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Phone interview invitation

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Phone interview invitation
August 30, 2018 1st Anniversary Wishes 5 comments

You've agonized over the job description and finally posted it into the world, and now it's time to narrow that stack of resumes on your desk down to a select few.

You know your resume did not fall into the proverbial black hole of no return when you get an email or phone call from a recruiter or hiring manager to schedule a preliminary phone interview. Since the phone interview is your first opportunity to express your interest in the job and promote your abilities, make it clear that you are available for the call by replying to the phone interview request as soon as possible. Call or write the recruiter or hiring manager as soon as you confirm that the time is a convenient one and start your preparation for a successful first interview.

How to Respond to a Phone Interview Request

If you received a phone call request for a phone interview, you should respond with a return phone call. Call the recruiter, introduce yourself and say that you are responding to her request to interview by phone. Restate the job position or title you are interested in to make sure it is the same one the interviewer called for. Express your appreciation for the invitation to interview for the job. The phone call is your chance to make a good first impression, so be sure to sound confident, calm and interested in the call. Make the call during a time you can focus only on the interview and have more than a few minutes to talk.


Hello, Ms. Smith. This is Mary Jones and I am returning your call to schedule a phone interview for the sales manager position. Thank you for contacting me. I am very excited you have considered me for this position. You suggested Monday, Feb. 25, at 10 a.m. That time is perfect for me. How much time should I block out on my calendar for our conversation?

If you respond to a phone interview request and get a voicemail instead of a person on the phone, leave a message. You do not want a missed call to show your phone number but no message. When you leave a voicemail, always confirm your phone number.


Hi, Mr. Nelson. This is Bob Joyce returning your call about scheduling a phone interview for the store-assistant position. I appreciate you calling. I am sorry I was not available to take your call, but I am confirming I can do a phone interview with you Monday, Feb. 25, at 10 a.m. I look forward to talking with you then. If you need to reach me in the interim, you can call me at 555-555-5555. Thank you!

How to Respond to a Phone Interview Email

If you receive a phone interview request via email, you should respond via email unless otherwise indicated. Follow a script similar to the one used for a phone reply, except for your introduction. Start your reply with a "thank you" for the opportunity. Restate the position and confirm the time. Let the interviewer know you are looking forward to the call and that she can contact you in the meantime with questions or requests for more information before the interview. Always include your telephone number in your written reply.


Hi Mrs. Klein,

Thank you so much for contacting me about the project manager position at ABC Company. I would be happy to do a phone interview Thursday, March 16, at 1:30 p.m. I’m looking forward to talking with you more about the position. If you need anything from me in the meantime, you can email or call me at 555-555-5555.

Thank you,


Proposing an Alternate Phone Interview Date

If the date and time suggested for a phone interview do not work for you, you will need to propose an alternative time. Briefly explain that you have a conflict at the time the caller proposed and tell him when you are available.


Hi Mr. Gregory,

Thank you for calling me to schedule a phone interview for the marketing position at XYZ Corp. Unfortunately, I am not available at the time you proposed. Would we be able to schedule a phone interview on either Tuesday or Thursday at 4:30 p.m. instead? If not, please let me know another time that works for you.

Whichever way you respond to a phone interview request, do it promptly. This confirms your interest in the position and ensures you don’t lose your interview spot to another candidate.

About the Author

Leslie Bloom is a Los Angeles native who has worked everywhere from new start-ups to established corporate settings. In addition to years of business and management experience, she has more than 20 years of experience writing for a variety of online and print publications. She holds degrees in both journalism and law.

How to Smartly Accept Emailed Interview Invitations Excellent! You've been invited to a job interview, and that invitation is a great sign! But, not a guarantee.

