How To Write A Thank You Email After An Interview (With Examples)

Sending a thank you email after an interview is an essential step in the job application process, enabling you to leave a positive and lasting impression on the hiring manager. This email should convey your appreciation and reflect your enthusiasm for the position. To craft an effective thank you email, follow our comprehensive guide.

If you’re preparing for interviews, this article outlines how to write a thank you email, includes example emails, and highlights common mistakes to avoid.

Key Takeaways:

• Sending a post-interview thank you email is not just a courteous gesture; it reinforces your candidacy by showcasing the qualities that make you the right fit for the role.

• Begin your thank you email with gratitude and enthusiasm for the opportunity you discussed.

• Research indicates that 91% of hiring managers appreciate receiving thanks after an interview.

• When sending your thank you email, be mindful of timing—don’t delay too long, avoid coming off as overly eager, and maintain a professional tone.

How to Write a Thank You Email After an Interview

When crafting your thank you email, ensure you use a clear subject line that communicates your message and a personalized greeting that includes the hiring manager’s name. While this advice primarily pertains to email, many of the same principles apply to a follow-up phone call.

Here’s a detailed approach to writing a thank you email that will leave a favorable impression:

1. Clear Subject Line. Start with a subject line that clearly conveys your intention. Keep it concise and professional, avoiding puns or casual language. Examples include:

   • Thank you for your time and consideration
   • Thank you for the interview
   • Thank you for the opportunity to interview for [job title]
   • Great speaking with you about [job title]
   • Thank you — [Your Name]
   • Thank you, [Interviewer’s Name]

2. Personalized Greeting. Use a personalized greeting rather than a generic salutation. Address the hiring manager by the name they provided during the interview, such as “Dear [Hiring Manager’s Name].”

3. Open with Gratitude. Start your email by expressing appreciation, ideally within the first few sentences. Thank them for their time and reference any specific topics discussed to create a personal touch.

4. Express Enthusiasm. Convey your excitement for the opportunity. Highlight aspects of the role or company that particularly interest you.

5. Talk About Collaboration. Indicate your eagerness to work with them and contribute to the team. If your contact was a recruiter, this point can be omitted.

6. Mention the Job. Discuss what attracted you to the position and reiterate relevant experiences that align with the role’s requirements.

7. Wrap Up. Conclude your email by inviting further communication. Provide your contact information to facilitate a follow-up.

8. Thank Them Again. If appropriate, offer a final expression of thanks.

Examples of Post-Interview Thank You Emails

Here are some example thank you emails to inspire your own:

1. Writer Thank You Email Example

   Subject Line: Thank You – Larry Burger, Textbook Writer

   Dear Dr. Spaceman,

   Thank you for the opportunity to speak with you on Monday regarding the textbook writing position. I appreciated our conversation and am excited about the possibility of collaborating with you.

   With over seven years of experience as a textbook writer at Important Textbook Conglomerate, Inc., I am particularly drawn to your project on marine biology.

   Our discussion about the unique need for a textbook focusing on the similarities between deep-sea invertebrates and domestic dogs really resonated with me. My previous work comparing porpoises and domestic cats equips me with the perspective needed for this intriguing project.

   If you have any further questions or would like additional writing samples, please feel free to reach out at larryburger@notareal.email or (555) 123-4567. Thank you once again, and I look forward to your response.

   Best,

   Larry “The Burgmeister” Burger
   Senior Textbook Writer at ITC

2. Project Manager Thank You Email Example

   Subject Line: Thank You – Kate Grass

   Dear Mr. Marmen,

   Thank you for discussing the Project Manager position at XYZ Corp. It was a pleasure learning about the upcoming Big Media project, and I would be thrilled to contribute.

   With my extensive project management experience and technical background, I feel confident in my ability to communicate effectively with a diverse team.

   I appreciate your consideration for this role and look forward to the opportunity to work together.

