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How To Write A Follow Up Interview Thank You Email

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How to Write a Job Interview Follow Up or Thank You Email

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If you want to create a strong professional brand and leave a lasting impression with employers, you need to master the post- interview thank you email.

As soon as you leave a job interview, its best to follow up with a sincere, professional, and engaged thank you email. Make sure they know you appreciate their time and attention in meeting with you!

Before we dig into the mechanics of a great interview thank you email, though, know this: sending an email is not a replacement for sending a handwritten thank you note to your interviewer. I always advise folks to do both after an in-person interview. But it will take a day or two for your beautiful thank you card to arrive on your interviewers doorstep. Email has the advantage of delivering an instant dose of gratitude to the people who have the power to give you the job of your dreams.

When writing your post-interview thank you email, keep these three things in mind:

  • Keep it short: You dont need to compose a long letter. Busy professionals already have too much email to read. So keep it short and sweet.
  • Keep it professional: Focus on the topics you previously discussed with the interviewer. This isnt a time to go into personal details.
  • To help you out, I built three email templates for you to follow. Use these templates as a guide to build your own personal rockstar thank you email to send after job interviews!

    Thank You Email Length: How Long Should Your Message Be

    Some samples above are more formal while others are more casual. Youll notice that theyre all relatively brief, though. In my experience as a recruiter, a short thank you email after the interview is best. On average, I recommend 85 to 150 words.

    And thats true whether youre writing a thank you email after a phone interview, Zoom/video interview, or a second/third in-person interview.

    Its also true whether youre writing to thank a recruiter, HR person, hiring manager, or anyone else who spent time interviewing you!

    Your message could go up to 200 words if youre very far along in the hiring process and have spent multiple hours interviewing with people from the company, but Id still aim to be brief and concise, rather than sending a full page.

    Use your best judgement, though. You know your industry and prospective employer, so think about what type of message theyll appreciate. The advice above is simply what works best for the greatest amount of people, on average.

    Example : Concise Thank You Email

    Subject: Your Name Thank You


    Dear Mr./Ms. Last Name:

    It was a pleasure speaking with you earlier today. I am truly grateful that you took the time out of your busy schedule to share your story with me and offer valuable insight about entering the YYYY field.

    I will certainly follow your recommendations to XXXX and ZZZZ. I look forward to connecting with you again.

    Warmest regards,

    Recommended Reading: Interview Attire Womens

    How Do You Write A Follow Up Email After An Interview

    I hope you’re doing well. I wanted to follow up about the role. I really enjoyed meeting you and the team last week, and I’m very interested in the opportunity. I’d love to know if there’s any further information I can provide during your hiring timeline.

    How should you demonstrate your interest and enthusiasm for the company after an interview?

    Ask a lot of questions

    One of the best ways to show enthusiasm in the interview is to ask lots of questions. You want to seem like you’re eager to learn more and really putting a lot of thought into considering their position. Topics you can ask about: The job duties and responsibilities.

    What should the subject line be for a thank you email after an interview?

  • Thank YouFirst Name Last Name.
  • Thank YouJob Title.
  • Thank YouFirst Name Last Name, Job Title.
  • Thank YouJob Title, First Name Last Name.
  • Job Title, First Name Last NameThank You.
  • Should you email after interview?

    After the interview, it is vital to send some form of correspondence whether it be snail mail, email or even a phone call thanking your interviewer for their time and effort.

    Show Your Unique Value In An Authentic Way

    Thank You Email After Phone Interview

    Smart people want to hire people who hustle. So I determined how to stand out from hundreds of other applicants.

    I demonstrated I wasn’t just qualified for the position, but I was qualified for the culture. A few years ago, HubSpot published a SlideShare on their Culture Code.

    I used that code to illustrate how my own personality matches HubSpot’s culture:

    A few hours after sending this email, I saw Anum opened my emails and clicked my links.

    I had two more interviews scheduled the following week. I was hired that Thursday evening.

    Anum later told me the importance of this extra step in the hiring decision

    “Your personal culture code was a major contributor in deciding to move you along our interview funnel. Not only was its content reflective of how your values tied to our company’s values, the act of making it showed hustle and that you understood the importance we place on culture at HubSpot.”

    And now I’m writing this from my desk at HubSpot, sitting directly across from Anum.

    All because of a unique thank you email.

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    Thank The Recruiter Who Reached Out To You

    This email doesnt have to be long theres a good chance youll be working with this recruiter again throughout the hiring process. However, if a recruiter reached out to you with an opportunity that wasnt on your radar, its important to signal your interest.

    Try to reference something specific about your conversation and the company. Heres one example from Hubspot:

    Thanks for answering all of my questions about the role and setting up my next interview with ! I appreciated your insight into how the team measures success, and I believe my experience would bring a lot to the team.

    This email works because its tailored, concise, and references the candidates qualifications that are a good fit for the open role.

