How to Write a Thank You Email After an Interview
10 min read

How to Write a Thank You Email After an Interview

Learn to write thank-you emails after an interview and strategic follow-up. Easily land your dream job with expert tips and sample templates.
How to write a thank you email after an interview
Photo by Stephen Phillips - on Unsplash

So, you've aced the job interview and you're feeling pretty good about your chances.


Key Takeaways:

  • 68% of hiring managers expresses that receiving a thank-you email matters after a job interview.
  • The timing of your thank-you email after interview can make or break your chances of winning the job.
  • Always personalize the email according to the rapport you buit with the interviewer.
  • Always proofread your thank-you emails before sending them out to avoid typos and grammar mistakes.

But wait, before you kick back and relax, there's one crucial step you can't afford to skip: sending a thank-you email.

That's right, a simple message expressing your gratitude for the opportunity can make a significant impact on your chances of landing that dream job.

With such fierce competition, it's important to go the extra mile to stand out from the crowd.

While some may view a thank-you email as a mere formality, savvy job seekers recognize it as a powerful tool to leave a lasting impression on hiring managers and potentially tip the scales in their favor.

According to studies, 68% of hiring managers expressed that receiving a thank-you email matters after a job interview.

It shows that you value the opportunity presented to you and are willing to go above and beyond to express your appreciation. In a sea of applicants, this small gesture can make a big difference and help you stay top of mind throughout the hiring process.

If you want to maximize your chances of landing that coveted job offer, stick around. In this blog post, we'll dive into the art of writing a thank-you email after an interview, covering everything from timing to structure.

Timing and Delivery of Thank-You Email

Make sure to send out the thank you emails at the right time
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After a job interview, it's essential to strike while the iron is hot.

You've just dazzled the interviewers with your skills and personality, and now it's time to keep that momentum going by sending a well-timed thank-you email.

Let’s explore the ins and outs of when and how to send your thank-you email for maximum impact.

Sending the email within 24 hours of the interview

Time is of essence when sending that thank-you email after your interview.

The clock is ticking, and as we mentioned, you want to strike while the iron is hot (and the interviewer's memory is still fresh).

Don’t let your email sit in your mind or the draft dungeon for too long.

Hit that "send" button like a champ and show those hiring wizards that you're not just quick on your feet but also quick with your gratitude.

Choosing the right recipient(s) and email format

We know "To whom it may concern" versus "Dear [Interviewer's Name]" is a classic dilemma.

We've all been there, scratching our heads and pondering the perfect salutation. Well, here’s what you need to know.

First things first, always strive to find out the name of your interviewer. It shows that you did your homework and didn't just copy-paste a generic template.

But if you're stuck in a nameless abyss, "To whom it may concern" is a safe bet.

Regarding the format:

  • Keep it professional.
  • Sprinkle some personality.
  • Use a clear subject line like "Grateful for the interview opportunity" or "A heartfelt thank you!" to catch their attention.
  • And keep it concise, around three to four paragraphs, expressing your appreciation and highlighting key points from the interview.

Personalizing the email

Personalization is the secret sauce that adds that extra zing.

Start by referencing something specific from your conversation. Maybe it's an insightful question they asked or a funny anecdote that had you both in stitches.

Just show them that you were truly engaged and paying attention (because you were, right?).

Next, highlight how your skills and experience align with the job requirements discussed during the interview.

Drop some knowledge bombs about how your stellar copywriting skills perfectly match their need for captivating content that leaves readers begging for more.

And don't forget to wrap it up with a genuine expression of gratitude. Let them know that you appreciate the opportunity to chat, learn more about the company, and showcase your fabulous self.

Crafting the Thank-You Email

Start your thank you email by expressing gratitude
Photo by Marta Filipczyk on Unsplash

Crafting the perfect thank-you email is not just about expressing gratitude; it's about showcasing your:

  • Professionalism.
  • Attention to detail.
  • And genuine interest in the position.

In this section, we're going to unravel the secrets behind a well-crafted thank-you email that will leave a lasting impression on your potential employer.

