The interview process can be intimidating. After all, making it to the interview stage means you are up against several other candidates with similar qualifications. Standing out from the competition can feel like a daunting challenge.
LinkedIn's State of the Labor Market update from November 2022 reveals that hiring new employees within the United States has gradually declined. There are increasingly more people applying and interviewing for the same jobs. This means that making a good impression and distinguishing yourself is more important than ever.
What can you do to set yourself apart?
The answer is simple: write a thank-you email. Something seemingly so insignificant and small can be the tipping factor to give you a competitive advantage.
This article will explain how to write the perfect after-interview thank-you email, expound on basic etiquette, and offer sample thank-you emails to use as examples. Following this guide will help you leave a strong impression and increase your chances of being hired.
Ready? Let's get started.
Why Should You Write a Thank You Email?
Sending a post-interview thank you email is more impactful than you think. Eighty percent of hiring managers report that they take a thank you message into account when deciding who to hire. It can tip the scale in the sender's favor.
Surely the majority of job candidates are aware of this and send thank-you notes, right? Wrong. According to a survey by CareerBuilder, fifty-seven percent of job seekers don't bother to send a post-interview email.
This means those who remember to send a thank-you note are perceived more favorably for the position. Why is this?
It is a professional courtesy.
Sending a post-interview thank-you letter demonstrates respect. It acknowledges the interviewer's time and effort given to you and is an opportunity to express appreciation for it. The hiring process takes a lot of commitment; from reviewing applications to conducting interviews, it can be impactful to recognize that the hiring manager gave up their time and expended effort to consider and meet with you.
It shows interest.
A thank-you email indicates you are still interested in the position after the interview. It allows you to share how eager and excited you are about a potential future with the company. Enthusiasm is a highly valuable trait in employees and will not go unnoticed.
It allows for reiteration.
Have you ever left an interview and immediately wished you had expanded on a subject or emphasized a point more strongly? Maybe you forgot to mention something crucially important altogether. A post-interview thank-you email allows you to do just that. You can include a brief section to touch on those points again or mention what you had forgotten to say in the interview.
It demonstrates written communication skills.
Receiving and reading a thank-you letter lets the interviewer see your writing skills firsthand. Applications or resumes are not necessarily accurate examples of how you will communicate with coworkers, clients, or customers. However, a personalized email can show that you handle yourself well on paper.
A little thank-you email can go a long way. Half of job candidates do not send one, so it is a sure way of standing out and making a strong, lasting impression.
Now that you know why you should send a post-interview thank-you email, let's look at the proper etiquette.
Who Should Receive a Thank You Email?
A basic rule to follow is to send a thank-you email to anyone that interviewed you in person.
The only exception to this rule is if there are no in-person interviews. For example, if a job opening is for a remote position, there may only be a phone or video interview. In this case, it would be appropriate to send a thank-you note afterward.
Most interviews are one-on-one, making it clear who should receive a post-interview thank-you email. They may or may not be the person who originally contacted you to set up the interview, so it is important to take note of this.
Some interviews include multiple interviewers. In these situations, a thank-you note should be emailed to each one individually. It can be helpful to request a business card from each person to ensure you have all the correct contact information.
There may be times when there are multiple rounds of interviews with different people. When this is the case, thank-you notes should be sent to every person you met with in person. Sometimes the hiring process includes a preliminary phone interview, and it's unnecessary to send an email for these. They are usually just an initial greeting before an in-person interview.
When Should You Send a Thank You Email?
Timing is everything. It's essential to send a thank-you email while the interview is fresh on the interviewer's mind. However, sending it too quickly can be problematic.
It's recommended to email a thank-you note within 24 hours of the interview, either the same day or the following day. If the interview takes place on a Friday, it's best to send it on the same day. Sending an email over the weekend should be avoided, so the only option would be to wait until Monday morning, which is too far from when the interview occurred.
Refrain from being too hasty in constructing your email. Take time to reflect and have a thoughtful, personalized thank-you note. It can be helpful to have an email template prepared in advance. This way, all you must do is fill in the blanks and customize new sections to be relevant to the interview and specific hiring manager.
The Anatomy of a Great Thank You Email
Ideally, a post-interview thank-you email consists of six sections: the subject line, greeting, expressed appreciation, personal note, established interest, and sign-off. To assist you in writing the perfect thank you letter, each part is detailed below:
Subject Line
The subject line is the easiest part of a thank-you email. There is no need to be creative. Short and simple is the way to go.
