Thank You Email After an Interview: 15 Amazing Tips (with Samples) ʕ•́ᴥ•̀ʔっ♡

Oct 7, 2020 | 0 comments

How to write a thank you email after an interview with samples.

I.     Introduction

Is a thank you email necessary after a job interview?
 
Yes, yes — and yes.
 
No matter what anyone tells you, sending a thank you email after meeting with recruiters or a hiring manager will always be the courteous thing to do — whether you end up landing that job or not.
 
Why?
 
Because good manners never go out of style and can tell a lot about you as a person. And guess what? Everyone wants to hire people who are easy to get along with and have good social skills.
 
So, the question is not, Is a thank you email necessary? but rather, How do I write a great thank you email after an interview?
 
The good news is that drafting a good thank you email is more of an art than a science and leaves plenty of room for customization and creativity. The rules are not as strict as with resumes or motivation letters, for example.
 
However, there are still a few things you want to keep in mind to make sure you get it done right and make the most of it.
 
To help you out, I have gathered my top 15 expert tips on writing a thank you email after an interview.
 
The best part?
 
If you stick it out to the end of this post, you will also get:
 
1. A step-by-step how-to writing guide
 
And
 
2. Ready-to-use thank you email templates
 
Ready? Let’s do this!
 
Table of Contents hide

II.     Top 15 Tips on Writing a Thank You Email After a Job Interview

Do These Before Writing Your Thank You Email

1. Get the Contact Details of the Recipients

There’s no point in writing an email if you don’t know who to send it to, right?
 
So, for starters, you should get the full names and email addresses of all the recipients of your thank you email.
 
One way to do that is by looking them up on the company’s website and/or LinkedIn.
 
However, bear in mind that the information on there may be out of date. People change emails, job titles, and surnames all the time — and their online profiles don’t always reflect that.
 
So, to make sure you don’t miss something or someone, it’s best to ask for the business cards of the people interviewing you at the end of the interview itself. That will ensure you have their up-to-date contact details.
 
But if you forget to do that in the heat of the moment (it happens more often than you’d think!), don’t panic. You can always phone up reception and ask for people’s details after the interview.
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Important:

Always double-check that you have the most up-to-date contact details of the interviewers on the day of the interview.

2. Consider How Many Emails to Send

If you had more than one interview, you must always send a separate thank you email to each of your interviewers.
 
And don’t just change the salutation and copy-paste the rest!
 
When sending an interview thank you email to multiple interviewers, you should personalize each message to reflect the conversation you had with its recipient.
 
The only exception is when you’ve been interviewed jointly by a panel, in which case you can write just one email and copy everyone in.
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Important:

Send a thank you email to every single one of the interviewers.

3. Get the Timing Right

You should always aim to send your thank you email as soon as possible and no later than 24 hours after the interview.
 
However, do NOT send the email:
 
  • After working hours
  • In the evening
  • Very early in the morning
  • Over the weekend
  • On national or major religious holidays

If you were interviewed on a Friday morning, send the email that same afternoon or first thing on Monday.
 
Note that this rule applies even when you know your interviewer has a flexible working schedule. Even freelancers, part-time workers, and the self-employed like to have their evenings to themselves. If you do get the job in the end, your manager will let you know if it’s okay to contact them outside of standard working hours.

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Important:

Aim to send the email within 24 hours after the interview.

Pro Tip:

Having a rough draft of the email ready before the interview will ensure that you send it out as soon as possible.

4. Think of Ways to Add Value to Your Thank You Email

A good thank you email is about expressing gratitude.

An excellent thank you email, however, is about expressing gratitude AND providing the recipient with added value.

In practical terms, that means spicing up your message with informational and useful content. You can link out to a helpful resource, include interesting industry stats, or briefly describe an example or a case study from your work.

There are three things to keep in mind here.

First, don’t go overboard: two to three sentences should suffice. A thank you email after an interview must be brief and to the point.

Second, your “added value” content should be relevant to the interview. Don’t just stuff your email with random information. Instead, use the discussion you had with the recruiters as an inspiration and a starting point.

Did the interviewers share a problem or a pain point? If so, you could research potential solutions and suggest a few.

Or did they talk about the company goals? Then think of ways you could help achieve them.

