How to Write a Thank You Email After an Interview (with 4 Examples!)

The interview process can be long and tiring, but it’s important to show your enthusiasm throughout. One way you can do this is by writing an email and sending to your hiring manager to send post-interview.

Sending your interviewer a thank you note after speaking can help to separate you from the pack – it leaves a stronger first impression of you and makes you a more memorable candidate, even after the interview is over.

So how do you write an effective Thank You Email? In this article, we break down all you need to know about thank you emails and how you can use them to your advantage.

Why Write a Thank You Email (Objective of Thank You Notes)

The simple answer to why you send a thank you message is that it is the easiest way to leave a positive impression on the interviewer after the interview ends.

Writing this email is an act of courtesy thanking them for their time, and shows your sincerity in applying for the role.

They likely deal with multiple people for each position, and in some cases, it’s many more than this. So, your gratitude can mean a lot, and this is why it’s important to sound genuine instead of templated.

They also act as an opportunity to clarify any remaining interview questions you might have forgotten to ask during the process, or to repeat something you think the interviewer might have missed.

You can do this with an in person interview, a phone interview or even if you’ve just had a Zoom interview with your potential employer. It’s good business etiquette, and there’s nothing you can lose from sending a polite email.

How Soon to Send Thank You Emails

If possible, send the thank you note straight after the interview. Don’t worry too much about sounding eager, as a well written email that doesn’t apply pressure or insist on an immediate reply will almost always be well received.

Plus, the points discussed during the interview are still fresh in your head, and it is a neat way to wrap up your interview.

What Sections to Include in Thank You Emails

What sections or information you write in your thank you email depends on the format you choose.

However, some common elements in Thank You Emails include a subject line, showing gratitude and personalising the message that you’re sending – let’s go into these in a bit more depth.

A Subject Line

Open your Thank You Email with a concise subject line that clearly conveys your email’s intent.

Some examples of effective Subject Lines include:

• “Thank You for Your Time”
• “Thank You for the Interview”
• “Great Meeting You Today”

Being simple yet polite with your words is important, and using clear subject lines ensuring that your interviewer knows what your message is about.

Personalised Greeting

Next, begin the email with a personalised greeting, such as “Dear <Interviewer’s Name>”.

Do not start with a ‘Dear Sir/Madam’, as this shows a lack of care and attention from your interview process.

Express Gratitude

It’s easy and effective to start your email by expressing sincere thanks to the interviewer.

Some examples include:

• “Thank you for taking the time to speak with me today.”
• “Thank you for discussing more about the Account Manager role with me today.”
• “Thank you for sharing with me more about the Account Manager role today.”

At this point, you may wish to reiterate your genuine interest and excitement about the company and role. 

You could also repeat a point you wish to emphasise, or why you are a suitable fit for the role.

Note that this should only take about 1-2 short sentences! Do not write too lengthy sentences or repeat what should have been discussed in the interview.

Indicate Interest in Following Up

Before you close off, indicate to the interviewer that you are open to address any questions they might have.

For example, you could conclude with this line:

“Feel free to let me know if you require further information from me, or have any other questions for me. Thank you.”

This will allow the hiring manager to go on with their day without having to feel about emailing you back, which can add pressure to an already busy schedule.

Leave Your Contact Information

Finally, don’t forget to leave your contact information. You might wish to leave further information like your mobile phone number here to make it as easy as possible for the interviewer to contact you if necessary.

What Not to Write in Thank You Emails

The Thank You Email could be the last chance to set a positive first impression.

There are some common mistakes that interviewees make. Even if it’s an exciting opportunity, don’t put pressure on the hiring manager for an answer.

It’s unlikely that your Interviewer or Hiring Manager would make the hiring decision immediately after the interview.

Thus, do not ask about the interview outcome right after the interview! It could leave a sour impression of you as a candidate, and hurt your chances.

You should also avoid trying to discuss salary after the interview, especially if this is only the first or second round of interview.

As with the above, it creates an impression of impatience and unprofessionalism.

4 Sample Thank You Emails Templates to Send After an Interview

Now that you’ve learnt the structure of Thank You Emails and what to avoid writing in them, how do you actually write one?

Here’s some basic templates that you can edit and adapt to your own circumstance. You can expand on them as you wish, but they hold the fundamental elements you need when conversing with hiring managers.

Sample Email 1: Short and Simple

Hi Mr. Leung,

Thank you for taking the time to meet with me yesterday to discuss the Marketing Manager position at XYZ Company.

Feel free to let me know if you require any further information from me. I look forward to hearing the next steps.

Warmest Regards,
Marie Waters

Sample Email 2: Formal

Dear Mr. Leung,

Thank you for meeting with me yesterday to discuss the Marketing Manager position you are trying to fill for XYZ Company. I really enjoyed our conversation, and believe my background in marketing communications and management makes me a strong match for this position.

Please don’t hesitate to get in touch if you have any additional questions for me. Thank you again for the opportunity to speak yesterday, and I hope to hear from you soon.

Sincerely,
Marie Waters

Sample Email 3: Detailed

Dear Mr. Leung,

Thank you for meeting with me yesterday to discuss the Marketing Manager position you are trying to fill for XYZ Company. I really enjoyed our conversation, and believe my background in marketing communications and management makes me a strong match for this position.

I am especially grateful for your explanation of the unique structure of the Marketing team and how it closely collaborates with both the Sales and IT teams. I’m excited to learn more.

Please don’t hesitate to get in touch if you have any additional questions for me. Thank you again for the opportunity to speak yesterday, and I hope to hear from you soon.

Sincerely,
Marie Waters

Sample Email 4: Informal

Hello Mr. Leung,

Thanks once again for yesterday’s interview, and for sharing with me more about the Marketing Manager position at XYZ Company.

I thoroughly enjoyed learning more about the role and company! I’m excited to contribute my skills in B2B Sales and Marketing to boost readership for the company’s insightful content.

Feel free to let me know if you require further information from me. Looking forward to hearing the next steps.

Best,
Marie Waters

3 Final Tips for Writing Thank You Emails

Before you go, here are 3 final tips for you when you’re writing Thank You Notes.

1. Be professional and courteous! Don’t come off as desperate

As a candidate, you don’t wish to come off as impatient or desperate to the interviewer. This evokes a negative impression of you, and could appear unprofessional.

These behaviours could negatively influence the outcome of your interview. So, treat this as a professional courtesy and not an opportunity to find out how well you done.

2. Don’t ask for an outcome immediately after the interview.

As shared above, it is unlikely that the interviewer or hiring manager will make the decision upon the end of the interview. Therefore, do not pressure or rush them to give you an outcome immediately.

A polite and well mannered email can be a valuable contribution to your application. A pushy tone can make many hiring managers feel like you’re entitled.

3. End off with a prompt for the interviewer to follow-up with next steps.

If this has not been discussed in the interview itself, another way to end your Thank You Email would be to express interest in the next steps:

“Looking forward to hearing the next steps.”

This could also be a good way to follow-up with the interviewer in a subsequent email, if you have not heard back on an interview outcome after some time.

Conclusion

In the past, giving your interviewer a thank you letter or a handwritten note was a great way to ensure you’re at the surface of the interviewer’s mind. Now, we can do this with a simple follow up message via email.

It’s important not to spam your interviewer and send just one thank you email after the interview as a courteous gesture to thank the interviewer for his time – but please, don’t ask if you got the job right after the interview!

Give them some time, and wait patiently for their reply. And if all has gone well, hopefully you’ll get the role you’ve applied for.