How To Write a "Thank You for Your Information" Letter (With Tips)
By Indeed Editorial Team
Published 27 September 2021
The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.
It may be a good idea to send a thank-you letter to a person who provided you with helpful information. A thank-you letter can either be a formal letter or a quick email. Learning how to write a thank-you letter can help you leave a positive impression on the recipient. In this article, we explain the basics of writing a letter that says, "thank you for your information," and we provide you with some examples that you can customise based on your specific situation.
What is a "thank you for your information" letter?
A "thank-you for your information letter" is a personal and timely note that you can use to express your appreciation to a person who provided you with valuable information. For instance, you can use it to show your gratitude to a friend who informed you about a job opening in a company. When you send a thank-you letter, you can leave a positive impact on the recipient. Sending a thank-you letter also shows you're professional and thoughtful.
Importance of a thank-you letter
A thank-you letter shows business contacts, such as colleagues and potential employers, that you appreciate their time and effort. It also demonstrates your dedication to keeping a positive relationship with them. Here are some other benefits of sending a thank-you letter:
It can enforce positive behaviour: When you thank your interviewer for their helpful comments on your CV, it can reinforce the positive behaviour and encourage them to help you more often.
It can demonstrate that you're respectful: When someone gives you helpful information about a job opportunity, sending a thank-you letter for their time can show your courtesy and respect.
It can demonstrate your empathy: When you express your gratitude or appreciation through a thank-you letter, it can justify that you understand another person's feelings, beliefs and values.
It can help you establish rapport with others: One of the best ways to build a strong rapport with others is by expressing gratitude for the effort and time they have spent informing you or interacting with you.
How to write a thank-you letter
Here are the steps you can take when writing a thank-you letter:
1. Include your address and the date
Indicate your present home address in the letter's upper left-hand corner. It may be a good idea to include this information, as your recipient may have lost your address. It's also important to indicate the date, so your recipient has a frame of reference for what you're talking about. For instance, if you have been writing several times back and forth, including the date can be useful so you can tell if your recipient is responding to a letter that you recently sent them.
If you're sending an email thank-you letter, as opposed to a traditional mailed one, it's unnecessary to include your return address or your home address at the beginning of your letter. You can simply indicate your contact information under your name or signature. It's also unnecessary to include the address and contact information of your recipient.
2. Address your recipient properly
At the beginning of the letter, make sure to address your recipient with a proper salutation, such as Dear Michelle or Dear Mr Chan. If you know your recipient well, you can use the first name of that person. Address them as Ms, Mr, or another appropriate title. If you've forgotten their name, you can contact their office for assistance.
3. Include an opening paragraph
Begin by immediately informing your recipient why you're writing to them, such as thanking them for their time informing you about a new job opportunity. It's important to get to the point of your letter immediately so that you don't waste your recipient's time. You can state the words thank you in the first or second sentence of your opening paragraph, so the recipient knows why you're writing. If you're sending an email, consider including the phrase Thank You in your subject line as well.
4. Include a middle paragraph
In your middle paragraph, specify what you're thanking the recipient for. Consider going into a bit of detail, so they understand exactly what you appreciate. If want to thank a person who gave you job advice, for example, you can discuss what you found to be most helpful. If you're thanking the hiring manager after a job interview, you can remind them why you're a good fit for the job or other notable moments from the interview.
5. Include a forward-looking statement
You can also include a forward-looking statement in the last part of your middle paragraph. If you know the recipient well, consider mentioning when you hope to see them again or that you hope you can talk to them soon. Including a forward-looking statement can add a friendly, casual tone to your letter.
It can also show your recipient that you're enthusiastic about your relationship with them. For instance, you can write, I'm looking forward to seeing you at the conference next week and catching up with you in person. You can also state something like, I hope we can get together for a picnic soon and enjoy this awesome weather.
6. Thank the recipient once more
In your closing paragraph, thank your recipient for their effort and time once more. If appropriate, consider suggesting further action when closing the letter, such as mentioning when and how you intend to contact them next. Make sure to include your phone number so that they can contact you easily if needed.
7. Sign off the letter properly
Sign off your letter formally using phrases like Sincerely and Best regards. If you're handwriting the letter, close it with your signature followed by your complete name underneath. If you're sending the thank-you note via email, indicate your full name and contact information below it.
8. Check the note for grammar, spelling and punctuation
Once you finish writing your thank-you letter, make sure to review it and check for any errors. If you're handwriting the letter, consider writing out a rough draft first and review it. If you're sending the letter via email, consider using grammar checking software so you can catch errors easily. To check for spelling errors effectively, you can read the letter backwards. Also, double-check the spelling of your recipient's name to make sure it's correct.
Tips for sending a thank-you letter
As you plan to send a thank-you letter, you can keep the following tips in mind:
Send the letter as soon as possible: It's important not to delay your thank-you letter, especially after an interview. If a person informed you about a job opening in a particular company, consider sending them a thank-you letter a day or two after you got their message.
Keep the letter simple and brief: Thank-you letters are usually brief, so you can keep the letter no longer than three brief paragraphs. Also, keep the language in your letter simple and easy to read.
Personalise each thank-you letter you send: For instance, if you send a thank-you letter to several people, consider adding something to each note regarding your specific conversation with each person.
Examples of thank-you letters
Here are some good example letters saying, "thank you for your information." You can use these examples as a guide when writing your own:
General thank-you letter
You can use the following example when handwriting a thank-you letter:
53 Wyndham St.
Central District, Hong Kong
September 18, 2021
Haribest Ind Bldg
Sha Tin District, Hong Kong
Dear Mr Ling,
I hope you're well. I just wanted to express my gratitude for sending me a letter of reference for the job at GlobalTech Company.
I truly appreciate you taking the time and effort to write the letter. I'm pleased to inform you that the company has contacted me for a second interview next week. I'll let you know how it goes. I hope we can see each other in person and enjoy a backyard barbecue.
Again, thank you very much. I truly appreciate your help with my job search.
Email thank-you sample
If you're sending your thank-you letter via email, you can use the following example:
Subject: Thank you
Dear Mr Lee,
I hope you're doing well. I'd like to thank you for your invaluable support during my recent job search.
When I started this search, I had little idea how to approach it or especially, how to expand my network or connections to find new job opportunities. This advice and information you shared (and, in particular, the list of contacts you provided) greatly helped me focus my job hunt. I hope we can get together for a backyard barbecue soon and enjoy this awesome weather.
I am happy to inform you that I've just accepted a new job with GlobalTech! Again, thank you very much. I truly appreciate your generosity.
2868 5052 firstname.lastname@example.org
Explore more articles
- Database vs. Spreadsheet: Definition and Differences
- What Is a Product Life Cycle? (And How Professionals Use It)
- Gross Merchandise Value (GMV): Definition, Importance and How-to
- Covariance vs. Variance (With Differences and Example)
- 20 Helpful Tips on How To Be a Good Office Manager
- What Is Key Account Management? (With Definition and Tips)
- Common Opening Sentences for Emails and When to Use Them
- How to Write an Auto-Reply Message (With Examples)
- What Is a Competitive Advantage? (Plus Types and Examples)
- What Are User Stories and Why Are They Useful? (With Tips)
- Leader vs Boss: Definitions, Differences and Workplace Tips
- What Is Market Segmentation? (Plus Benefits and Examples)