How to Write a Thank You Email After an Interview (With Examples)

How To

Wed Apr 24 2024

How to Write a Thank You Email After an Interview (With Examples)

Writing a thank you letter after an interview is an action that few candidates pay attention to the most. But actually, this is the "power" that helps them score extra points and can "double" their chances of being selected.Giving thanks is important in life. Similarly, in the job search process, sending a thank you letter after an interview is not only a way to show politeness, professionalism, and gratitude but also helps you create a positive impression on the employer. So after the interview, don't just silently wait for a response, but immediately write a thank you letter to the person who interviewed you. Just welcome every opportunity with a positive attitude, even though the results may not be as expected.However, not many people know how to write an effective and professional thank you email. This article, Rapid Resume, will guide you on how to craft an effective and professional thank you email after an interview, with several important notes when writing and tips to optimize your emails, as well as providing some "standard" thank you email templates for you to freely refer to.

1. Why You Should Send a Thank You Email After a Job Interview?

Experts and experienced recruiters all agree that writing a thank you letter after an interview is an important step that should be taken. Regardless of whether the candidate passes or not, he or she should still write a thank you letter to the person who interviewed him or her. Instead of waiting in anxiety, why not write a thank you letter to the employer? Because at least they gave you the opportunity to experience and review your abilities. This not only shows your professionalism but also "subtly reminds" the employer that you are that you are eagerly awaiting information from them.So, don't passively wait for the employer to respond, but proactively send them a thank you letter after participating in the interview. This is the highlight that makes the difference between you and other candidates. However, you just need to write it briefly, concisely and sincerely, not overly elaborate or lengthy.The following reasons will help you see the necessity and advisability of sending a thank you email after an interview:Create a positive impression: No matter what the result would be, through the interview, you have had the opportunity to share about yourself, your work experience, and your professional skills with the recruiter. By sending a thank you letter to the person who took the time to talk and listen to you is a polite act, showing your interest and respect for the position and the time they have spent with you. You can show your appreciation even if you don't know whether you have "passed or failed." This shows the recruiter how you value the time they spent with you.Helps adjust and supplement information: In the interview, if you have not been able to fully demonstrate the advantages suitable for the applied position, a thank you letter will be an opportunity to help you fill those gaps. You can adjust or add additional information for the employer so they can reassess your suitability for this position before making a decision.Increase your chances of being accepted:  According to a CNBC report, in fact, only 25% of entry-level applicants actually send thank-you notes after interviews. In the context of the current difficult economic situation, the recruitment process is always very competitive; writing a thank you letter after the interview will help you stand out, thereby improving your chances of being hired, especially in cases when the employer is still hesitating between you and other candidates.Express gratitude to the employer: Sending a thank you letter after the interview is also a way for you to show your gratitude and appreciation for receiving this interview opportunity. This also helps the employer feel your sincerity, thereby helping you create a good impression and a better connection. A professional and sincere thank you email will help you stand out from other candidates.Create a good relationship with the employer: Writing a thank you letter after an interview can help you create a good relationship with the employer and show your interest in the job position. Recruiters may have interviewed so many candidates, gone through dozens of application emails, and done other tasks in their department in a day; just guess how much they can remember about you. In times of uncertainty like this, a thank you email is a way for you to remind them of who you are and also a way to express your professionalism indirectly.After understanding the importance and benefits of writing a post-interview thank-you email, remember to send a thank-you email to the person who interviewed you within 24-48 hours after the interview process.

2. How to Write a Thank You Email After an Interview

To write an impressive and smooth thank you letter after an interview, remember to pay attention to the following contents:

2.1. The subject line

Before you start crafting your post-interview thank you email, remember that the subject line is also very important to avoid being lost in the thousands of other emails in the employer's inbox. Because recruiters also get thousands of emails every day, and it's essential that a subject line must convey the main message.Please ensure that the subject line of your letter is coherent, clear and specific. Remember that the purpose of this email is to send to whom and for what reason. When setting the title, always keep these two questions in mind to ensure professionalism and that your email is not getting ignored! There is no need to get too creative with the email subject line. A clear subject line that shows what the email is about, such as “Following up on interview for [job title] position”. Also, there’s no need to duplicate your name as well because it appears in a sender line.

2.2. The greeting

The best way to determine your email greeting is based on what you called the interviewer during your meeting with them. If you used their first name in the interview, address the email to their first name. If you used their last name, just address it to their last name. Also, do not forget to thank the interviewer for taking time out of their day to speak with you.A small keynote: If you want to personalize the email, try to reference a discussion from your previous interview. Did the interviewer share information about their personal life, or anything going on in the company, or any specifically interesting subject you two have in common and discussed? Adding this quick reference to a topic during the interview into this part of the email might help the recruiter remember who you are, and it also shows that you were paying attention during the interview process

2.3. The body

The content of the thank you letter is the most important part to help you score more points in front of the employer, even if you did not perform very well in the interview. For the content of the thank you letter after the interview, you need to mention the following issues:
  • Affirm your interest and excitement in the position applying for at the company. If, after the interview, you feel that you are not suitable for the job position or company, please frankly refuse with a few reasons to save time for both parties.
  • Mention things you find interesting during the interview, along with an explanation for that feeling, to increase the connection with the employer.
  • Boldly bring up points that you feel are not suitable for you or add necessary information that you have not had the opportunity to say in the interview.
  • Highlight additional outstanding advantages in the knowledge and experience that you think are suitable for the position you are applying for.

