Imagine leaving your interview, feeling a mix of relief and excitement after a great conversation with the hiring manager.
But there’s one more step to solidify that positive impression: the thank-you note.
Often overlooked, this simple gesture could set you apart in a crowded field of candidates. In this article, I’m going to share exactly what to do (and NOT do) when thanking the employer, based on my experience as a recruiter.
Highlights
- Send your thank-you email within 24 hours of the interview to keep your interaction fresh in the interviewer’s mind.
- Customize your thank you note after the interview to reflect specific aspects of the conversation to demonstrate attentiveness and interest.
- Keep the email concise, aiming for a length of 85 to 150 words to convey professionalism and respect for the recipient’s time.
- Follow up politely if you don’t receive a response within a week, to show persistence without appearing pushy.
Why Is It Important To Write a Thank You Email After an Interview?
The post-interview thank you email is something you should get in the habit of sending, no matter what the anticipated outcome is.
Doing so shows the interviewer that you appreciated their time, and just as importantly, that you’re still interested in the position.
After attending an interview, the employer isn’t sure that you still want this job (just like you’re not sure if the interview went well and they want to hire you).
So it’s important to write a thank you message to reaffirm your interest and tell them that you’re eager to hear about the next steps.
Can a well-crafted thank-you thank you letter after the interview influence the decision-making process?
Unless two candidates are equally qualified in every aspect, an email following up after your job interview is unlikely to be the determining factor that secures you a job offer.
However, when executed well, the thank-you note is a fantastic opportunity to further demonstrate your communication skills and follow-through abilities, as well as reinforce that you’re the right choice for the role. It’s also the perfect method for highlighting any points you may have forgotten to mention during the interview or wanted to further clarify.
When To Send a Thank You Email or Letter After an Interview
Aim to send your post-interview thank you email the day after your job interview, between 12pm and 3pm.
If your interview was on a Friday, send your email the same day. (This is to avoid sending your email on a weekend).
Always make sure the email is sent within 24 hours of your interview so your conversation is still fresh in the interviewer’s mind.
If you decide to send your thank you note as a letter in the mail, you should post it within one or two business days of your job interview. You can read my opinion on mail vs letter below.
I recommend you ask the interviewer for their business card after an in-person interview so that you have their email address and name to hand!
If you went on a video or phone interview, you can ask for their contact details at the end of the conversation. Simply explain that it’s to follow up and send a thank you letter after the interview.
How to Write an Interview Thank You Email
- Begin with a professional or formal greeting (e.g. “Hello Susan,” or “Dear Susan,”)
- Thank the interviewer and tell them that you appreciate their time spent during the job interview
- Mention something specific you talked to them about or what you enjoyed learning about in the interview (so they know that this interview thank you email is written specifically for them)
- Reaffirm your interest in the position and tell the interviewer that you look forward to hearing about the next steps in the hiring process
- Tell the interviewer that they should feel free to contact you if they need any additional information
- Optional: Include something to reaffirm that you’re confident you can perform well in this role and explain why
- If you interviewed with multiple people in a single day and want to thank them all, send a separate thank you email to each for a more personalized feel.
Pinpoint a moment in the conversation that really spoke to you, and share how it connects with your own skills and experiences. For instance, you might say, ‘The discussion around [Company value] really hit home for me because it aligns closely with my own values, particularly [Your similar value]. With my experience in [Your experience], I see a great opportunity to bring value and contribute meaningfully to your team.
How Long Should Your Thank You Email Message Be?
In my experience as a recruiter, a short thank you email after the interview is best. On average, I recommend 85 to 150 words (a couple of sentences).
The rule applies to emails written after a phone interview, Zoom/video interview, or a second/third in-person interview. No matter what the first interaction entailed or how it occurred, a short thank you email after the interview will make a nice impression.
Michael Kerr emphasizes:
An email should be brief and to the point. Aim for 3-4 sentences thanking them for their time, reiterating your interest, and mentioning your qualifications. Keep the tone professional and positive.
Thank You Email After Interview Examples: Subject Lines That Get Noticed
Use any of the following subject lines when sending your professional thank you email:
- Thank you for your time
- Thanks for your time
- Thank you for your time on
- Following up on our conversation
- A follow-up (and brief thank you!)
- Thank you for meeting with me!
- I enjoyed our meeting
- It was great meeting you in person on
- Thank you for considering me as your next
- Thank you for a great meeting,
Top 4 Thank You Email Samples from a Recruiter
I have prepared some example thank you emails for you to use as inspiration. You can use the samples as a guide when drafting your own email:
Email 1: Short and Casual Thank You Email
This is a short, casual email that’s best for modern industries like tech, e-commerce, digital marketing, etc (characterized by a more informal and direct style of communication). This type of short message also makes an ideal thank-you email to a recruiter or HR person after a phone interview or another first-round interview.
Hello
Thank you for taking the time to interview me on
It sounds like an exciting opportunity and a role I could succeed and excel at. I’m looking forward to hearing any updates you can share.
Don’t hesitate to contact me if you have questions or concerns in the meantime.
Best regards,
John D.
Ph: +11 1111 1111
Website: johndoe.net
Email 2: Formal Thank You Interview Email
The sample uses a tone and style that’s more formal and well-suited to various industries or corporate positions. It also mentions a specific detail, making it easier for the recruiter to remember you.
