A Perfect Thank You Email After an Interview (4 Samples)

Do you think you have cracked an interview and have made an impression? Do you think the chances of you being hired are good?

The minute you walk out of the interview, you are left with your own thoughts that are sure to replay and dissect every conversation and all your answers while you are being interviewed.

The next few days that follow while you wait for a response from the company about the interview result can be excruciating. Things get worse when this wait drags on for a few days for a myriad of reasons.

We are wondering, “What’s a totally acceptable and undesperate move that you can make that expresses your interest in the role, lets you keep in touch with your future employer, and keeps the communication channel open?”

The answer is an after-interview Thank You letter. Furthermore, showing appreciation for the chance to interview and exchange information about a future job or role is crucial during the interviewing process.

In this article, we will cover everything about an interview follow-up thank you letter, so you can handle this aspect of future interviews confidently.

What is an After Interview Thank You Letter

It is a short(or long) email/letter that you send to an interviewer after an interview.

Let’s elaborate on that a little bit:

• What to include in a post-interview thank you letter? Or What do you say in a thank you email after an interview? – Thank you for the opportunity to get together and discuss the role. If there were follow-up answers or additional information you would like to send the interviewer, you can include that in the thank you email.
• How long should a thank you letter be? Keep it to the point. Refer to the examples explained in this article. A thank you letter should not be too long or request too much information for the receiver.

Why Send Thank You Letter Or Does Sending a Thank You Email Actually Work?

According to the below survey by Accountemps, here is a quick graphic showing that it works with 94% of the account managers. That is not a percentage to ignore. But if you need more reason than just the statistic, do read on.

• To keep in touch: It is often hard to keep in touch once an interview comes to an end without appearing desperate. So a well-written thank you letter is a way to say hello and keep in touch while keeping the thread alive but not being too desperate.
• To furnish more information: This is a great way to send some additional information to your interviewer that might be relevant to the role. It might be something you talked about and you wanted to follow up regarding it. For example:
  • “Here is the link to the technical conference I was referring to during our interview. I found it extremely useful, so I am sending it your way.”
  • “We discussed XYZ strategy during our interview and I want to add that this is a theory at this point and I would love to share the exact data with you once I have had a chance to develop and implement further.”
  • “My LinkedIn is at <link> and please see the testimonials from my previous colleagues to get a sense of my work relationships and my approach to work”
• To confirm that you are still interested in the role after the interview.
• To elaborate or explain any aspects of the interview that you think might need further details or clarification.
• To exhibit your professionalism: Most importantly, it’s a nice thing to do. Interviews take a lot of thought, time, and effort from both interviewers and interviewees. So it is a good idea to acknowledge that and appreciate it via a Thank you letter. It is the right business etiquette.
• To stand out from the competition: Most interviewees forget this step, so this is a way to stand out from the competitors and set yourself apart and ahead in the game.

Why Should You Write a Thank You Email After Interview

[image source]

A survey by Topresume says that according to 68% of hiring managers and employers, writing a thank you note makes a considerable difference.

Recommended Reading =>> Interview Tips and Suggestions

According to the same research, 16% of interviewers ruled out a candidate because they didn’t send a thank-you note or email post-interview. That’s how important it is to send a thank you email after the interview. In fact, you should also write a thank you email after a Zoom interview.

When to Send a Thank You Letter

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

A post-interview thank you note shows good manners and it can affect the decision of your potential employer by reiterating their interest in your profile.

So when to send a thank you email after the interview? Under 24 hours. Don’t wait for more than that to send a thank you email. It might be too late and ineffective after that period.

However, interviewing is very much like courting your love interest. The idea is to appear interested but not too eager. Therefore, take a day or two after the interview to collect your thoughts and introspect on the interview before you decide to write a thank you email. The timing is totally dependent on your context.

For example:

• If it’s a role that’s going to be filled urgently, send this email as soon as you can.
• If this interview was for an upcoming role and you were exploring the fit, you have a little more time. But do not be delayed so much that the interview is completely forgotten.
• If you are rejecting a role, send it as soon as you decide.

How to Write a Post Interview Thank You Letter

Your thank you letter should be effective and perfect. So, here’s a guide for you about how to send a thank-you email after an interview and the things you should include in your thank-you note or email.

