Though great for quickly communicating with people anywhere in the world, emails and even texting sorely lack the in-person aspects of communication that have become so vital to how the human species shares ideas and opinions. This simple absence is enough to make even the most harmless email appear aggressive, even if it’s sent with the full intention of serving as a “thank you”. Because of this, it’s up to you, the sender, to make sure your texts always seem genuine and always get the message across correctly. Written appreciation, as long as it’s sincere, is often the most valued and most memorable form of appreciation.
Thank you’s mean more if you include the person’s name. It’s a quick, simple flourish that really sets the tone to be more intimate and personal than some generalized message not denoted to be for anyone specific. This is why it’s so important to triple check that the name is spelled correctly. A misspelled name, instead of promoting intimacy, puts the reader on the defensive since you clearly aren’t courteous enough to respect a name they’ve had since birth. This goes for all other words in the message. Correct spelling, grammar and punctuation are absolutely important for a message that you want an individual to take seriously. Let these mistake slip through, and they’ll take the thank you as callous and insincere.
Don’t write to the individual thanking them for the “lovely gift” or the “time spent” with them. Thank them for what they did for you specifically. Name the gift and expand on what they did with you during the time you had together. These specifics work to not only make the note more enjoyable but reminds the receiver of who you are and the good times you had together. In short, it inspires comradery should they not immediately remember what happened. This then translates into positive feelings that are now associated with both you and the note. It helps you set a tone without being able to do so physically, and that is your greatest hurdle with emails and texts.
No, longer thank you’s messages are not inherently better than shorter thank you’s. In fact, the longer versions are often skimmed over and ignored immediately after. When it comes to written appreciation, brief and sincere is most valued.
Remember, this is not a day and age where letter writing is a way to pass the time. This is a time period where time is everything. The longer something is, the less engaging it tends to be. In addition, you are not a trained writer. Your long notes will not be beautifully crafted diatribes that evoke tears. They’ll be awkward and end up repeating the same idea ten times over but with slightly different language.
Stick to what you know. Be concise. Thank them for exactly what you want to thank them for. Throw in a hope for the future. Wish them success. Be on your way. They’ll feel much more special that you both took the time to send such a message while still respecting their time.
As a rule of thumb, send your thank you text or email within 24 hours to 48 hours after an event, the gift or the meeting. Yet, do know that a sincere thank you is appreciated anytime it’s received regardless if it’s even a month later.
People do business with people. The more personal a note is the more genuine and valued it is. That doesn’t mean getting into personal or inappropriate stories – remember, the note (or email) is about them (what they did, specifically and what it meant to you). A thank you note is not an additional sales piece or a chance for you to promote yourself. The only kind of promotion that you might put in a thank you note is business card and this is really more from a standpoint of reminding them who you are or how they know you. This is not a time to ask for referrals or even to ask for their business. This is about sincere appreciation and not about any ulterior motives.