When you write your resume, your goal is to stand out. But what happens after you ace the interview? One more step can set you apart: sending a thank-you email.
Why is a follow-up thank-you email after interviews so important? It demonstrates your initiative and good manners, leaving a lasting impression on potential employers.
In this guide, we’ll share expert tips and examples to help you write an impactful thank-you email that enhances your chances of landing the job.
Why Should You Write a Thank You Note After Your Interview?
As discussed, sending a thank-you email after an interview can be a decisive factor in distinguishing yourself from other candidates. Following up after the interview not only reinforces your interest in the position but also showcases your professionalism and gratitude.
Here are some of the benefits of sending a thank-you note:
| Benefit | Why It Matters |
|---|---|
| Keeps you top of mind | When several candidates are competing for the same role, a thank-you note helps you stand out and stay memorable. |
| Can influence hiring decisions | Around 80% of companies take thank-you notes into account. Nearly 1 in 5 hiring managers have rejected a candidate for not sending one. |
| Highlights positive qualities | A thank-you email shows initiative, professionalism, and strong people skills. These traits are highly valued by employers. |
| Shows gratitude | Expressing appreciation reflects emotional intelligence. Grateful employees often experience less stress and higher job satisfaction, contributing to a healthier work environment. |
| Strengthens your fit for people-focused roles | For positions that require empathy and communication (like customer service or social services), a thank-you note can reinforce your suitability. |
| Helps recover from a weak interview | If the interview didn’t go perfectly, a thoughtful follow-up can improve your chances, especially since you don’t know how others performed. |
Sample Thank You Emails
Feeling a bit stuck on what to write in your thank you email? Use the samples below, and customize them to fit your needs.
Hello [Interviewer’s name],
I wanted to thank you for taking the time to meet with me and discuss [the position title] at [the company’s name]. It was certainly a pleasure to learn more about [cite something discussed during the interview].
I’ve been thinking a great deal about what you said about [cite a problem or challenge the company is facing]. During my time at [previous company], I found it effective to [site solution]. In fact, [the solution] resulted in an [increase/decrease/improvement in the problem] of [X] percent.
I am confident that my experience will yield similarly positive results as your new [cite position].
If you require any additional information from me, please feel free to contact me. I’m looking forward to hearing from you [on a specific date or within a specified timeframe, if applicable].
Again, thank you for your time!
Sincerely,
[First and last name]
[Phone number]
[Email address]
Entry-Level Candidate Thank You Email
What if you’re applying to an entry-level position and you feel that the above thank you note is a bit too formal? Try the following thank you note sample for size. It is specially designed for small companies or those with a relaxed atmosphere.
Subject: Thanks for the Interview!
Hi [Interviewer’s name],
I really had fun today learning about the rewards and challenges of working as a [position title] at [company name]. I am very excited to join your team and help to [cite a responsibility or two of the position in question].
Please feel free to contact me if you need any more information. I look forward to your call. Again, thank you for your time.
Sincerely,
[First and last name]
[Phone number]
[Email address]
As a post script to this conversational email, you can even mention something extraneous that you discussed during the interview – that you hope the interviewer enjoyed whatever he or she mentioned they’d be doing after work, or that you tried a restaurant, movie, etc. that they suggested. This builds rapport and suggests friendly working conditions if you are hired.
If you’re still feeling like your thank you email doesn’t quite make the grade, even after utilizing these tips and this sample, consider this – any thank you note can put you ahead of the competition, since many candidates never send one.
Elements To Include in a Thank You Email After an Interview
As already noted, post-interview thank you emails are few and far between. Likely, you’ll be one of only a few candidates to write one. Thanks to this guide on how to send a thank you email after interviews, you’ll also write the best thank you possible.
1. Email subject lines
Crafting an effective subject line for your interview thank-you email can help ensure it stands out in the interviewer’s inbox.
Consider the following approaches to write yours.
| Style | Best for… | Subject line examples |
|---|---|---|
| Simple | A clear, professional default | – Thank You — [First Name Last Name] – Thank You — [Job Title] – Thank you for the interview |
| Personalized | When they’re hiring for multiple roles or formats | – Thank you for the interview for the [Role] – Thank you for the phone interview |
| Casual | Only if the company culture is relaxed | – Great to meet you today – Thanks for chatting this morning |
| Appreciative | When you want a warmer, more thoughtful tone | – Appreciated our interview discussion – Grateful for meeting the [Company Name] panel |
2. Address the interviewer
Ideally, you have the direct email address of the interviewer or hiring manager. It’s better to send the thank you email directly to this person than to a general company inbox.
Even if you don’t have a direct email address, note the interviewer’s name in the subject line. Use their name in the greeting of the email body as well.
3. Thank them for their time
Businesspeople are busy people. The purpose of this email is to thank them, so do this in the first sentence of the email. You can thank them for their time, for taking the time to speak with you.
Here are some examples of ways to thank interviewers for their time:
| Style | Example phrases |
|---|---|
| Simple | – “Thank you for taking the time to meet with me.” – “I appreciate the opportunity to interview for the [Job Title] position.” |
| Personalized | – “Thank you for the interview on [Date]. I enjoyed learning more about [Company] and the [Job Title] role.” |
| Appreciative | – “Thank you for the insightful conversation about [Topic]. It strengthened my interest in the [Job Title] position.” – “I’m grateful for the chance to speak with [Company] about how my experience in [Field] can contribute.” |
| Detailed | – “Thank you, [Name], for the opportunity to discuss the [Job Title] role. I’d be excited to contribute to [Company].” – “Thanks again for your time—my skills in [Area] would be a strong match for your team.” |
4. Express interest in what you learned
During the interview, you probably learned things that you didn’t already know about the company.
