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How to Write a Perfect Thank You Email After an Interview

Landing an interview can be both exciting and nerve-wracking. Once you’ve walked out of the room and breathed a sigh of relief, there’s one more crucial step left: sending a thank you email. A well-crafted thank you email following an interview not only demonstrates your professionalism and gratitude but could also set you apart from other candidates. It’s essential to nail this simple yet powerful gesture: a thank you email is a tool that allows you to remind your interviewer of your qualifications, express enthusiasm for the role, and thank them for their time. These emails should be timely, concise, and genuine.

Related: Follow-Up Email After an Interview [Best Examples]

10 Best Examples & Templates of An Interview Thank You Email

Interview Follow-up Email Examples (1 day, 1 & 2 weeks)

How Long Does It Take to Hear Back From an Interview?

What to Wear to an Interview (and Mistakes to Avoid)

Part 1Why a Thank You Email Matters

Sending a thank you email after an interview is a crucial step you don’t want to miss. It shows your appreciation for the opportunity and can leave a lasting positive impression on the interviewer. This small gesture not only reaffirms your interest in the position but also sets you apart from other candidates.

Taking the time to express gratitude in a thank you email can emphasize your enthusiasm for the job. It’s an opportunity to remind the interviewer of your strengths and unique qualifications, increasing your probability of being seen as a perfect fit for the role.

A well-timed thank you email can improve your chances of being remembered, even if your interview wasn’t flawless. Your email can address any misunderstandings or further elaborate on points you discussed during the interview.

Example 1:

Subject: Thank You – Marketing Assistant Interview

Dear [Interviewer’s Name],

Thank you for taking the time to discuss the Marketing Assistant position with me today. I enjoyed learning more about the role and your company’s goals for the upcoming year. I believe my experience in social media and content creation will make a valuable contribution to your team.

Example 2:

Subject: Thank You – Software Engineer Interview

Dear [Interviewer’s Name],

I appreciate the opportunity to discuss the Software Engineer role at [Company Name] with you today. I am excited about the prospect of working with your team to develop innovative apps for your clientele.

Example 3:

Subject: Thank You – Customer Service Agent Interview

Dear [Interviewer’s Name],

Thank you for the informative conversation about the Customer Service Agent position at [Company Name]. I feel confident that my experience in conflict resolution and communication skills make me well-suited for the role. I am eager to contribute to your company’s reputation for excellent customer support.

Part 2Key Components of a Powerful Thank You Email

Subject Line

Craft a concise and eye-catching subject line that captures the purpose of your email. Make it specific to the interview, including job title or company name.

Example 1: Thank you – Marketing Manager Interview
Example 2: Software Engineer Interview – Grateful for the Opportunity

Greeting

Begin your email with a polite and personalized greeting, addressing your interviewer(s) by name when possible.

Example 1: Hello Mr. Smith,
Example 2: Dear Jane,

Express Gratitude

Thank your interviewer(s) for their time and the opportunity to learn about the organization and role. Mention a specific part of the interview that you found particularly engaging.

Example 1: I truly appreciate the time you took to discuss the responsibilities of the marketing manager position with me. I found our conversation on creating innovative campaigns particularly interesting.

Highlights and Points of Discussion

Revisit key points or topics you discussed during the interview, sharing any additional insights or relating them to your skills and experience.

Example 1: Our conversation about expanding the company’s social media presence resonated with me, as I have successfully implemented similar strategies in my previous role.

Reiterate Interest

Express your enthusiasm for the position, reaffirming why you’d be a great fit. Highlight your alignment with the company’s culture and values.

Example 1: After learning more about the company’s goals and values, I am even more excited about the opportunity to contribute my skills and experiences as a marketing manager.

Address Any Concerns

If there were any questions or concerns raised during the interview, address them briefly while offering solutions or explanations.

Example 1: You mentioned the importance of adapting to new marketing tools quickly; I have a proven track record of learning and applying new software efficiently.

Closing Line

End your email with a polite and professional sign-off, expressing your hope for further communication.

Example 1: Thank you once again for your time. I look forward to hearing from you regarding next steps in the process.
Example 2: I appreciate your consideration and hope to have the opportunity to discuss my candidacy further.

Use these components to craft a powerful thank you email that leaves a lasting impression, demonstrating your enthusiasm and professionalism.

Part 3Timing and Format

You should send your thank you email within 24 hours of your interview.

  1. Timing Example 1: If your interview took place on a Tuesday at 2 PM, be sure to send your thank you email by Wednesday at 2 PM.
  2. Timing Example 2: After a morning interview on a Friday, try to send your thank you email by the end of the workday.

In the body of your email, restate your interest in the role, demonstrate your understanding of the position, and mention a specific aspect of the interview that you enjoyed discussing. It’s also a good idea to briefly reiterate your qualifications, emphasizing one or two key points that make you a strong fit for the role.