How to Respond to an Interview Request: 2 Sample Emails

phone interview invitation

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Appendix C: Telephone Interview Invitation Letter Dear Transit Agency Manager, I am writing to ask you to participate in a Transit Cooperative Research Program (TCRP) project exploring the use of the Web for customer information in the transit industry. The research is being conducted by Multisystems, Inc. It is part of a larger project, TCRP J-09, eTransit: Electronic Business Strategies for Public Transportation. For this part of the project, the project team is focusing on three advanced features that are becoming the state-of-the-art on transit agency Web sites: Itinerary Planning, Real-time Information, and E-mail Notification. We are recruiting a small number of agencies and organizations that have these advanced features to participate in our study. During our literature search and Web site review we identified your agency as having either Web-based automated itinerary planning, real-time information display, or an E-mail notification service. We would like to emphasize that the report will focus on best practices, and we have selected your site because your application has interesting characteristics. Specifically, your name was provided by [insert name of person who recommended them here], who felt that you would be the best person at [insert organization here] to speak with about this subject. If you have been contacted recently by other researchers, I would like to assure you that this study is unique and important for a number of reasons. Firstly, our study focuses specifically on the advanced features mentioned above, while previous studies have tended to review all aspects of transit agency Web sites. Secondly, our study is part of a high-profile TCRP project and will be distributed electronically to a wide audience. The final electronic version will include live links to the participating agencies’ Web sites. In order to learn more about your [insert advanced feature here], I would like to conduct a telephone interview with you. The interview will be approximately one hour in length and will cover the following areas: • Current [advanced feature] on-line practices; • [advanced feature] system design; • [advanced feature] administration and maintenance; • Potential improvements; • Current and planned software and technology; • Project objectives; • Value creation; and • Implementation issues and lessons learned. Your input on this subject is very important for us to compile the best practices report. If it is convenient for you, I would like to schedule the interview within the next couple of weeks. Please feel free to respond to me by phone at 617-864-5810, ext. 205, by e-mail at [email protected], or by fax at 617-864-3521 to schedule the interview. I’ll contact you by phone if I do not hear from you within a couple of days. Also, if you feel there is someone else at your organization who would be a better interview candidate on this subject, I would greatly appreciate it if you could let me know who that person is. I look forward to speaking with you. Thank you. Joana Conklin Multisystems, Inc.

Next: Appendix D: Survey Outline for Itinerary Planning »
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How to invite a candidate to an interview

phone interview invitation

You passed the phone screen with flying colors, and now you're waiting to get that all-important email invitation to set up your first interview with a real live human. Or, you need to send an email to invite an applicant for a job interview. What's included?

Knowing what to expect from that invitation—and what information to ask for, if it's not included in the email—could mean the difference between sailing into the interview with confidence and stumbling around the lobby of your prospective employer, squinting at directories and fending off receptionists. If you're the employer, it's important to write an email that addresses all of the key information that will prepare an applicant for an interview.

What an Email Invitation to an Interview Should Include

Ideally, the email invitation to interview should include the following:

  • The position: Ideally, both the applicant and the hiring manager know that, but it's good to be clear.
  • The date, time, and location of the interview: Applicants need to know when to show up and where. Companies often have multiple branches or work out of a few floors in the same building.
  • The person who'll be conducting the interview: Will it be a representative from human resources, the hiring manager, a potential team member—or some combination of the bunch?
  • What to bring to the interview: Applicants likely should need a resume, samples of work, references, etc.
  • A contact number or email: This is important in case anyone has questions or needs to reschedule.

If Crucial Information Is Missing

No hiring manager should think less of an applicant for wanting to know exactly who they'll be speaking with. In fact, asking is more likely to make an applicant look like a conscientious person who is prepared and doesn't like wasting people's time.

Whether you’re a hiring manager or a job applicant, understanding what should be included in an email interview invitation is important. There are things to like about the format as well as some drawbacks.

What We Like

  • Email is timely and efficient.

  • Email creates a detailed record for all who are copied.

  • Replies can be quick and easy.

  • Email exchanges allow both parties to see how the other corresponds.

What We Don't Like

  • Emails can be impersonal.

  • Mistakes are a permanent part of the email exchange.

  • Email filters could label an important message as spam.

  • Gauging tone or enthusiasm is difficult to do through email.

Email Invitation to Interview Example

This example of an email invitation sent to a job applicant who has been selected for a one-on-one interview is brief and gets to the point.

Invitation to Interview

Subject: Invitation to Interview

Dear Sara Potts,

As a result of your application for the position of Account Analyst, I would like to invite you to attend an interview on June 30, at 9 a.m. at our office in Quincy, Massachusetts.