After thanking the interviewer for their time, tell them that it was a pleasure learning about the company.
Cite something specific if possible. Many companies want enthusiastic employees, and this shows your sincere interest in the company and the position.
Here are examples of ways to make a strong impression:
Reference key parts of the conversation
For instance, you could say, “It was great to hear about [company] goals for streamlining your software and placing emphasis on quality UX design.”
This highlights your engagement and interest in the company’s objectives.
Highlight company goals and projects
“It was super interesting to hear where the [company] is headed.”
This shows you are excited about the company’s future and how you might contribute.
Discuss specific roles and responsibilities
You might write, “Based on our conversation, it sounds like you’ve currently got strong fundamentals in place for the paid search program, but at this point in the company’s lifecycle, you need to improve the ROI of the paid search program while continuing to scale up acquisition.”
Another way to show your interest in the role is by demonstrating your understanding of the role and how you can add value.
Share personal career insights
Sharing what you learned about the interviewer’s career or the team can personalize your thank-you note.
For instance, “I enjoyed learning more about your career trajectory at [Company].”
This shows your interest in the role and the people you might be working with.
Reflect on specific projects or initiatives
Mentioning specific projects or initiatives discussed during the interview can show that you are already thinking about how you can contribute.
For example, “I had a fantastic time chatting with you, especially about your upcoming [example] implementation.”
This indicates that you are eager to be part of the team and contribute to its success.
Reiterate your fit for the role
Reiterating how your skills and experiences align with the role can reinforce your suitability for the position.
For instance, “After our conversation, I am confident that my skills in business writing and experience as a copy editor are a great match for this opportunity.”
5. Solve a problem
Can you demonstrate how you would solve a problem the company faces? Think about the company’s mission in general, or an economic, technical, or supply chain issue facing many companies in the industry.
Cite the problem by saying, “I was thinking about what you said about…” Then explain how your experience sheds light on a solution.
Note that you should use extreme caution when wording this section of your email. You don’t want to come across as a know-it-all or someone who does not respect authority.
You might say something like, “In my previous role as [job title] with [company], I found that using [cite the solution] [increased/decreased/improved] [cite an aspect of the work] by [X] percent.”
Addressing the problem and solution in this way demonstrates your expertise and a definitive example of your problem-solving skills in the past. You can conclude this portion of the email with the words, “I’m sure this experience will yield similar success as your new [cite position you are hoping to obtain].”
This aspect will set your thank you note apart from all the others. It shows further initiative and gives the interviewer a sample of your work.
6. Close with gratitude
You opened your letter with thanks, and you should close it with thanks. Invite the interviewer to contact you if they need additional information. Say that you look forward to hearing from them. Thank them once again for their time.
7. Include your contact information
Sign the email with your full name (first and last name), phone number, and email address. Yes, it is true that the interviewer already has this information. But if you give it to them again, they don’t have to hunt for it.
You can also include a link to your professional website or LinkedIn profile if you so desire.
What about sending a handwritten thank you card in the mail? While this is a very personal touch, it should only be used in specific industries (for example, if you are applying to a law firm, a wedding planning company, or a C-level position) or if no email address is available.
Follow-Up thank you email FAQs
Still have some doubts? Here are the answers to some of the most common questions people have about following up with the interviewer and sending a thank-you note after the interview.
Keep your thank you email professional, specific, and brief.
Avoid:
- Generic, copy-paste messages
- Fake enthusiasm
- Overly casual language
Don’t apologize for small delays, bring up mistakes you made, ask for updates or favors, or include anything like gifts or gift cards.
Also skip long, detailed follow-ups. Your goal is to reinforce a strong impression. The last thing you want to do is overwhelm the interviewer.
If you have a second interview with the same manager, send another thank-you and personalize it with details from that conversation too.
You should always send your thank you note within 24 hours of the interview. Ideally, you should go home and write your note the same day.
Why should you send your email so soon after the interview? In the fast-paced world of business, decisions may be made quickly. If you wait longer than a day, you may find that the position has already been granted to someone else.
Yes, you should send a thank you email after each interview. However, you need to personalize the thank you note to each interview. It’s okay to create a template like the one below, but re-read it before you hit send. You wouldn’t want to accidentally mention the wrong company!
In some cases, you may be interviewed by multiple persons at the same company. Again, you should send a personalized thank you email to each of the interviewers.
If you don’t have direct contact information for every interviewer, you can send an email to the one you do and ask them to share it with the others.
What if you get a call that you’ve been hired for a different position? Should you still thank the other interviewers?
The answer is yes, as networking is important in the business world.
Thanking the interviewer and telling them that you’ve accepted another job leaves them with a favorable impression. You might leverage that goodwill at some future time – in business to business interactions or when seeking a job in the future.
TOP TIP
If the interview made you realize that the job in question is not right for you, send a thank you note, and clearly and respectfully state that you’d like to decline the position. This will save the interviewer time, and he or she will appreciate that. This will leave the door open for possible positive interactions in the future.
In Conclusion
Writing a thank you note after an interview is one way to stand out. Most interviewees don’t write a thank you note, but doing so can demonstrate a number of desirable qualities.
Remember to include the following elements:
- Thank the interviewer’ for their time
- Cite something you learned during the interview
- Demonstrate how you would solve a problem that was mentioned during the interview
Lastly, be sure to send the email within 24 hours of your interview.
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