In this section, we will explore the different ways in which you can write an impactful after interview thank you letter. First things first, Collect your thoughts. Context is very important when it comes to writing a one of a kind, genuine, and effective thank you letter.

Once you have an idea about what you want in your thank you letter to say, here are some thank you letter examples tailored to different situations so you can be equipped with all the templates and examples for when you need to write an after interview thank you email, that not only gets the job done but can set you apart as a candidate with finesse and professionalism.

An email(which is the most common mode for sending a thank you letter) contains the subject body and a few key areas.

Here is a quick anatomy of the post interview thank you email:

#1) Subject: In any email, the subject line should be clear enough to easily convey why you have written this email. You can just say thank you for your time, great to meet you today, or if anything unique, but with clarity comes to your mind. Subject is the headline of your email.

#2) Greeting /Address To: You should always start your emails with a proper greeting. Write Hi or Hello and the name of the interviewer. Use the name your interviewer provided you when you met. It could be their first name, last name, or entire name.

Some of the acceptable choices are:

• Dear <Name>
• Hello <Name>
• Good Morning <Name>
• Hi

#3) Body: As you might have already guessed, this is the main area where we get to put forward our thoughts and say what we intend to say. The below sections will have clear examples and sample content on what should be in the email.

#4) Sign off: You can end the email and sign off by using one of the below options:

• Thanks and regards<your name>
• Best Regards
• Take care
• Have a good day
• Sincerely, etc.

Further Reading => Learn How to Write a Two Week Notice Letter

Subject Line For Thank You Email After Interview

Starting with subjects, here are some ideas:

• Thank you for your time/ Thanks for your time <day> <your name>
• Following up on the interview for <role>
• Interview follow-up (and thank you!)
• Thank you for meeting with me/I enjoyed meeting with you <or your team>

Now that we have the subject out of the way. Let’s get to the crux of the matter, the content of the interview thank you letter.

Example and Templates

Here are some examples of post interview thank-you letters (for in-person or online interviews):

#1) Short after interview, thank you letter example: Thank you email after an interview that is formal and to the point.

This is a good format when you have finished your interview a couple of days ago and you think it went well, you are still interested in the role and want to send a quick nudge that you are still thinking about this role with optimism to move forward. (Please note this should be within a week of the interview and no later)

Dear XYZ,

Thank you for the opportunity to interview for the role of <XYZ> I am very excited about this role and I think my experience would be a wonderful fit.
Please let me know if there are any additional questions I can help answer. I am looking forward to hearing from you.

Best,
<Your Name>
<Your contact – email>
<Your contact – Phone>
<Social media links>

#2) A little more detailed interview follow up that touches on some discussion points that came up during the interview. This is not just a follow-up to your interview but an effort to build a relationship with the interviewer irrespective of the outcome of the interview..

Dear XYZ,

Thank you for the opportunity to interview for the role of <XYZ> Hope you are doing well.

During the interview we discussed the testing conference <ABC> I wanted to send a quick note with more information about it. Here is a quick link for the details.
Please let me know if you would decide to go. I would love to catch up.

Also regarding the last round of interview, I wanted to ask if your team and you have had a chance to regroup and come to a decision. Please let me know if there are any additional questions about my experience or skills that I can help answer. I am still very interested in the role and looking forward to hearing from you.

Thanks,
<Your Name>
<Your contact – email>
<Your contact – Phone>
<Social media links>

#3) Answering an interview question differently or providing more information on a question that you think you could have answered much more elaborately. Or add any of your achievements that you missed mentioning. Provide references, etc. Here is an example:

Dear XYZ,

Thank you for the opportunity to interview for the role of <XYZ> I am very excited about this role and I think my experience would be a wonderful fit.

It was such a wonderful and perfectly timed discussion, but I want to add the following aspects as a quick follow-up. (These are some examples)

1. The coding exercise passed the execution output requirements, but I believe what would have made it perfect is to include some unit tests to test the different code paths and ensure adequate coverage. Here are some tests I am thinking of <XYZ>
2. I missed mentioning my social media blog/e-learning course or ebook that is out there for folks to use. I believe a quick reading will help you understand my core principles and beliefs when it comes to <Area of work>
3. My previous manager’s reference is below: <Name of your previous boss, email/phone>

I understand that the additional answers do not get me points outside of the interview time, but I wanted to ensure that my ideas and thoughts are well rounded and communicated in their entirety. Thank you for your consideration.