   Sincerely,
   Kate Grass
   kgrass@gmail.com
   554-443-3332
   www.linkedin.com/kgrass/

3. Marketing Assistant Thank You Email Example

   Subject Line: Thank You for Meeting with Me

   Dear Mrs. Sajak,

   Thank you for taking the time to meet with me regarding the Marketing Assistant position. I enjoyed learning how closely the Marketing and Product teams collaborate.

   This role seems incredibly rewarding, and I believe my background in SEO and copywriting would be a great fit.

   Thank you once again for considering my application. Please don’t hesitate to reach out if you need any additional materials or have further questions.

   All the best,
   John Timber
   john.timber@gmail.com
   999-888-7777

Why Should You Send a Thank You Email After an Interview?

Sending a thank you email after an interview allows you to make a final positive impression and reinforces your candidacy. Research consistently shows that following up after an interview is beneficial.

• A CareerBuilder survey revealed that 22% of employers are less likely to hire a candidate who doesn’t follow up with a thank you note.

• According to Accountemps, 91% of hiring managers appreciate being thanked after an interview.

• Of those surveyed, 59% rated sending a thank you note as “very helpful” in increasing a candidate’s chances of being hired.

This data underscores the importance of following up in some form. But which method is optimal?

Common Mistakes to Avoid When Writing Your Post-Interview Thank You Email

Delaying your thank you email or sending a generic message are common pitfalls. Here are other mistakes to avoid:

• Waiting too long. Send your thank you email within 24 hours of the interview to refresh the hiring manager’s memory.

• Avoiding generic emails. If you meet with multiple interviewers, tailor each message to include specific anecdotes or details.

• Being overly eager. One thank you email is sufficient within 24 hours; avoid sending excessive follow-ups.

• Being too casual. Maintain professionalism in your greeting and closing, regardless of the interview’s tone.

• Spelling mistakes. Proofread your email to ensure there are no errors, particularly with names and company information.

• Making it too long or too short. Aim for three to four concise paragraphs; only include relevant information.

What Kind of Follow-Up Should You Send?

According to an Accountemps survey, hiring managers prefer email as the primary method for follow-ups, closely followed by phone calls.

1. Email. This is the quickest method, and hiring managers expect post-interview thank you emails.

2. Letter. In some cases, such as senior roles or traditional industries, a handwritten note may be more appropriate.

3. Phone Call. If you opt for a phone call, keep it brief. Focus on reminding the hiring manager of your conversation and inquire about the status of the hiring process.

Thank You Letter Email FAQ

1. Should I send a thank you email after an interview?

   Yes, sending a thank you email is essential. It leaves a positive impression and helps the interviewer remember you among other candidates.

2. How do you professionally say thank you in an email?

   Examples include:

   • Please accept my deepest thanks.
   • I appreciate your time.
   • My thanks and appreciation.
   • Thank you very much.

3. How soon should you send a thank you email after an interview?

   Within 24 hours is ideal. Aim to send your email promptly to remain fresh in the interviewer’s mind.

4. Why is following up after an interview important?

   A thank you email reinforces your candidacy and demonstrates your interest and engagement in the hiring process.

Final Thoughts

For some, sending a follow-up after their interview may come naturally, while for others, it can be a source of anxiety. Regardless of your comfort level with writing, adhering to the guidelines outlined above will help you craft an effective post-interview thank-you email. This effort can significantly enhance your visibility to hiring managers and improve your chances of securing job offers.

References

1. University of Minnesota – Thank You Letters

2. Robert Half – How to Write Thank-You Emails After Interviews

Author

Chris Kolmar

Chris Kolmar is a co-founder of Zippia and the editor-in-chief of the Zippia career advice blog. He has hired over 50 people in his career, been hired five times, and wants to help you land your next job. His research has been featured on the New York Times, Thrillist, VOX, The Atlantic, and a host of local news. More recently, he's been quoted on USA Today, BusinessInsider, and CNBC.