How do you write a thank-you note after an exit interview?

1 Choose the right format

Depending on your relationship with your interviewer and the culture of the organization, you can choose to send your thank-you note via email, handwritten card, or both. Email is the most common and convenient option, as it allows you to send your note within 24 hours of the exit interview, which is the ideal timeframe. However, if you want to add a personal touch, you can also send a handwritten card to your interviewer's office address, which can show your sincerity and attention to detail. If you opt for both formats, make sure to send them at the same time and use the same content.

2 Address the interviewer by name

Your thank-you note should start with a salutation that addresses the interviewer by name. If you are not sure how to address them, use the same formality that they used during the exit interview. For example, if they introduced themselves as Mr. or Ms., use that title in your note. If they used their first name, you can do the same. Avoid using generic terms like "Dear Interviewer" or "To Whom It May Concern", as they can sound impersonal and disrespectful.

4 Highlight your key takeaways

Another important element of your thank-you note is to highlight your key takeaways from the exit interview and how you plan to apply them in your future endeavors. You can summarize the main points that you discussed during the exit interview, such as your accomplishments, challenges, learnings, or suggestions. You can also mention how you will use the feedback or advice that you received to improve your skills, performance, or goals. This can show your interviewer that you value their input and that you are committed to your professional growth.

5 Reinforce your strengths

Your thank-you note is also an opportunity to reinforce your strengths and remind your interviewer of the value that you brought to the organization. You can restate your achievements, skills, or contributions that you showcased during the exit interview, and link them to the organization's mission, vision, or values. You can also highlight your unique attributes, such as your passion, creativity, or initiative, that set you apart from others. This can help you leave a positive and memorable impression on your interviewer and enhance your reputation.

6 End with a farewell

Your thank-you note should end with a farewell that expresses your hope to stay in touch and your best wishes for the organization and the interviewer. You can offer your contact information, such as your email address, phone number, or LinkedIn profile, and invite the interviewer to reach out to you for any reason. You can also express your interest in hearing about the organization's updates, achievements, or opportunities. You can also convey your appreciation and respect for the interviewer and the organization one more time, and sign off with a courteous and professional closing, such as "Sincerely", "Best regards", or "Thank you".