Jamila Negatu / Monday, January 22, 2018

Wrapping up an encounter: The thank-you note

There is an often-overlooked piece of an interview that I am consistently asked about: the thank-you note. I am asked questions such as: who should get one, does every member of a group interview require individual notes, when should they be sent (after a showcase encounter vs. interview only), do they have to be written, or can they be e-mailed?

Here are some tips to keep in mind when the time comes to send your notes.

When to send one

There is some confusion about when a thank-you note should be sent. Thank-you notes are sent after interviews (phone, Skype/FaceTime, or in person) and not showcase encounters. Remember, showcases are the place where you get your impression of the program and have your questions answered; your goal is to blend in during a showcase. However, interviews have a distinctly different purpose. Sending a thank-you note after an interview is used to convey thanks to the interviewers for taking time to interview you, for the opportunity to interview, and also possibly a positive memory trigger for the interviewer.

Who should receive one

This question is often asked for the interview situations when you are interviewed by more than one person during the day but also for times when you are in an interview room with several interviewers. The short answer: anyone you interact with during an interview should receive one.

The reality is you will be interviewing with more than one person during all types of interviews, including the Personal Placement Services that occur during the ASHP Midyear Meeting, and in many cases, several people at one time. During interviews, it is appropriate to take notes, so take some about the individual interviewers so you can include it in your note. It is generally frowned upon to write a thank-you note addressed to all the people you interviewed with, which can be viewed as impersonal. You need to send individual notes to each interviewer.

E-mailed vs. handwritten

The question of e-mailed vs. handwritten thank-you notes always arises. I am personally a little old school in this idea and love to receive handwritten notes. I am also not the only one who still prefers a handwritten note. That being said, the practice is changing. Thank-you notes can be e-mailed to most people from the interview, however, it would be more appropriate to send a handwritten note to the Residency Program Director.

What to write

When writing a thank-you note, it is important to make it personal and reflect something specific from the interaction you had. You also want to make sure that when you are sending thank-you notes to many people from the same program, you must write everyone different notes, even the ones that are e-mailed.

When you are crafting a thank-you note, a trick I have learned is to create a draft on the computer so you can edit it. This allows you to craft a concise, well-written note that doesn’t have flaws (i.e., proper spelling and grammar). It also prevents you from scratching things out on a handwritten letter or to waste thank-you cards. If any errors are present, the thank-you note can go from a positive end to a great interview to something that leaves a negative impression of you.

Warning!

Thank-you notes can unintendedly leave a negative impression if not well crafted (spelling and grammar matter). A poorly crafted thank-you note in some cases can cause students to be ranked lower. A thank-you note, while not a technical piece of the application, in many instances will still be considered in the full review of each candidate.

As always, I remain excited for each of you and hopeful you will connect with a great program that resonates with you. If you have additional questions or would like some assistance, please feel free to reach out to me at mille355@purdue.edu.

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