When the hiring manager opens their inbox, it should be obvious what the email is about. This way, the likelihood of it being opened is much higher. A clear subject line can be as straightforward as "thank you for the interview."
In most cases, several other candidates are interviewing for the same position. If you know there are multiple people, it can be helpful to include your name in the subject line: "Thank you for the interview - Your Full Name."
Greeting
The personalized greeting is the first line of the email. This is where you directly address the interviewer by name. You can determine how to address them by how they introduced themself in the interview and other interactions.
Your greeting can be more casual unless you are interviewing for a prestigious position. Starting with "Dear Mr." or "Dear Mrs./Ms." can even be too formal in today's business culture unless the position calls for a more traditional approach.
"Hello, Interviewer's First Name" or "Hi, Interviewer's First Name" are both appropriate to start an email. "Good morning" or "good afternoon" are also acceptable options. Remember to address them by name, so they know it is personable and friendly while remaining professional.
Expressed Appreciation
Because it is a thank-you email, the first paragraph following the greeting should always communicate gratitude. Be authentic and sincere. Thank the interviewer for their time and the opportunity. If they went out of their way for anything, such as a tour of the building or buying a coffee, be sure to mention it.
While standing out as the best candidate is important, this paragraph should not focus on yourself. Avoid using too many personal pronouns or referencing your qualifications and achievements.
Personal Note
To personalize the thank-you note, reference something specific discussed during the interview. Did the interviewer talk about their personal life? Did they mention a project that caught your interest? Was there a topic you particularly enjoyed discussing? Bring it up.
Not only does this help the recipient remember exactly who you are, but it also demonstrates that you were paying attention and engaged during the interview. It also shows you are personable and relatable.
Established Interest
The final paragraph of the thank-you letter should restate that you are interested in the position. This is an appropriate place to share more about how you can add value to the company and that you are eager to do so. To conclude, express that you look forward to hearing back or continuing the interview process.
There is always a chance that you conclude an interview and realize that the job is not the right fit for your life. If you are not interested, you can clearly and politely state so. Hiring managers will appreciate honesty, and this uprightness will avoid wasting their time and yours.
Sign Off
The conclusion of a post-interview thank-you email should be a professional sign-off. Finish your note with your full name and basic contact information, such as your phone number and email address. Optionally, you can include links to your LinkedIn or personal website.
There are many sign-off phrases to choose from. Some of the most common include "Best," "Sincerely," or "Regards." A formal email might end with "Respectfully" or "Cordially." A casual one can use "Take care" or "Thanks again." It's hard to go wrong with a sign-off, so it's up to you to decide which one fits your situation or which you prefer.
Sample Thank You Emails
Below are several email examples that vary by scenario. For your convenience, they can be used as email templates. Remember, do not simply copy and paste, but edit it to make it personalized, sincere, and relevant to your situation.
Basic Thank You Email
This email template can apply to almost any situation. It's an excellent post-interview thank-you email to send after a first interview.
Subject line: Thank you for the interview - Your Name
Hello, Interviewer's Name,
Thank you so much for meeting with me yesterday to discuss the position of job title. It was a pleasure meeting you, and I appreciate the opportunity to learn more about Company Name.
I specifically enjoyed learning about specific topic. One thing that interested me, in particular, was specific details.
I believe my skills would translate to success in this role, and it is a position I would be excited to take on. In the meantime, if you need any further information, please feel free to contact me. I look forward to hearing back from you soon.
Thank you again for your time.
Sincerely,
Your Name
Your contact information
Informal Thank You Email
This template is ideal for an interview at a company with a relaxed culture. If the interview was informal, the tone of your thank-you note should match it.
Subject Line: Thanks for the interview! - Your Name
Hi, Interviewer's Name,
Thank you so much for meeting with me earlier today. I appreciate your time and the delicious coffee! It was great learning more about the position of job title.
I was thinking about what you said regarding specific topic. It's an interesting approach and one I've never thought of before. If I ever run into a similar issue, I'll be sure to try your recommendation.
It sounds like an exciting opportunity and a role I could excel in, especially with my experience in previous role. I'm looking forward to hearing back from you. If you need anything from me, please reach out.
Take care,
Your Name
Your contact information
Formal Thank You Email
A more formal thank-you letter is advisable if you interview for a senior-level or upper-management position at a corporation. The email can be more detailed depending on how in-depth the interview was.
