You send an email and shortly thereafter you get a response: “Thank you!”. Do you respond? Do you have to respond? Depends on the relationship and your reason for responding.
I am a huge proponent of taking the time to say “Thank you!” Certainly if someone has replied to an email request or has done something nice for you online, (processed your order quickly, replied promptly to a customer service request, took the time to respond to your questions) then a quick thank you would be nice. And appreciated!
There are those who find thank you emails annoying. “Why send me an email with just a thank you? Seems unnecessary. ” Because they are grateful for your response? Seems like a valid reason to me. Personally, I am never ungrateful for those who show gratitude.
Why do some find the process of thanking and being thanked something to struggle with? Not sure. What I can tell you based on the emails sent to me here at NetManners.com and over at BusinessEmailEtiquette.com is that folks are uncomfortable with the thanking gig.
Being NetManners is about “every day email etiquette”, that’s what we’ll discuss here today.
Do you thank someone for sending you a thank you email?
How much back and forth is required before safely assuming everyone has been thanked and welcomed enough? There is a point in every communication where replying is not constructive or has no value other than to repeat the obvious.
I get thanked all the time by kind folks who ask for my advice. I don’t respond with a “You’re Welcome” unless the Sender’s thank you email included either additional questions or comments that I feel I can add to the conversation by replying.
Email is very much about reflecting your personality in how you choose to communicate. Some folks are more chatty and friendly than others, while there are those that, unfortunately, are too curt and to the point and come off as terse or demanding. Boy, wouldn’t a thank you or “you’re welcome” soften their communication style, right?
Whatever your style, it will reflect on what you will be like to communicate with. Thank yous are a simple common courtesy that are worth taking the time to type those 9 little letters for the result provided.
Thank Yous are Time Well Spent
Especially now with everyone’s schedules and lives upturned, there is a lot more thanking going on. And for good reason. I see folks going above and beyond all day. They deserve thank yous so that they know their efforts are appreciated.
In those type of back and forths it’s not uncommon to receive a reply to your thank you. “No problem, don’t hesitate to let me know if I can of further help!”. People know we are in trying times and they are making extra efforts to ensure that folks know they are they if they need them.
Do you thank them for the thank you? Do you have to respond?
Here are some things to think about when receiving a thank you email and whether you should or have to respond:
- No response is necessary unless a question soliciting a response is in the thank you. Accept the thank you with a smile!
- Unless you want to use the thank you email as a segue into continuing the conversation — no need to respond.
- Unless there was a specific comment in the thank you email that you wanted to respond to — again no reply is necessary.
Responding purely because you “have to” won’t be sincere. Your tone will most likely be disingenuous and you risk being misinterpreted by the other side.
Remember that email is about personality and growing relationships. So if you are grateful, or want to continue the conversation, hit that reply button and enjoy the conversation.