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Five Reasons to Send a Handwritten Note of Thanks

15 Aug 2023 By: Diane Gottsman

Reasons to send a handwritten note | Top view photo of paper sheet craft paper envelope gold pen and white ceramic vase with eucalyptus on pastel grey background with blank space
We often hear about the importance of a handwritten letter, but did you know the simple card you hold in your hands has the power to boost the well-being of both the sender and the recipient? A study published in Psychological Science uncovers the benefits of sending—and receiving—a handwritten thank you. The study’s co-author is quoted in TIME: “Saying thanks can improve somebody’s own happiness, and it can improve the well-being of another person as well — even more than we anticipate, in fact.” Receiving a well thought out, handwritten note, sends a message of purpose and contemplation on the part of the writer. In the business arena, crafting a thoughtful message can leave a lasting impression and allow you to stand out from the rest. Here are 5 valuable reasons to send a handwritten note of thanks.

Demonstrates You Took the Time

In a busy world where emails and text messages are sent out with rapid speed, taking the time to write a note or letter is a tangible way for the recipient to see that you value them and are willing to put in the effort to acknowledge them and strengthen the relationship. Your note may just be a welcome moment in their otherwise hectic day, where they pause to consider the value you would bring to the organization.

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Leaves A Lasting Memory

We are all more likely to remember a message that was put in the mail, composed with care and personalized with special details. Research has shown that for the person writing the letter, it engages different parts of the brain that can benefit their own health. The act of writing a letter is beneficial for both the writer and the receiver.

Promotes and Persuades

In certain situations, such as a job interview, or when you are attempting to make a new business connection, a handwritten letter makes a strong statement. It can be a determining factor when a decision must be made, and all of the choices are very close. It shows the person making the decision that the potential employee is willing to put in the extra time and go the extra mile.

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A Few Exceptions to the Rule

There are still times when expediency is paramount and a quick email, a phone call, or even a text, is a far better venue of communication. Common sense will always prevail when an immediate response is needed.

When to Put Pen to Paper

The list below may serve as a starting point to pull out your best stationery and pen. Elevate the impression you leave in their mind with a simple note.

  • Career Fairs: After you meet new potential employers, a thoughtful note goes a long way in making a good impression.
  • Job interviews: Sending a handwritten thank-you note after a job interview can help you stand out from other candidates and emphasize your interest in the position.
  • Networking Events: Following up with note after meeting a new contact or reestablishing a relationship can build a mountain of goodwill.
  • Special Celebrations: After a cocktail party, a wedding or other special event, sending a thank you note to the host can show you are sincerely grateful for the relationship and the fun you had at the event.
  • Gratitude or Condolence: Articulating appreciation for a gift or kind gesture during a jubilant or difficult time shows the recipient you are truly appreciative of the relationship you share.

Five occasions to send a thank you note

Bonus: An Exercise in Mindfulness

Treat yourself to the sensory experience of the smell of fresh paper, the feel of thick cardstock, and the sound of your best pen moving across the page. Add an intricate stamp or other details that make your heart happy. You may even be moved to sign-up for a calligraphy class with a good friend (nice but certainly not required!).

The bottom line: A handwritten note cannot be replaced with a quick text message or informal email when it comes to leaving a lasting impression.

For more information about working with Diane, America’s “Go to” social and professional (manners) skills authority, please visit The Protocol School of Texas. 

You may also like Handwritten vs. Email Thank-You Notes: The Never-Ending Debate. See what Diane is up to by following her on Instagram and Facebook. Find etiquette inspiration on her Pinterest account and keep up with her latest tweets. For more of Diane’s etiquette tips, refer to her posts on Inc. and HuffPost. 

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Diane Gottsman

Diane Gottsman is a national etiquette expert and modern manners professional, sought out industry leader, television personality, accomplished speaker, Huffington Post blogger, author, and the owner of The Protocol School of Texas, a company specializing in executive leadership and etiquette training. Diane is routinely quoted in national and international media including The New York Times, The BBC, CNN, Bloomberg Business Week, Kiplinger, Huffington Post Canada, U.S. News and World Report, and Forbes. She is the resident etiquette expert for two popular morning talk shows, SA Living and Good Day Austin. She has been seen on The TODAY Show, HLN Headline News, WGN Chicago, and CBS Sunday Morning. Her clients range from university students to Fortune 500 companies and her workshops cover topics ranging from tattoos in the workplace to technology at the dinner table and the proper use of social media.