How To Write Thank-you Emails and Notes After an Interview

Knowing when, where and how to send a thank-you email or note after an interview is just proper job-searching etiquette. While it may not guarantee a job offer, it’s a wonderful way to make a human connection with hiring managers, recruiters and interviewers. Job searching is already stressful enough, so plan ahead with a successful thank-you note.

By Mariah Flores

Interview etiquette is something that every job seeker should practice and hopefully ace with every new job interview process .?

Job searching can be a stressful period of time in anyone’s life, with so much power and decision-making placed in the hands of others. While it seems like you have little to no control during the process, the reality of the matter is that you do. So try focusing on the things you do have power over, like successfully following up after an interview.?

It’s a good way to reassert your interest and enthusiasm in the position at hand.?

Now, thank you notes and emails don’t automatically guarantee that you’ll get the job but are still greatly appreciated by most interviewers and recruiters. And it may place you top of mind or simply set you up for future success if another position opens at the company — should the original position not be offered to you.?

I spoke with a career coach and recruiter who both share insightful job search tips and advice on their personal LinkedIn accounts. Together, we’ve created a guide on how best to write thank-you emails and notes following an interview. The steps are broken down into three sections: When, Where and How.

Your work may seem done once the interview is over, but that’s far from the truth.

When?

According to Thomson Reuters , a thank-you email within 24 hours of your interview is a customary must.?

However, the exact timing may vary depending on when a recruiter, interviewer or hiring manager says to expect to hear back from them on next steps . The timeframe given should better help you determine the best date to start following up.?

No matter when you follow up, doing so is the most important part. And don’t forget to say “Thank you,” immediately after the interview, whether in-person or virtually.?

Where?

Now onto the method of messaging and where your “thank yous” should be sent.?

Is it better to send a thank-you email or a written note? Well, that depends on the amount of enthusiasm (and time) you have surrounding the position and interview.

Email is the most time-efficient way, while a handwritten letter can be seen as an individualized touch, which is especially valued in some workplace cultures .

“Although snail mail sounds outdated, it shows you’re willing to go the extra mile and reaffirms your interest in the position,” says Kelsey Miller in a contribution piece for Northeastern University .?

Either way, make sure you send thank-you notes to every single person you interviewed with. Collect business cards and search them up on LinkedIn (no requests until a decision has been made ), then address each recipient by name.

And please … spell their names correctly.? Personalization is vital.

How?

Our two LinkedIn experts shared their advice on how best to construct and send a thank-you email or written note. Before you read their responses, please note that not every interview is going to require a thank you.?

If you have no desire to ever keep in contact with that company or had a poor interview experience, don’t feel obligated to follow-up.

And if you really feel passionate about an interview or prospective position, don’t become a pestering nuisance. Interviewers and recruiters receive plenty of emails every day, conduct multiple interviews and have to take time making a decision that’s best for their company or client.?

Consistently sending emails, calling or even mailing letters could backfire, negatively impacting the outcome of your interview.

“Writing a thank you is more of a check-the-box. It likely won’t have any impact on the team’s decision (as long as you write one).”

As you’ll see from the experts’ advice and examples, being polite, straightforward and patient is the way to go when sending thank-you emails and notes.

Will Rippetoe , a job search expert and career coach, shares his go-to thank-you note method:?

“I usually start thank-you emails by thanking them for their time.

Next, I will reference that I enjoyed speaking about X, Y and/or Z during the call (make sure to take notes during the call itself to reference later).

I then conclude by saying that I’m excited to connect with other members of the team.

Then sign off.”

Job searching gets the mind racing, as we start second-guessing ourselves or trying to plan for any and every outcome, but Rippetoe says “Don’t overthink it!”

“Writing a thank you is more of a check-the-box. It likely won’t have any impact on the team’s decision (as long as you write one).”

Next, Jalonni Weaver , a recruiter at Slalom , gives her thank-you note pointers to job seekers:

“Keep your thank-you letter short, sweet and to the point.?

Thank them for taking the time to meet with you and also recap something that you learned during the interview. Make sure that you spell the interviewer's name correctly and that the thank-you note is for the right position.?

You would be surprised how many people don't pay attention to detail.”

Another thank-you template from the Harvard Business Review:?

Dear [manager],

Thank you so much for your time yesterday and for giving me the chance to share my interest and qualifications for [job]. I particularly enjoyed learning about how your company has a training program for new employees that gives them an overview of different units and career paths.

I look forward to hearing from you.

As you can see, every response is concise, expresses gratitude and interest in the role. Thank-you notes are not a second chance to add to the interview — it has already come and passed. There’s no need to add in more details about your skills or maybe something else you forgot to mention during the original interview.?

No … it’s another way to strike a meaningful connection and follow up after a job interview. Once you start expecting something more from it, whether it be an immediate job offer or even a response from the hiring manage r, you may end up being disappointed.?

Also, ghosting could be seen as the employer is not the best fit for you.?

Top Takeaways?

Start following up after job interviews, beginning with “Thank You!”

• If you’re interested in a position or had a good interview experience, send a thank-you note or email at least 24 hours after the initial interview.
• Address every person you interviewed with directly by sending personalized emails/written notes.
• Keep your thank-you notes short and sweet — it’s not a continuation of the interview?