You are required to send a "thank you" letter as a follow-up after attending your CAP event because it is an integral part of the process and because the power of saying "thank you" cannot be overstated. A "thank you" letter sends a message that you are both considerate and professional, thereby hopefully reinforcing the positive impression you left upon the reader's mind.
Here is a basic layout format for a formal "thank you" letter:
Return Address. Tab over and type your address near the right margin, followed by the date.
| Example: | 1234 Right St. Anywhere, PA 15678 June 30, 2005 |
Address. Type this information flush with the left margin. The reader's name is typed on the second line. DO NOT abbreviate the word "Attention."
| Example: | Lewis County Composite Squadron |
Greeting. Always address your "thank you" letter to a specific person. Use the conventional "Dear" plus "Mr. / Ms." or rank "LT / CPT ." followed by the first name and/or surname followed by a colon.
| Example: | Dear LT. Richard Brown: |
Send the letter to a specific individual, and be sure to spell his/her name correctly!
Body. Two average-length paragraphs should make up this section. In the first paragraph, thank the Senior Staff for the use of the funding that you will recieve. You might mention the date of the event as well. You will need to mention an interesting topic or rewarding moment from your encampment so that the senior memebrs can see how you valued attending the event.
Last paragraph. Thank the Squadron Staff once again for granting you the scholarship.
Close. Make a single return after the last paragraph and type the close, aligning it with your return address. Any of the following words or phrases can be used to close: Sincerely, Very truly yours, Sincerely yours, or Cordially. The close is followed by four returns. On the next line, type your name. Sign your first and last name in the space between the close and your typed name.
| Example: | Sincerely. Signature James Brown |
Be sure that your phone number and any other contact information such as your email address are clearly stated in the letter.
Timely. Send your "thank you" letter within two days of returning from the event if possible.
Hand-written "thank you" letters are best but, depending on your personality and penmanship, a typed letter can also be appropriate.
Stationery. Use plain, light-colored stationery--solid white, off-white, or gray is best.
Proofread. Edit your "thank you" letter carefully. Ask someone you trust to check it over and give you constructive feedback. Look for misspelled, repeated, or misused words and phrases.