How to Write a Thank-You Note (With Tips and Examples)

By Indeed Editorial Team

Published 11 April 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

A job interview gives you the opportunity to position yourself as an ideal candidate for the open position. Composing a thank-you note after the interview enables you to continue to make a positive impression on the hiring manager. This can increase your chances of getting hired for the position you're applying for. In this article, we explain how to write a thank-you note, discuss the factors to consider when composing a post-interview thank-you message and provide a few examples to help you create your own.

How to write a thank-you note

If you want to learn how to write a thank-you note, consider the following steps:

1. Begin with an appropriate greeting

Always begin a thank-you note with a greeting. You can use a common business greeting, such as Hello, Hi or Dear, depending on the work environment and culture. If you're sending a formal thank-you note, consider using a formal salutation, such as Dear Mr Lee or Dear Ms Kho. If it's a more casual workplace environment, you may begin with Hi or Hello.

Related: How to Write Salutations (With Salutation Examples)

2. Include a note of appreciation

When you compose the body of the message, consider starting with an expression of your gratitude. You can thank the hiring manager for taking the time to meet with you. Indicate the job title here for clarity, as the hiring manager might be considering candidates for multiple roles at once. For instance, you can say something like, Thank you so much for taking the time to discuss the teaching position with me today.

3. Reiterate your qualifications

Consider providing a short recapitulation of your background and experience. Make sure this section is brief, as the hiring manager might already be aware of these qualifications after reviewing your CV and meeting with you. You can connect your qualifications to the role and its unique requirements to explain why you're such a strong candidate for the position.

4. Encourage the hiring manager to take the next step

To end your thank-you note, you can encourage the hiring manager to take the next step in the recruitment process. Consider referencing what you learned during the job interview to complete this section, as it may be necessary to provide references or complete a second interview to get hired for the job. For instance, you can say something like, If you want to arrange a follow-up interview, please don't hesitate to contact me.

Related: Email Etiquette: How to End an Email (With Examples)

5. Provide your contact information

While the hiring manager may already have your contact details on file, listing them in your note can make it easier for the hiring manager to contact you for additional steps. Indicate both your phone number and email address below your closing to streamline the recruitment process. You can also add a link to your work portfolio and social media profiles for them to get to know your work better.

Factors to consider when composing a post-interview thank-you note

Here are the factors to consider when writing a thank-you note after a job interview:

Timing

Sending a thank-you note at an appropriate time is important to give the right impression. Sending a letter immediately after an interview may show motivation, but it might also signal that you're using post-interview letter templates. If you send a note weeks after the interview, it might say to hiring managers that you have little interest in the job. Consider sending your note within one to three days after the interview. If you know they're hiring under a tight schedule, though, send your thank-you note as soon as possible.

Related: How to Write a Thank-You Letter After an Interview

Target

Before you compose your thank-you note, determine if you're sending it exclusively to the hiring manager or the entire interviewing team as well. Consider doing some research about the company culture in advance to find out what would be best. Some companies may have a more conservative approach. They may require you to send a formal thank-you note to all interviewers as a sign of respect. Other companies may be more casual, so it's acceptable to send your note to just the company's hiring manager.

If there is more than one person who interviewed you, consider sending each interview a custom email. If you don't have their contact details, you can thank them by name in a note to the hiring manager. If the hiring team is from a recruitment agency, find out its rules about contacting interviewers. Recruitment agencies can have different rules regarding contacting interviewers.

Length

You can excite and captivate hiring managers with a short letter of gratitude. A hiring manager might receive dozens of CVs and emails each day, so consider showing that you appreciate their time by keeping your message short. Consider getting straight to the point of thanking them for their time. Make your note memorable by highlighting the key points of your conversation and reiterating your interest in joining them. Make sure your message isn't too short, as this might imply a lack of effort to your potential employer.

Tone

It's important to maintain a warm and professional tone throughout your note. A thank-you note can provide a meaningful way to acknowledge the hiring manager's effort, too. Permeate the hearts of the hiring team with positive gestures that leave a good impression. Consider highlighting the fun parts of the interview and showing that you're a person who can collaborate, communicate and interact with others with ease.

Related: Three Formal Letter Examples and How to Write Your Own

Post-interview thank-you note examples

Reviewing examples can help you write an effective thank-you note after an interview. Consider using one of the examples below as a guide when composing your own thank-you note:

Example 1: Short thank-you note

This short thank-you note includes all essentials in a straightforward manner:

Subject line: Thank you for meeting with me

Hello Mark,

Thanks a lot for taking the time to meet with me yesterday afternoon. We had a meaningful conversation about the graphic designer position, and I appreciated learning more about working with the marketing team. It sounds like a rewarding job, especially given the opportunities for advancement and collaboration. I believe my advanced degree in web development and marketing experience would make me a perfect candidate for the position.

I'm looking forward to discussing this position with you more. If you need more information about my references, please don't hesitate to contact me.

Sincerely,

David Lee

davidlee@email.com

1111 2222

Example 2: Detailed thank-you note

If you want to include more information about what you've discussed during the job interview, you can send a more detailed thank-you note. Sending a detailed thank-you note can show hiring managers that you were being attentive during the interview by referencing details of what you've discussed.

Subject line: Thank you for meeting with me

Dear Ms Chan,

Thanks for taking the time to interview me yesterday. I really enjoyed our conversation about the sales associate job and appreciated learning more about how the position works. The way the sales teams work together sounds ideal for achieving goals and optimising performance.

The sales associate position sounds like a rewarding job, especially given the opportunities for advancement and leadership. I believe my advanced degree in business administration from HK university and more than 10 years of experience overseeing sales teams would make me an ideal candidate for this role.

I look forward to discussing the position with you more. If you want to arrange a follow-up interview, please don't hesitate to contact me.

Best regards,

Hayden Kho

haydenkho@email.com

5555 5555

Example 3: Casual thank-you note

If you apply for a position in a company that prioritises casual communication, or you're interviewing for an internal position and you know the hiring manager well, you can send an casual thank-you note:

Subject line: Thanks for your time today

Hi Alex,

Thanks a lot for taking the time to talk with me yesterday. Our conversation about the web developer position was inspiring, and it was great to learn more about the job.

The job sounds exciting, and I believe I would be an ideal candidate, thanks to my years of experience in the field and my advanced degree.

If you want to discuss further, please contact me. Thanks again for the opportunity.

Best,

Janice Lim

janice.lim@email.com

1111 2223

Example 4: Formal thank-you note

When applying for a job in an industry that relies on more official interactions, consider sending a formal thank-you note.

Subject line: Thank you for the interview

Dear Mr Lau,

It was wonderful meeting you in person yesterday at my interview for the marketing specialist position. It was especially interesting to learn more about your job as a senior marketing manager, your team and the recent marketing campaign you're rolling out.

You mentioned needing a specialist who can learn on the go and that's a skill I'd like to continue. A few days ago, I created my own digital portfolio and enjoyed the process of figuring it out. I'd love the opportunity to continue learning with a creative team and feel confident I'd make a valuable addition.

If you need anything else from me, please let me know. I look forward to hearing about the next steps in the hiring process.

Kind regards,

Stephen Lee

1234 5678

stephenlee@email.com

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