Dear
Thank you for taking the time to speak with me on
The information you shared about
I am confident that my
I’m looking forward to hearing from you about the next steps, and please don’t hesitate to contact me if you need any additional information in the meantime.
Thank you again.
Best regards,
Jane D.
Ph: +11 1111 1111
Website: janedoe.net
Email 3: Thank You Email After a Virtual Interview
The email is specific enough to help the recruiter remember exactly who you are. It also demonstrates your ongoing interest in the position.
Hello
I’m writing to thank you and express my gratitude for the time you dedicated to our video interview on
I’d like to confirm my interest in the
If you have additional questions or if we need to complete additional steps as a part of the recruitment process, please let me know. I’d be more than happy to move on to the next step.
Kind regards,
John D.
Ph: +11 1111 1111
Website: johndoe.net
Email 4: Second Interview Thank You Email
In your thank-you email after a second interview, you can go slightly more in-depth to share what you’ve enjoyed hearing about the role so far, what excites you about the opportunity, and why you’d excel in this job. You can even reference relevant information that you discussed with other team members in other interviews.
Dear
Thank you for meeting with me to discuss the
I enjoyed hearing about how the position will balance internal project leadership and client meetings as the company grows.
In my previous phone interview,
I’m confident this role fits my skill set and long-term goals, and I look forward to the next steps in the interview process.
Don’t hesitate to contact me if you need any further information. Thank you for your time and consideration.
Best regards,
Jane D.
Ph: +11 1111 1111
Website: janedoe.net
How and When to Follow Up After a Thank You Email
If you don’t hear back from a recruiter after five days of sending the thank you for the interview email, following up one last time makes sense. Sometimes, emails get lost. Sometimes, recruitment professionals get busy and distracted.
Something along the following lines would be a good message to send:
Dear
Since I haven’t heard back from you after our interview on
Are there any updates or any additional steps I need to complete? I’d love to learn a bit more and I’d be excited to find out I’m being considered for the position.
Kind regards,
If you still don’t hear back from them, you should probably abandon the opportunity and move on to another employment chance.
Email vs. Note: Choosing the Best Way to Say Thank You After an Interview
I get asked this frequently: For most people, I recommend email because:
- You can make sure it gets delivered at the exact time you want
- It’s easier and takes less time
- It’s more modern and simpler for the company
- A letter could get lost while being posted, never making it to the recipient
However, in specific cases, a paper thank you note/letter might be better. If you’re in a very traditional industry (like wedding planning) or if you’re interviewing for a high-level position (like CFO, Head of Operations, etc.).
A letter can add a degree of traditional elegance and personalization that emails don’t have. Still, in most industries and scenarios, a thank you email would be the way to go.
One more option to consider: You could write a personalized thank you card and then send a picture of it digitally, either in a LinkedIn message or an email. That’s a good way to stand out.
Common Mistakes I’ve Seen Candidates Make in Thank You Emails
While a thank you interview email is fairly simple to write, there’s still room for error. Some of the most common mistakes that candidates commit when contacting recruiters this way include:
Not Customizing the Email
Even the best thank you email templates or examples appear low-effort (and will NOT impress the interviewer) if you don’t customize them. So how can you customize the email? Here are some ideas.
- First, you could mention something interesting you learned about the job or company from the recruiter. What caught your attention and sounded exciting about the position?
You could reference one or two of their interview questions and answers you gave in response. For example, you could say:
“I really enjoyed your question about ___ and the discussion it led to. It was also great learning about how XYZ company does ___”.
- Or you could mention something personal they discussed with you! Maybe the interviewer told you they’re watching their son at a big basketball tournament that evening. You could say:
“By the way, I hope your son’s team did great at the basketball tournament. How did things turn out?”
- As another example, maybe you mentioned that you love coffee, and the interviewer said, “Oh, then you HAVE to try Corner House Coffee. Best coffee in town.” You could write:
“By the way, I tried a latte from Corner House Coffee on the way home, and you were absolutely right. It was the best coffee I’ve had in a long time.”
A cookie-cutter thank-you note just isn’t enough. Make sure to mention something specific from your conversation to demonstrate your attentiveness and involvement. And if you met with multiple people, take a moment to send a personalized thank-you note to each panel member!
The bottom line is: The more you customize your email after the interview, the more hiring managers will appreciate it. You’ll notice that each sample email above includes space for customization, and this is why.
Failing to Proofread
A typo is an eyesore. It also suggests sloppiness. Not taking the time to proofread your thank you note, even if you commit a tiny mistake, will raise a red flag.
Email templates are only as good as the effort you put into filling them out and proofreading them. Go over every detail and make sure it actually makes sense for your situation. If not, sending that thank you email or letter will do more harm than good.
Example: In the third sample email earlier in this article, it says, “Thank you for taking the time to meet with me.” If you had a phone interview, you should say, “Thank you for taking the time to talk on the phone with me.”
Right?
Appearing Too Pushy or Unprofessional
Sounding too pushy or aggressive will be an immediate turnoff for a recruiter. Keep your thank you note meaningful but lighthearted. An optimistic, friendly tone will get you noticed for the right reasons.
Sending multiple follow-up emails is also a big no-no as it enters the pushy territory once again.
Finally, try to make your note genuine. Tell the person who interviewed you why you are thankful. A cookie-cutter approach towards email creation will make you sound disingenuous and shallow – two qualities that you don’t want to have attached to your persona
