People spend most of their time preparing for difficult interview questions to leave the best impression, but a follow-up email after the interview is just as important.
With years of experience in the labor field, I highly appreciate that since it highlights your professionalism, dedication to the job position, and gratitude towards the employers for spending their time with you. Even if you fail to make it to the final round, the HR managers will probably contact you again once they have another job position more suitable for your skill sets and background.
Below are some tips compiled from our research to help you write the best post-interview email.
In this article:
Format & 8 Golden Tips to Write A Post-Interview Thank-You Email
A thank-you email should have a subject line, greeting, main body, and sign-off, each composed according to the company’s culture and the role you apply for. The note should be concise yet sincere and mention special/memorable topics in the interview that can instantly remind the recipient of who you are. Proofread at least twice once you finish, especially the interviewer’s name.
The Basic Format of An Interview Thank You Email
1. Subject Line
How to write the subject line depends on your applied position, the company culture, and who you are writing the email to. I suggest choosing something more formal if it is a corporate job; for small businesses and startups, put more warmth and enthusiasm into your words.
Here are several options, from the least to the most formal:
- Thanks for the chat!
I enjoyed the meeting today - Thank you so much for your time
- [Job position] [Interview] Thank you
- Follow up on the interview for the [job position]
2. Greeting
Writing a good greeting might be tricky, especially if you barely know anything about its recipient. Still, in most cases, a personalized line (that does not look like you have copy-pasted it elsewhere) will be the safest choice. Take a look at these examples, from the least to the most formal:
- Hi
- Hello
- Dear
- Good morning/Good afternoon
Regarding the recipient’s name, you should write the one your interviewer used to introduce himself. For instance, if Nathaniel Xing referred to himself as Nate, use Nate. If he used Mr. Xing, then write Mr. Xing.
Unsure about his full name? Search for it on the label’s website or LinkedIn. Of course, always remember to double-check your spelling.
3. Body
The main purpose of the email body is to remind the recipient of who you are and why you will be the best fit for the job position. Therefore, it is important to jog his memory about you by mentioning something both of you have discussed earlier.
Again, always show your keen attention to small details and adjust your language use based on the job position you apply for. By illustration, exclamation marks might not work for a higher-up position but will be appreciated if you apply for a customer service job; still, to avoid sounding too eager or overboard, just use 1-2 marks.
And remember, even just one typo will work against you. Proofread every word and sentence carefully.
4. Sign-off
You should conclude your email on a professional yet positive note that matches the company’s culture. Express your excitement to a certain degree while still being respectful.
There are several options (from the least to the most polite/formal) as follows:
- Take care
- Thanks again
- Best wishes
- Kind regards
- Best regards
- Sincerely
After signing off, include your info and contact (either manually typed or as a default part of the email signature), such as your LinkedIn profile, website, phone number, or all three.
8 Extra Tips for Your Interview Thank-You Letter
1. Send The Email Within 24 hours
If you want to write an email, do so within the first 24 hours of the interview.
Plan the general outline ahead, and draft anything you like to mention in the email right after the interview ends. I suggest choosing an interesting story you two have enjoyed discussing or a skill/experience you would love to mention one more time; it’s easy to think of the appropriate follow-ups for such topics.
2. Personalize Your Email
Each thank-you email should be tailored to the interviewer you have spoken with; these unique touches will draw their attention instantly and help you leave a long-lasting, positive impression.
Let’s say you are writing to an external recruiter; light-hearted, fun stories related to the job positions might be greatly appreciated. However, an executive or CEO is much more visionary and probably does not like to go through trivial details; instead, you should discuss your determination to bring impactful changes to the company and organization.
Also, ask yourself whether the interviewer shared any specific information about the company or their jobs – or if you two have the same interest or hobby.
3. Be Concise
Busy employers and managers receive hundreds of emails daily; they tend to skim over long letters and emails.
Therefore, you should keep your note concise and on point: 1-2 paragraphs (with 2 to 3 sentences for each) is enough. The email body should focus on the most memorable interview topics and your anticipation for the role.
4. Be Your (Professional) Self
You don’t have to adapt the interviewer’s personality or tone in your email. It would be best to keep everything as “you” as possible without sounding too casual or relaxing, or else it would be like texting a friend.
This strategy also assures your recipient that you are the best match for the position. A person who cannot mesh well in writing is unlikely to adapt when working with other employees.
Still, in some instances, it’s advisable to mention some jargon that the interviewer used to show them you can catch up with their communications or processes. For example, do they use “milestones” instead of “deadlines”? Then mention “milestones” in your note as well.
5. Thank Them Sincerely
Do not just talk about yourself; you should also thank the interviewer for spending a lot of time getting to know you.
