How to Write a Thank-You Letter After an Interview

A thank-you letter can help you seal the deal after an interview. Use this sample to craft one that can help boost your candidacy.

By Venus Gentile and Kathleen Walder

Writing a thank-you letter after an interview is one of those things you absolutely must do during your job search. Even if you think an offer is in the bag, you can always improve your chances of getting the job by sending an interview thank-you letter. But did you know that most applicants don't take the time to send one? It's bizarre but true.

Not only does a thank-you letter after an interview allow you to show off your good manners, but it also helps remind the hiring manager who you are and what strengths you can bring to the role. Who knows how many people are being considered for the position. It could be two or 20.

Now, think about the dozens (or hundreds) of resumes a hiring manager has to review before they even get to the interview stage. Can you see where even the most sparkling of personalities might get lost in the shuffle?

Why Post-Interview Thanks is So Important

When it comes to your job search, don't leave anything to chance. Promptly send a thank-you note after your interview to stay top of mind. In your note or email, reiterate your core strengths and emphasize the value you offer.

You can even squelch any concerns the employer raised about your qualifications and add important information you didn’t get to discuss. Remember, writing a thank you letter for your interview can go a long way and is easier to write than you think.

When to Send a Thank You Email After an Interview

If you know you were the last candidate to interview for the position, or the company is moving quickly on a decision, send your thank you email a couple hours after the interview. Always send your thank you within 24 hours of your interview.

Be careful about following the conventional wisdom to send your thank you “as soon as possible.” Composing an email on your phone in the company’s parking lot says you either used a pre-made template or hurried through writing without giving much thought to the message. It’s also risky because the chance of typos and mistakes is higher on a small screen.

When you sit down to write, demonstrate that you took time to think about the interview and consider the next steps. But be aware that waiting to send a “thank you for the interview” email until after 5:00 p.m. might show that you’re willing to work after hours to complete a task.

The hiring process can involve more than one interview. Employers often screen candidates with a brief phone interview before they invite them to an in-person interview. Zoom meetings are also popular, especially for remote candidates. For larger companies and positions that require interviews with several executives, you may be invited to second or third interviews before the company makes a decision. It’s important to check in with a thank you email after each of these types of interviews.

Who to Send a Thank You Email After an Interview

Of course, send a thank you email to the person you met with, and if you met with several people, send each one a separate email. Writing one email and copying everyone can show you take shortcuts. Call HR if you didn’t get everyone’s email and can’t find them on the company’s website.

If a recruiter set up the interview, include them on your list of people to send a thank you email after your interview. This reinforces your worth as a candidate they can recommend to their clients.

How to Write a Thank You Email After an Interview

The mechanics of your thank you email are important too. Remember, you’re writing to leave a good impression, possibly right before the employer makes a hiring decision. Your thank you email should be easy to read, with a clear message.

Here’s a breakdown of what you need in your interview thank you email.

What to Include in a Thank You Email After an Interview

In general, an interview thank you email has five distinct sections—just like a written letter. You want to get the interviewer’s attention, keep their attention, and leave them feeling positive about you.

  1. Subject Line
  2. Greeting
  3. Note of Thanks
  4. State Your Case
  5. Next Steps

1. Subject Line & Email Address

If you’re still using your college email address littlekittyboo@email.com, you need to make a change. Open a new email account on Google, Yahoo, or another well-known domain and stick to your full name or initials to have a professional address. Don’t send a thank you email after an interview from your current work email.

Keep your subject line short and clear. “Interview With John Smith on 10/13,” conveys the exact reason for the email. Some other options are, “Thank you for the interview” and “Great to meet you.”

2. Greeting

Match the tone of the interview in your email greeting. If you walked into a big lobby with a large reception desk and everyone wearing suits, you need to write a formal thank you email after your interview. Start your email with Dear Mr. Smith rather than Dear Bob. On the other hand, if everyone you spoke with wore T-shirts and jeans, you could be less formal, perhaps addressing the email by their first name.

3. Note of Thanks

Open the body of the email by thanking the interviewerfor their time. If they took you on a tour of the office or manufacturing facility, acknowledge their extra effort. Then reiterate your interest in the job with a brief statement about why you’re a good fit—you’ll expand on that in the next section of the email.

4. State Your Case

This is the meat of your thank you email. Identify three things you learned or saw during the interview and relate each to your experience and how you can contribute in the role. For example, if the company is planning to exhibit at its first big trade show, point out that you were responsible for your last employer’s trade show logistics.

5. Next Steps

Your closing should tie up any loose ends. If you didn’t get to mention something important during your interview, like your online portfolio, this is the place to bring it up. Invite the interviewer to contact you if they have questions or need anything additional. And finally, express your interest in moving forward. Sign off with a professional salutation such as “Best regards” or “Sincerely” and your full first and last name.

How Long Should an After-Interview Thank You Email Be?

Three or four paragraphs and no more than 200 words should give you ample space to communicate your gratitude and make a few points about why you’re a good match for the job. Write enough to cover what you want to say, but be concise. You’re not writing an essay or sending off a quick text.

