How to Send a Thank You Letter After an Interview

Many job seekers struggle with thank you letters so much that they avoid sending one at all, even though research suggests that sending a thank you letter after an interview could potentially help their application. If done correctly, a thank you letter is a positive gesture that can demonstrate professionalism, show your interest in a role, and build good relations with the company.

To Send or Not To Send a Thank You Letter

According to a 2017 Accountemps poll of 300 HR managers reported by HR Dive, 80% of the HR managers surveyed considered thank you notes when engaging in candidate selection, but only 24% of candidates actually sent one. This indicates that, if the thank you letter is well-written, it can have a positive impact on your application and help you stand out from the crowd.

If you choose to send a thank you letter, it’s best practice to send it within 1 business day after your interview. If you completed a panel interview, it shows more care and consideration if you send a separate email to each interviewer. For virtual interviews, you can probably get the interviewer’s email address from the calendar invite that was sent to you. If you had an in-person interview, you can search the company’s website to find the interviewer’s contact information.

How to Send a Thank You Letter

Writing a thank you email is a common method for expressing your gratitude, whether you include your thank you content in the body of the email or attach a separate letter. However, you can choose to send the thank you letter via other methods if there are extenuating circumstances. For example, if the recruiter initially reached out to you via LinkedIn and you don’t have their email address, then you can send a thank you message via LinkedIn. Another example would be if you had an in-person interview with a smaller company that has a more traditional workplace culture. In this instance, a handwritten thank you note might be more appropriate. Whatever the case, you should use your best judgment.

What to Include in a Thank You Letter

When composing thank you letter, be sure to include the following:

• Business Letter Information: If you choose to submit a formal thank you letter, you’ll need to use a business letter format that matches your resume layout. Include your contact information, the specific person you’re addressing the letter to, the company’s contact information, and the date.
• A Professional Greeting: For a letter, “Dear” is standard. If sending a thank you via email, you can use “Hello” or “Good morning/afternoon.”
• Gratitude for the Interview: Begin your thank you letter with a short paragraph that expresses your appreciation for the interviewer’s time and your enthusiasm for the role.
• Interview-Specific Information: In the next paragraph, be specific about what you enjoyed learning about in the interview, how your background has prepared you for the role, and/or why you think you’re a great fit.
• Closing Paragraph: Restate your interest in working with the company and that you look forward to hearing from the company soon. Be sure to invite any questions that the reader may have.
• Professional Closing: Include a closing like “Sincerely” or “Best regards,” followed by your name.

Make sure that the subject line of your email is appropriate and short. Be sure to include the job title and your name. For example, “Thank You: (Job Title) Interview with (Name),” or “Thank You for Meeting with Me! (Name, Job Title) Interview.”

Thank You Email Sample 1

Hi Casey,

Thank you so much for meeting with me yesterday to discuss the Business Analyst role. After meeting with you, I’m convinced that I’d be an excellent addition to the 123 Company team.

I thoroughly enjoyed learning more about the role, especially about the need for the incumbent to possess excellent communication skills. I believe that communication is where I really shine. At my previous position, I was working with my manager to create a dashboard that increased communication and transparency across the company. Unfortunately, this project wasn’t completed before the company was acquired; however, I learned so much about common communication issues that exist among teams and how to reduce those issues. I’d be thrilled to bring that knowledge and experience to 123 Company.

I’m very interested in hearing about the next steps in this process. If you have any questions in the meantime, please don’t hesitate to reach out.

Thanks again,

Emery

Thank You Email Sample 2

Good afternoon, Francis,

I sincerely appreciate you meeting with me this morning to discuss the Training Manager position. Learning about this role was really enjoyable, and I’m excited to move forward in the talent acquisition process.

One topic that stood out to me in the interview was when you mentioned remote work and travel. I know that much of my work history has involved traveling to different sites to conduct in-person training, and that the incumbent for this role will rely more heavily on remote training than in-person training. I want to take the opportunity to dispel any potential hesitations that you may have regarding my ability to connect with learners remotely.

