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Completing the interview and successfully answering all the questions, even the hard interview questions, doesn’t mean your job is done. In fact, the follow-up is just as important. Since 57% of job seekers don’t send a thank you email, taking the time to send a brief message of gratitude can set you apart from the competition and leave a lasting positive impression on your interviewer.
Beside showing good manners, sending a thank you email is an opportunity to reaffirm your interest in the position, highlight key moments from the interview, and demonstrate professionalism.
But how you should write a message that feels both genuine and effective? Let’s explore why you should write a thank you email after an interview, the steps to write one, and some examples for references.
Writing a thank you email after an interview is a small step that can make a big difference in your job search process. A survey by TopResume found that 68% of hiring managers consider thank you emails an important part of the hiring process.
Here are some reasons why it matters:
Sending a thank you email demonstrates that you respect the interviewer’s time and effort. It’s a professional gesture that reflects well on your character and shows that you take the opportunity seriously.
After an interview, hiring managers often deliberate over who is genuinely interested in the position. A thank you email gives you the chance to express your enthusiasm for the job and the company. This can set you apart from other applicants who might not take the time to follow up.
During interviews, it’s common to forget to mention any important details or feel that could have answered a question better. A thank you email allows you to elaborate on your answers, highlight your skills, or address anything you feel was unclear.
Not every candidate sends a thank you email. By taking this step, you leave a stronger impression as someone who is thoughtful, organized, and proactive.
See also: How to Prepare for an Interview: Your Guide to Landing the Job
Interviews can be stressful, and sometimes it’s hard to connect with the interviewer fully. A thank you email offers a second chance to leave a good impression. It reminds the interviewer of your personality, professionalism, and potential contributions to the team.
Now that you know why it’s important to send a thank you email, let’s explore how to write a thank you email that is genuine, professional, and also effective at the same time.
Writing a thank you email after an interview is an essential step in the hiring process. It shows professionalism, expresses gratitude, and reinforces your enthusiasm for the position. Here’s a comprehensive step on how to write a thank you email after an interview.
At the heart of the thank you email is expressing appreciation. Start by thanking your interviewer for their time and the opportunity to discuss the role. Avoid generic phrases like “Thank you for interviewing me today.” Instead, focus on the discussion to make interaction feel more personal. For example, you might say: “Thank you for taking the time to discuss the company’s innovative approach to sustainable product development.”
Tailor each thank you email to the individual you have conversations with. Mention something specific from your conversation that stood out to you. This could be a project they’re working on, a unique aspect of the company, or something they shared about the team. By personalizing your message shows that you were engaged and attentive during the interview.
If you spoke with multiple people, write an individual thank you email rather than sending a group email. Highlight what resonated with you in each discussion.
Keep your email concise like aiming for three short paragraphs. Recruiters and hiring managers often have busy schedules, so your message should be easy to read while leaving a positive impression. Focus on the key elements such as gratitude, conversation’s highlight, and reaffirmation of your interest in the role.
Pay attention to the tone and style of communication your interviewer used. If they were formal in their emails, begin with your email with “Dear [Name]” and close with “Best regards” or a similar formal sign-off. If they used a more casual tone, you might use “Hi [Name]” and end with “Thanks”. Matching their style demonstrates your attention to detail and adaptability.
Emphasize your interest in the role and explain briefly why you are excited about joining their team. For example, you might say:
“I am particularly excited about the opportunity to contribute to these efforts by leveraging my experience in eco-friendly materials research and product lifecycle optimization. I am confident that my skills will add value to your team as you continue driving impactful sustainability initiatives.”
Let the interviewer know you are available to answer any additional questions or provide further information to support their decision making process. This reinforces your proactiveness and collaborative nature. A simple line like, “Please don’t hesitate to reach out if you need any additional information,” works well.
While email is the most common and timely way to send a thank you note, consider the preferences of your interviewer. If they initially contacted you via LinkedIn, it’s acceptable to send a thank you message there. For more traditional interviewers, a handwritten note sent by snail mail can leave a lasting impression, especially if paired with an email for immediacy.