  1. Format Example 1: Dear Ms. Johnson, Thank you for discussing the marketing coordinator position with me yesterday. I enjoyed learning more about the company’s goals, and I believe my background in social media marketing would make me an excellent fit for the role. I particularly appreciated your insights on the upcoming product launch.
  2. Format Example 2: Dear Mr. Smith, I am grateful for the opportunity to interview for the software engineer role yesterday. The company’s innovative approach to software development and the collaborative team environment truly resonate with me. My experience with Python and JavaScript would contribute to your team’s projects.

You can use the interviewer’s first name if they addressed you using your first name during the interview.

End your email with a closing, such as “Best regards” or “Sincerely,” followed by your name and contact information. Remember to proofread your email for any spelling or grammatical errors before sending it.

  1. Closing Example 1:
    Best regards, [Your Name]
    [Your Email Address]
    [Your Phone Number]
  2. Closing Example 2:
    Sincerely, [Your Name]
    [Your Email Address]
    [Your Phone Number]
    [Link to your Linkedin profile]

Part 4Common Mistakes to Avoid

  • Informal tone

    One common mistake to avoid in your thank you email after a job interview is using an informal tone. It’s essential to maintain a professional tone even if the interview was casual. Stick to proper grammar and avoid using slang or emojis.

  • Delayed follow-up

    Another mistake you should steer clear of is sending the email too late. It’s best practice to send your thank you email within 24 hours of the interview. This shows gratitude and enthusiasm for the position, and keeps you fresh in the interviewer’s mind.

  • Lack of clarity

    Be clear and concise when expressing gratitude. Don’t ramble or go into unnecessary details about the interview. Stay focused on communicating your appreciation and highlighting your strengths without sounding arrogant or boastful.

  • Forgetting to proofread

    Skipping proofreading your email can lead to a poor impression, so always double-check for spelling and grammatical errors before hitting send. Ensure your message is polished, and that it reflects your professionalism.

Incorrect Thank You Email, Example:

Subject: Thank U so much 4 the interview

Hey I need u to know that interview was super chill, can’t wait till im part of the team LOL! ttyl, Jane

This email’s informal tone and use of abbreviations are unprofessional.

 

Example of a Good Thank You Email:

This thank-you email is professional and expresses appreciation while reiterating the candidate’s qualifications:

Subject: Thank You for the Interview

Dear Ms. Johnson,

I’d like to thank you for the opportunity to discuss the marketing specialist role yesterday. Your explanations about the company’s marketing strategy and your team’s plans for the future impressed me.

I believe my experience in digital marketing and content creation aligns well with the responsibilities of the role. I’m enthusiastic about the prospect of contributing to your team’s success.

Thank you once more, and I look forward to hearing from you soon.

Best regards, Jane

 

Example of a Good Thank You Email:

This email uses a clear, professional tone, while also demonstrating enthusiasm and confidence in the candidate’s skills:

Subject: Thank You, Interviewer’s Name

Hi Jake,

I am grateful for the opportunity to discuss the software engineer position during today’s interview. It was great to learn about your team’s projects and the company culture.

My background in web development and database management align with the requirements you mentioned for this role. I am confident in my ability to contribute positively to your team’s ongoing projects.

Thank you once more, and I am looking forward to your response.

Sincerely, John.

Part 5Customizing Your Email for Different Interviewers

When you have multiple interviewers, it’s essential to customize your thank-you email for each interviewer. To address each interviewer appropriately, consider their role in the hiring process, their interactions with you during the interview, and any specific topics discussed.

  • First, gather the contact information for each interviewer. If you didn’t receive their email addresses, you can reach out to the main point of contact, such as the HR representative, and politely request their emails.
  • For each email, start by addressing the interviewer by their name. It shows you took the time to personalize the message and helps create a connection. Then, briefly thank them for the opportunity to interview for the position. Be specific about the role you interviewed for to show you understand the job you’re applying to.
  • In the main body of the email, try to mention any memorable moments or discussions you had with the interviewer. This displays genuine interest in the company and that you were attentive during the interview. Alternatively, you can bring up a topic they may have emphasized or seemed passionate about to show you’re eager to learn and align with the team.
  • Lastly, reiterate your excitement for the position and how your skills align with the requirements of the job. This is your chance to briefly remind the interviewer why you’re a good fit for the role.

Part 6Customizable Thank-You Email Templates

When you’re writing a thank you email after your interview, the best method is to use a simple and professional template. This will help you express your gratitude effectively while also showcasing your professionalism. Here are a few thank you email templates that can be tailored to fit your individual needs:

Template 1: The Straightforward Note

Subject: Thank You for the [Job Title] Interview

Dear [Interviewer’s Name],

I wanted to extend my appreciation for the opportunity to interview for the [Job Title] position at [Company Name]. It was great to learn more about the role, your team, and the company culture.