Subject line: Thank you for your time - Your Name
Dear Mr./Mrs. Interviewer's Name,
Thank you for meeting with me this morning regarding the position of job title with Company Name. It was inspiring to have such a meaningful conversation about a specific topic, and I appreciate your insights. I am grateful for the opportunity to learn more about it.
In regards to the details you shared about specific challenge, I have found in my experience that explanation of how you tackled a similar issue.
I believe that the future projects and goals of the team align well with my personal and professional interests, and I could make a valuable contribution to the position. I am excited about a potential future with Company Name.
Should you need any further information, please do not hesitate to contact me. Thank you again for your consideration.
Cordially,
Your Name
Your contact information
Virtual or Phone Interview Thank You Email
Video and phone interviews are becoming more common as fully-remote positions are rising. This thank-you note example can be helpful for a job interview that is not in person.
Subject line: Thank you for the interview - Your Name
Hello, Interviewer's Name,
Thank you so much for meeting with me today over Platform Name (or on the phone.) I appreciate you taking the time to discuss the position of job title.
Our conversation about specific topic was particularly exciting to me because specific details. If we ever have the opportunity to meet in person, it would be great to discuss it further over a cup of tea.
After learning more about the position, I am confident my experience and skills would allow me to succeed in this role. I would be excited to take it on, and I am eager to hear back about the next steps. Please feel free to contact me at any point.
Thank you again for your time.
Best regards,
Your Name
Your contact information
Second Interview Thank You Email
Just like after a first-round interview, it's important to email a thank-you letter after the second round. The tone can be more familiar if the second interview is with the same hiring manager as the first.
Subject line: Thank you for your time - Your Name
Hello, Interviewer's Name,
It was great speaking with you again regarding the position of job title. Thank you for having me back a second time.
I enjoyed our conversation about specific topic. What was most interesting for me was specific details.
I continue to be excited about this opportunity. The more we discuss it, the more I'm convinced I could be an excellent fit for the company. I'm available for any more questions you may have, and I am looking forward to hearing back soon.
Thank you again,
Your Name
Your contact information
Final Interview Thank You Email
A thank-you email after the final interview is likely the last chance to leave a great impression. It's important to send, even if there have been multiple rounds and several thank-you notes already emailed.
Subject line: Thank you for the opportunity - Your Name
Hello, Interviewer's Name,
It was wonderful to meet with you for the final interview yesterday. I appreciate all the time you have invested in sharing about the company and the job title position.
It was interesting to hear about the challenges and opportunities that the role presents, specifically specific details.
I am excited about this position's potential, and I am confident my experience and skills would allow me to succeed. I understand that you are in the process of making a decision, and I am eager to hear back.
Sincerely,
Your Name
Your contact information
Mistakes to Avoid
Now that you know the basics of sending a post-interview thank-you email, let's cover some common mistakes that people make and why you should avoid them.
The first mistake is sending the same email to more than one person. As previously mentioned, if there were multiple interviewers involved, each one must receive an email. You never know if they will compare notes, so each thank you message should be unique. Copied and pasted emails will come across as lazy and inauthentic.
Speaking of lazy and inauthentic, another mistake to avoid is emailing multiple people at once. When extending thanks to more than one person, they should each receive an individual, personalized email addressed to them alone. Even after a panel interview, there should never be more than one recipient in the "To" field.
Another common mistake is making the email too long or too short. It may only be glanced over and not thoroughly read if it's too long. If it's too short, it may seem hasty and disingenuous. The perfect length is just a few paragraphs with no more than five sentences each.
Next is sending a handwritten note instead of an email. While a handwritten thank-you offers a personal touch, snail mail can take days to arrive at its destination, and it may be too late by the time it is received. The only time a handwritten letter is better than an email is in a highly traditional industry, such as wedding planning.
Last but certainly not least is failing to proofread. Only hit send on a thank-you email after reading it several times to check for spelling or grammatical errors. Written communication skills will be evaluated, so proofreading is a critical step that cannot be missed. When in doubt, use a writing review website or ask someone to be a second pair of eyes.
To Summarize
Sending a post-interview thank-you email is an excellent way to make a strong impression and increase your odds of being selected for the job. It can set you apart from the other candidates, especially when the email is crafted well. Hopefully, the suggestions and samples provided in this article will help you stand out and find success in your job search efforts.
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