    How To Write A Thank You Email After Your Phone Interview

    Related video: Interviewing: Tips for Before, During and After a Job Interview

    The phone interview is one of the most important parts of the job interview process. To make yourself stand out to employers, you should send a thank you email after the phone interview to show your professionalism and politeness. Your thank you email should be brief and informative as you remind the interviewer why you’re the best fit for the position.

    In this article, we explain why a thank you email after a phone interview is important, how to send one and include a template and examples of effective thank you emails to help you write your own.

    Recommended Reading: Preparing For System Design Interview

    How Should I Send A Thank You Note

    Some people prefer to send handwritten thank you cards, while others opt for quick email delivery. Although a written note is more personal, it can take several days for a card to arrive by mail. Unless you plan to deliver the note directly to the recipient or a proxy in person, you may want to email your thank you note instead.

    When Should I Send A Thank You Note

    How To Write an INTERVIEW FOLLOW UP EMAIL! (The PERFECT Follow Up Email after a JOB interview!)

    Its best to send a thank you note as soon as possible. For example, if youre writing to thank someone for their time during a meeting, you should send the note the same day, if possible. This shows the recipient youre enthusiastic about the topics discussed and youre ready to move on to next steps. It also keeps you on the recipients mind as they follow up on tasks or make decisions, which is especially important if youre sending a thank you note after a job interview.

    Read more: Follow-up Email Examples for After the Interview

    Recommended Reading: Best Interview Attire For A Woman

    Why Are Thank You Notes Important

    You should send professional thank you notes for a few reasons:

    • Its common courtesy. While people may not always expect it, receiving a thoughtful thank you note makes your business contacts feel valued and can strengthen working relationships.

    • It shows professionalism. Taking a few moments to express gratitude communicates respect. It also shows that you know how to be attentive and conduct yourself politely in professional relationships.

    • It sets you apart. A well-written, timely thank you note gives you the chance to make a lasting impression. Sending a thoughtful message especially one with specific details or points of conversation ensures you wont be forgotten.

    • It encourages a gratitude-oriented mindset. Practicing gratitude can help you be happier overall, in addition to leading to increased work performance.

    Related: 7 Tips for Thinking Positively at Work

    Approach To Writing The Follow

    You can, of course, use the above template/example for your thank you after interview email, or you can write one from scratch. If you plan to write one from scratch, this section will serve as a helpful guide.

    Steps to writing your own email:

  • Confirm the name, title, and email address of the person.
  • Write an opening sentence thanking them for their time and saying that you enjoyed meeting them.
  • Refer to any notes you took in the interview and highlight the things you really liked.
  • Go to the companys website and review their mission, vision, values, and/or purpose in their about us section.
  • Then you can note in your email a couple of things you particularly like about their culture and mission.
  • Write a closing sentence thanking them again and offering to answer any follow-up questions they may have.
  • Recommended Reading: What Should Females Wear To A Job Interview

    How To Write Thank

    Most job seekers put a lot of effort into crafting a resume and preparing for an interview. Heres what many people dont spend much time on but should: thank-you emails after interviews.

    Its surprising how many job candidates dont bother to send a thank-you note, because it really does make a positive impression on employers. Its a simple step to take, and it can separate you from equally qualified candidates who dont send a email after an interview. And yes, you should send a message after a video interview just as you would an in-person meeting.

    If the challenge of crafting a great thank-you email is holding you back from sending one, youve come to the right place.

    How To Write A Thank You Note

    9+ Follow Up Email Templates After Interview

    When writing a thank you note, its crucial you make the most of your message by communicating the correct information. You should express gratitude and touch on relevant information critical to the relationship. For example, if youre sending a thank you letter after a job interview, you should highlight key skills that make you the best fit for the opportunity.

    Image description

  • Include any details from your conversations.

  • Close with any additional thoughts or information.

  • End with a polite closing.

  • *Proofread your message: Take a few minutes to review your thank you notes for any spelling, grammar or syntax mistakes. A message thats free of errors shows youre professional and detail-oriented.


    Recommended Reading: Women’s Outfit For Job Interview

    What To Do When You Are Offered A Job Position

    This depends a great deal on your situation. The recruiter goes through a tough process deciding to offer you a job, but you have a lot to consider as well.

    You should realize that when you are offered a job, either by phone or by email, this initiates a process of negotiation. One of the basics of negotiation is that you never want to be taken by surprise since it can lead to an irrational decision. Therefore, when you receive the good news that a company wants to hire you, follow this process:

  • Let the recruiter do the talking Have him/her share as much information as possible regarding salary, benefits, starting date, etc.
  • Ask clarification questions If there is anything that you are unsure about, try to get some clarity.
  • Dont act too fast The emotion of getting offered a job may push you to want to accept right away. However, recruiters often dont expect an immediate decision. Therefore, ask when they need you to make a decision. Chances are you will have a day or two to think it over. But if the recruiter wants your decision sooner, try to negotiate at least a couple of hours.
  • Again, its important not to overlook the importance of all the post-interview steps discussed above. And frankly, each of these steps is far less cumbersome than the amount of effort you put into building your resume, writing your cover letter and preparing for an interview. So stay focused and see the process through to the end.

