Interviewing

How to Write a Compelling Post-Interview Thank You Note

May 27, 2021

Crafting a straightforward and positive thank you note after an interview makes you stand out and positions you as the right candidate for the job. By writing a thoughtful post-interview thank you letter, you are expressing gratitude and sending a powerful message to the interviewer that you are thankful for their time and the opportunity they gave you.

In this article, we give you useful tips and highlight important insights about drafting a compelling thank you note to secure your next job:

What is an after-interview thank you letter?

Writing a thank you letter after an interview enables you to continue to make a good impression on your potential employer. When you draft a note expressing your respect and appreciation to the hiring team, you are writing a post-interview thank-you letter.

If you are at par with all the other interview finalists, a warm and positive note showing your thankfulness to the recruitment team can make all th difference. Research shows that 63% of hiring managers are likely to hire candidates who follow up interview sessions with a thank-you note. Sending such notes signal to interviewers that you are aware of corporate-level interpersonal skills.

Business etiquette and interpersonal skills mean a lot to organizational cultures and onboarding processes. Recruiters will go for those candidates that show high-level etiquette by drafting a thankful email or letter.

Related: How to use Indeed to job search during COVID-19

What to consider when writing a post-interview thank you note

Crafting a powerful and personalised post-interview letter can be easy if you follow the correct steps. It's important to be professional but still infuse an appreciative tone in your letter. Here are crucial factors you need to consider when writing a thank you letter or email after a phone or face-to-face interview:

Timing

While you are not bound to a particular timeframe, sending a thank you note at an appropriate time is essential to giving the right impression. Sending a letter too soon after an interview may show motivation, but it can also signal that you are using post-interview letter templates.

On the other hand, sending your thank you note weeks after the interview might say to interviewers that you have little interest in the job. We recommend you send your letter within three days after the interview. However, if you know they are hiring under a tight schedule, send your letter as soon as possible.

Target

Another important factor to consider when sending an post-interview thank you email is who to send it to. If you are interviewed by more than one person, you should send each individual a custom email. If you do not have their contact information, make sure to thank them by name in a note to your hiring manager.

Also, identify if your recruiting team is from a recruitment agency. Recruitment agencies can have different rules regarding contacting interviewers. Please find out if such rules exist with your interviewers before sending a thank you letter.

Length

Keep your post-interview letter short but informative and comprehensive. Your letter should get straight to the point of thanking them for their time. Make your email or handwritten letter memorable by highlighting the key points.

Ensure that your letter is not too short as this may imply a lack of effort to your potential employer. If you are sending the note to individual members of the team, keep each message personalised and precise.

Tone

It is important to maintain a professional and warm tone throughout your letter. A thank you letter provides a meaningful way to acknowledge the recruiter's effort too.

Permeate the hearts of the interview team with positive and upbeat gestures that leave a good impression. Highlight the fun parts of the interview and show that you are a person who can interact, communicate and collaborate with others with ease.

How to write a thank you note after an interview

Job interviews give you a chance to express yourself and set yourself apart from other candidates. Now that we have covered how to draft a letter of appreciation to hiring managers and the right tone to use, here are a few steps to help you write a captivating post-interview letter:

1. Address your letter to the right person

Before drafting your thank you note, consider if you will be sending your letter exclusively to the head hiring manager or the whole interviewing team as well. Do some research about the company culture ahead of time to determine what would be best.

In Hong Kong, traditional corporations may have a more conservative approach, requiring you to send a formal thank you note to all recruiters as a sign of respect. International organisations, on the other hand, may be more casual, therefore it would be acceptable to send your letter to just your hiring manager.

2. Open with an appropriate greeting

Remember that structuring your letter professionally sends a clear message regarding your attitude and communication skills. A proper salutation is another way to capture the attention of your potential employer. Ensure that you personalise the message with standard and formal salutations such as “Dear Ms. Jane,” or “Hello Mr. Donald.”

3. Write a custom message

Employers can catch a copy and pasted thank you note from the internet immediately. It is important to create a custom message to show that you value the job opportunity.

While at the interview, be attentive and note what the hiring manager requires of their ideal candidate. Address those issues in your follow-up message. You can also share nuances such as hobbies with the interviewer to show that you are a good fit for the company.

4. Proofread your post-interview letter or email

A presentable and well-structured follow-up email is free from errors. Carefully read and reread your message to eliminate awkward sentence structures, spelling and grammatical mistakes and cliches. Polish your note to make it shine among the rest.

5. Show that you are a fit for the company culture

Show that you understand the organisation's culture, ethics and values in your thank you letter. Highlight what you like about the vision of the company and the people that work there. Dedicate a short two to three sentence paragraph for this.

6. Keep it brief and concise

You can captivate and excite your interviewers with a short and concise letter of gratitude. Your potential employer receives dozens of emails a day so show that you appreciate their time by keeping a tight reign on your word count. Thank the hiring manager or recruitment agency for taking the time to interview you, highlight the key points of your conversation and restate your interest in joining them.

7. Conclusion

Close your letter with a professional sign off such as “Yours faithfully,” “Yours sincerely” or “Best regards.” Leave your contact information at the bottom of the email so that they can easily get in touch with you. You can also add a link to your social media handles and work portfolio for them to get to know your work better.

Read more: COVID-19 and your job: tips and actions to consider

Things to include in your thank you letter

Hong Kong hiring managers are diligent and pick up on small mistakes and structural errors. To help you write better, follow our list on things to include in your follow-up email:

  • Subject line. Get straight to the point and write a clear subject line.
  • Show gratitude. Begin your letter with your reason for writing. It could be as simple as just saying "Thank you" in your opening sentence.
  • Interviewer's name. Address the recruiting team directly by their names. If you are addressing the manager, address them with their correct title.
  • Communicate your enthusiasm. Restate your interest in the job to make your employer know you are genuinely eager to join their team.
  • Key interview highlights. Include specific references to topics discussed in your interview. This makes your email or letter appear personalised and authentic.
  • Agree to provide additional information. Be open to sharing your work to help the hiring team make an informed decision.
  • End on a good note. Thank the interviewer again and sign off professionally.

Taking your time to write a thoughtful post-interview email makes a difference. It shows you are polite and courteous. Ensure that you include all the necessary details and keep it brief but informative.

Post-interview thank you letter example

Follow our example thank you letter below to impress your hiring manager:

Elisa Chang,

Flat 34, 06/D, Lee Building,

180 Brimstone Road,

Wan Chai,

Hong Kong

Dear Ms. Poon,

Thank you for considering me for the position of Operations Manager. I am grateful for the time and insight you brought forward in the interview session. I am intrigued by your business culture and excited about the possibility of joining your vibrant team.

It was a pleasure meeting your dedicated hiring team. Your team's professionalism and articulation of the modern tenets of operations truly fascinated me. I was particularly interested in your company's R&D project and would love to be part of it.

I understand that your organisation is undergoing a transformative period and would love to lend my skills and experience. I also noted that you want to venture into mainland China and other South East Asia markets. I have worked in these international markets before and can truly become a valuable asset to your company.

I look forward to working with you and the Operations team. Thank you once more for this once in a lifetime opportunity.

Sincerely,

Elisa Chang

elisa.lee@hongkongmail.com

+852 1234 1234

Read more: Tips from a recruiter: standing out to hiring managers during COVID-19

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