How To Write A Thank You Note For An Interview

How To Write A Post

2021 Adweek Rising Mentee | Content & Communications

**Originally published on Career Contessa

FACT: WRITING A THANK YOU EMAIL OR LETTER AFTER THAT INTERVIEW IS EVERYTHING.

You update your resume, search for a job, work to land an interview, and then you rock it. You leave the building and thank your lucky stars the hard part is overthe rest is in the companys hands, right?

Wrong. You have one more step post-interview. One that you often forget: the thank you note.

Whether you decide to hand write or email your thanks, it needs to be doneand it can be a tricky process to do it right. Good thing were breaking it all down for you right here.

Interview Thank You Letter Example

Candidate’s NameYour City, State, Zip CodeYour Phone Number

City, State, Zip Code

Dear Mrs Jackson

Thank you for the opportunity to discuss the Executive Assistant position this morning. The interview gave me a thorough understanding of what is required by the the company and the position.

I feel confident that my strong administrative and customer service skills will benefit this position. I have extensive experience in all of the computer software packages that you use and I am sure that my efficiency will ensure your deadlines are met.

I enjoyed meeting the other staff and would consider it a privilege to be part of such a dedicated team.

As agreed, I will contact you by Tuesday of next week to get feedback. Again thank you for your time and consideration.

Sincerely

How Do You Respond To Thank You Email

The samples:

Don’t Miss: What Should I Say In An Exit Interview

Close With Next Steps

End your note with a forward-looking statement. Either that you look forward to hearing from them, discussing next steps, or that you will be following up. You can also mention that they should feel free to contact you with additional questions, or if there is anything they would like to discuss with you in more detail.

How To Write An Interview Thank You Note

This article was co-authored by Shannon O’Brien, MA, EdM. Shannon O’Brien is the Founder and Principal Advisor of Whole U. . Through advising, workshops and e-learning Whole U. empowers people to pursue their life’s work and live a balanced, purposeful life. Shannon has been ranked as the #1 Career Coach and #1 Life Coach in Boston, MA by Yelp reviewers. She has been featured on Boston.com, Boldfacers, and the UR Business Network. She received a Master’s of Technology, Innovation, & Education from Harvard University. This article has been viewed 636,711 times.

After you interview for a job, sending the interviewer a thank you note is a professional courtesy that may set you apart from the other candidates. A personalized thank you note will show your interviewer youre passionate about the job. A professional thank you email is all most hiring managers expect, but you might send a handwritten note if you think the hiring manager will appreciate the gesture.XResearch source

Recommended Reading: What Is A Behavioral Interview

Who You Should Thank

If there was more than one interviewer, you should thank each interviewer separately. Each one gets his or her own handwritten note or email message do not cc all of your interviewers in a single email thank-you letter.

It’s important to make the best impression on everyone you met with or spoke to during the second interview process.

Sample Thank You Email Template #2

Hi Kevin,

Thank you for meeting with me at your office this afternoon.

I enjoyed hearing about the companys long-term goals related to the development of your latest software features. It was also interesting to hear how the software engineering department will go about adding them to their roadmap.

seems like an interesting place to work with the many exciting projects youre working on.

I feel my experience programming with Python would be a great addition to your team. Several of the projects I have worked on using Python should help close the skills gaps you mentioned.

I would relish the opportunity to work with you and your team. Im excited to see what the future holds for the software development team.

If you have any further questions or need anything else to move the process forward please let me know.

Regards,

You May Like: Where Can I Watch Oprah Interview Harry And Meghan

Take Your Thank You Email To The Next Level

While the template above is all you need, if you really want to blow a hiring manager out of the water, add in another few lines before I look forward to… with some ideas you have on how you could add value. Think: a quick mock-up of something you discussed in the interview if youre in a creative role, taglines if youre in branding, or some slides or possible partners if youre in business development or sales.

It could look something like this:

Sample Interview Thank You Email/letter #:

Hello < Interviewers Name> ,

Thank you for taking the time to speak with me < yesterday/Friday/etc.> about the < Job Title> position at < Company Name> . It was a pleasure talking with you, and I enjoyed learning more about the opportunity.