Third, get the recipients hooked. Suggest a solution to a problem or a useful piece of information, but don’t give away everything you’ve got. Simply hint at the fact that you have more valuable tips and ideas — and would be more than happy to share these at a later date.

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Important:

Add value to your email by citing industry stats, case studies, or links to helpful resources.

5. Sell Yourself

Unless the recruiters reach out to you with follow-up questions or to request further information after the interview — which is rarely the case — the thank you email is your last chance to sell yourself and make a good impression.

You want to use this chance wisely.

In other words, sell yourself. However, be smart about it. Don’t just tell the recruiters how great you are; show them.

The best way to do that is by using facts and figures as evidence. For instance, if you helped the last company you worked for to increase its annual sales by 10%, make sure to mention that. Or did you attract 10 new high-net-worth clients? That’s great — put it in your email.

If you can’t think of any stats or numbers, feel free to use an example from your past work that shows you in your best light.

In any case, though, you should use figures or examples that are relevant to the position at hand. Ideally, they should be relevant to what was discussed in the interview too.

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Important:

When selling yourself, you want to show, not tell. Also, keep it brief and understated: the facts should speak for themselves.   

What to Do After Sending Your Thank You Email

6. Check Your Bin and Spam Folder

After clicking the “Send” button, remember to check your email’s bin and spam folders a few times every day. You don’t want to accidentally miss the reply!

7. If You Get a Reply, Respond ASAP

If you do get a reply, respond to it as soon as possible.
 
The recruiter may ask for further details on the “added value” section of your email, or they may invite you for a follow-up interview. Or they might give you the job there and then!
 
In any case, you don’t want to leave them hanging. Making a good first impression at the recruitment stage is crucial.
 
And that applies even if you get a rejection. You never know; you may find yourself applying for that same position or for a different job with that employer at a future date. Make no mistake: the recruiters will remember the impression you make now — and they may have even put it on file.
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Important:

Do not leave the recruiters hanging. Write back to them ASAP. However, make sure your email is well-thought-out — and proofread it first.

More Expert Tips on Writing a Great Thank You Email

8. Adjust Your Tone Accordingly

Remember to adjust the tone of your thank you email to the corporate culture of the recipient. As a rule of thumb, the more conservative the organization, the more formal your writing should be.
 
If you are applying for a position with a law firm, for example, you want to keep the tone strictly professional. But if you are applying to work as a DJ, you can spice up your message with a few colloquialisms or the odd exclamation point — but use them sparingly. Less is more here.
 
In any case, though, you should stay away from emojis at this stage. You’ll have ample opportunities to use them once you land the job and get to know your colleagues better.

Pro Tip:

One easy way to get the tone of your email right is to match it to that of any emails you may have received from the recruiters.

9. Use the Right Type of English

It’s always a good idea to use American, British, or Australian English in your written correspondence depending on where your potential employer is based. While it’s certainly not wrong to use a different regional standard, some employers and recruiters can be a bit pedantic and have a preference for “their” type of English.
 
Using the local standard is especially important when applying for positions that involve writing. Think journalism, copywriting, editing, law, and the likes. In that case, you want to demonstrate that you are fully familiar with the regional standard.

Pro Tip:

Online proofreading tools such as Grammarly allow you to select your preferred regional standard of English before checking your text.

10. Proofread!

Never, ever send a thank you email (or any other kind of professional email, for that matter) without proofreading it first.
 
What’s more, you should proofread the text a few times — and then have other people look at it too. For best results, you might want to sleep on it and proofread again the next morning.
 
It’s also a good idea to run your draft through Grammarly or another online proofreading tool. This type of email is too important to rely solely on your Word spell checker.
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Important:

Two heads are better than one. Ask a friend or a family member to proofread your email.

11. Always Personalize Your Email

A generic interview thank you email is better than nothing, but it still won’t get you too far. The more you personalize your thank you email, the better. Some ways to do that include:
 
  • Referring to the interviewer(s) by their name(s) or surname(s)
  • Including real-life examples and/or figures from your past work
  • Revisit a point, a question, or a problem that was raised in the interview
  • Highlighting how you could help your prospective employer achieve their goals or how you would make a great fit for the company

Tiny tweaks like these show you have done your research and are genuinely interested in joining this particular company. That also shows you paid attention to what was said during the interview and weren’t just going through the motions.

