How to Write a Thank You Email After an Interview

How to Write a Thank You Email After an Interview
Valeriia Dziubenko Valeriia Dziubenko 06 february 2024, 14:01 218
For beginners

Sending a follow-up appreciation email after an interview can seem intimidating. But from the interviewer’s perspective, this action signifies your professionalism, which can increase your chances of landing the job. Fair or not, many hiring managers consider whether you’ve sent a follow-up email when deciding if you’ll be hired. We want to make your life easier by showing you how to write a thank you email after an interview.

Why is Sending a Thank You Note Important?

Sending a thank you message after an interview is a part of proper business etiquette. It’s also an easy way to stand out from other applicants who don’t send a follow-up message.

Imagine getting invited to someone’s home for a while and then leaving without a word as you walk out the door; that’s how it feels when you don’t send a thank you note after an interview. Sending an appreciation message helps you build rapport with the company you’re hoping to join.

How to Write a Good Thank You Email After an Interview

Below, we’ll show you how to write a good thank you email after an interview. Before we proceed, note that you should send the email shortly after the interview, ideally within 24 hours. At this point, the hiring manager still remembers you and will likely recognize your gesture. A late message can easily be ignored.

Start with an Informal Subject Line

The subject line is the first thing your email recipient sees. You can use a casual subject line to draw the recipient’s attention, e.g., “It was great to meet you, [Name]”. A casual subject line feels personalized for the hiring manager or whoever interviewed you and makes them more likely to react.

But note that informal tone isn’t always ideal. Some fields of activity, like governmental institutions, demand more formal communication between employers and employees. In such cases, you can use a formal subject line like “Thank you for the interview.”

Appreciate the Recipient for Their Time and Consideration

People value their time, and it’s essential to show appreciation when they offer valuable resources to attend to your needs. The message body should start with appreciating the recipient for taking the time to interview you for the desired position. You can add words about the interview being inspiring and how you’ve learned practical knowledge from conversing with the recipient.

This appreciation makes the recipient feel esteemed and more likely to put you in a good light.

Highlight Your Attraction to the Organization

The next step is to highlight why you’re attracted to the organization and the position you’re interviewing for. This action signals that you have clear goals and are ready to help move the organization forward.

For instance, if you are interviewed for a programmer role at an educational software company, you can highlight your desire to help schools operate more efficiently and your ability to do that as a programmer.

Indicate Continued Interest in the Job

Restate your passion and interest in the position you interviewed for and highlight the skills that make you qualified for the role. Be polite yet bold. Mention your strengths and interest in the role. This can convince whoever interviewed you that you’re prepared for this position.

Show Your Willingness to Answer Questions

You can ask the interviewer if they have any follow-up questions for you. If they do, provide quick and direct answers. Offering to answer questions indicates that you’re willing to incorporate feedback into your immediate activities, a desirable skill in the workplace.

Sample Interview Follow-up Messages

Let’s take a look at these good examples of a post interview thank-you email.

A Brief Thank-You Note

Subject line: Thank you for your time

Hello Rebecca,

Thank you for taking the time to interview me yesterday morning. I got valuable insights from our brief conversation about the programming position and I appreciate learning more about your team.

The role sounds rewarding and something I think I’m very fit for, given my Master's in Computer Science and previous experience working as a programmer. I’m willing to apply my skills to further the company’s mission of making information accessible to all.

I look forward to conversing with you more about this position. If you have any questions, don’t hesitate to contact me, and I promise a swift response if so.

Thank you,

Michael Smith

A More Detailed Thank-You Message

Subject line: Thank you for your time

Hi Rebecca,

Thank you for taking the time to interview me yesterday morning. I gained valuable insights from our conversation about the open programming role in your team. You've made me appreciate more how software developers work together to achieve complex organizational goals.

The programming position sounds like a rewarding role that gives ample opportunities for leadership and career advancement. With my Master's in Computer Science from Harvey Mudd University and eight years of work experience across three companies, I believe I’m an excellent candidate for the position. I’m attracted to your company’s mission of making information accessible for all and increasing global knowledge.

I look forward to discussing this position further. If you have any questions, please reply to this email, and I’ll respond swiftly.

Thank you,

Michael Smith

Formal Thank-You Message

Subject line: Thank you for your time

Dear Mrs. Rebecca,

Thank you for taking the time to interview me yesterday morning. I was inspired by our conversation and gained valuable insights from your vast knowledge about the industry.

The details you shared about the open programming position convinced me that I’m an excellent candidate. I believe that my Master’s in Computer Science from Harvey Mudd University and previous work experience have prepared me well for this role. I share your passion for making information freely accessible to all.

I look forward to discussing more about this role. Please feel free to contact me if you have any additional questions or feedback.

Thank you,

Michael Smith

Things to Avoid in an Interview Thank-You Note

These are the common mistakes to avoid in your interview follow-up email:

Too Many Details

Avoid diving into unnecessary details in your message. Its purpose is to thank the interviewer for their time, not to continue where the interview left off. Some people use the follow-up email to add things they wish they highlighted in the interview, but this isn't appropriate. Giving too many details makes you look desperate, which reduces your bargaining power.

Making Additional Requests

Avoid any requests that give additional work to the interviewer you’re appreciating. Doing so can frustrate the interviewer and sour your reputation, which doesn’t bode well for your job prospects.

Typos and Grammar Mistakes

Always cross-check your email for any typos and grammatical errors before sending it. Typos make you look unprofessional, and you want to avoid them at all costs.

FAQ - How to Write a Good Thank You Email After an Interview

Should I Always Send a Thank-You Message After an Interview?

Yes, sending a follow-up appreciation message after an interview is highly advisable. This action makes you stand out from other applicants and boosts your reputation in the eyes of the interviewer and hiring manager.

Do People Really Send Thank-You Messages After Interviews?

Yes, many people send thank-you notes after interviews. It’s a good practice that you should follow.

Should I Send a Thank-You Note Soon After an Interview?

Ideally you should send a thank-you message within 24 hours of the interview when the interviewer still remembers you well. If you wait several days, the interviewer can easily forget about their conversation with you, especially if they’ve met with many more people since.

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