I am confident that my skills and experience align well with the requirements for this role, and I’m excited about the potential to contribute to [Company Objective or Goal].

Thank you once again for your time and consideration. I look forward to hearing from you regarding the next steps.

Best regards,

[Your Name]
[Your Email Address]
[Your Phone Number]

Template 2: The Personal Touch

Subject: Thank You for a Great Conversation – [Job Title] Interview

Hi [Interviewer’s Name],

Thank you for taking the time to speak with me about the [Job Title] position at [Company Name] today. I particularly enjoyed our discussion about [Specific Topic from the Interview] and how it relates to the role.

Your insights into the company culture and the day-to-day responsibilities of this position helped confirm that this opportunity would be an excellent fit for my abilities and goals.

I appreciate your consideration and am eager to learn more about the next steps in the process. Have a great day!

Warm regards,

[Your Name]
[Your Email Address]
[Your Phone Number]

Template 3: The Thoughtful Inquiry

Subject: Grateful for the [Job Title] Interview – A Quick Question

Dear [Interviewer’s Name],

Thank you for taking time out of your day to discuss the [Job Title] position at [Company Name] with me. I enjoyed learning about the role and how it fits within the wider team and organization.

While we went over many aspects of the position, I am curious about [Specific Aspect or Responsibility]. Can you please provide some clarity or direct me to a resource to learn more? Your guidance would be much appreciated.

I am excited about the opportunity to contribute to [Company Objective or Goal] and appreciate your time and consideration. I’m looking forward to hearing from you about the next steps.

Best regards,

[Your Name]
[Your Email Address]
[Your Phone Number]

Template 4:

Dear [Interviewer’s Name],

Thank you for the opportunity to interview for the [Job Position] this morning. I enjoyed our conversation about [Topic Discussed] and appreciate your insights on [Related Job Function or Requirement].

I’m excited to join the [Company Name] team and contribute to [ Specific Area or Project Discussed]. Considering my experience with [Relevant Skill or Project], I’m confident that I can add value to the team and help achieve its goals.

Looking forward to the next steps.

Best Regards, [Your Name]

Template 5:

Hi [Interviewer’s Name],

I’m grateful for the chance to interview for the [Job Position] at [Company Name] today. Your mentioned passion for [Topic Discussed] resonated with me, as I share that enthusiasm and believe it’s crucial for success in the role.

Based on our discussion, I believe my background in [Relevant Skill] would make a positive impact on the [Team or Department Name]. Thank you for considering me for this position, and I’m eager to learn more about the opportunity.

Kind regards, [Your Name]

Template 6:

Hello [Interviewer’s Name],

Thanks for speaking with me today about the [Job Position] at [Company Name]. Learning about your team’s approach to [Specific Function or Process Discussed] was exciting, and I’m inspired by how you emphasized [Company Value or Goal].

I believe that my experience in [Relevant Skill or Field] would allow me to contribute and grow in this role. I’m looking forward to potentially working with you and the team.

Best Wishes, [Your Name]

Choose the template that best suits your style and situation, and feel free to modify it to match the tone of the interview. The most important thing is to convey your gratitude, reiterate your interest in the position, and make a positive impression.

Part 7Following Up After the Thank You Email

Once you’ve sent your thank you email, it’s important to follow up and maintain communication with the company. Keep track of the timeline they mentioned during your interview for when they will make a decision or when you should hear back from them.

If you haven’t heard from the company after the specified time, feel free to send a polite follow-up email. In this email, express your continued interest in the opportunity and inquire about the progress of their decision-making. Keep the email brief and professional.

Part 8Follow-up Interview Email Template

Subject: Checking in About the [position] Opportunity

Dear [interviewer’s name],

I hope this email finds you well. I wanted to touch base about the [position] role at [company] since our interview on [date]. At that time, you mentioned that you’d be making a decision by [date the decision was promised]. I understand that situations may evolve, and I’m eager to learn if there is any update or feedback on my application.

Thank you for considering me for the role. I’m excited about the opportunity to contribute to [company] and am looking forward to potentially taking the next steps. Please let me know if you need any further information from my side.

Best regards,
[Your name]

Related: Interview Follow-up Email Examples (1 day, 1 & 2 weeks)

How Long Does It Take to Hear Back From an Interview?

Part 9Second Interview Thank-You Email Template

In some cases, your interview process might include multiple rounds or meetings. If you received a new contact through the interview process, make sure to send a thank you email to them as well. Maintaining communication with all the involved parties shows your enthusiasm for the company and the opportunity.

Example 2:

Subject: Thank You for the [position] Second Interview

Dear [new interviewer’s name],

It was a pleasure to meet you during my second interview for the [position] role at [company]. I enjoyed our discussion about [specific topic from your conversation] and appreciate the insight you provided.

