Writing a thank-you email is a simple step that can help separate you from the other candidates. After an in-person interview or a video call, sending such an email can help make a positive impression on employers.
If you have not been sending thank-you emails because you are unsure how to go about it, you have come to the right place. Below we will answer some key questions, such as
- How to write a thank you email after an interview
- How long should a thank you letter be after an interview?
- When should I send the thank-you email?
- Who should I address the email to?
We will also provide samples for everything explained so you can better understand the email format.
Why Is It Important To Write a Thank-You Email After an Interview?
Being thankful for the opportunities you have, especially when it comes to job hunting, is extremely important. The display of your gratitude can have a direct impact on your chances of getting a job. According to a TopResume survey, a job candidate’s thank-you note, or lack thereof, directly impacted their chances of landing the job, as about 68% of the hiring managers claimed that such a step mattered to them. In fact, about 20% of them said they immediately dismissed an applicant if they did not send a thank-you note or email after the interview. Furthermore, other data support this statement as research shows that such messages have taken on even greater importance in evaluating candidates since the COVID-19 pandemic.
Regardless of such statistics, many applicants are still unaware of the disadvantage they put themselves in by not sending a thank-you email. Do not be one of them!
How To Write the Perfect Thank-You Email After an Interview
First, timing is key. Do not take too long after the interview to send the email. We would advise you to send it within the next 24 hours after the interview, of course within working days and hours so that you are still fresh in the interviewer’s mind. If you have the interview on a Friday, you may send it that afternoon or on Monday morning to not disrupt their weekend.
You should address the email to the hiring manager that interviewed you directly by name. If more than one person is interviewing you, do not send a joint email; instead, send a personalized message to each one. Do not worry. A thank-you email should be short and precise, usually between 250 and 300 words, so it will be reasonably easy to write one for each interviewer. For more information, read on as we tackle each aspect of a thank-you email.
Subject line
The subject line for the email is the line of text the interviewers first see upon receiving it. It is essential to provide sufficient information about why you are sending the email without being too long. It is best to include the phrase “thank you” and either your name or the role you are applying for (or both), the name of your interviewer, or a simple phrase. For example, the subject line for a thank-you email can look something like this:
- Thank you!
- Thank you—John Smith
- Thank you—Executive Assistant
- Thank you—John Smith, Executive Assistant
- Executive Assistant, John Smith—Thank you
- Thank you, Mrs. Adams!
- Thank you for your time!
The subject line provides enough context about the email so that the receiver can open it whenever they see fit, as such an email is not urgent.
Personal greeting
As with most professional emails, the personal greeting for a thank-you email should be formal and appropriate. You can’t go wrong with a simple “Dear (name of interviewer),” as it is a common and polite salutation. In addition, you can follow up the greeting with something cordial such as “I hope this email finds you well!” or “I hope you are doing well!”.
Expressing appreciation
After your greeting, you should express your appreciation, as that is the purpose of the email. Thank the interviewer for the time they spent in the interview, the opportunity to speak with them, as well as the information they provided about the company and position during your talk. You can write something along the lines of:
“Thank you for taking the time to meet with me today and talk about the position of Marketing Specialist with ABC Inc. I appreciate all the information you provided me with regarding your marketing team. It was a pleasure to learn more about your company and your approach to digital marketing.”
Emphasize your interest in the job
Next, you should once again restate your interest in the job. Of course, the fact you applied for it clearly indicates your interest. However, employers also prefer to know that you are genuinely enthusiastic about joining the organization and working with their team. So make sure to mention that in your email. You can write something like:
“Our conversation about the goals of your company made me even more excited about potentially joining ABC Inc. I was particularly fascinated by your focus on the digital side of marketing and your plans to make the most of the opportunities technology has presented in the marketing world.”
Suppose you are no longer interested in a job after the interview. In that case, you should still send the interviewer a thank-you email and, at this portion of the text, let them know that you have realized the role might not be right for you. Do not waste their time; instead, thank them for the opportunity.
Refer to your skills and qualifications
Although the email’s purpose is to show the employers’ appreciation, it doesn’t hurt to refer again to your skills and qualifications that make you suitable for the job. Do not use the entire email to market yourself once again, but instead refer to your conversation in relation to what you can provide for the employer. For example:
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“Based on the information you shared about the position and the objectives of your marketing team in the upcoming years, I am convinced that my qualifications make me an ideal candidate for the role. I believe that the skills I have gained through my Master of Science in Marketing, as well as the four years of experience in the field, would make me a valuable addition to your marketing team.”
Offer to provide additional information if needed
Lastly, let them know that you are ready and willing to answer any further questions they have, as well as provide more information or send any other documents needed. Be brief and polite through it all. A simple closing paragraph like the one below should suffice:
“If there is any additional information I can provide you with that can assist with the decision-making process, please let me know.”
Close with a professional sign-off
Lastly, just like you opened the email with a professional greeting, you should close it with a professional sign-off. You can write something like this:
- With sincere gratitude,
- With sincere thanks,
- All the best,
- With thanks and appreciation,
Make sure to sign your full name and include basic contact information, such as your email address and telephone number. Optionally, you can include some additional relevant links, such as your professional website or LinkedIn profile.
Thank-You Email Sample
Subject Line: Thank You, Mrs. Gomez!
Hello Jennifer,
I hope you are doing well!
Thank you for taking the time to meet with me yesterday. I enjoyed our conversation about the Front End Developer position and appreciated learning more about how the role works within your company. It was a pleasure to learn more about the way your software development team is focused on enhancing and updating software and systems to reach company goals and optimize performance.
Our conversation made me even more excited about potentially joining you and your team at ABC Inc. I was particularly interested in your plan to create training programs for the staff on building reusable codes while implementing the organization’s IT policy and practice manuals. I believe that my master’s degree in computer science, combined with my years of experience working in software engineering and proficiency in using various coding languages such as HTML, CSS, JavaScript, and jQuery, can make me a valuable asset to your team.
If you need any additional information, please feel free to contact me. I look forward to hearing back from you, as discussed.
Thank you once again for your time and consideration!
Sincerely,
James Robert
012-345-6789
Wrapping Up
Now you are ready to write a simple but effective thank-you email that all interviewers will appreciate. Next time you get out of an interview, regardless of whether you believe you have secured the job or not, write a quick email to the hiring team. Use this opportunity to show your appreciation and reiterate the points you made during the interview or include additional information you forgot to mention. Being grateful for the opportunities you are presented and giving thanks will help foster a healthy professional relationship from the beginning.