Sincerely,
<Your Name>
<Your contact – email>
<Your contact – Phone>
<Social media links>

#4) A thank you email when you hear that you were not selected for the job. This is an email/letter you send to thank your interviewer when you are no longer in consideration for the role. Interviews are emotional moments and especially when a dream role or a dream company are involved, there can be lots of feelings involved.

However, once you have had a chance to process the disappointment and pick yourself up it is always a good idea to express your gratitude for the interview. Think of this as a “nice to have met you” in real life and could lead to building a potential future professional relationship.

Dear XYZ,

Thank you for letting me know that the role has been offered to another candidate. I wanted to touch base and express my gratitude for an opportunity to interview for the position <XYZ> It was such a great learning experience to meet with you and your team to understand the role and all the amazing things you guys do. I wish you all the success and hope to stay in touch for any future opportunities.

Best,
<Your Name>
<Your contact – email>
<Your contact – Phone>
<Social media links>

#5) A thank you email when you do not want the job anymore. It is very natural that you may not want the job anymore when you are done with an interview because of whatever reasons- you might have another better offer.

However, you have enjoyed meeting the interviewer or were taken to lunch that you want to express thanks for or you want to keep in touch even though you do not want to take the job.

In situations like that, a letter such as the one below can make your rejection easier for the interviewer and could even be the start of a good professional friendship. It is a good idea to be honest, brief, and respectful when writing this email.

Dear XYZ,

Thank you for the opportunity to interview for the position of <XYZ> I truly enjoyed meeting you and your team over lunch and I want to let you know that I appreciate it very much.

Unfortunately, I am unable to pursue this role further at this time because <your reason> I just accepted another role that was a better fit for me at this time.

I would love to stay in touch and if you do as well, please see my contact information in the signature of this email.

I wish you the best in your interviewing process and beyond.

Sincerely,
<Your Name>
<Your contact – email>
<Your contact – Phone>
<Social media links>

With these examples, you should have more situations covered and form a basis for you to improvise on.

Sample Thank You Email After Interview

Here are some of the templates to help you write the right kind of post-interview thank you email:

#1) Short & Precise

[image source]

Start your after interview thank you email with the proper subject line and proper greeting like Hi with first or last name as your interviewer introduced themselves.

Express your gratitude and say that you will appreciate learning more about working there.

In the next paragraph, explain in a line why you are interested in the position. On the other lines, highlight the traits that make you best suited for the job. Close the email by prompting them to take further steps in the hiring process and welcome them to contact you if they need to.

Say thank you. Below that, mention your name, followed by your email address and phone number.

#2) Detailed

A detailed thank you note will show your interviewer that you were attentive during the interview. In a detailed thank you email, you can add more information about yourself and reference the details of things discussed.

Start with the subject line and then begin your email with the proper salutation.

Begin the body by saying thank you and mentioning that you enjoyed your discussion about the position. Express that you think it is exactly the kind of profile you have been looking for.

In the next paragraph, explain why you are so enticed by the job role and what makes you a perfect fit for the position. In this line, pinpoint one or two of your strong suits that make you a perfect fit for the job.

Close the email by saying that you are looking forward to discussing the opportunity more with them. Ask them to feel free to call you to get in touch with you for a follow-up.

Say Thank you, below that mention your name, followed by your email address and phone number.

Suggested Reading => BEST Way to Write a Letter of Recommendation

#3) Informal Sample

For industries or companies that prefer casual communication instead of formal, you can use the informal tone in your thank you email. You can also do that if you have been interviewed for an internal position with someone you already know.

In the subject line, instead of thanking them for their time, just say it was great meeting them.

For greetings, you can just say Hi with their first name if you are on a first-name basis.

Start the body by saying you are grateful for them taking the time to meet you earlier and that you were elevated to learn about the role.

In the next paragraph, mention that you think the prospect is exciting and that you will be a good fit for the profile and mention why in short.

Offer them to contact you freely if they want to carry on further discussions. Say thanks once again. Include your name and contact information. That’s how to send a thank you email after an interview informally.