The information you shared about < Something specific about the job that interests you> sounded particularly interesting.

I am confident that my skills will allow me to come in and succeed in this role, and its a position Id be excited to take on.

Im looking forward to hearing from you about the next steps, and please dont hesitate to contact me if you need any additional information in the meantime.

Thank you again.

Best regards,

< Your First and Last Name>

This example above is a little longer and more formal. You could send this as a handwritten thank you letter after the interview, or as an email.

Note that at the end of the third paragraph, you could also add details about WHY you feel confident youd succeed in this role. Doing this will make your thank you email more convincing to hiring managers.

Try to remind them of something you shared in the interview, like a piece of past experience, or a skill you have, that will prove to them youll be able to come in and be successful in their role.

Also Check: What Are Phone Interviews Like

If Youre Writing A Thank

• Did I include a relevant subject line? Is everything spelled correctly there?
• Have I addressed the person Im thanking correctly? Am I spelling their name and email right?
• Did I make my point in under five sentences?
• Did I mention a specific topic, common interest, or question relevant to my discussion with this person?
• Did I say thank you at some point in the note?
• Are my signature, email name, and email avatar photo all in alignment to project a professional image?
• Did I use Grammarly to edit this note for correctness, clarity, and word choice?
• Did I proofread this email?
• Did I hit Send within 24-48 hours?

If you did all of these things, congratulations! You deserve to grab a book and a snack and take a break. The hard part is over.

Need more help following up after interviews? Check back for more insights next week.

Two Common Thank You Email Templates To Avoid

Now that you know why, when, and how to send your thank you email, let’s dive into the science behind crafting an email that helps you build a relationship with your interviewer and stand out from other candidates.

We’ll start by looking at the mistakes most candidates make when sending their post-interview thank you emails.

When it comes to thank you’s, the most common formats tend to fall into two buckets:

Bad Email #1

Dear Mr. Last Name:

I enjoyed speaking with you today about the assistant account executive position at . The job seems to be an excellent match for my skills and interests.

In addition to my enthusiasm, I will bring to the position strong writing skills, assertiveness, and the ability to encourage others to work cooperatively with the department.

I appreciate the time you took to interview me. I am very interested in working for you and look forward to hearing from you regarding this position.

Sincerely,

Name

This email showcases zero personality and is so painfully formal that it can actually come off as unprofessional. You just spent an hour in a room trying to build a relationship with this person, you want your thank you note to be a reflection of your conversation!

Here’s what the second most common email looks like:

Bad Email #2

Hi Name,

Thank you for taking the time to meet with me today. I really enjoyed speaking with you about the position and am looking forward to next steps.

Best,

Your Name

Read Also: How To Make A Short Interview Video

Be Your Best Self On Paper

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.

Editing Your Work: A Thank

I love to edit all sorts of writing, but I know this isnt true for everyone! Since editing can be a time-consuming step, here are two checklists you can use to make sure your email is flawless: one for real letters and one for emails. Dont worry, editing shouldnt take longer than five minutes, so youll still get that email out in time!

Also Check: How To Practice For Coding Interviews

Sample Printed Thank You Note

If you are using your computer to write, print, and send your thank you, write a one-page letter .

Adapt the text in the sample to your circumstances, and customize it as described in Sending Your Thank Yous After the Job Interview. Replace the Italicized text in the sample below with whatever terms are appropriate for you and your situation.

Use the formal business letter format like this:

Your street address

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.

Also Check: How To Ask About Pay In An Interview

A Great Thank You Note Starts During The Interview

In order to maximize the value we deliver with our thank you note, we need to gather as much information as we possibly can during the interview.

These details come from the small talk you make before the interview starts, the conversations sparked by your answers or your resume, and the questions you ask your interviewer.

This is more of an art than a science and truly a case of practice makes perfect. Here are some pointers to get you started:

• There is always a few minutes of small talk before the interview starts use that to spark up a conversation. For example, if it’s a Monday or Tuesday, ask how their weekend went. If it’s Wednesday Friday, ask if they have plans for the upcoming weekend.
• If they begin talking, ask follow up questions. The longer you can get them to continue, the more information you get and the higher the odds of them creating a positive association with you in their brain.
• At the end of the interview, have questions prepared . I always end an interview by asking them about their personal life outside of work.