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Important:

Personalizing the content of your email highlights your social and research skills and proves that you are genuinely interested in the company.

12. Do Not Send a Hard Copy Letter or Thank You Note

You want your thank you message to reach its recipients as soon as possible and, ideally, no later than 24 hours after the interview. That’s unlikely to happen if you send a hard copy letter in the mail. Of course, you could always have your letter delivered by a same-day courier service, but that might come across as trying too hard.

Pro Tip:

Send your thank you message via email and save that fancy paper for your resumes, CVs, and cover letters.

13. Install an Email Tracking App

It’s also a good idea to install an email tracking app or browser extension. This way, you’d know if your email reached its intended recipients and if they read it.
 
If the recruiters opened your email but didn’t respond, that could be an early indication that the interview didn’t go as well as you had hoped. So, you might want to regroup and start applying for other jobs. However, not getting a prompt response could simply mean that the recruiters are incredibly busy, so don’t panic and take everything with a grain of salt.

14. Read Thank You Email Examples

Before sitting down to write your own thank you email, make sure to check out a handful of examples online. These will give you a better idea of how to structure your email and what to include in it than just about anything else.
 
However, do not follow any template blindly. Use your common sense and always personalize your email and make it relevant to your situation, the industry, and the position you are applying for.

15. Send Thank You Emails After Phone and Online Interviews

All of the tips above apply to phone and online interviews as well. Just because you didn’t meet the recruiters in person doesn’t mean you should dispense with writing a thank you email. Quite the opposite: with so much being lost in online communication, you want to use every opportunity to sell yourself and make a great impression.

Pro Tip:

Phone and online interviews do away with body language and other nonverbal communication, leaving recruiters with not that much to go on. A good thank you email gives them something to sink their teeth into.

III.    How to Write a Thank You Email After an Interview: A Step-By-Step Guide

Are you now ready to write your thank you email?
 
If that’s a yes, make yourself comfortable, close that YouTube window, crack your knuckles, and let’s get right into it!
 
Here is how to write a thank you email after an interview:
 
  • Write the subject line
  • Add the recipients
  • Write the salutation
  • Express your gratitude
  • Restate your interest in the job
  • Bring up something that was said during the interview
  • Provide added value
  • Sell yourself
  • Say that you are available for follow-up questions
  • Remind the recipients of the deadline
  • Sign off

1. Write the Subject Line

This one is trickier than it seems. Your thank you email subject line should be short, relevant, and to the point. It’s also a good idea to include your name, especially if that is not evident from your email address.
 
The most important thing to keep in mind here is to adjust the formality of the subject line so that it matches the rest of the email.
 
Here are some great thank you email subject line examples:
 
  • Thank You: Marketing Director Interview
  • Thank You — Project Assistant Interview
  • Thank You for Your Time
  • Great to Meet You Today
  • Thank You, Karen!
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Important:

Only use the recipient’s first name if they explicitly asked you to call them that or if you know each other from before.

2. Add the Recipients

Again, make sure you have everyone’s contact details and double-check that you have not left anyone out by mistake.
 
Also, don’t forget to proofread the recipients’ email addresses — a single typo will result in your email bouncing back. You would then have to resend or forward the message to that person, which is not ideal and doesn’t exactly make you come across as someone with a keen eye for detail.
 
If you were interviewed by a panel, it’s best not to CC people. Instead, copy and paste everyone’s email addresses in the “To:” field. This way, you don’t risk having anyone feel “less than.” It might sound silly (and it probably is), but such things happen in the world of recruitment.
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Important:

A single typo in a recipient’s email address will result in your message not coming through. Don’t skip the proofreading.

3. Write the Salutation

The salutation is absolutely crucial because it sets the tone for the rest of the email. It also gives away your ability — or lack thereof — to gauge the formality of the situation and the appropriate register for that particular industry and company.
 
Here are some good examples of salutations that you can use, in order from most to least formal:
 
  • Dear Mr. Mullins
  • Dear Amanda
  • Hi Anand
  • Hey Brianne

 
If you are sending one email to multiple recipients, the good old Dear All works best. And don’t forget that the All should be capitalized.

