Friday, February 9, 2024

How To Send A Thank You Email For Interview

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How to Write a Thank You Email After the Interview & WOW Them!

Subject line

There is no need to get creative with the email subject line. A clear subject line that lists what the email is about, such as “thank you for the interview,” will work great. If multiple candidates are being interviewed, it may be beneficial to include your name in the subject line so that the interviewer can quickly see the email is from you rather than a different candidate.

Example:“Thank you for the interview â John Smith”

Personalized greeting

There are many appropriate ways to address a thank-you email. In today’s business culture, itâs more common to greet the contact person with a “Hi First Name,” or “Hello First Name,” rather than the more formal way of using an honorific and the contactâs last name

The best way to determine your email greeting is based on what you called the interviewer during your meeting with them. If you used their first name in the interview, address the email to their first name. If you used their last name, address it to their last name.

What To Include In Your Follow

It’s important to be disciplined when sending your follow-up email. Follow this guide for a simple, professional message that gives you the best chance of receiving a response.

Subject line

There is no need to spend hours deliberating over a snappy subject line. The most effective approach that is likely to get your message opened quickly, is to respond to the most recent email between you and the interviewer or HR manager. If this isn’t possible simply include your name, the date and time of the interview.

As a guide, follow this format:

John Smith – Re: Interview on Tuesday at 4pm


If you’re on first-name terms with the person you’re contacting – you may have exchanged multiple emails and spoken face to face by this point, then it is fine to open your follow-up email by using their first name. If not, or if you’re unsure, stick with their title and surname .

Body text

Keep it simple. Presumably, the main reason you’re emailing is for a progress update – the interviewer will know this before they’ve even opened your message. Be polite but direct:

  • Thank them for their time in the interview.
  • Explain that you’re following up on your interview – remember to be specific about the job, mentioning the job title and interview date.
  • Restate your interest in the position and say you’re keen to hear about next steps.
  • Ask for a progress update, explaining that any information they can provide would be greatly appreciated.

Signing off

Final checks

Who To Write A Thank You Letter To

You should write a thank you note to each person that interviewed you.

Most interviews are one-on-one, making it clear that you should send the thank-you email to the person that interviewed you. This person may not be the same person that contacted you to set up the interview.

Some interviews consist of two or more interviewers simultaneously. In these situations, you can send an email directly to all of the interviewers. If you had a personalized connection with the specific interviewers, you could create a unique email to each individual separately.

Finally, there are situations where you may have multiple one-on-one interviews with different people within the same company. You may meet with several rounds of people, from the hiring manager to your potential colleagues. In these cases, send an email to each individual you spoke with for an extended time.

Note: You may not have an email address to directly contact each person, but you can always try to find the individuals on LinkedIn. You can also try to guess their email based on the corporate email structure. Ex: If Susan Trout’s email is [email protected], you can assume that the other coworkers’ emails will be the first letter of their first name followed by their last name

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How Do You Respond To An Interview Thank You Email

Here are a few steps to follow when answering a professional thank you email:

  • Respond as soon as possible. Reply to a thank you email within 24 hours of getting it if possible.
  • Start with an acknowledgment.
  • Describe how you benefited from the situation.
  • Keep it short.
  • Use a personable and professional tone.
  • Firstly, How do you thank someone for considering you for an interview?

    Generic thank you note

    Dear , I want to thank you for taking the time to interview me for the position. Im confident that my experience in and my proven track record in will make me an excellent employee. Thanks again for your consideration.

    Then Should interviewer respond to thank you email? Should You Write A Thank You Note To Interviewer? The simple answer is yes. Even if the interview did not go as planned, sending thank you emails are a quick way to build potential contacts in the long term.

    Actually How do you write a thank you email to multiple interviewers?

    Here are seven key steps to write a great panel or group interview thank-you letter:

  • Get contact information.
  • Create a simple and appropriate subject line.
  • Personalize your salutation.
  • Show your appreciation in the opening paragraph.
  • Reference something unique to that interviewer.
  • Reiterate your qualifications in the body.
  • Add A Prompt To Take The Next Step

    9+ Interview Thank

    After assuring the interviewer that you are indeed a great fit for the position, ask them to contact you for any questions or subsequent procedures of the hiring process. Tell them that you look forward to the next engagement.

    Please feel free to contact me around the clock for any questions or continuation of the screening process.

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    Why Is It Important To Send A Thank You Email After An Internal Interview

    Thank you emails are more than just a courtesy. They perform two functions that can influence a hiring decision. First, a thank you email shows the recipient your gratitude for their time and energy during the interview. Additionally, a thank you email gives you a final opportunity to advocate for yourself as the best person for the job.