Expressing gratitude and enthusiasm for the opportunity

Start your thank-you email off on the right foot by expressing sincere appreciation for the opportunity to interview.

Let the hiring manager know that you value their time and consideration.

In general, expressing gratitude has a host of benefits, including:

  • Strengthening relationships.
  • Increasing happiness.
  • And even improving physical health.

So, don't hold back—let that appreciation shine through in your email!

Be genuine, heartfelt, and specific about what you enjoyed and appreciated during the interview process.

Recalling highlights from the interview

Now it's time to jog their memory!

Recall specific highlights from the interview that made a lasting impression on you:

  • Did you have a great conversation about a particular project or skill?
  • Maybe you shared a funny anecdote that broke the ice?

Remind the interviewer of those memorable moments to bring back positive associations and reinforce your candidacy.

Reiterating interest in the position

Alright, time for commitment!

Use your thank-you email as an opportunity to reiterate your strong interest in the position.

Hiring managers want to know that you're genuinely enthusiastic about the role and the company. Let them see your passion and dedication shining through in your words.

You can cite specific aspects of the position that excite you, such as:

  • Opportunities for growth.
  • The company's mission.
  • The team dynamics, etc.

Addressing any questions or concerns that were discussed in the interview

If there were any questions or concerns that came up during the interview, this is your chance to address them head-on in your thank-you email.

Maybe you had a question about the company's remote work policy or a concern about the team structure. Clarify those points or offer additional insights to demonstrate your proactive approach and problem-solving skills

By addressing these matters, you not only show that you were fully engaged during the interview but also that you're committed to understanding the company's needs and finding solutions.

This level of attentiveness and initiative can set you apart from other candidates.

Avoiding common email mistakes

Finally, time to talk about what not to do!

It's crucial to avoid common email mistakes that could potentially sabotage your efforts. After all, you've put in the time and effort to craft a thoughtful thank-you email, so let's make sure it's mistake-free.

Watch out for:

  • Typos.
  • Grammatical errors.
  • And overly casual language.

While a friendly tone is encouraged, you still want to maintain professionalism.

Keep your email concise and to the point, avoiding lengthy paragraphs that might overwhelm the reader.

And double-check the recipient's email address to ensure it's accurate. You don't want your carefully crafted email to end up in the wrong inbox or, worse, in the dreaded void of cyberspace.

Your thank-you email is a representation of your attention to detail and overall communication skills. Avoid these common pitfalls and you can ensure that your message is received positively and leaves a lasting impact on the hiring manager.

Sample Thank-You Email

Use a thank you email template but always personalize it to fit your style, tone, and the interview
Photo by Toa Heftiba on Unsplash

Let’s jump into some real-life examples to help you put all that knowledge into action!

In this section, we'll look at a sample template for thank-you emails. You can customize it to fit your own interview experience and personal style.

Consider this sample as your trusty starting point, a launching pad for your own unique thank-you email that reflects your personality and the specific details of your interview.

It is only meant to guide you, so please try your best to avoid using it as is.

A template for a thank-you email after an interview

Let's kick things off with a solid template that you can use as a starting point for your thank-you email.

Remember, this is just a framework, and you should personalize it to reflect your own interview experience.

So, here's a sample template to get you started:

"Subject: Thank You - [Job Title] Interview

Hi [Interviewer's Name],

I hope this email finds you well. I wanted to express my sincere gratitude for the opportunity to interview for the [Job Title] position at [Company Name]. It was a pleasure meeting you and discussing [highlight specific topics or points discussed during the interview].

I was particularly impressed by [mention something specific that stood out or resonated with you during the interview]. It reinforced my excitement about the role and my belief that my skills and experience align well with the needs of [Company Name].

I wanted to reiterate my strong interest in the position and my eagerness to contribute to the success of [Company Name]. The prospect of joining your team and [highlight specific aspects of the role or company culture that excite you] is truly inspiring.

I also wanted to address a question/concern that came up during the interview regarding [mention the question/concern]. After our discussion, I did some additional research, and I wanted to share my insights and potential solutions. [Offer your thoughts, suggestions, or clarifications regarding the question or concern.]

