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How to Write a Thank You Email After an Interview (with Examples)

By Julian Lewis December 19, 2023

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How to Write a Thank You Email After an Interview (with Examples)
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Introduction: The Importance of Thank-You Emails After Interviews

In today’s competitive job market, standing out during the hiring process is crucial. One often overlooked, yet highly impactful way to leave a lasting impression is by sending a thank-you email after an interview. This simple gesture can significantly influence the interviewer’s perception of you as a candidate.

Sending a thank-you email demonstrates not only your interest in the position but also your professionalism and attention to detail. In an era where in-person and virtual interactions blend seamlessly in the interview process, a well-crafted thank-you note can be the subtle difference that sets you apart from other candidates. It’s an opportunity to:

  1. Reiterate Your Interest: Express your enthusiasm for the role and the company, reinforcing why you are the ideal candidate.
  2. Highlight Key Points: Recap the main points of your interview, emphasizing your strengths and how they align with the job requirements.
  3. Address Any Concerns: Clarify any misunderstandings and add any important details you may have missed during the interview.
  4. Build a Relationship: Establish a connection with the interviewer, showing your appreciation for their time and consideration.

In essence, a thank-you email is more than a courtesy; it's a strategic tool in the interview process. It keeps your application at the forefront, ensuring that your good impression endures well after the interview has concluded. Remember, in the world of job interviews, it's not just what you say but also how you follow up that can make all the difference.

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Why Send Post-Interview Thank You Notes

In a job-seeking journey, the post-interview phase is as critical as the interview itself. Writing a thank-you email or note is more than a display of good manners; it’s a strategic step in securing your desired job title. Here’s why sending a thank-you note post-interview is essential:

  1. Shows Gratitude and Professionalism: It reflects your appreciation for the hiring manager’s time and the opportunity. This simple act of courtesy can set a positive tone and distinguish you as a considerate and professional candidate.
  2. Keeps You Memorable: In a sea of applicants, a thank-you note helps keep your name and interview fresh in the hiring manager's mind. It’s an effective way to remind them of your conversation and your keen interest in the role.
  3. Opportunity for Reinforcement: A thank-you email allows you to reinforce why you are a strong fit for the job. It’s an additional touchpoint to highlight your skills, experiences, and specific aspects of your interview that align with the job requirements.
  4. Demonstrates Communication Skills: Effective communication is key in many roles. A well-written thank-you note showcases your ability to articulate thoughts clearly and professionally, a trait highly valued by employers.

The Impact on Your Job Prospects

The impact of a thank-you letter on your job prospects can be substantial:

  1. Positive Impression: Hiring managers often note the candidates who take the time to follow up. A thoughtful thank-you can leave a lasting positive impression, potentially tipping the scales in your favor.
  2. Demonstrates Interest: It shows your genuine interest in the position and the company, indicating that you are serious about contributing to the organization.
  3. Professional Etiquette: It reflects your understanding of professional etiquette, an important aspect in any workplace setting.

In summary, a post-interview thank-you email or note is a small but powerful tool in your job application arsenal. It not only exhibits your professionalism and interest but also reinforces your suitability for the role, enhancing your prospects in the competitive job market.

After a Phone, Video, or In-Person Interview

The timing of your thank-you email is a crucial factor, regardless of whether your interview was conducted over the phone, via video call, or in person. The type of interview doesn't change the importance of sending a timely thank-you message. It's about striking the perfect balance: prompt but not rushed, considerate but not delayed.

  1. Phone Interview: After a phone interview, it’s advisable to send your thank-you email within a few hours. This ensures your message is timely while the discussion is still fresh in the interviewer’s mind.
  2. Video Interview: Much like phone interviews, following up after a video interview should be done on the same day. Given the more visual and personal nature of video interviews, a prompt thank-you note can reinforce the positive impression you made.
  3. In-Person Interview: In-person interviews often create a deeper connection. Sending a thank-you email on the same day as the interview demonstrates your enthusiasm and respect for the opportunity.

The Best Time to Hit Send

The optimal timing for sending your post-interview thank-you email generally is on the same day the interview ends. Ideally, aim to send it:

  1. Within 24 Hours: This timeframe shows that you are prompt and eager without appearing desperate. It also ensures that your interview is still top of mind for the interviewer.
  2. Avoid Immediate Send: While sending your thank-you note immediately makes you seem enthusiastic, taking a moment to reflect on the interview can result in a more thoughtful and personalized message.

In summary, the timing of your thank-you email should reflect your eagerness and professionalism, and sending it within 24 hours of your interview usually strikes the right balance. Remember, this email could be your final chance to impress the interviewer and solidify your position as a top candidate.

Subject Line: Making a Strong First Impression

The subject line of your thank-you email is the first thing the interviewer will see, so it needs to be impactful and clear. A good subject line is concise, professional, and directly related to your interview. Examples include:

  1. “Thank You - [Your Name] Interview for [Position]”
  2. “Appreciation for the Interview Opportunity - [Your Name]”
  3. “Thankful for the Opportunity to Discuss the [Position] Role”

These subject lines are straightforward and informative, making it easy for the interviewer to identify the purpose of your email.