4. Express Your Gratitude

This is a thank you email after a job interview, so before saying anything else, you should express your gratitude. Thank the interviewers for their time and say that it was a pleasure to meet them. If they gave you any specific tips or advice, make sure to bring that up as well and mention how grateful you are.
 
However, don’t go overboard. A sentence or two should suffice — and try not to get overly emotional.

5. Restate Your Interest in the Job

At this point, you want to clearly restate your interest in the position. Remember: a job interview is as much about you interviewing your potential employer as it is about them interviewing you. Quite often, interviewees realize that they don’t actually want to work with those people or at that place — and that’s perfectly fine.
 
So, if you liked what you saw on the day of the interview, let the interviewers know that. And if you didn’t — let them know as well. No one wants to hire people who don’t actually want to work with them, and the recruiters will definitely appreciate your being honest and not wasting their time.
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Important:

There is no point in leading the recruiters on and telling them you are still interested in the job when you are really not.

6. Bring Up Something That Was Said During the Interview

Here is where you want to refer to a specific point that was discussed during the interview. It could be a question you were asked or a passing comment that one of the interviewers made. In any case, it should be something you can use to either provide added value or to sell yourself — or both.

7. Provide Added Value

We already talked about how to add value to your thank you email at quite some length (see 4. Think of Ways to Add Value to Your Thank You Email above). But just to recap, you want to keep this section:
  • Brief
  • Relevant
  • Factual
  • Informational
  • Useful

Use stats and figures, link out to studies and other helpful resources, and always tie these back to a specific point that came up during the interview.

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Important:

Don’t forget to end with a cliffhanger to get your audience hooked and lay the ground for a potential follow-up conversation.

8. Sell Yourself

This is where you show the recruiters how you can help them solve their problems, increase their sales, or attract new customers. Use facts, examples, or case studies from your previous jobs to drive the point home. However, don’t dwell too long on this part: you are writing a thank you email, not a cover letter.
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Important:

Don’t try to sell yourself too hard. You’ll come across as pushy.

9. Say That You Are Available for Follow-Up Questions

Toward the end of the email, make sure to state that you remain available to answer any follow-up questions or provide further information if needed. Here is where you should provide your contact details if you haven’t done that already.

10. Remind the Recipients of the Deadline

If the interviewers agreed to get back to you by a certain date, make sure to — politely — remind them of the deadline. Don’t rush them, and try not to sound too desperate or neurotic. Something along the lines of, Looking forward to hearing back from you next week! should do just fine.

11. Sign off

Last but not least: the sign-off. There are plenty of options to choose from, but the main thing is to not make it sound too casual or too stuffy. Here are some good examples in order of formality:
  • Sincerely
  • Kind regards
  • Thank you
  • Many thanks

Sign-offs to avoid at all costs include:

  • Cheers (too casual)
  • Respectfully yours (way too formal)
  • God bless (it’s best to keep religion out of your professional correspondence)
  • Sent from my iPhone (comes across as unprofessional — and yet, you’d be surprised how often people don’t delete it)
  • No sign-off at all (makes your email seems rushed and as if you didn’t put in a lot of thought)
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Important:

If sending the email from your smartphone, make sure to delete the automatic “Sent from my iPhone” sign off.

IV.    Thank You Email Samples and Templates

You (almost) made it to the end!
 
We’ve covered pretty much everything there is to say on the subject. However, if you think you could do with some more thank you email ideas, have a look at the examples below. You can use them as templates, rough drafts, or inspiration for your own thank you messages.

Formal Thank You Email

Subject Line: Thank You — Director of Sales Interview
 
To: jwright@company.com
 
Dear Mr. Wright,
 
Thank you for taking the time to interview me this morning. It was a pleasure to meet you, and I thoroughly enjoyed our conversation.
 
After our discussion today, I am even more convinced that the Director of Sales position would make a great fit for my skills and interests.
 
I have also been thinking about the point you made about your sales goals for next year.
 
Embedding videos and other visual content on landing pages can increase conversions by 86% [insert link to source]. As part of my work at XYZ Ltd., I managed the company’s 2019 landing page strategy, which ended up boosting conversions by 90%.
 
