Thank you notes are similar to cover letters…they are a dying breed. Many people get interviews without writing a cover letter. And people can also get hired without writing a thank you email after the interview. But I am here to help you stand out from the crowd. Not just to get a job, but to find a better paying job that you really enjoy. Maybe even thrive!
Not everyone grows up with parents who teach you how to write a thank you note after someone gives you a birthday gift or graduation present. And that’s ok! You can always learn new, positive habits. Like, right now!
Why Write a Thank You Note?
A thank you note is a very simple act of courtesy and gratitude. It’s a thoughtful way to express your feelings. Whether it’s for a tangible gift, a kind gesture, an experience or event, or simply time spent, saying thank you in the written word goes a long way. It makes people feel appreciated.
In the job search process, a follow-up thank you email can set you apart, help make a good impression, and strengthen your connection with the hiring manager, potential employer, and co-workers. It’s important to simply say thank you for the interviewer’s time.
I can tell you that in my experience over the last few years, many job seekers skip this step. So, if you start this habit now, you will make a positive impression on your prospective employers and stand out from the other candidates.
In the business world, thank-you emails are common practice, so why not learn now? Many companies practice a culture of gratitude. Here are a few situations where a thank you note at work might apply:
A salesperson may thank a prospect for taking the time to listen to the sales pitch.
A manager may thank a team member for staying late to finish a big project.
A customer may send a thank you note to a business to compliment an employee who gave exceptional service.
Wouldn’t you want to work in a place where gratitude is part of the company culture?
If you are the kind of person who takes the time to write a thank you email during the interview process, a hiring manager could assume you will treat their employees with the same kindness and care. I do believe this gesture could factor into the hiring decision.
When should I write a thank you email?
I think you should write a courtesy thank you anytime you meet with someone during the hiring process. This includes a networking meeting, a video interview, an in-person interview, a coffee meeting, a phone interview, a second interview, etc. You not only demonstrate good manners, but this is a great way to demonstrate your willingness to go the extra mile.
Sometimes the interview process can take a long time and be stretched out over months. Writing a thank you email after the first interview can help keep your name top of mind with the hiring manager.
Gather information for the thank you note.
You may want to follow my tips to be prepared for an interview. I cover how to research the company, practice interview questions, and more. You may also want to write a list of questions to ask in the interview.
It’s ok to bring in a pad of paper so you can take notes during the interview. You can use these notes to customize each thank you with details for each specific person. You can also write a note to yourself to remind you to get their contact information.
Ask each interviewer for their business card. This will ensure you walk away with their correct job title and contact information so you know where to send the thank you.
The business card will also include their phone number should you decide to do a follow-up call after the meeting.
Depending on your personality, you may want to send a handwritten note via snail mail! (This requires an envelope, postage stamp, and company address!)
Create an email template.
This doesn’t have to be a time-consuming task. You can set up a basic framework for the email and then just customize the details for each person. I am going to give you some starter copy but I suggest you sprinkle in language that better fits your own personality.
Subject line.
You don’t need to be clever or funny here. Please don’t use emojis. I suggest a simple and clear subject line like:
Thank you for your time
Thank you so much
Thank you for the interview
Salutation.
Depending on your own personality and how the interviewer introduced themself, you can try opening your email with one of these approaches:
Dear [Name],
Hi [Name],
Hello [Name],
I once interviewed at a company where the president required people to address him as Mr. Smith and not by his first name. So, my thank you email also began with Dear Mr. Smith.
First paragraph.
Thank you so much for your time today. I really enjoyed our conversation and…
…learning more about [company name] and the [position title]. I am even more excited to continue our discussions about how I may contribute to your team.
…hearing about your vision for this position within the department. I believe my experience in [something relevant] could support your team in reaching their goals.
…admire the chemistry and camaraderie between you and [name of the other person who interviewed you at the same time]. I can tell you enjoy the work and respect each other.