Your description of the [specific aspect of the company or role] has further cemented my interest in joining your team and contributing to [company’s] ongoing success. I’m excited about the possibility of working together. Please feel free to reach out if you have any questions or need additional information from me.

Best regards,
[Your name]

Part 10Linkedin Thank-You Message Template

Building relationships is essential in professional networking. Remember to follow up with a connection request on LinkedIn or send a brief email to stay connected even if you don’t get the job. You never know when other opportunities may arise with this company or through the connections you’ve made during the interview process.

Hello [interviewer’s name],

It was great to meet you during my interview for the [position] role at [company]. Although I wasn’t chosen for the role, I enjoyed our conversation and would like to stay connected. I look forward to learning more about your work and following [company’s] progress in the future.

Best regards,
[Your name]

Related: 10 Best Examples & Templates of An Interview Thank You Message

Interview Follow-up Email Examples (1 day, 1 & 2 weeks)

 

Part 11Additional Tips for a Successful Post-Interview Communication

  • When writing your thank you email, make sure to showcase your skills and qualifications, demonstrating how well-suited you are for the position. Emphasize what makes you unique and how your experiences align with the company’s needs.
  • Show your enthusiasm for both the community the company operates in and the LinkedIn information you’ve encountered; this further expresses your dedication to the opportunity.
  • Begin your email with a personalized greeting, addressing the interviewer by their name. This demonstrates your attention to detail and fosters a sense of connection.
  • Include a note of appreciation, thanking the interviewer for the time spent discussing the position and any other relevant information provided during the interview. This simple gesture can leave a lasting impression.
  • Be concise and to the point, prioritizing clarity over embellishment. Avoid making exaggerated or false claims about your experiences or abilities. Ensure your tone is confident, knowledgeable, and neutral.

Example 1:
Subject: Thank You – [Your Name]
Dear [Interviewer’s Name],
Thank you for discussing the [Job Title] role with me yesterday. Talking about the company’s future in the [Industry] sector made me even more excited to contribute my skills and qualifications to [Company Name]’s success. I appreciate the information you shared, particularly about your community outreach initiatives. I’m confident my background in [Specific Skill or Qualification] would make me an asset to your team.
Looking forward to the next steps.
Best Regards,
[Your Name]

Example 2:
Subject: [Your Name] – Grateful for the Opportunity
Hi [Interviewer’s Name],
I wanted to express my gratitude for our conversation regarding the [Job Title] role at [Company Name]. Your insights on the upcoming challenges in the [Industry] were fascinating, and I am eager to bring my [Specific Skill or Qualification] to the table. It was inspiring to learn about your commitment to the community and your LinkedIn presence. I am enthusiastic about joining your team and making a difference.
Warm Regards,
[Your Name]

Example 3:
Subject: Appreciative for the Interview – [Your Name]
Hello [Interviewer’s Name],
I wanted to thank you for providing me with the opportunity to learn more about the [Job Title] position within [Company Name]. Your explanation of the company’s role in the [Industry] sector was enlightening, and I truly appreciate the time you took to review my background and qualifications. Your engagement with the wider community, as evident on LinkedIn, is commendable. I’m excited about the prospect of contributing to [Company Name]’s growth and utilizing my [Specific Skill or Qualification] to drive results.
Sincerely,
[Your Name]

Proofreading and Finalizing Your Thank You Email

Before hitting the send button on your thank you email, it’s crucial to proofread and finalize your message. This step ensures you’re presenting yourself as a professional and detail-oriented candidate to your potential employer.

Start by double-checking for typos and grammatical errors. Read through your email slowly, scanning each word and sentence to make sure everything is spelled correctly and the grammar is flawless. A helpful tip is to read your email out loud; this can help you identify awkward phrasings or inconsistencies in your tone.

Next, pay attention to the formatting of your email. Make sure it is clean and easy to read. Use concise paragraphs, bullet points, and proper spacing to break up text, allowing an improved reading experience for your potential employer. Consistent formatting demonstrates your care for details and organization skills.

Also, check that you’ve addressed the email correctly. Double-check the recipient’s name, job title, and email address to avoid any confusion or errors. If you’re unsure about the correct spelling or title, refer to the employer’s website, your interview notes, or find it on professional platforms like LinkedIn.

Finally, examine the overall tone and message of your email. Ensure that it is confident, knowledgeable, and neutral. Stay away from using exaggerated or false claims. The goal is to express your appreciation for the opportunity, reiterate your interest and enthusiasm for the position, and leave a positive impression on the employer.

Related: Follow-Up Email After an Interview [Best Examples]

How Long Does It Take to Hear Back From an Interview?

Interview Follow-up Email Examples (1 day, 1 & 2 weeks)

What to Wear to an Interview (and Mistakes to Avoid)

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