Once again, thank you for your time and consideration. I look forward to any next steps in the hiring process and the opportunity to contribute to the success of [Company Name]. Please don't hesitate to reach out if you need any further information from me.

Warmest regards,

[Your Name]"

Tips for personalizing the template to fit individual circumstances

While the template provides a solid foundation, it's essential to customize it to reflect your unique interview experience.

Here are a few tips to help you make the template your own:

  • Reflect on Your Interview: Think back to specific moments, discussions, or qualities that stood out during the interview. Incorporate them into your email to demonstrate your attentiveness and genuine interest.
  • Research and Insights: If there were any questions or concerns discussed, conduct further research to provide valuable insights or potential solutions. Show that you're proactive and resourceful.
  • Tone and Language: Adapt the tone and language to match the company culture and the rapport established during the interview. Maintain a balance between professionalism and friendliness.
  • Add Personal Touches: Include personalized details or references that were shared during the interview. This helps create a connection and shows your genuine engagement.

By personalizing the template, you'll create an email that feels authentic and tailored specifically to the interview experience. Your goal is to stand out and leave a memorable impression on the hiring manager. This is how you’ll do it.

Feel free to grab that template, infuse it with your own style, and craft a thank-you email that reflects the unique aspects of your interview.

Follow-Up Strategies

Send a thank you email to everyone who helped and guided you in your interview to increase your chances of getting hired
Photo by Brooke Cagle on Unsplash

Ok, you've sent that well-crafted thank-you email after your interview, and now you might be wondering what comes next.

So this is where we’ll get into some savvy follow-up strategies that will help you stay on the radar of the hiring manager and maintain your competitive edge.

Following up after an interview is an opportunity to demonstrate your:

  • Continued interest.
  • Professionalism.
  • And proactive approach.

It shows that you're genuinely invested in the position and committed to the hiring process. Plus, it helps keep your name fresh in the minds of decision-makers amidst a sea of candidates.

Sending additional thank-you notes to anyone who helped during the interview process

It's not just about the interviewer; think about others who assisted you along the way, such as:

  • The receptionist.
  • HR coordinator.
  • Or even the team members you met.

Take a moment to reflect on those who made your interview experience smooth and enjoyable. Jot down their names and email addresses, and craft personalized thank-you notes expressing your appreciation for their assistance and support.

If they have some sort of influence over HR, you’ll increase your chances of getting hired.

Following up on any action items discussed during the interview

During the interview, there may have been specific action items or tasks discussed. It could be:

  • Sending additional documents.
  • Completing a test or assignment.
  • Providing references, etc.

Whatever the case, following up on these action items shows your commitment and reliability.

Once you've identified the action items, create a checklist and start working on them promptly. Make sure to meet any deadlines or timelines discussed during the interview.

Once you've completed the tasks, follow up with an email, attaching the necessary documents or providing the requested information.

Continuing to demonstrate interest in the position through email or phone

Keep that enthusiasm burning bright!

Following up with the hiring manager or recruiter through email or phone is an excellent way to maintain your momentum and demonstrate ongoing interest in the position.

Consider sending a brief, friendly email a week or two after your initial thank-you email to check in on the hiring process:

  • Inquire about any updates.
  • Express your continued interest.
  • And offer your availability for any further discussions or interviews.

Make sure to keep the tone professional yet warm, and avoid being pushy or demanding.

If you prefer a more direct approach, a phone call can be a great way to connect personally and have a real-time conversation.

Just make sure to respect the recipient's availability and preferred communication method. Politeness and a genuine interest in their time and perspective will go a long way in making a positive impression.


Sending a thank-you email after an interview is not just a polite gesture; it's a strategic move that can make a significant impact on your candidacy.

A well-crafted thank-you email allows you to:

  • Express your gratitude.
  • Reiterate your interest in the position.
  • And address any outstanding questions or concerns.

This ultimately showcases your professionalism, attention to detail, and proactive approach—all qualities that employers value in a potential hire.

Take the time to personalize your email, mentioning specific highlights from the interview and addressing any pertinent topics discussed. Tailor the email to fit the company culture and the rapport you established during the interview.

Good luck!

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