Personalized Greeting: Addressing the Interviewer Correctly

Your greeting sets the tone for your email. Always address the interviewer by their correct name and title. If you interviewed with multiple people, consider sending individual emails to each, tailoring the message to the interaction you had with them. For example:

  1. “Dear Mr./Ms. [Last Name],”
  2. “Hello [Interviewer’s First Name],”

Using a personalized greeting shows respect and attention to detail, both of which are valued in any professional setting.

Anatomy of a Post-Interview Thank You Note

A well-structured thank-you note includes the following elements:

  1. Appreciation for the Interview: Start with a sentence expressing your gratitude for the interviewer's time and the opportunity to learn more about the role and the company.
  2. Enthusiasm for the Role: Clearly state your interest in the position and the company, highlighting your excitement about the prospect of joining their team.
  3. Brief Recap of the Interview: Reference specific parts of the conversation that were particularly meaningful or relevant. This shows that you were engaged and attentive.
  4. Summary of Your Qualifications: Reiterate how your skills and experiences make you an ideal candidate for the position.
  5. Address Any Concerns: If there were any questions or concerns raised during the interview, briefly address them to clarify or provide additional information.

Recap of Your Qualifications and Value-Add

In this section of your email, connect your qualifications to the job requirements. Highlight your skills and experiences that align with what the company is looking for. Be specific about how you can contribute to the company and add value to the team, based on the discussions you had during the interview.

Showing Enthusiasm for the Position

Your enthusiasm can be a deciding factor in your favor. Express genuine interest in the role and the company. You might say:

  1. “I’m very excited about the possibility of joining [Company Name] and contributing to [specific project or goal discussed in the interview].”
  2. “The team’s approach to [a specific challenge or task] resonates deeply with my professional values and experiences.”

Conclude your email with a polite closing, reiterating your appreciation for the opportunity and the time spent in the interview. A statement like “I look forward to hearing from you” is a polite way to end the email, indicating your eagerness to move forward in the process.

Remember, your thank-you email after an interview is not just a formality. It's an opportunity to reinforce your suitability for the role, showcase your professionalism, and leave a lasting positive impression.

It's a Second Chance to Impress

A thank-you email is more than a polite gesture – it's a strategic follow-up that gives you another opportunity to impress the hiring team. While other candidates might simply write a thank-you note and leave it at that, you can use this chance to stand out. Consider the following:

  1. Highlight a Conversation Point: Reflect on a specific topic or question from the interview and expand on it in your email. This shows that you were actively engaged and have given further thought to the discussion.
  2. Add Something New: If there's a relevant accomplishment or experience you didn't get a chance to mention during the interview, briefly include it in your thank-you note. This adds depth to your application and shows your multifaceted qualifications.

Including Contact Information: Staying in Touch

Make it easy for the interviewers to reach out to you by including your contact information. Even if they already have it, providing your phone number and email address at the end of your thank-you note is a helpful reminder. This small detail shows your eagerness to keep the lines of communication open and demonstrates your attention to detail.

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Bonus Tip: Send an Individual Note to Each Person You Met With

Sending a personalized note to each member of the hiring team can significantly boost your chances. Each email should be unique and reflect the specific interaction you had with that person. Consider these points:

  1. Acknowledge Their Time: Recognize that each interviewer has taken time out of their busy schedule to meet with you. A personalized message shows gratitude for their individual effort.
  2. Personal Touch: Tailor each message to reflect the conversation you had with that interviewer. Mentioning something specific that you discussed can make your email more memorable and impactful.

In conclusion, your thank-you email is an invaluable tool in your job-seeking arsenal. By going beyond the basics and adding personal touches, you not only show your appreciation but also reinforce your suitability for the role. This proactive approach can set you apart from other candidates and leave a lasting impression on the hiring team.

After a Phone or Zoom Screening

Subject: Thank You for the Opportunity - [Your Name] Interview for [Position]

Email:

Dear [Interviewer’s Name],

I wanted to extend my gratitude for the opportunity to speak with you today regarding the [Position] role at [Company Name]. It was a pleasure learning more about the team's goals and the exciting projects on the horizon.

I am very enthusiastic about the possibility of joining your team and contributing to [specific project or goal discussed]. My experience in [relevant experience or skill] aligns well with the needs of your team, and I am eager to bring my expertise to [Company Name].

Thank you once again for considering me for this role. I am looking forward to the possibility of working together and contributing to [Company Name]'s success.

Best regards,

[Your Name] [Your Contact Information]

After a Video Interview

Subject: Appreciation for the Interview - [Your Name] for [Position]

Email:

Hello [Interviewer’s Name],

Thank you for the engaging and insightful conversation during our video interview earlier. Discussing the details of the [Position] role and learning about the innovative approaches of [Company Name] was truly inspiring.

I am particularly excited about the opportunity to contribute to [specific aspect of the job or project discussed]. My background in [relevant experience or skill] would allow me to effectively support and enhance your team's efforts.