    When interviewing for an internal position, sending a thank you email to the person with whom you interviewed is just as important as sending a thank you email to an external hiring manager. Ensure you’re following interviewing etiquette and using the chance to share your value proposition with the hiring manager by sending a thank you email after an internal interview.

    Related: 4 Sample Thank-You Emails for After an Interview

    Send It Within 24 Hours

    The best time to send your interview thank you email is while the whole event is still fresh in everyones mind.

    Sending an email within 24 hours allows you to refresh the interviewers memory and remind them of your strengths.

    A more tangible reminder would be to send a slightly modified typed or written note through the mail which means that the interviewer would receive it 2-5 days later.

    Sending one or both is fine. But you do need to send it quickly while the company is still considering your candidacy!

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    Close The Email Friendly And Professionally

    At the end of your email, you can thank a recruiter once again and say that youd be happy to stay in touch. Show that youre open for a conversation and are ready to provide any additional information a recruiter may need for making a decision.

    Close your message with a professional email signature. Use polite phrases like Sincerely or Best regards followed by your full name. Below, include your contact details: Your phone number and, optionally, links to your LinkedIn or personal website.

    Our email client Spark makes it easy to add beautiful email signatures for various situations and quickly select the needed one while drafting an email. Learn how to create a professional email signature.

    Be Your Best Self On Paper

    How to Write a Thank You Email After an Interview (+ a Template!)

    Your cover letter and resume were all about representing the best version of your professional self, and this thank-you note should be no different. Dont resort to overly familiar language just because youve met someone in person, but also dont suddenly become cold and dispassionate. Keep the same tone you would in any other email to the recruiter or hiring manager, and if theres a place to remind them of your passion for the role, go for it!

    The only thing you should avoid in a thank-you is trying to sell yourself once again. Youre writing this note to show you appreciate someones time, not to tell them youre awesome. Remember that.

    Also Check: What Is A One Way Interview

    Staying In Touch After The Thank You Notes Are Sent

    Hopefully, you will get an email in response to this message, but dont panic if you dont hear from them on their deadline. MUCH may be happening that has nothing to do with you at all.

    Read 5 Absolute Must-Ask Questions for Your Next Job Interview to get the details you need about how their hiring process works so you have contacts and their guidelines.

    If they said they would contact you in a week, DO reach outafter five business days to see what is happening if they have not contacted you when they said they would. If you forgot to ask when they would be contacting you after the interview, five business days is a sufficient gap to demonstrate that you are interested, but not a nuisance.

    DO NOT contact them daily or even weekly for a decision.

    DO move on with your job search. This opportunity may happen or it may not. Dont pause your job search until you know. Keep searching. Best case, youll have a choice to make between two jobs. Worst case you wont lose any momentum.

    When To Send A Thank You For Your Consideration Email

    Regardless of the situation, you should send thank-you emails within 24 hours. Here are some situations where sending a follow-up email is the right move:

    • Post-interview. We recommend following up after each interview you have with a recruiter or hiring manager. Even if its just a brief phone interview to screen candidates, sending a thank-you note will help you stand out in the interviewers mind.

      You should follow up after your second and third-round interviews as well. Be sure to send personalized thank-you notes to every person you meet to talk with about the position.

    • When youre rejected for a job. It may seem like adding insult to injury, but thanking an employer even when they turn you down is good practice. You maintain a professional relationship with the hiring manager or recruiter, and theyre more likely to keep you in mind for future positions if you send the right type of email response.

    • When youre turning down a role. Sometimes youre offered a job that you dont want. Its still good to thank the employer for considering you as their top candidate. You might want a higher or different role at the same company or working with the same recruiter, and this message leaves the door open for that possibility.

    Build a professional resume in minutes. Browse through our resume examples to identify the best way to word your resume. Then choose from 10+ resume templates to create your resume.

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    Choose The Right Time For Sending Your Email

    Make sure to send a thank you email less than 24 hours after an interview. A hiring manager may make a decision shortly after the series of interviews so theres no reason for a delay.

    Professional etiquette requires to email people during the work day, and dont disturb them at night or over the weekend. Sometimes its easier said than done.

    Imagine, you wrote a perfect thank you email late at night after an interview or met a recruiter on Friday afternoon and finished your email after the end of the work day. Sending it right away doesnt sound like a good idea, but youre afraid to forget about it later.

    Fortunately, Spark makes emailing so much easier. It allows you to schedule emails to be sent later. You can draft an email whenever you want, and Spark makes sure the recipient gets it at the appropriate time.

