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Example Thank-you Email

Dear Ms. Tomkins,

I just wanted to drop a note and say thank you again. I’m grateful for you making the time to meet with me this past Tuesday to discuss the assistant buyer position for your company. As you know, this role speaks to both my interest in sustainable sourcing and my strength as a staff educator, so I hope to hear positive news from you soon!

At any rate, it was lovely meeting you, and I wish you the best!

Kind Regards,
Tiara Mitchelson

Why You Should Write a Thank-you Email

It’s pretty simple: Employers want employees who feel grateful and eager to have their jobs.

Those are the people who work the hardest and best!

So, if you show an employer that you’re grounded, appreciative and polite by writing a thank-you letter, it’s going to help them see you as the kind of person they want to hire.

A thank-you letter will show that you value and respect the person who took time out of their day for the interview, which is a more genuine compliment than flattery.

It never hurts to stay fresh in the mind of the person making the decision to hire you! So, if you recently had an interview, do it!

When should you send your thank-you email?

Try not to wait more than 48 hours after your interview to send your thank-you email!

The ideal window for your follow up email is a couple of hours after your interview or that same evening so that your eagerness is evident and you stay fresh in the mind of the hiring manager(s).

If you wait until the following day, send your thank-you letter right before or during early business hours to better ensure that your email will get seen!

Avoid sending a thank-you email at some odd hour — like late at night — because the email may ping the phone of your hiring manager and be unwelcome or unprofessional.

What to Include in a Post-interview Thank-you Email

Don’t think of the thank-you letter as a typical formal business email.

The goal is to come off a little more casual — you don’t want to give the impression you’re trying to sneak in more time to plead for the job!

Think of it like this: You want the tone of your thank-you email to feel like you’ve broken the ice during the interview, and now you can be more brief, relaxed and personable.

That’s why you don’t want to overstuff your thank-you letter.! Don’t make it seem like you’re an attorney delivering a lengthy closing statement for a trial!

There are just three main things that you need to do:

  • Express gratitude.
  • Add reminders.
  • Be concise.

Express gratitude.

A simple “thank you” goes a long way.

You can make your gratitude even stronger by telling the employer exactly for what you are grateful.

You could thank a hiring manager for things like:

  • Taking time out of their busy schedule.
  • Clarifying the demands of the position.
  • Explaining their business needs.
  • Outlining the daily tasks required.
  • Introducing you to the team.
  • Giving insight into their work process.
  • Sharing their business philosophy.
  • Allowing you the chance to highlight your background.
  • Having a discussion about the role.

The more specific you are about why you are thankful, the more genuine your gratitude will feel!

Add reminders.

Aside from showing your professionalism, the most significant way that a thank-you letter can help you is by reminding the hiring manager of who you are and what you discussed!

If possible, try to mention what you feel was the most impactful point you made in the interview!

The first step is easy: Make sure they remember who you are by mentioning the day/time that you met and for which position you applied. Keep in mind that companies may be hiring for multiple positions at once, so it never hurts to clarify!

Beyond that, a hiring manager may have met 10 different people in an afternoon. So, it’s in your best interest to remind them which candidate you are.

Even better, if you felt like your interview had a triumphant moment where the interviewer’s eyes lit up, rekindle that!

For example, “Thank you so much for the chance to discuss the opportunity to join your team as a financial officer. It was a pleasure to share my experience spearheading an internal audit similar to the one for which your company is preparing. I’m very excited about this opportunity and hope to hear from you soon!”

Be concise.

The interview was the main show; the thank-you letter should not be long or have too many reminders about the interview.

Think of the thank-you letter as an actor giving a bow after a show; it’s a quick and performative gesture.

Yes, try to feature one or two of the most impactful things you discussed during the interview, but don’t try to cram more than three reminders in there!

Keep your discussion professional: don’t try to get another laugh out of a joke you may have made in person or the fact that you bonded with the manager discovering you had the same dog breed.

While those things may have made an impression on the hiring manager, they’re unrelated to the job and should be left out of your letter! That kind of off-base discussion could be seen as unprofessional.

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Two Approaches to a Post-interview Thank-you Email

Since being short and concise is such an essential part of acing your thank-you letter, there are truly just two ways to approach writing it: be either brief or ultra brief!

Use the bare-bones, ultra-brief method if your interview was short or there didn’t appear to be any notable successful moments that stood out.

This type of thank-you letter covers the formalities but isn’t as effective at making a strong final argument for why you should get the job.

Here’s an example of an ultra-brief thank-you letter that covers the essentials:

Dear Ms. Hicks,

Thank you for meeting with me earlier this afternoon. I appreciate you taking the time to let me share my background and the administrative expertise that I hope to bring to your company. Please let me know if you have any further questions. And, I wish you a stress-free decision-making process!

Thanks again,

Andy Sowka

While this example covers all the bases— it’s concise, specific about why there’s gratitude and adds reminders — it doesn’t paint a vivid picture of the conversation that happened.

The more concrete you can get at reminding the employer of your strengths and why you’re a good fit, the more effective your thank-you letter will be!

Here’s an example of a less brief, more vivid thank-you letter:

Dear Ms. Hicks,

Thank you for meeting with me earlier this afternoon — I understand that you have a busy schedule, and I appreciate your time. It was really exciting to discuss the administrative assistant position because I believe that my corporate background in HR gives me the knowledge and business functionality your office is looking for. The organization and communication tasks you mentioned are in my wheelhouse, which is why I’m so drawn to this opportunity.

Please let me know if you have any additional questions about my experience. Otherwise, I wish you all the best choosing the right candidate!

Thanks again,

Andy Sowka