Do’s And Don’ts

Here are some tips that make for good after interview thank you note etiquette. Here is a quick list:

1. Who to write a thank you letter to? To the hiring manager if it was a group interview or to the person who interviewed you if it was a one-on-one. If you do not know the email of the interviewer, direct your email to the HR or recruiter and ask for the message to be delivered to the interviewer and address the person by the name they introduced themselves as. If the interviewer’s official name is William and they introduced themselves as Bill, please stick to that. Spell names right. Kristen and Kirsten are not the same person. Whether you say Hi, Hello or Dear – all of them are ok.
2. Keep the letter short and instead of searching for a unique thank you email after the interview, choose to send an authentic one that expresses your thoughts concisely and genuinely.
3. Spell-check the Thank you letter and make sure the sentences make sense. It is a rather short email/letter so every small mistake can be glaring and off-putting.
4. Send the email at a time when the interviewer has a chance to read it. Do not send it after work hours or during weekends where it might get buried under more recent emails.
5. Be genuine and focus on the positive. Try to include something about the interview that you were appreciative of. If they took the time to give you a history of the company during the interview, be sure to let them know that it stuck a positive note with you.
6. If you know you are going to reject a job offer, send the email as soon as you can to avoid disappointment and misunderstandings on both sides.
7. In case of the preliminary interview rounds, such as screening by HR or a first-level manager get-to-know-you interview, it is usually not necessary to send a follow-up email after an interview. But use your judgment. One way to avoid appearing pushy or over-enthusiastic is to ask them for a tentative timeline of when you can expect some feedback. If they say that they will get back to you within a week or so, wait until that time has elapsed for you to write a follow-up email after the interview.
8. Even though this article has lots of examples, do not send any of them as they are without tailoring them to the specific recipient, conversations and instances that allude to the interview.
9. Although, in today’s world, letters are synonymous with email, you don’t have to restrict yourself to always email alone. If you were contacted via LinkedIn, you can send your thank you email after the interview as a LinkedIn message. Snail mail is an option as well.
10. Do not create additional work for the interviewer. Do not ask for any specific information that the interviewer has to work on spending time and effort to get to you.
11. If you do not hear back from your interviewer after you have sent them an email, do not stalk them. Do not call them or message them on social media. You did your job, the ball is now in their court.
12. There is no separate set of rules to follow for a thank you email after the Zoom interview or a thank you email after a virtual interview or a thank you email after the final interview. The above examples all work in those situations too.
13. Also, the level of the company, whether it’s a startup or a much more established one, does not make a difference either.

Frequently Asked Questions

Q #1) How long should I wait to send a thank you email after an interview?

Answer: The ideal time to send a thank you email after an interview is within 24 hours. It will make you seem interested in the job and keep your name and qualifications fresh in the interviewers’ minds.

Q #2) What do you say in a follow-up email after an interview?

Answer: In the follow-up email, thank your interviewer for making time to interview you and express your intrigue. Also, add a few lines about why you think you are the best fit for the job. Also, prompt them to get in touch with you for further procedures if they feel right.

Q #3) Should you write a thank you note after an interview?

Answer: Yes, you should. It can improve your chances of getting hired by keeping your name fresh in their memory. It also expresses your interest in the job.

Also Read =>> Why You are Not Getting Hired- Possible Reasons

Q #4) How do you write a killer thank-you note after an interview?

Answer: Keep your notes short and use precise words. Make sure your notes are on-point and subtle.

Q #5) Should you email after the interview?

Answer: Research says email after interview, especially for thanking them for taking their time to meet with you improves your chances of being hired. So, yes, you should email them after the interview.

Conclusion

Sending a quick note to express gratitude after an interview is a part of your interviewing process. Even with everything going right and you are sure that you are acing every single step of the interview, do make it a point to acknowledge the interview and say thanks for the opportunity.

It keeps the communication channel open, expresses your interest, and helps you build a positive relationship with the interviewer. All it takes is a few minutes and the reward could be your dream job.

Use the examples in this email, but not verbatim. This is a warning already listed in the do’s and don’ts section, but it really bears repeating. In fact, we can never template thank you email letters for all jobs. This article is a guide only but you and your interview should set the content and tone of the interview so you can send a unique after interview thank you letter.

We hope you will find this article helpful in your next job interview and we wish that you get the job.

Please share your thoughts, comments, and questions in the comments below. And, Thank you for your readership.