Getting nervous about sending the perfect thank you note after a big interview? It’s easy to second-guess what to include and how to stand out. Whether you had an awkward phone screening or three rounds of flawless interviews, you’ve come to the right place. I’ll walk you through everything you need to know – from nailing the right tone to real-life templates you can adapt.
Thank you notes after an interview serve a far more pivotal purpose than just being a formality. Let's take a closer look at why they should be a part of a job search strategy.
A post-interview thank you note gives you the chance to continue conversations in a meaningful way instead of just recapping what was already said. You can highlight key topics from the interview discussion and expand on points you really want to drive home.
For example, if you ran short on time when explaining a certain project, you can use your note to enrich those details. Or if you realized after the fact that you forgot to mention a particularly relevant skill, your note allows you to seamlessly interject that now. Rephrasing your qualifications and fit for the role also helps solidify why you’re the ideal candidate in the hiring manager's mind.
Even with both sides eager to land the right hire or job, the interview process demands substantial time and coordinated effort from the employer. Very few candidates will take a moment to explicitly acknowledge that investment. Extending genuine thanks within your note for the interviewer's time and consideration amidst their numerous responsibilities leaves a remarkably positive impression.n.
Hiring managers can't assume candidates still feel enthusiastic about the potential job after the interview concludes. In fact, they expect many applicants are juggling interviews with multiple companies. Unless you proactively reinforce your passion and interest in the position through a thank you note, that doubt remains. Follow-ups explicitly convey your ongoing excitement and eagerness to join their team.
While thank you notes clearly carry multiple benefits, very few candidates actually bother to send them. But when you do craft these thoughtful follow-ups, it makes you instantly memorable among the endless stream of applicants. Sending a note also demonstrates initiative some hiring managers notice and appreciate. One study underscored this impact, with 80% of HR managers saying post-interview thank you notes positively influenced their hiring decisions.
Crafting the perfect thank you note is all about being concise yet compelling. You want to reinforce your fit and qualifications while respecting the hiring manager's busy schedule.
This straightforward sample covers the basics after an introductory call:
Subject: Thank you for your time
Dear Ana,
Thank you for taking time to speak with me about the social media manager role on Monday afternoon. Our phone conversation was truly enjoyable. I appreciate you explaining more details about what success looks like in the first 30, 60, and 90 days on the job.
I sincerely believe my experience would allow me to add value on projects like onboarding influencer partners and enhancing content strategy. Thanks as well for explaining the great company culture focused on employee mentorship.
Please pass my regards along to the rest of the hiring team. I hope we have the chance to continue the conversation on site at some point soon. In the meantime, please let me know if any other information about my background would be helpful as you make your decision.
Sincerely,
Once you’ve met the hiring manager face-to-face, you can expand details:
Subject: Thank you for our informative discussion
Dear Ms. Klein,
I sincerely enjoyed meeting with you yesterday to continue discussing the senior developer role, specifically hearing your vision for improving real-time user personalization.
Our conversation only increased my enthusiasm. I strongly align with STA’s innovative thinking and community-focused mission. Particularly knowing 60% of resources fund STEAM education access, I would feel rewarded contributing my specialized machine learning expertise to such an inspiring workplace.
I also understand seamlessly onboarding would allow me to bypass certain training programs given my 15 years of relevant experience. My priority is pushing visionary enhancements forward, not going backwards. I’m eager to demo my capabilities further through the code assessment you mentioned would be the next step.
Please don’t hesitate to reach out if any other specifics around my background would be helpful. I greatly appreciate your time and consideration throughout each interview stage.
Best regards,
Want to particularly wow an interviewer? Proactively share relevant ideas to demonstrate initiative beyond the basics.
Subject: Following up on our meeting
Dear Samir,
I sincerely enjoyed our thought-provoking discussion yesterday about revamping your digital training content.
In particular, your goal to enhance multimedia resonated. To that end, I mocked up a few quick smartphone-friendly video concepts expanding on the topics we discussed:
[Video: Basic Sales Techniques] [Video: Troubleshooting for Beginners]I’m very excited at the prospect of structuring truly engaging, on-demand training resources for your world-class sales staff. Please let me know your thoughts on ideas worth pursuing further. I welcome any prototyping opportunities that could demonstrate my abilities to deliver forward-thinking solutions.
Thank you again for your time and consideration. Please reach out if I can address any other questions at all.
Best,
Use any of the following subject lines to grab attention whether the recipient is a hiring manager, recruiter or company representative.
Timing is everything when it comes to sending your post-interview thank you note. You want your message to stand out from the barrage of emails hiring managers receive – as well as all the other candidates interviewing for the same role. That means ensuring your note arrives at the optimal moment for impact.
Ideally, you should send your follow-up within 24 hours of finishing your interview. Hiring managers often arrange back-to-back interviews to fill an open position. They could speak with dozens of applicants over a few days before making any decisions. With so many conversations happening in a short window, you need your thank you to reach the interviewer's inbox before your discussion fades from their memory. Even waiting just one or two days can significantly dilute the power of your note to leave a lasting, positive impression.
Of course, if your interview falls on a Friday, this 24-hour rule becomes even more strict. You'll need to get your thank you email out the very same day, Friday evening, as opposed to waiting until the next business day. Letting your note sit over the weekend creates unnecessary delays when Friday interviews already receive extra scrutiny.
Hiring managers worry far fewer candidates will follow up promptly when there is a weekend in between, and they take notice of who makes the extra effort. Sending your thank you several days later on Monday essentially wastes your opportunity to connect back with the interviewer quickly when your conversation remains top of mind. It also signals you might not be as enthusiastic or responsive once hired if less pressing items fall by the wayside.
The bottom line? Always prioritize sending your thank you email within a day at most, no matter how hectic your schedule may get. Set a phone reminder if needed to avoid an accidental oversight sabotaging this final, pivotal impression. With Friday interviews, you simply can't afford waiting until Monday, so block out time Friday evening to craft messages before the weekend hits.
You’ve put care into crafting the perfect thank you note. Don’t undo all that diligent work by making these common yet major mistakes:
Ideally, send your follow-up within 24 hours. Hiring managers batched-schedule back-to-back interviews. You want to reach their inbox before specifics of your discussion fade. Allowing even 48 hours to pass risks diluting that pivotal first impression during the interview itself.
Typos or grammatical errors effectively cancel any goodwill you conveyed professionally. Always carefully proofread both emails and handwritten cards before sending. Harsh but true: flawless writing is expected. Don’t hand over easy excuses to eliminate you as careless.
If you interviewed with multiple staff including the HR coordinator, department manager and SVP, avoid taking shortcuts. Don’t copy-paste one generic message. Carefully customize and tailor each note to resonate with what you discussed with that particular person.
Related to the above, always individually email your note to one single recipient at a time for a personal touch. Having multiple hiring decision-makers see each other copied in your “To” field looks sloppy and rushed. Segment those contacts into separate notes addressed individually to each person.
Who warrants your gratitude and follow-up notes? Everyone gives their input! Even assistants or other staff who briefly hosted you shape hiring opinions. Thank everyone who gave their time - no matter how influential they may or may not seem on the surface.
A business card provides you with the interviewer's contact information, including their full name, position, phone number, email address, and company address. Requesting a business card shows that you are professional and serious about maintaining business relationships. It indicates your interest in the position and the company. Even if you don't get the job, the interviewer might become a valuable contact in your professional network.
Follow the advice in this comprehensive playbook, and your notes will demonstrate communication finesse while keeping you top of mind with the hiring team.
Now that you’re equipped with actionable tips – go make your thank you notes count!
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