Knowing how, when, and where to send a thank-you email or note after an interview is essential to proper job-searching etiquette. While it may not guarantee a job offer, it’s an excellent way to establish a human connection with hiring managers, recruiters, and interviewers. Job searching is stressful enough, so prepare ahead with a successful thank-you note. Here's a guide on how to write thank-you emails and notes following an interview.

When to send thank-you notes?

A thank-you email within 24 hours of your interview is a customary must, according to Thomson Reuters. However, the exact timing may vary depending on when a recruiter, interviewer, or hiring manager says to expect to hear back from them on next steps. The timeframe given should help you determine the best date to start following up.

Where to send thank-you notes?

Is it better to send a thank-you email or a written note? It depends on the amount of enthusiasm (and time) you have surrounding the position and interview. Email is the most time-efficient way, while a handwritten letter can be seen as an individualized touch, especially in some workplace cultures.

Either way, make sure you send thank-you notes to every single person you interviewed with. Collect business cards and search them up on LinkedIn, then address each recipient by name. And please spell their names correctly. Personalization is vital.

How to construct and send thank-you emails?

Before sending thank-you emails, keep in mind that not every interview requires one. If you have no desire to keep in contact with that company or had a poor interview experience, don’t feel obligated to follow-up. 

Also, don’t become a pestering nuisance if you feel passionate about an interview or prospective position. Consistently sending emails, calling, or even mailing letters could backfire, negatively impacting the outcome of your interview.

If you want to send a thank-you email or written note, here are some tips:

  • Begin with a salutation that is appropriate to the level of familiarity you established during the interview.
  • Start by thanking the interviewer for their time and reiterating your interest in the job.
  • Reference something that was discussed during the interview. This will show that you were actively listening and that you were engaged in the conversation.
  • Add a sentence or two that reflects your enthusiasm for the role and the company.
  • Include a call-to-action at the end of your email, such as asking about next steps or reiterating your availability.
  • Close with a sincere thank-you.

Experts' advice on thank-you emails

Will Rippetoe, a job search expert and career coach, suggests that a thank-you email should be straightforward and to the point. He usually starts thank-you emails by thanking the interviewer for their time. Then, he references something that was discussed during the call and concludes by expressing his excitement to connect with other members of the team.

Jalonni Weaver, a recruiter at Slalom, suggests that a thank-you email should reflect your personality and make you stand out. In addition, she advises applicants to avoid generic statements and instead focus on why they want to work for the company.

To summarize, sending a thank-you email or note after an interview is a great way to make a lasting impression and show that you are enthusiastic about the job. Be personal, thoughtful, and timely with your message, and don't forget to proofread and spell-check before hitting send. By following these tips, you can increase your chances of landing that dream job.

Sample Template

Dear [manager],

Thank you so much for your time yesterday and for giving me the chance to share my interest and qualifications for [job]. I particularly enjoyed learning about how your company has a training program for new employees that gives them an overview of different units and career paths.

I look forward to hearing from you.