If you two have somehow developed a rapport in person, it would be better not to refer to the meeting as an “interview.” Instead, use “discussion” or “chat” (if your recipient does not mind informal language) to make it sound more intimate and less like a tick-the-box procedure.
6. Mention Your Next Steps
At the end of the email, talk about your next steps. Are you looking forward to their responses? Do you have any plans for the job position, or what will you do to follow up?
You can also ask them whether there is any topic they would love to discuss in detail with you – or suggest they contact you for any additional questions.
7. Proofread
As mentioned above, double-checking (or even triple-checking) the spelling should be your top priority, whether it is a thank-you email, a resume, or a cover letter. If needed, ask a family member or friend to read it over and catch any grammar or spelling mistakes. Most importantly, do not misspell the recipient’s name!
8. Email Is Not The Only Way
Most of the time, a simple, concise thank-you email is fine, especially after online interviews. But remember that while email is popular, you do not always have to stick to this format.
From my research, it’s acceptable to contact them through the original platform where you two met. Let’s say the HR reached you via LinkedIn; then, you can just message them on LinkedIn after the interview.
And if your interviewer seems like a traditional person or prefers handwritten notes, do not forget to drop a letter/ card in their mailbox. Add a quick line in your email to inform them about the card; for instance: “I also dropped a letter at your front desk!” “I am a great fan of handwritten notes myself, so I have sent you a letter to your mailbox!”
How to Send A Post-Interview Thank You Email to Multiple Interviewers
- After the interview, send a follow-up email to everyone in the interview room with you.
- The interviewers might share your emails later with each other, so make sure each thank-you note is personalized and not 100% similar.
- One exception is panel interviews (especially those that invite various job candidates to join at once via Skype or phone). In that case, one email addressed to everybody in the interview is enough.
What You Should Not Say In A Thank-You Email After Interview
Never mention the following in your email, regardless of the job position:
- Apology for an interview mistake. I know it’s hard not to think about your performance during the interview process and how it could have gone better. But do not mention it; you cannot know for sure whether the hiring manager noticed your mistakes or not. By apologizing, you will only draw even more attention to them.
- Inquiries about benefits and salary. Even if you are very likely to land the job, prying into benefits and salary before you become their official employee is not a wise move. In the worst-case scenario, the HR manager might change their mind about hiring you.
- Begging for the position. Needless to say, an applicant appearing too desperate is a huge turnoff for any recruiter.
Some Samples of Thank-You Emails After Interview
1. Short and Straightforward Note
Subject line: Thank you for meeting up with me
Dear Amelia,
Thank you for meeting me yesterday. Our talk about the Marketing Manager role was enlightening; it is a fulfilling position that offers excellent opportunities for collaboration and career growth. I believe my marketing-focused degree and professional background align well with the role’s demands.
I would love to discuss these opportunities further. If you need any more details about my references or qualifications, please feel free to get in touch.
Best regards,
Lily Lee
Email: [email protected]
2. Informal Note
This email template works best if you know the recipient personally or apply for jobs prioritizing casual communication.
Example:
Subject Line: Wonderful Meeting You
Hey Amelia,
It was great chatting with you; I was thrilled to learn more about the Marketing Manager role. It sounds amazing, and I genuinely believe I would be an excellent fit, especially with my degree and 10 years of experience.
Contact me anytime if you want to discuss more. Again, thanks so much for this opportunity!
Take care,
Lily Lee
Email: [email protected]
3. Formal Note
Do you apply for an industry/field heavily relying on official interactions? Then formal letters are the best choice.
Example:
Subject Line: Follow-Up for The Interview
Dear Dr. Nathaniel,
Thank you for spending your time discussing the Marketing Manager position with me this morning. It was truly a pleasure to engage in an in-depth conversation about the intricacies of marketing metrics; I found your industry insights to be both valuable and inspiring.
The information you provided about the role and future objectives of the marketing team further convinced me this position is a perfect match for my skill set and qualifications. With eight years of experience and a master’s degree in marketing, I promise to make meaningful and positive contributions to your department.
Once again, thank you for your time.
Yours sincerely,
Lily Lee
Email: [email protected]
See more interview tips:
- How To Write A Follow-Up Email After Interview
- 3 Examples For Thank-You Email After Interview
- 8 Examples of Challenges You Have Overcome At Work
- 6 sample answers of accomplishments at work
- 5 Examples of Problem-Solving in The Workplace
- How To Ask for Feedback After Job Rejection
- How to Explain The Reason for Leaving a Job on Applications
For Interview Question:
Conclusion
This guide has provided some common examples of thank-you emails after an interview and extra tips to help you leave a strong, long-lasting impression on the interviewer. Research the company’s culture and job position to adjust these guidelines accordingly, and write to me if anything needs clarification.
