ENGLISH 221: INTRODUCTION TO BUSINESS WRITING
KING'S COLLEGE
WILKES-BARRE, PA 18711

READING: None

WRITING: THANK-YOU NOTE

Read the following comments about notes of thanks and congratulations and do the assignment located at the bottom of the page.
Although Kolin doesn't discuss any formal approach to notes of congratulations or thanks, it's clear from his overall thesis (business correspondence should be friendly, polite and personal) that he approves of the habit of sending coworkers notes to congratulate them on their accomplisments or thank them for their contributions to the company or to the writer's life. Unfortunately, although we often promise ourselves to send notes, we usually procrastinate until a note would be meaningless or would simply draw attention to itself.

It's a good idea to get into the habit of sending a short note to let those you work with know that you appreciate their efforts and accomplishments. Although there are no strict guidelines for writing such a note, you might find the following advice helpful:

THANK-YOU NOTE

• Send your note quickly, within a few days of the event.
• Be brief. There's no need to go into great detail or to overstate your appreciation. Mention the precise event, favor, contribution and so forth, and tell how you or the company benefitted from the reader's good work. You can do all of this in two or three sentences.
• Use an up-beat, friendly tone. It's even appropriate to use colloquial phrases and informal expressions. At all costs, avoid sounding cliched or stuffy.
• Don't use the note to solicit additional favors or contributions. Don't say "Thank you for representing the company at last week's annual Chamber of Commerce convention. If you're free this weekend, perhaps you could do it again at the Junior League's meeting." Your reader might feel she is being exploited for her good nature.

Here's an example of a brief thank-you note:

Sue,
I've just heard from Margaret Wilson that your presentation at the staff meeting was a real knock-out. Your ideas for working more collaboratively will certainly help us all achieve our goals more quickly, efficiently and painlessly. Thanks for your good advice and for your commitment to Miller Consolidated.

NOTE OF CONGRATULATIONS

• Send your note quickly and be sincere.
• Be brief. Don't overwrite your congratulations to the point where you sound shocked that the reader actually accomplished something. State exactly what it is you're congratulating the reader for. Don't send a generic note: "Congratulations! You've done it! We're so proud of you!" Anyone could have written--or received--a note like that. Personalize your message.
• Don't draw attention to yourself: "I did the same thing once," or "Maybe one day I'll be as successful as you are" are both inappropriate. However, if mentioning yourself might compliment the reader, you might write something like, "I'm proud to tell everyone you're part of my team." Such a statement is perfectly acceptable.
• If appropriate, mention the benefits of the reader's accomplishment or how the reader might feel.

Here's an example of a note of congratulations:

Bill,
Congratulations on receiving the Sales Rep of the Year award. It couldn't have gone to a better person. You must feel great knowing that all your hard work paid off. You really set a terrific example for all of us. Nice work!

THE ASSIGNMENT