You’ve just finished an interview for your dream job.
The interview went well. You clicked with the hiring manager and got a great feeling from the panel. You’re feeling excited and a little optimistic — your job search might finally be over.
Now you just have to sit back and wait for a response.
But there’s something you can do to take initiative. Sending a thank you letter after the interview lets the hiring manager know you enjoyed the experience and are eager about the opportunity. Your good first impression will linger well after the interview is over.
It only takes a few minutes to send a follow-up email after a job interview, and it can help hiring managers notice and remember you. Put yourself in the interviewer’s shoes: the hiring process can be thankless and exhausting. Expressing gratitude helps you connect with them on a human level as well as a professional one.
Why you should send post-interview thank you notes
Thank you notes and emails show interviewers several important things:
To give yourself a head start on the email, begin thinking about the thank you note as soon as the interview ends. Take a few minutes to jot down useful notes and key takeaways while they’re still fresh in your mind, and then use them to build your email later on.
You can also use a thank you note to bring up anything you forgot to say during the interview or attach samples of previous work that came up in the discussion. One high-level manager calls these emails “the final pitch”: your last chance to get an edge over the other candidates.
In a study by recruiting firm Robert Half, 80% of human resources (HR) managers said that receiving a thank you note after an interview was helpful when making hiring decisions. But it seems to be a dying art. The same study reported only 24% of candidates sent thank you notes in 2017, a drop from 51% in 2007.
The humble thank you note has sparked a surprising amount of controversy. While some managers say you shouldn’t hire anyone who doesn’t send a thank you note, others recognize that factoring thank you notes into hiring decisions could lead to a workforce that lacks diversity.
According to a LinkedIn article from writer Samantha McLaren, sending thank you notes after job interviews is an unwritten rule in the American corporate world, and to know about this rule, you already have to be part of the club.
She argues that refusing to consider candidates who don’t send thank you notes puts people from diverse cultural backgrounds, non-neurotypicals, and people from low-income backgrounds at a disadvantage.
So as a candidate, play it safe by sending a thank you note. But if you’re hiring, don’t interpret a lack of follow-up as a lack of interest.
Anatomy of a post-interview thank you note
Here’s a standard email template for a post-interview thank you note, along with a breakdown of its parts and some suggestions for how to tailor the email to your own needs.
The subject line
What you write in your email’s subject line will depend on the company culture, the position, and the person you’re writing to. If you’re applying for a corporate position, choose a more formal subject line. If it’s a small business or startup, enthusiasm and warmth might be a better fit.
Here are some subject line options, from most formal to least:
- Following up on interview for [job title] position
- [Job title] interview today — Thank you
- Thank you for your time
- I enjoyed our meeting today
- Thanks for chatting!
The greeting
Email salutations are tricky, especially when you don’t know the recipient well. In your thank you note, use a personalized greeting so it doesn’t look like you copy-pasted or cut corners.
Here are a few greeting options, from most to least formal:
- Good morning/afternoon
- Dear
- Hello
- Hi
When writing the interviewer’s name, use the one they introduced themselves with in the interview. If Alison Xing introduced herself as Ali, use Ali, and if she introduced herself as Mrs. Xing, use Mrs. Xing. If you’re not sure of their full name, look for them on LinkedIn or the company website. And of course, triple-check the spelling.
The body
The body of a thank you email has two jobs. It should remind the interviewer of why you’re a good fit for the position, and it should mention something important that you discussed in the interview to jog their memory of you.
In the body, demonstrate your attention to detail through careful use of language. Your writing style will depend on the position you’re applying for and your personality.
If you’re applying for a high-up corporate position, exclamation marks probably aren’t appropriate, but for a customer service position, they can communicate enthusiasm and a positive attitude. Just use one or two to avoid going overboard.
Your email shouldn’t be too long or dense. Write it with relatively short paragraphs so readers can easily skim for key takeaways. And remember: every typo is a strike against you, so proofread carefully.
The signoff
The right email signoff ends your email on a positive, professional note. Again, match your tone to the company and its culture. Be concise and respectful while expressing your excitement.
Here are some signoff options, again from most to least formal:
- Sincerely
- Best regards
- Kind regards
- Best wishes
- Thanks again
- Take care
After the signoff, include your contact information, either manually or as part of your regular email signature. This could include a cellphone number, a website, and a LinkedIn profile — whatever you’re comfortable sharing.
Full thank you letter template
Subject line: Great to talk to you today
Dear [interviewer name],
Thank you so much for taking time out of your busy schedule to meet with me today. I really enjoyed our discussion about [company name]’s work with [relevant project(s)] and how the [job title] role would support this work.
I’m confident that my [list some skills or experience relevant to the role] would be of value to [company name] moving forward. In particular, I’ve been thinking about how I can contribute to [specific project the interviewer mentioned] via [relevant skill].
Please let me know if you need any further information. I look forward to hearing from you soon.
Sincerely,
[your name]
[phone number and LinkedIn profile]
Sending the email
If you forgot to ask during the interview, sometimes you’ll have to do a bit of detective work to find the interviewer’s email address. If they weren’t cc'd on any email correspondence before the interview, you can look for their email address on their LinkedIn profile or contact the person who arranged the interview.
During the interview process, make sure to jot down (or make a mental note of) the names of the people meeting with you to make the email easier later. In an in-person interview, you might be able to collect business cards for reference.
If there was a panel of interviewers involved, and you feel it’s necessary, find each member’s email address and send a personalized individual email to each.
Send the email within 24 hours, and on the same day of the interview, if possible. You never know: you might be the last candidate and the hiring manager could be looking to make a quick decision.
