure you thank them for their time, especially if they went out of their way to meet with you
  • Touch on some key points they mentioned to show you were listening
  • Offer to stay in touch and follow through to maintain a positive relationship
Thank you to intern supervisor at end of internship
Dear John Doe,
Thank you for the incredible opportunity to intern at XYZ Company for the fall semester.  I could not have asked for a better internship experience and it was made possible by your help and guidance.  From the experience, I am walking away with many new skills and experiences that will be invaluable as I prepare to start my own career.  I am especially grateful for having had the opportunity to sharpen my communication skills by working with customers firsthand and working in such a positive team environment.  If I can ever be of further assistance to the company, please do not hesitate to contact me.
Sincerely,
Your Name
Why this works
  • Let them know how you benefited from the experience and how it will help you in the future
  • Mention specifically what you loved about the internship to make them feel productive
  • Offer to help out since this shows your commitment to the company and may initiate future opportunities
Thank you for a letter of recommendation
Dear John Doe,
Thank you for taking the time to write me such a glowing letter of recommendation.  I realize that composing a good letter of recommendation is time consuming, so I appreciate the effort you took to craft a letter that was meaningful.  I hope that your knowledge of my academic performance from taking several of your classes was helpful, and I will be sure to keep you updated on whether or not I receive the opportunity.
Sincerely,
Your Name
Why this works
  • If you were able to see the actual letter of recommendation let them know how great it was
  • Acknowledge how much time can go into writing a good letter of recommendation and how you are thankful
  • Promise to follow up on the opportunity since the letter of recommendation was an important part of the process
Sources
Marci Raver, founder of the Contemporary Etiquette Institute
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Posted by Michelle Pence - - 27 comments

Thank you notes are an important yet often forgotten part of being an intern/wanna-be intern, and knowing how to properly compose one is an essential skill for any young professional.  Being proactive and sending a thank you note after the right situation and at the right time will say a lot about your character and might even seal the deal for a job opportunity or a new professional contact.  Once you get into the habit of sending thank you notes, the process will become effortless and you'll start realizing even more situations in your life where taking a few minutes to write one makes you look generous and considerate (which is always a good thing).

There are tons of times that call for thank you notes to be written outside of sending the obligatory thank you note after an interview.  Here are a few of these situations:

  • After completing an internship
  • When someone writes a letter of recommendation on your behalf
  • After someone helps you with a project
  • Upon meeting with someone new
Give it some personality

Appropriate thank you note
While some people may disagree, I always prefer to send hand-written thank you notes as opposed to the more formal and dime-a-dozen typed thank you letters.  The reason for this is that I believe handwriting a card gives it a personal touch and shows that you put some thought into it.  With the amount of email and other electronic communication people see each day, receiving something handwritten stands out.  

When choosing what to write on, it's ideal to own a set of personalized stationary with your name on it, but not everyone can afford this or may need to send the note before there is time to order a set (Hint- Put it on your Christmas list).  A package of stationary or cards from a store such as Target or Hallmark is completely fine, just think classy and make sure you keep it professional by staying away from crazy colors and patterns.  When picking one out, choose a card that is blank on the inside so you have room to write everything you need to and don't have to work around the printed message inside.

Inappropriate thank you note
What to say

How you address the recipient of the note is one of the first things they will see, so put some thought into it.  If they indicated that you should call them by their first name then address them by that, but if you're not sure go ahead and use Mr., Ms., or Mrs.  You will want to keep the note short and sweet, but at the same time fit in everything that you want to say.  Be sure to thank the person for their time right off the bat and reference the situation that you're writing the card for to refresh their memory.  To help figure out everything that you want to say, type your message on the computer first and once you've nailed it down transfer it to the actual note.  If you have horrible handwriting definitely go with sending a typed note; you want to make sure that everything is neat and legible.  Don't forget to sign the note, thank them one more time, and use a professional closing such as "Sincerely".  Also, add your contact information to the bottom in case they need to reach you.  After you're finished, read over the note to check for errors and then read it again or have someone else look at it just to double-check.

After an interview

Appropriate thank you note
Writing a thank you card after an interview is a lot trickier than writing one for many of the other situations.  Since the interviewer will probably be receiving thank you cards from other applicants as well, you definitely want yours to stand out.  In this situation, it might be best to type up a more formal letter, just to ensure that you have room for everything you need to say and that it can be easily read.  

After the introduction where you thank them for their time, recap why you are the most qualified for the position and possibly give an example of how.  Don't leave any doubt in their mind that you have a strong interest in the company, especially after learning a bit more during the interview.  Touch on anything the interviewer brought up during the interview that you found especially interesting or anything that you connected over.  Also, use the opportunity to add in anything you might have forgotten to mention during the interview or feel you want to expand on, but don't explicitly state that you forgot.

Inappropriate thank you note
Step on it

Writing a thank you note should be done soon after whatever you're thanking the person for took place.  For example, if the note is for a job interview start working on it as soon as you get home and get it in the mail the same day.  You don't want to risk the person wondering why you haven't thanked them yet if they had some expectations about receiving a note.

Is it okay to email?

It's generally not okay to send a thank you through email since this takes all of the personality and effort out of the process.  The only times I might send a thank you via email is if I already know the person well and sending a card might be a little over-board for whatever I'm thanking them for.  One exception is if you send an email and follow-up with a handwritten note.
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