Strike the Right Tone in Your Thank You Email

While each company has a different culture and level of formality, don’t lose sight of business etiquette. You need to come from a position of respect and communicate that you’re serious about the position. Avoid slang, and take your time to write an email that makes a good impact.

Personalize Your Thank You Email

Don’t cut corners and use a bland form letter to say thank you. Your interviewer will know you didn’t take time to consider the job or interview experience. Think about the key points of discussion during the interview and reiterate those to show you’re on the same page as the interviewer.

Talk about how your experience and skills align with the job’s responsibilities. If the interviewer told a funny story, or you found you had something in common, like a hobby or sports team, you can refer to it to show you were engaged in the conversation.

Interview Thank-You Letter Examples

Now you know why this part of your job search is so important, check out these three sample thank-you letters after an interview and choose the one that resonates with you and best suits your goals. Feel free to tweak them using your own information. Depending on the situation, you may want to write a handwritten letter or send an email, so go ahead and adapt the sample to reflect that.

Thank-You Letter After an Interview - Sample 1

First Last Name
City, State, Zip | 555-555-5555 | yourname@somedomain.com

(Date)

Ms./Mr. Last Name
HR Manager
ABC Company
1 Corporate Way
City, State, Zip

Re: Thank you for the interview for the executive assistant job on (date)

Dear Ms./Mr. Last Name,

Thank you for meeting with me this morning to discuss the executive assistant position. I enjoyed our conversation, and I am very excited about the possibility of joining your team.

I know what it takes to run a busy and successful insurance office. As we discussed, in my last position as an administrative assistant for XYZ Company, I helped manage all aspects of the operation, handling tasks such as bookkeeping, customer service, claims processing, report preparation, and ongoing communications with the district manager.

You mentioned that you need an assistant with strong people skills, which is an area in which I excel. I was pleased to tell you about how at XYZ Company, I helped the manager build a loyal client base by consistently providing excellent service.

My last supervisor said, “John is one of the hardest-working employees I have known. His friendly and professional customer service skills helped the firm achieve a 20 percent revenue increase last year. I couldn’t have done it without him.

I don’t see the executive assistant role as a punch-the-clock, 9-to-5 job. I will be your “right hand” - helping you manage the day-to-day operations, volunteering for special projects, and ensuring the company is positioned for growth and increased profitability.

Again, thank you for considering me for this exciting opportunity. As you requested, I’m enclosing a list of professional references.

Please feel free to call me if you need additional information or have any questions. Thank you for your time, and I look forward to hearing from you.

Sincerely,

John Smith

(Your contact information)

Enclosure: List of References

Thank-You Letter After an Interview - Sample 2

First, Last Name
City, State, Zip | 555-555-5555 | yourname@somedomain.com

(Date)

Ms./Mr. Last Name
HR Manager
ABC Company
1 Corporate Way
City, State, Zip

Re: Thank you for the interview for (job position) on (date)

Dear Ms./Mr. Last Name,

I hope you're doing well. I want to extend my deepest gratitude for giving me the chance to interview for the [job position] at [Company Name]. The experience was not only enjoyable but also highly educational. Discussing the upcoming projects and initiatives that the company is spearheading was truly fascinating.

Clearly, [Company Name] employs a strategic and thoughtful approach to its endeavors, which I find both admirable and motivating. The discussion around [specific topic] was intellectually stimulating, and I see a wealth of opportunities where my expertise in [your skill 1] and [your skill 2] could be beneficial.

I am incredibly interested in joining your organization and hope that will be the case. Please let me know if there are any additional steps I should take or further information I can provide to assist you in your decision-making process.

Sincerely,

First Last Name

(Your Contact Information)

Thank-You Letter After an Interview - Sample 3

First, Last Name
City, State, Zip | 555-555-5555 | yourname@somedomain.com

(Date)

Ms./Mr. Last Name
HR Manager
ABC Company
1 Corporate Way
City, State, Zip

Re: Thank you for the interview for (job position) on (date)

Dear Ms./Mr. Last Name,

I hope this message finds you well. First and foremost, thank you for inviting me to interview for the [job position] role at [Company Name]. Meeting you, as well as the other team members, was a pleasure.

During our discussion, I was particularly impressed by the depth and breadth of responsibilities associated with the position. The challenges and opportunities that come with the role make it an ideal fit for my career aspirations. Your detailed insights into the importance of [specific aspects, e.g., company culture, teamwork, project] were especially compelling, resonating deeply with my professional philosophy.

I was genuinely inspired by your team's ongoing projects and especially the work you're doing in [mention any project, initiative, or company value that caught your attention]. It's evident that the company places a high premium on innovation, excellence, and impactful work - values I hold dear.

I am enthusiastic about the prospect of utilizing my skills in [skill 1], [skill 2], and [skill 3] to contribute to your team's objectives. As discussed, I’m confident that my educational background in [your field] and experience in [your experience] equip me well to be a valuable asset to your company.

Once again, thank you for this opportunity and for considering my application. I am eager to continue the recruitment process and contribute to the team. Please don't hesitate to reach out if you require any additional information or references.

First Last Name

(Your contact information)

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