Post-interview thank you email examples
Here are some sample thank you emails to suit a range of interview types. Pick the one that best suits your situation and tinker with it until it matches your needs.
1. After a phone or Zoom screening
An initial screening interview might not feel like a big deal, but it’s a huge achievement. Corporate job openings attract an average of 250 resumes, and not everyone can make it through the first screening.
These shorter interviews tend to be with recruiters, not hiring managers, and they’re looking for a broad overview of your past experience, soft skills, and culture fit.
Interviewers at the screening stage are looking for reasons to rule you out as a candidate, not for reasons to hire you. Phone interviews are more about showing you fulfill the job requirements than demonstrating that you’re an exceptional candidate, so focus your body text on:
- Reaffirming your interest in the position
- Demonstrating strong communication skills
- Showing enthusiasm for the position
- Fulfilling job requirements (especially ones that might rule out other candidates)
Send your thank you email as soon as you can after the interview, as the recruiter will be making decisions quickly. Here’s an example:
Subject line: Thank you for your time
Dear [recruiter’s name],
It was great to talk to you earlier and learn more about [position] at [company]. Hearing about the way the company approaches [topic] made me even more interested in working here.
After our conversation, I’m even more convinced that my extensive experience with [related skill] would be valuable to your team.
Please let me know if you need more information from me or would like to speak again.
Looking forward to hearing from you,
[your name]
[your contact information]
2. After a second interview
While first-round interviews determine whether you meet the requirements for the position, it’s in later rounds that you show why managers should choose you over the other applicants.
The questions in second interviews go into more depth about your work style, skill level, and culture fit, so highlight these qualities in your thank you note. Here’s an example of a second-interview email:
Subject line: [position] interview — Thank you!
Hi [hiring manager’s name],
Thanks for taking the time to talk today. It was fantastic to learn more about [company]’s plans for the future, especially your planned expansion into [field].
As I mentioned in the interview, I recently worked on [relevant project] and I’d love to bring that expertise over to [company] to help you succeed. If you’re interested in seeing more of my work on that project, you can visit my portfolio site [link the site] or have a look through the attached PDF for a more detailed record of my process.
Don’t hesitate to let me know if you have any questions.
Have a great weekend!
[your name]
[your contact information]
3. After a video interview
If the position you’re applying for is 100% remote, the whole interview series will be via phone or video interview. Include the same details in your thank you note, but be sure to thank the interviewer for their patience if you had any technical issues during the meeting. Here’s a template for a virtual interview:
Subject line: Thank you!
Hi [hiring manager’s name],
I really appreciate the time you took to meet with me today about [position], and apologies again for the problems with my microphone. Thanks again for your patience while I sorted it out.
I enjoyed our conversation and am excited to bring the knowledge and skills I gained as a [position] at [previous company] to your team. I’ve been thinking about the challenges you mentioned for [topic]. In my previous position, I [relevant activity related to topic]. I’d love to talk with you further about what this might look like at [company].
Have a nice afternoon and take care,
[your name]
[your contact information]
4. For an entry-level position
If you’re applying for an entry-level position straight out of school, you may not have much formal work experience to call on in the thank you note. Instead, think about which personal qualities and professional capabilities the interview questions targeted and use the thank you note to explain why you’re a good fit. Here’s an example:
Subject line: Thank you for meeting with me this afternoon
Dear [hiring manager’s name],
I really enjoyed our conversation today. It was a pleasure to talk with you about [position] and how this role forms part of [company]’s long-term strategy.
As you said, [position] requires someone who [mention relevant skills, attitude, and work ethic]. I believe I would be an excellent fit for the role, given that I’ve demonstrated these qualities in the past through [examples].
I’m looking forward to hearing from you at your earliest convenience. If there’s any additional information you need, please don’t hesitate to let me know.
Warmest regards,
[your name]
[your contact information]
5. At a startup
Startup culture is many things — exciting, draining, challenging, risky — but one thing it’s not is stuffy. In most small startups, everyone works closely with everyone else, so it’s important to show you can slot into an existing team and get on well.
Like most companies, startups are looking for talent, but they’re also interested in your adaptability, work ethic, and personality. Make sure your thank you email ticks all three boxes. Here’s how to write one for a startup:
Subject line: [position] interview — Thanks!
Hey [hiring manager’s name],
I had such a great time talking to you today about [position] at [company].
I really admire the environment you’ve created. It’s just the kind of flexible, fast-paced environment I thrive in, and I’m psyched to get started. The team you’ve put together is full of world-class talent and I’d be honored to be a part of it.
Talk soon,
[your name]
[your contact information]
6. Withdrawing your application
Sometimes interviews make you realize you don’t want the job. If that’s the case, be honest and use the thank you note to take yourself out of the running and save the hiring team some time. Send your email to whomever you were communicating with, whether that was a recruiter, hiring manager, or both. Even though you’re rejecting the job, you don’t want to burn any bridges.
When withdrawing your application, be courteous, even if the experience was negative. It’s up to you whether to include the reason for your withdrawal. Here’s a template for application withdrawal:
Subject line: [position] Application Withdrawal
Dear [recruiter and/or hiring manager’s name],
Thank you for taking the time to interview me today for [position]. After careful consideration, I’ve decided to withdraw my application for the position. I wish you and your team all the best in your search for the right candidate.
All the very best,
[your name]
[your contact information]
From a short thank you to a new adventure
Investing just a few minutes to send a thank you letter after an interview will help keep you at the top of the interviewer’s mind — and by extension, the top of their list. With the right combination of professionality and enthusiasm in your job search, one of those thank you emails will eventually turn into a job offer acceptance email.
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