How do you tailor your thank-you message to different types of interviews and hiring managers?

1 Know your audience

The first step to tailor your thank-you message is to know your audience. Who are you writing to? What is their role and personality? What are their expectations and preferences? Depending on the answers to these questions, you may want to adjust the tone, style, and content of your message. For example, if you are writing to a formal hiring manager, you may want to use a more proper tone, avoid slang and jokes, and focus on your qualifications and fit for the role. On the other hand, if you are writing to a casual and friendly hiring manager, you may want to use a more relaxed and conversational tone, add some humor and personality, and focus on your enthusiasm and rapport with the team.

2 Choose your medium

Ask yourself how you are going to send your message. What is the most appropriate and convenient way to reach the hiring manager? Consider the type of interview and the communication style of the hiring manager, then choose between email, phone, or handwritten note. For example, if you had a phone or video interview, you may want to send an email within 24 hours to follow up and reiterate your interest and value. If you had an in-person interview, maybe send a handwritten note within a few days to show your appreciation and attention to detail. If you had a panel or group interview, you may want to send a personalized message to each interviewer, or a collective message to the main contact person.

3 Highlight your strengths

Tailor your thank-you message to highlight your strengths. What are the main points you want to convey to the hiring manager? What are the key skills and qualities that make you a good candidate for the job? Depending on the type of interview and the feedback you received, highlight different aspects of your strengths. For example, if you had a behavioral or situational interview, consider emphasizing how you demonstrated your problem-solving, teamwork, or leadership skills in specific examples. If you had a technical or skills-based interview, maybe highlight how you applied your knowledge, experience, or creativity in solving challenges or completing tasks.

4 Address any gaps

Think about your areas to improve or clarify. What are the questions or concerns the hiring manager may have about your candidacy? Address different aspects of your gaps depending on the type of interview and the feedback you received. If you had a difficult or unexpected question you did not answer well, acknowledge your mistake and provide a better or more complete answer. If you had a gap or weakness in your resume, explain the reason and how you overcame or compensated for it.

5 Express your interest

Why do you want to work for this company in this role? What are the benefits and opportunities you see for yourself and the organization? Express your interest based on the interview type and the hiring manager's personality. For a culture fit or motivational interview, you may want to express how you align with the company's mission and values, and how you can contribute to its goals and growth. If you had a competitive or challenging interview, consider expressing how you are eager to learn, grow, and prove yourself in the role.

6 End with a call to action

The final step is to end with a call to action. What are the next steps you want to take or expect from the hiring manager? What are the best ways to stay in touch and follow up? The type of call to action should depend on the company's hiring process. For example, if you had a screening or preliminary interview, ask for the next steps or the timeline of the hiring process, and express your availability and readiness for the next round. If it was a final interview, ask for the hiring decision or feedback, and express your confidence and excitement for the offer.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?