    Stephen Kent

    Create Your Subject Line And Greeting

    Once you’ve taken the necessary notes, you can build your email. Start with a subject line that briefly and clearly explains the reason for your email. This can be something like, “Thank You- Interview.” You can also include your first and last name after the words, “Thank You” for additional clarification.

    Your greeting can be something simple to start your email. You can write a friendly, but professional greeting like “Hello ” or “Dear .”

    Also Check: Questions To Ask Cfo In Interview

    Verify The Interviewer’s Email Is Correct

    When writing your email, input the interviewer’s address right before sending it. Review your notes or the contact information the interviewer gave you before sending the email to ensure you’re sending it to the right person. You should also ensure the spelling of their name is correct before sending the email to remain professional and polite.

    Best Sample Thank You Emails After An Interview

    HOW TO FOLLOW UP after a Job Interview! (The PERFECT Interview Follow-Up Email Template!)
    • /

    If youre looking for how to write a professional thank you email or note after your interview, youve come to the right place.

    Im going to share exactly what to do when thanking the employer, based on my experience as a recruiter. And Ill give you plenty of sample thank you emails that you can use for inspiration, too!

    Because the truth is: sending a follow-up message to thank the interviewer is a great idea, but if you dont send the right type of message, it can do more harm than good. So what you say matters!

    Lets get started

    Read Also: Top 10 Behavioral Questions

    What Is The Preferred Method Of Sending A Thank

    Amanda Augustine, career advice expert for TopInterview and TopResume, said that email is the most common method for sending a post-interview thank-you note “because of its immediacy and ability to attach materials or hyperlink to additional information that can help advance their candidacy to the next interview round.”

    On the flip side, if the company seems more old-fashioned and stays to the more traditional side of things, a handwritten note mailed to the office might get you further.

    “I prefer handwritten notes,” said Rachel Sutherland, founder of Rachel Sutherland Communications. “Everyone loves getting mail, especially something you’re not expecting. It’s kind of funny to think of snail mail as being special, but in this case, it works.”

    If you’re doing a handwritten note, your method of delivering it depends on the timing of the hiring process. Smith said that if you know they’ll be making their decision the next day, write the note as quickly as possible. In that instance, Smith suggests writing the thank-you note in the lobby and asking the receptionist to deliver it as soon as possible.

    “The content of the message is more important than the method of delivery, be it email or a handwritten note,” said Beverly Friedmann, content manager at MyFoodSubscriptions. “That said, a handwritten card is certainly a nice gesture that you don’t typically see these days.”

    Dos And Donts For Bad Interview Follow Up Notes

    Be very careful with this message! You dont want to draw attention to your error.

    DO send this message very soon after the interview, as soon as you are sure it is necessary particularly if you havent already sent a standard interview thank you note.

    DO use email probably the best method to use because it is so quick. If the organization is anti-technology or feels extremely traditional, a letter that is delivered quickly might be a better response. If you do deliver it by hand, do NOT socialize. Just drop it off be as low-profile as you can be.

    DO NOT make this message long or include too many details or apologies. Be brief. Make your point, and end the message.

    DO NOT send this message so quickly that you make errors in grammar or facts. Avoid misspellings and sending it to the wrong person. If possible, have someone else proof it for you.

    Read Also: Interview Questions To Ask A Cfo

    Smoothing Out The Edges

    When you have a draft of your interview thank-you email complete, you will want to proofread it at least twice. You dont want to rely on the spellcheck and grammar correction tools alone.

    Double-check the spelling of names, your sentence structure, and if any words you intended to use are missing. After you have done your best to polish your thank-you email draft, get a second pair of eyes on it if you can. You will be surprised at how quickly a fresh perspective will reveal some of the details you may have overlooked.

    Sample Interview Thank You Email/note #:


    Hello < Interviewers Name> ,

    Thank you for taking the time to interview me < yesterday/Friday/etc> . I enjoyed our conversation about < specific topic you discussed> and it was great learning about the < Job Title> position overall.

    It sounds like an exciting opportunity and a role I could succeed and excel in. Im looking forward to hearing any updates you can share, and dont hesitate to contact me if you have questions or concerns in the meantime.

    Best regards,

    < Your First and Last Name>

    This is a short, casual email thats best for modern industries like tech, e-commerce, digital marketing, etc.

    This type of short message also makes an ideal thank you email to a recruiter or HR person after a phone interview or other first-round interview. At that stage, you dont need to be sending a lot of detail in your thank you letter you simply want to give thanks and reaffirm your interest.

    And modern companies dont want to see a ten-paragraph, formal thank you letter that takes ten minutes to read. In fact, it might make them want to hire you less because theyll doubt whether youre a fit for their company culture. Thats why I recommend keeping your message short and genuine, like the sample above.

    Even if its a second- or third-round interview, this type of very short, concise thank-you email can still be effective. Heres an example of the type of message Id personally send if I were job hunting right now:

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