During the COVID pandemic, my work required me to quickly learn and navigate a new LMS, and to constantly reach out to employees via phone, email, and chat. Not only did I pivot to remote methods swiftly, but I was still able to meet all learning and development KPIs for 2020 and 2021. This experience makes me confident that I can adjust to evolving work environments effectively without sacrificing quality output.

If you have any other questions about my remote training experience, or anything else pertaining to this role, I invite you to reach out to me. Thank you again for your time and consideration, and I hope to hear from you soon.

Best,

Hayden

Thank You Letter Sample

Kit Lane
258 Brooklyn Street
Some City, ST 00000

[Date]

Marley White, Claims Manager
XYZ Insurance Co.
741 Downtown Ave.
Some City, ST 00000

Dear Marley White:

It was a pleasure meeting with you yesterday to discuss the Claims Investigator role. I’m genuinely interested in moving forward with the next steps in the interview process, and I hope to become part of XYZ Insurance Co.’s team.

As discussed in the interview, I’ll be completing my Associate in Claims certification through The Institutes soon. After that, my next goal will be to develop my leadership skills by taking some courses and eventually earning a promotion to a team lead position. I believe that this continuing professional development makes me a worthy investment for you and XYZ Insurance Co. I have no doubt that I’ll be able to support you in streamlining operations and enhancing employee performance as a team lead in no time.

If there are any lingering questions or any updates regarding my application status, please reach out to me at your earliest possible convenience.

Sincerely,

Kit Lane

Common Thank You Letter Mistakes

To help ensure that your thank you email or letter lands well, avoid these common mistakes:

• Waiting too long: Send your thank you email within one business day. This helps demonstrate your professionalism and allows you to stay fresh in the interviewer’s mind.
• Sending too fast: You’ll want to give yourself time to reflect on the interview and write a personalized thank you email. Be sure to complete a spelling and grammar check before sending.
• Rehashing the interview or your resume: The interviewer likely took notes during your interview, and they have a copy of your resume, so you don’t need to remind them of anything that you already said or wrote. Instead, highlight a specific topic that you discussed in the interview and offer new information, if possible.
• Using a generic letter: Interviewers can tell if you copied and pasted content, and it can feel impersonal. It’s important that the thank you letter is tailored to the specific job, company, and interview to provide a personalized touch. If you’re using a template or AI, be sure to read through and customize the content with specific details to create a thoughtful thank you letter.

Keeping up with the timelines for job applications, such as when to send a follow-up letter or when your last interview was, can be tricky. You may enlist the help of a job application tracker.

Need a resume to match? Our free resume builder gives you a clean layout you can mirror in your thank you letter, so everything you send lands as a matching set.

FAQs

How do I write a thank you letter after an interview?

Keep it short and professional. Show gratitude for the opportunity and the interviewer’s time, add interview-specific information, and invite the reader to reach out with any questions.

How long after an interview should I send a thank you letter?

Between 1 hour and 1 business day. You want to give yourself time to reflect on the interview, write a personalized message, and complete a spelling and grammar check. You also want your interview to stay fresh in the interviewer’s mind, so be sure to send the letter within 1 business day.

Is it OK to send a thank you email instead of a letter?

Email is the preferred method for sending a thank you – the same is true when it comes time to send a job acceptance letter. You can send your thank you content in the body of the email, or you can write a thank you letter and attach it to the email. If you choose the latter, make sure your thank you letter uses a business letter format and matches your resume layout.

There are other methods for thanking an interviewer, such as via a phone call, social media, or snail mail. However, these methods should only be used if there are extenuating circumstances.

Should I send a thank you email for every interview that I have?

Sending a thank you email isn’t mandatory. However, a thank you email is an excellent opportunity to demonstrate your manners and professionalism, emphasize your interest in the role, and continue to build a professional relationship with the interviewer and the company. Additionally, a thank you letter isn’t sent by every job seeker, so doing so can help you stand out from the other applicants. There are many benefits that come from sending a well-written thank you letter, but ultimately, it’s your decision to send or not send one.