I wanted to thank you for taking your personal time to meet with me Saturday. I appreciate the fact you spent your personal time helping me. I really enjoyed our conversation and am excited to meet other members of your team.
Optional middle paragraph.
You can use this section to convey additional information you may have not discussed during the interview or reiterate details directly related to the position. Explain why you would make a great fit for the position and the company.
It sounds like my skill sets and experience would transfer very easily into your group and I would thrive in the supportive, team-oriented environment you've created.
I really believe my 'generalist' background would be a terrific fit and my database marketing expertise would be beneficial as you launch the [new technology thing they mentioned].
As an Eagle Scout, I can assure you my trustworthiness, helpfulness, and courteousness would be an asset to your team.
As we discussed, this would be my first job but I am very motivated and eager to start. I am not afraid of hard work and I am dependable and driven. I would be thrilled to receive a job offer from you.
I think my unique combination of [x and y skills] would be greatly utilized at [Company Name]. I look forward to future discussions.
Last paragraph.
This last sentence or two should reiterate your interest and be courteous and respectful.
I am very interested in the position and look forward to hearing from you about the next steps.
I hope you could read my genuine enthusiasm.
…and welcome the opportunity to meet other members of the team.
If you have any additional questions, I would be happy to schedule another phone call or meeting.
Closing line.
Choose one of these that fits your personality and then put your name on the line below. You may also add your phone number.
Thanks,
Sincerely,
Thank you,
Best regards,
Kind regards,
Thank you for the opportunity,
Personalize each email.
Once you set up your basic email example, you can copy, paste and customize the separate emails for each person you meet with.
Use your notes from each interview to add a personal touch for each person.
Try not to send everyone at the company the exact same email. They may compare notes. That could look a little lazy.
Pay extra attention to addressing each email with the correct interviewer's name. Especially if you are doing a copy-and-paste.
If you made a more personal connection with someone, use that tone and energy in the email.
Double-check the spelling and formatting of the company name. If you copy and paste your email from a previous job interview, you want to ensure you don’t forget to change the company name mentioned.
Double-check the spelling and formatting of your email too! Especially if you are typing on your phone. Read the email, re-read it, and then read it backward. Your brain will fix typos when you read normally. When you read backward, your brain has to focus on each word individually.
Best timing for a thank you email.
I recommend sending a follow-up email on the same day as the interview. Ideally within hours of the interview! If your schedule does not allow for this quick timing, then within 24 hours works too. We are all attached to our phones, so there really is no excuse!
Thank you for the informational interview.
Sometimes during the job search process, you will ask people for help via an informational interview. You might meet them for coffee to ask them questions about their job, background, or company. Ask them for job search advice, etc. These people also deserve a simple thank you!
Hi Jennifer,
Thank you so much for taking the time to meet with me today. I really enjoyed learning more about your background and your position with [Company Name]. I may even take an elective class in [something you talked about] so I can pursue a similar career path!
Thank you again. I will send you a LinkedIn request and stay in touch as I finish school and begin my full-time job search. Please reach out if I can ever return the favor.
Thanks,
Chris
Pro Tip: Thank the receptionist.
If you happen to go to a business with a receptionist in the lobby, remember to ask them their name too. You can also send them a thank you note. I can guarantee almost no one will do this and you will really stand out and look kind and thoughtful. This one could also be handwritten if you don’t get their email address.
Hi Judy,
My name is Chris Scherting and I was in the [Company Name] office today for an interview with [Name]. I wanted to thank you for greeting me with such kindness and making me feel welcome.
I really enjoyed my interview and am hopeful we may become co-workers in the near future!
Thanks again,
Chris
Stand out from the crowd.
I have been hiring people to work for me and with me since the late 80s. Probably before you were born! And many qualified candidates don’t bother writing a thank you email but still get hired. This is one of those things that can help you stand out and hopefully help you get your dream job. I consider it a best practice. Not only post interviews but in life!
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