I appreciate your time and consideration, and I am very interested in the opportunity to join [Company Name]. Please feel free to reach out if you need any more information from me.

Warm regards,

[Your Name] [Your Contact Information]

After an In-Person Interview

Subject: Thank You - [Your Name] Interview for [Position]

Email:

Dear [Interviewer’s Name],

It was a pleasure meeting with you and the team today to discuss the [Position] role at [Company Name]. I am grateful for the opportunity to learn more about the exciting directions in which the company is heading.

I am particularly enthusiastic about [specific topic discussed during the interview] and believe that my experience with [relevant experience or skill] could greatly contribute to your team’s objectives.

Thank you again for the chance to interview with [Company Name]. I am very interested in joining your team and am looking forward to the possibility of working together.

Sincerely,

[Your Name] [Your Contact Information]

In each scenario, these sample emails strike a balance between professionalism and genuine interest, showing many hiring managers that you are a thoughtful and engaged candidate. Remember to tailor each email to reflect the specific details and tone of your interview.

Detailed Thank-You Note Template

Subject: Thank You - [Your Full Name] Interview for [Position Name]

Email:

Dear [Interviewer’s Name],

I hope this message finds you well. I want to express my sincere gratitude for the opportunity to interview for the [Position Name] at [Company Name] on [Interview Date]. It was a pleasure to learn more about your team's work and the exciting challenges ahead.

I am particularly enthusiastic about the prospect of contributing to [specific project or goal discussed in the interview]. My experience in [specific relevant skills or experiences] aligns closely with the needs of your team, and I am excited about the opportunity to bring this expertise to [Company Name].

Additionally, I was impressed by [specific detail about the company or team mentioned in the interview], which resonates with my professional philosophy and aspirations. I believe that my background in [relevant field or experience] can contribute significantly to achieving these objectives.

Please let me know if there is any further information I can provide. I look forward to potentially being part of such an innovative and dynamic team. Thank you once again for considering my application. I am very excited about the opportunity and hope to hear from you soon.

Warm regards,

[Your Full Name] [Your Phone Number] [Your Email Address]

Short Thank-You Note Sample

Subject: Thanks for the Interview - [Your Full Name]

Email:

Hi [Interviewer’s First Name],

Thank you for talking with me today about the [Position Name] at [Company Name]. I enjoyed our conversation and am excited about the opportunity to join your team.

I’m particularly keen on [one aspect of the job or company you discussed]. I feel my skills in [relevant skill or experience] would be a great fit.

Looking forward to the possibility of working together.

Best,

[Your Full Name] [Your Contact Information]

Example Interview Thank-You Notes

  1. For a Creative Position:Dear [Interviewer’s Name],Thank you for the opportunity to discuss the [Position Name] role at [Company Name]. I enjoyed sharing my ideas about [specific project or creative aspect discussed] and hearing about your vision for the team’s future. My experience in [relevant skills or experiences] aligns well with your needs, and I am excited about the possibility of contributing my creative energy to your projects.Best wishes,[Your Full Name] [Your Contact Information]
  2. For a Technical Position:Hello [Interviewer’s Name],I appreciate the time you took to interview me for [Position Name]. Discussing the technical challenges and the innovative approaches [Company Name] is taking was very insightful. I believe my expertise in [specific technical skills] can significantly contribute to your team, especially in [specific area discussed].Thank you for considering me for this role. I look forward to the opportunity to bring my technical skills to your team.Regards,[Your Full Name] [Your Contact Information]

Each of these templates and examples can be adapted to fit the specific context of your interview. Whether you choose a detailed approach or a concise message, the key is to convey your gratitude, reiterate your interest, and reinforce your qualifications for the position.

Conclusion: The Final Touch in Your Interview Process

In the journey of job interviews, the thank-you email serves as the final touch, a critical element that can tilt the balance in your favor. Not sending a thank-you note could be a missed opportunity to make a lasting impression. This simple follow-up is your chance to reiterate your interest in the position, highlight your valuable contributions, and show that you were paying attention during the interview.

Remember to triple-check your email for any errors, as this reflects your attention to detail. A great interview paired with a thoughtful thank-you note can significantly increase your chances of being remembered and moving on to the next interview stage. In essence, this gesture is not just about expressing gratitude; it's about reinforcing your suitability for the role and ensuring that your candidacy leaves a lasting, positive impression.

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About Julian Lewis

Julian Lewis is a driven and accomplished professional with a passion for driving positive change in the business world. He is the co-founder and COO at Zella Life.

His own experience as a professional of color in a Fortune 500 company led him to discover the limitations for advancement that many professionals like himself face. Determined to reach his full potential, Julian became an established business coach and entrepreneur, committed to supporting others in their pursuit of personal and professional growth.

Today, Julian is a recognized corporate trainer, coach, and leader, known for his ability to leverage real-life experiences and evidence-based methodologies to affect positive change within individuals and organizations. As the leader of Zella Life's coaching division, he is dedicated to empowering individuals and businesses to achieve their full potential.

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