If you have decided the role isn’t the right one for you, still send a thank you email. This professional gesture leaves a positive impression which could benefit you in future interactions with the interviewer or company.
Your thank you email doesn’t have to be overly formal or complex. Since you’ve already connected with the interviewer, they are aware of your qualifications and personality. Focus on making the email as a genuine expression of gratitude rather than an exhaustive recap of your credentials.
Avoid overthinking the message. It’s more important to send a clear and concise email than to stress over perfection. Proofread carefully to ensure it’s free of errors but don’t let small concerns hold you back from sending it promptly.
Send your thank you email within 24 hours after the interview. This shows that you are proactive and respectful of the interviewer’s time.
By following these guidelines, you can write a thank you email that strengthens your candidacy and leaves a lasting impression on your interviewer.
After knowing why it is important to write a thank you email and how to write one effectively, below are examples of thank you emails for three different scenarios.
See also: 30 Smartest Questions to Ask After an Interview
This thank you email example is ideal for reinforcing your enthusiasm for the role and highlighting your fit for the job.
Dear Ms Brown,
Thank you for taking the time to meet with me yesterday to discuss the Marketing Manager role at BrightLight Solutions. I truly appreciate the opportunity to learn more about your team and the exciting projects you’re working on.
I particularly enjoyed our conversation about how your team approaches innovative problem solving through collaborative brainstorming sessions. It reinforced my enthusiasm for the position and my belief that my experience in leading cross-functional teams aligns well with the goals of your marketing department.
I’m very excited about the possibility of contributing to BrightLight’s mission of delivering exceptional customer campaigns and am confident that my skills in digital marketing strategy and analytics would bring value to your organization.
If there’s anything further I can provide to assist with your decision making process, please don’t hesitate to reach out.
Thank you again for your time and consideration.
Best regards,
Zhang Wei
If there was something you didn’t have the chance to explain during the interview, this email allows you to provide further context or share additional relevant experience.
Hi Mr. Jamil
Thank you for the opportunity to interview for the Data Analyst position at TechTab. I enjoyed learning more about the company’s vision and how this role contributes to improving operational efficiency through data-driven solutions.
Our discussion about streamlining workflows across departments stood out to me, and I realized after our conversation that I didn’t get a chance to elaborate on a relevant experience from my previous role at StepUp Corp.
During my time as Business Analyst at StepUp Corp, I led a project to redesign internal processes for managing client onboarding and successfully reduced onboarding time by 25% and improved customer satisfaction by 15%. This involved analyzing data from multiple sources, collaborating closely with cross-functional teams, and implementing a new system that remains in use today. I believe this experience aligns well with the goals we discussed for your team, particularly in optimizing processes and delivering measurable results.
I remain excited about the opportunity to contribute to TechTab’s mission of creating scalable solutions for your operational challenges, and I hope this additional context demonstrates my ability to bring value to your organization. Please do not hesitate to reach out if there is any further information I can provide to support my candidacy.
Thank you again for your time and consideration.
Warm regards,
Henrik Andersen
Even if you have decided that the position isn’t right for you, sending a thank you email shows professionalism and respect for the interviewer’s time.
Dear Dr. Rossi
Thank you for taking the time to meet with me to discuss the Project manager role at Greens Technologies. I truly enjoyed learning more about your team and the exciting work you are doing in sustainable energy solutions.
After careful consideration, I have decided to pursue other opportunities that align more closely with my current career goals. This was a difficult decision, as I greatly respect the mission of Greens Technologies and the professionalism of everyone I had the pleasure of meeting.
I sincerely appreciate the time and effort you have invested in the interview process and wish you and your team continued success.
Best regards,
Emily Nguyen
These examples above reflect thoughtful and professional approaches for different situations after an interview. Whether you are interested in the role, wish to provide additional information and context, or need to politely decline, these will help you write an effective thank you email.
Writing a thank you email after an interview is a simple yet impactful step. Take the time to write a thoughtful message, express your genuine gratitude, and highlight key points from your conversation during the interview. By doing so, you will showcase your professionalism, enthusiasm, and attention to detail.
Start trying to write a thank you email after your next interview to stand out in your job search and move closer to landing your dream role!