The more personal information you get during the interview, the more ammo you have to include in your thank you note.

Remember the response I quoted in the opening paragraph of this post?

That VP had asked me about a book I read recently that made an impact on me. As soon as I answered, I asked her the same question. I hadn’t read the book she mentioned, but I was very familiar with the author .

Decide Between Email Or Paper

Most businesses will accept an emailed thank you, but be aware of the company and its values. For example, more traditional organizations may prefer a handwritten thank you note. Though usually unnecessary, most of the time a paper note will seem more personal, and it will likely set you apart from other candidates. The mail service could delay your note, so consider dropping it off in person to ensure it gets there promptly.

If you’re unsure, you can always send both an email and a paper thank you note. In this case, send the email as soon as you get home from the interview, then mail the formal letter as soon as you can after that.

You May Like: How To Pass A Behavioral Based Interview

What If I Dont Have Their Contact Information

Their contact information may be easy enough to find by searching the companys website or finding them on LinkedIn. Try not to send the message on LinkedIn if you can help it, though. Many people ignore their account when theyre not job hunting so your message may get lost. Plus, it looks great when they know you took extra time to find their contact information just to send a thank you.

If youre in a group interview, and you cant find the whole groups information, send your main contact the note and say something like, I could not locate their contact information, but please send my thanks to Person A, Person B, and Person C for their time and great questions or Please also send my thanks to Person A. You could even ask the HR person or company connection who got you the interview to send you their emails so you can shoot off a thank you note

If youre mailing the letter, you can use this format:

Fence Talk Digital

Dubuque, Iowa 52001

When To Send An After Interview Thank You Note

With any important piece of writing, planning is half the battle. Should you follow up over email, in a handwritten notecard, or on social media? And what should you write?

There are two vital factors to consider when writing a thank-you note after an interview: speed and specificity. Thank yous are not better late than never. In fact, most interviewers expect an email or letter within a day. That means time is of the essence, and you need to work quickly! As one Glassdoor recruiter puts it, it is vital to send a thank you email to your interviews within 24-48 hours.

Even though you must write quickly, you also need to personalize each thank-you note to the interviewer. Gone are the days where I would look at a template thank-you note and consider it worth my time to read. As Valerie LeClair, Grammarlys Director of Recruiting, once described to me,

Write from the heart! If a candidate is going to write a standardized, impersonal note, there is no reason to even send it.

But dont panic! Take a deep breath and reflect on your interview experience. Now, ask yourself these idea-generating questions:

• How did the interview go? Did anything weird happen?
• Did I flub on a question I know I have a better answer for?
• Did I forget to ask the interviewer one of my questions?
• Is there something additional this interviewer should know about me?
• Did I discuss anything interesting? Find any similarities to my interviewer?

Recommended Reading: What Can You Ask In An Interview

Should I Email Call Or Hit Them Up On Twitter

If you run a Google search for interview thank you notes, you’ll get all sorts of suggested mediums for sending email, phone calls, Twitter, text messages, and even hand written notes.

All of these can get the job done but we want to choose the method that’s going to make things fast and easy for the interviewer on the other end.

Rather than sliding into their DMs, the data shows that interviewers prefer receiving thank you notes via email :

When you’re in the room on interview day, it’s much more natural to ask for someone’s email than their phone number. On top of that email allows you to spend time crafting your response and you can track your them using a tool like Yesware to help gauge interest.

For those reasons, I recommend sending all of your thank you notes via email.

But what if I forgot to ask for their email and don’t have it?

No problem! There are plenty of tools out there that make it super easy to track down someone’s email address. My favorite is Mailscoop.io.

All you need is the person’s full name and the link to their company’s website and Mailscoop will spit it out in just a few seconds:

After you’ve got your hands on their email, head over to Mail Tester and plug it in to verify that it exists on the company’s email server. If it does, you’re good to go!