2.4. Close and signoff

At the end of the letter, you can express your desire to work at the company as well as ask suggestive questions to see if the employer needs you to provide any additional information after the interview. At the same time, remind them that you are eagerly awaiting the result of the interview from the company and look forward to hearing a response soon. Please note that, once again, don't hesitate to thank the employer for the valuable time the employer spent interviewing and reading your thank you letter. Kindness and politeness will help you gain professional attitude points in the eyes of the employer.The right email signoff should end your email in a positive and professional way. Make sure that it matches your tone and the company's culture as well. Here are some signoff options for you to refer to:
  • Yours Sincerely
  • Respectfully Yours
  • Best Regards
  • With Gratitude
  • Kind Regards
  • Best Wishes
After the signoff, include your contact information, either manually or as part of your regular email signature. This could include a cellphone number, a website, or whatever you feel comfortable sharing so it's easy for the hiring manager to get back in touch with you.Here's an example for you to refer to:
  • Your Name
  • Email Address
  • Phone Number
  • Professional website (optional)
  • LinkedIn URL (optional)

3. Interview Thank-You Email Examples

Here are some examples of thank you emails you can use to build your own perfect email. Keep in mind that this sample is intended to give you a sense of how to format your email and to demonstrate what information should be included. However, you’ll need to tailor it to reflect your own circumstances.

Example #1:

Example #2:

Example #3:

4. Tips for Sending a Thank You Email After an Interview

In order to make the thank you letter after the interview to truly become a "weapon" to help you conquer the employer, you should pay attention to the following points listed below:

4.1. Timing of the letter

Normally, employers will interview many candidates and carry out many other tasks in a day. If you send a thank you letter too long after the interview, it may take the employer a long time to recognize you, and you may miss the best time to influence the employer's decision.Therefore, please send the letter within 24 hours after the interview. Because at that time, the candidate's impression still lingers in their minds and sending a thank you email to the employer at this time will help you earn bonus points more easily. A promptly sent thank-you letter along with sincerity will certainly be received more positively.

4.2. Recipient of the email

If you participate in a 1-1 interview, you just need to send it directly to your interviewer. In case there is more than one interviewer, you can send a separate letter to each person or just send it to the HR director or the main interviewer, but don't forget to dedicate 2 - 3 sentences mentioning the interview with the others and thanking them.

4.3. Reasonable length of the email

The purpose of a post-interview thank you letter is to help candidates express their gratitude for receiving the interview opportunity and, at the same time, express their interest in the position they applied for. Therefore, you only need to briefly and skillfully present the above in about 200 to 300 words, avoiding writing too verbose and lengthy. Instead, write briefly with enough information you need to convey that is related to the interview and the job content; you should not write too much about other issues.Moreover, an email with even margins, line spacing and paragraph breaks will look neat and make it easier for the recipient to read and get the main information.

4.4. Clear content and appropriate style

When sending a thank you email after an interview, you should be careful to avoid using slang, emojis or spoken language. You should use polite words and standard expressions, and be careful with each word to show your neatness and professionalism. Choose the appropriate style and expression to avoid causing discomfort to the recruiter. Writing a thank you letter to the employer may seem simple, but if not done properly, your image will quickly lose points in the eyes of the employer.

4.5. Written with sincerity

Nothing is more important than your attitude. In your email, express your deep gratitude for the interview opportunity you received, reaffirm your interest in the job, and share your desire to contribute to the success of the company. The core thing to impress the employer is the sincerity and gratitude expressed through every line that you express.

4.6. Avoid expressing too much personal emotion

After the interview, candidates will certainly have many different thoughts and emotions. Some people are excited, thinking they will pass; others are depressed because they think they haven't performed well. Whatever your thoughts, you should not express those feelings when writing a thank you letter after a job interview.Writing a thank you letter after passing an interview will definitely be more comfortable and easier than the opposite case! However, a thank you letter sent to the employer after failing the interview will show the inherent politeness of the job applicant.

4.7. Double-check the letter content before sending

This is the final step after you have completed the entire content and form of the letter. Before sending the letter, you should check again to ensure that your letter does not have spelling errors or errors in expression, grammar, or misnames of the employer.Besides, align the margin, adjust the line spacing properly, and ensure the letter is clear and easy to read, which is also a way to help you be rated higher. Try to ensure that there will not be any errors in the letter to show that you are careful in everything, whether in small or big situations.

Written By

Wendy Nguyen

Wendy Nguyen

Marketing Coordinator

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