How To Write a Thank-You Letter After an Interview

By Indeed Editorial Team

Published 12 June 2021

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.

During the interview process, your ability to effectively communicate can make you stand out from other equally qualified job candidates. Showing enthusiasm for the role with a thoughtful thank-you note after the interview helps you make a lasting impression. This can also increase your chances of getting a job. In this article, we discuss how to write a compelling thank-you letter and share some sample thank-you letters that you can send after an interview.

Why is it important to send a thank-you letter after an interview?

Here are some reasons to reach out to the interviewer with a thank-you note after an interview:

  • Helps you stay up-to-date with your job application: A thank-you note reminds interviewers about your candidacy and conveys your appreciation for the effort and time they have invested in you.

  • Presents you as a considerate professional: Small gestures can make a tremendous difference, that's why a thank-you note can set you apart from other job candidates.

  • Maintains your rapport with the interviewer: Taking out time to write a thank-you note helps bring a personal touch to your application and increase its recall value with the interviewer. It also shows that you are interested in that position.

  • Encourages interviewers to hire you: If a prospective employer is considering two candidates with similar qualifications, a thank-you note may provide you with a much-needed edge.

  • Gives you the opportunity to reiterate your suitability for the job: In a thank-you note, you can also provide additional information about your skills and experience or even clarify something that was miscommunicated.

When should you send a thank-you letter after an interview?

It's ideal to send a thank-you letter within 24 hours after the interview. Getting in touch in a day conveys that you are a thoughtful and sincere individual. It shows recruiters you value the job on offer. It's also a good idea to ask for the names and job titles of your interviewers, along with their email addresses, before leaving the interview venue. In case you didn't exchange business cards, you can get their contact details from the company's receptionist. You can also find important contact details on the company's website or other reliable sources.

How to write a thank-you letter after an interview

A well-drafted, sincere thank-you note goes a long way in the minds of people. You can either send a physical hard copy or email a thank-you note to your interviewer. It's also important to ensure that your communication meets the general standards of professional correspondence. Here's a guide on what content to include in your thank-you note:

1. Address it to the right person

It's important to address your thank-you email to the right person. While it may sound obvious, it implies that you should remember the name and contact details of the interviewer. It's especially important if you are addressing a group of interviewers. Confirm that you've spelt all their names correctly before emailing them. This is the first component of a thank-you note, so it is important that you address the interviewers properly.

2. Use a proper salutation

It's important to use the right salutation when sending a thank-you email. Using a professional and cordial salutation can help build rapport quickly and set the tone for the rest of your email. You can use a simple and formal salutation such as "Dear Jenny", "Dear Ms Lam" or "Greetings" to begin your email.

3. Use a clear and specific subject line

Unless the subject line or topic of the note is clear, it may not get due consideration and could get mixed up with other routine correspondence. When you use a specific subject line, it makes it easier for the interviewer to recognise your email and prevent them from accidentally moving it to their spam folder.

4. Well-written body

This is the most important part of your thank-you note, hence it should be clear and comprehensive. It must contain a sincere expression of appreciation for the interviewer's time and effort and a summary of your qualifications for the job, clearly explaining why you are most suitable. You can also note down a unique or memorable moment that occurred during the interview, which can help the interviewer remember you.

Finally, emphasise your interest in this position. Remind them about your skills and qualifications and the value you'll bring to their organisation. Express your readiness to provide any further information that the interviewer may require.

5. Proper email closing

End your thank-you note by restating your interest in the job and the fact that you're looking forward to hearing from the company. With a final expression of gratitude, close the email with a formal phrase, such as “warm regards”, “sincerely” or “best regards”, followed by your name and contact details. This will make it easier for the interviewer to connect with you. If you are sending a hard copy letter, make sure to include your signature at the end.

Interview thank-you letter template

Here's a template of a thank-you letter you can send after an in-person or phone interview:

Subject line: Thank you for [reference of the event]

Dear [Interviewer's name],

Thank you for meeting with me in connection with [position applied for]. It was indeed a pleasure meeting with you and getting an opportunity to showcase my suitability for the position. Your insightful conversation has expanded my horizons about the company and made me appreciate the excellent work ethics and customer-centric culture being followed. This is indeed commendable and makes me more excited to join the organisation as a [the position].

In addition to my experience, I would also bring to [the position] my [skills] to the company for mutual growth. After our meeting, I am confident that the position is a strong match for my skills and experience. I believe I would prove to be an asset to your company.

If you need any further information, please feel free to contact me anytime via phone or email. Thanking you again for your valuable time and the insightful conversation. I hope to hear from you in near future.

Warm regards,

[Your name]
[Your email and other contact information]

Thank-you letter samples

Here are two sample thank-you letters you can use as a guide when drafting your own thank-you note.

Formal thank-you letter

When you are applying to a job in an industry that relies on official interactions, it's better to write a formal thank-you note. Below is an example that you can use for creating your own thank-you note:

Subject line: Thank you- interview for 'Trade Representative' position

Dear Jenny,

Thank you for taking the time to interview me yesterday for the 'Trade Representative' position. I appreciate your efforts towards creating a congenial environment and the free and frank conversation about this position. I really enjoyed meeting you and learning about the great work being done by you and your team in this field. It appears that the company is heading on a path of exponential growth and expanding its international business.

With the company poised for such a major expansion, I am certain that my five years of experience in managing international trade during my stint at Max company would be of immense use to you. In my previous role as a Trade Specialist, I headed a team of five and dealt with over 15 plus international clients in the same business niche. I am excited to be a part of your team and would love the opportunity to showcase my talent.

Please do not hesitate to contact me for any information that you may need. I look forward to hearing from you soon.

Regards

Anna Wong
anna.wong@email.com
+852-54879887

Informal thank-you letter

Here's another example of an informal thank-you email you can after an interview. This applies to smaller companies with a more relaxed company culture or if you're interviewing for an internal position.

Subject line: Great to meet you!

Hi Jenny,

Thank you so much for taking the time to talk with me yesterday. Our conversation about the 'Operations Manager' position was inspiring and it was fantastic to learn more about the role.

The details you shared about the position and goals for the operations team convinced me that the role would be a suitable match for my qualifications. I believe I would be an ideal candidate, thanks to my master's degree and five years of experience as an Operations Specialist.

I look forward to discussing more details about this opportunity with you. Please don't hesitate to reach out to me to arrange a follow-up interview. Thanks again for the opportunity.

Warm regards,
Anna Wong
anna.wong@email.com
+852-54879887

Explore more articles