If revamping your landing page strategy is something you would be interested in, I would be happy to discuss my experience in the area in a follow-up chat.
 
I also remain available if you have further questions or need more information.
 
In any case, I look forward to hearing from you next week.
 
Thank you again.
 
Sincerely,
 
Patricia Gray

Informal Thank You Email

Subject Line: Thank You, Tom!

To: tling@company.com

Hi Tom!
 
Just wanted to thank you again for taking the time to interview me today. I really enjoyed our chat and am so happy Jen put us in touch!
 
After talking to you, I am now 100% convinced that I would love working at the dog shelter. You and everyone on the team seem lovely and have so much passion for what you are doing.
 
I’ve been thinking about what you said about people leaving their dogs because of “problematic behavior.” The shelter I work at currently partners with a non-profit that offers free dog-training sessions to people with financial difficulties. They are looking to partner up with more shelters, and you guys seem like the perfect candidate.
 
If that’s something you’d be interested in, let me know — I’d be happy to have a chat.
 
Looking forward to hearing from you after you get back from your trip!
 
Thanks again,
 
Matt

Thank You Email Panel Interview

Subject Line: Thank You — Paralegal Interview
 
To: dgray@law.com, aalamuddin@law.com, rkohler@law.com
 
Dear All,
 
Thank you again for taking the time to interview me today. It was a pleasure to finally meet you all in person.
 
I thoroughly enjoyed our talk and am now even more convinced that joining ABC Legal would be the next best step in my career.
 
I found your insights on family law particularly interesting, so I did some further research on the topic. It looks like the Family Commission is working on a proposal to amend Article 40 and make the children of non-national parents eligible for financial support too.
 
I worked on a couple of such cases last year and would be happy to share my perspective on this.
 
I also remain available in case you need more information or have for further questions.
 
Thank you.
 
Sincerely,
 
Racheal Cabrelli

Thank You Email After Phone Interview

Subject Line: Thank You: Interview
 
To: m.lerous@mail.com
 
Hi Martin,
 
Thank you again for taking the time to have a chat over the phone today — I really enjoyed talking to you!
 
I found your insights on room pricing strategies particularly interesting. I’ve personally used similar models to optimize the room rates in the hotel where I currently work. As a result, we saw a 68% growth in week-day bookings over the last quarter, and we are expecting an increase by a further 15% for this one.
 
Based on what you said about your goals for next year, I believe you could use a similar model to boost your bookings by 30% or more.
 
If that’s something you might be interested in, I’d be happy to have a chat — over the phone or in person.
In any case, feel free to contact me if you have any other questions.
 
I look forward to hearing back from you!
 
Many thanks,
 
Elena

Thank You Email After Zoom Interview

Subject Line: Thank You: Zoom Interview
 
To: a.sokolov@mail.com
 
Dear Alex,
 
Thank you for taking the time to chat over Zoom today. I’m sorry we could not meet in person, but I hope to be able to see you once you get back from your work trip.
 
It looks like the company is heading in a really exciting direction. I would love to help it grow and branch out to new markets in Central and Eastern Europe.
 
As discussed, I looked into the latest stats for the Russian market, and they seem promising. I believe you can expect a tenfold return on investment — or even more if you consider implementing the model I was telling you about. If that’s something you’d be interested in exploring, I’d love to have a follow-up chat.
 
In any case, let me know what your thoughts are when you get the chance.
 
I look forward to hearing from you.
 
Many thanks,
 
Maria

V.    Thank You Emails: Final Thoughts

Now you’ve truly made it to the end! Congratulations!
 
As always, feel free to let me know what you thought of the article in the comments section down below. Do you find it useful? Did you learn something new? Did you use my tips in a real-life situation — and how did that work out for you?
 
And just to recap, here are some of the key takeaways when it comes to writing a thank you email after a job interview:
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Writing a Thank You Email: Key Takeaways

  • Send the email no later than 24 hours after the interview
  • Proofread religiously and double-check that you have up-to-date contact details
  • Use the right tone and regional English register
  • Refer to specific points that were discussed during the interview
  • Bring added value to the email by providing useful information, facts, or stats
  • Sell yourself using real examples from your work or your credentials

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