    In this article, weve learned how to write a thank you email after an interview. Personalize your email as much as possible, add value, close your message friendly, double check everything, and schedule the right time for sending. We hope these tips will help you land your dream job. Did you find them useful? Let us know in comments!

    Who Should Receive A Thank You Letter

    Sample Thank You Letter After Job Interview : Interview ...
    • The person at the company who interviewed you
    • An employer who has offered you a job whether you decide to accept it or not.
    • References/referees and others who have helped you in your search.

    Thank the interviewer for the time and the information they shared with you. In the same letter or email, thank any other employees who participated in the interview.

    For example:

    Please thank Marci and Evelyn for giving me a good insight into the responsibilities of the position.

    Please thank your entire staff for taking the time to answer my questions about the day-to-day running of the department.

    Reiterate your enthusiasm for the job and how your qualifications fit their requirements. You can address any concerns they had or add information you forgot to include in the interview. Its really a second chance to get in front of the interviewer this time with all the information you learned in the interview.

    Although a handwritten note is personal and acceptable, a business letter or email is becoming more common. You can send it by post if the company is in the same city. Otherwise an email , sent within 24 hours of your interview, will show that you’re motivated and organized. Businesses value rapid response. You dont want several days to pass before a posted letter arrives and makes it through the company mail system to the right person. By then, they may have offered the job to someone else!

    Here are some examples of thank you letters:

    Recommended Reading: What Is A Technical Screening For Interviews

    Who To Write A Thank

    In general, its a good idea to share a thank-you note with everybody you interviewed with individually, from recruiter to hiring manager to potential colleague. If you dont already have their contact info, request it from your main point of contact throughout the hiring process , explaining that youd like to thank them for taking the time to speak with you. If you had a panel interview, you might want to save your time by sending one email to the main interviewer with everybody else CCd.

    If you spoke to many different people say, you presented to a room of 10 or more its probably not practical, or a good use of your time, to include each and every one of them. In this case, you can follow the same procedure you would in a panel interview: Send one note to the main interviewer with several of the key players CCd.

    Recap Of Your Qualifications

    Next, provide a short recap of your experience and background. The interviewer should already be aware of these qualifications after reading your resume and meeting with you, so this section should be brief. Connect your qualifications to the position and its unique requirements to express why you are such a strong candidate for the job. For example, you can write, My social media and search engine marketing expertise would make me an excellent candidate for this marketing role.

    Also Check: How To Perform Well In A Job Interview

    Template For A Thank You Email After An Informational Interview

    Are you conducting informational interviews with people in your industry? Informational interviews are casual one-on-one networking sessions, and they are one of the best ways to build a professional network and get the inside track on jobs. If someone has taken time out of their busy schedule to meet with you, you absolutely must send them a thank you email. Because showing some courtesy is the best way to leave a good impression with this valuable new professional contact. Plus, its a great way to start an ongoing correspondence so that you can start to build a professional relationship long-term.

    Heres my template for a thank you email after an informational interview or any personal meeting with a new contact:

    Subject Line: Thank you from ]

    Dear ],

    Thank you for taking time from your busy schedule to meet with me today. It was great to discuss career opportunities in ] with you! Your comments were insightful and gave me lots of ideas for my ongoing job search. Im excited to follow up on your suggestions to ].

    It was especially exciting to talk to you about ]

    Again, your suggestions and time are so appreciated, and I hope to chat again soon! Please let me know how if there is a way I can return the favor, now or in the future.


    Sample #3 Email And Hard Copy Combination

    Do I Send Individual Thank You Emails To Every Interviewer In The Group?

    Subject line: Thank you for the Project Manager interview

    Hello Patricia Smith:

    Thank you very much for taking the time to talk with me earlier today. Our conversation about the Project Manager role and ZYT Corps future initiatives was exciting and inspiring.

    I feel my previous experience managing similar user experience projects and exceeding customers expectations would make a valuable impact on the team and to the role. The job sounds exciting, and I think I would be an ideal candidate, thanks to years of experience managing projects with distributed teams.

    Thank you again and I look forward to hearing from you after youve completed this weeks interviews.


    City, State Zip

    Dear Patricia Smith,

    Thank you for taking the time to speak with me about the Project Manager position today. As I mentioned in my email, I enjoyed our conversation and learning about some of the key initiatives ZYT Corporation is working on to enhance your users online experience. Your commitment to your customers is refreshing and inspiring.

    The future goals for the project management team fit very well with my background and my experience leading distributed teams. Additionally, in my last role, our team reconfigured our banking app to increase customer satisfaction by 10%. I strongly believe I could draw from my previous experience to make an immediate impact at ZYT.



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