Writing Assignment #2: Writing a formal Thank-You Letter
Writing a formal thank-you letter is expected as follow-up to an interview. Formal
thank-you letters can also be used when someone helps or gives support, does a
favor, gives a speech or presentation, or to thank someone for giving information.
These notes are usually more formal, typed and sent by mail (not email). This type
of letter sends a message that you are both considerate and professional.
General Step-by-Step Instructions to writing a formal Thank-You letter
1. Using a computer, or in certain situations a blank piece of paper, type or print
your address in the top left corner followed by the date. This is called the
heading or return address.
2. Skip two lines and then print or type the address of the person or
corporation you are sending this letter. This is called the inside address.
3. Skip two lines and start your note with a formal greeting. For example, “Dear
Mr. Richard Brown:” Make sure you put the colon after the greeting. Never
send the letter using his/her job title as the greeting. This is called the
salutation. (Skip two lines)
4. In the first paragraph, thank the reader for meeting with you if it was an
interview. If the letter is for another reason make sure you thank the reader
for giving you support. Make sure you convey your enthusiasm about the
possibility of working for or with the company, person or group again. (Skip
two lines)
5. In the second paragraph, if it is after an interview, briefly review your
qualifications and special skills and how you can be an asset to the company.
If the letter is for another reason make sure you convey to the person what
their service means to you and your future. You might also want to mention
an interesting topic or rewarding moment from your interview or encounter
with the reader. (Skip two lines)
6. In the last paragraph you thank the reader once again. If it’s a job interview,
state your confidence again in our ability to be an asset to the company and
tell them you look forward to hearing from him/her soon. Make sure you
give a specific date when you plan to follow up with a phone call. If the letter
is for another reason, thank the reader for their service and tell him/her you
would enjoy working with them again or you will refer them to others. Make
sure you give any contact information such as your phone number or email
address, as needed. (Skip one line)
7. Use an appropriate closing: Sincerely, Very truly yours, Sincerely yours, or
Cordially. (Skip four lines)
8. Type or print your name. In the space between the closing and your typed or
printed name, sign your name as it appears, in cursive.
Assignment
On one of the attached blank sheets of paper write a formal Thank-You letter for
one of the following prompts. You need to make sure that you follow the steps
above. Make sure you look at the rubric before you write your thank-you letter.
Choose only one:
#1. You just had an interview at Pat’s Pizza at 44432 Perris Blvd., Moreno
Valley, CA 92592. The general manager, Bill Smith, interviewed you. Write a
letter to Bill Smith thanking him for the interview.
#2. You have just won a new home from “Extreme Home Make-Over.” The ACD
Network said you deserve the new home because you have helped your family
raise your cousins whose parents died in a gang/drug war. Your old house too
small for 10 people and money was tight. You are thanking the ACD Network for
making this dream happen. The ACD Network resides and 100 Gold Street,
Hollywood, CA 90210.
#3. You were in charge of finding the guest speaker at your school to talk about
the dangers of drinking and driving. You contacted James Garcia at 2134 West
Lake Drive, Lake Elsinore, CA 92592. James traveled over an hour to get to your
school, Riverside County High School, and gave a presentation that earned him a
standing ovation. Please write James Garcia and thank him for coming to your
school.
Writing a Formal Thank-You Letter Rubric
Criteria
Heading/Return
Address and Inside
Address
Salutation and
Closing
Body of letter
Neatness
4
3
2
1
No errors in
capitalization and
punctuation. All
information
included.
Few errors in
capitalization
and
punctuation.
All information
included.
3 or more
errors in
capitalization
and
punctuation.
Heading
/Return
Address
and/or Inside
address are
missing.
Salutation and
closing have no
errors in
placement,
punctuation or
capitalization
Salutation and
closing have
few errors and
are placed
appropriately.
Salutation and
closing have 3
or more errors.
One or both not
correctly
placed.
Salutation
and/or closing
missing.
Three distinct
paragraphs with
clear and varied
sentence structure.
Very organized. No
errors in grammar
and spelling.
Three distinct
paragraphs in a
clear manner.
Organization
could have been
better. Few
errors in
grammar and
spelling.
Less than three
distinct
paragraphs.
Ideas not clear.
Some errors in
grammar and
spelling.
Paragraph(s)
do not relate
to the topic.
Many errors in
grammar and
spelling.
Legibly
handwritten with
no distracting
errors.
Legibly written,
easy to read
with 1-2
distracting
errors.
Several
distracting
errors that
make portions
difficult to
read.
Many
distracting
errors making
it illegible.
Sample Layout of Formal Thank-You Letter
1234 Right Street
Anywhere, PA 15678
August 1, 2011
Chocolate World Inc.
Attention: John Doe
777 State Street
Albany, New York 12345
Dear Mr. John Doe:
(Heading or Return Address)
(Inside Address)
(Salutation)
Paragraph one. Do not indent. Single space the paragraph and double space when
you start the next paragraph
Paragraph two
Paragraph three
Sincerely,
(Sign your name here)
William Able
(Closing or Signature)