You will have an interview with the department manager, Edie Wilson. The interview will last about 45 minutes. Please bring three references as well as a copy of your driver's license to the interview.

If the date or time of the interview is inconvenient, please contact me by phone (518-555-5555) or email (tgunn@randall.com) to arrange another appointment. We look forward to seeing you.

Best regards,

Thomas Gunn

Thomas Gunn
Administrative Director
Randall & Associates
101 Beech Street
Quincy, MA 02169

How Applicants Should Reply

First and foremost, applicants should thank the person who contacted them for the opportunity, then confirm the details outlined in their invitation and clarify any points of confusion.

It might feel strange to re-type the date and time of the interview in a reply, but the hiring manager sending the invitation might be arranging several other interviews at the same time. Writing it out confirms that the information is correct and gives the hiring manager a chance to catch a mistake if any incorrect details were included.

Before the Job Interview

Once an interview is set in stone, applicants should start researching. Googling the names of the people conducting the interview can help lead to LinkedIn profiles and other social media accounts. This is a good way for applicants to find common ground between themselves and those who will be deciding who to hire.

However, there's a big difference between connecting with a potential colleague and stalking. It's best simply to prepare for opportunities to forge a connection rather than listing things in common.

Applicants also should be certain how long it will take them to get to an interview, even accounting for bad traffic, and make sure they leave themselves enough time.

You know your resume did not fall into the proverbial black hole of no return when you get an email or phone call from a recruiter or hiring.

Why and How to Turn Down an Interview Invitation

phone interview invitation

Writing a thank you note after an interview says a lot about you as a potential employee. Most notably, it says that you care about the opportunities presented to you and appreciate them. This shows your potential employer that you’re the kind of team player with ethics that they would want to make a part of their company.

But writing a thank you email isn’t a brisk and easy task. If you’re sending this email to the company you really want to work for, it has to be absolutely perfect. We’re here to help you achieve the best thank you email with our guide, complete with thank you email after interview samples, tips, tricks, and much more.

Table Of Contents

Before we dive into the guide itself, let’s take a look at why writing a thank you note after an interview is so important.

Why Should I Write a Thank You Note After My Interview?

The most obvious answer to this is that it is simply just polite to send a thank you email after being offered an interview. It certainly isn’t required in order to win that position, no matter what certain controversial hiring managers on the Internet might say.

However, sending a thank you email does set you apart from other candidates because you’re maintaining rapport with your hiring manager. You’re taking an extra step, doing the “extra credit” so to speak. You’re making more of an impression simply because you’re making it clear that you very much want this job and appreciate the opportunity given to you by the company. A thank you letter can be a great little bit of icing on the cake of a great interview. In fact, studies show that 91% of interviewers appreciate being thanked for the interview.

It’s also worth noting that timing is important when penning a thank you note to a hiring manager. Send your email when the hiring manager’s impression of you is still fresh, somewhere between one to two days after the interview takes place.

It also additionally worth noting that if your interview did not go well, was extremely drawn-out, and was obviously not a winner, you should not send a thank you email. You certainly can if you want, and it will make you look very polite. But you shouldn’t feel the need to thank a company or manager for an interview that took an unnecessarily large chunk of time out of your day, only to be a total and complete flop.

Related: 18 Signs Of A Bad Interview (And How To Spot Them)

Now that we’ve covered why and when you should write a thank you email after a job interview, let’s look into all the ways you can craft an excellent attention-grabbing thank you email.

What Should Go Inside My Thank You Email?

This depends so much on the job you were interviewing for, the vibe of your hiring manager, how well the interview itself went, and a wealth of other factors. At the most basic level, your thank you email should include:

  • A genuine and polite “thank you.”
  • A small mention of the interview.
  • A professional sign-off, complete with your contact information. (Just in case.)

That’s really all it takes! But getting the message across can be messy if you’re not careful. A boring, poorly-formatted email littered with spelling mistakes and an overall needy tone is not ideal.

This is why our guide is so long and in-depth. There are a million mistakes you can make in a thank you email that could deteriorate your reputation, even after a very successful interview. There are also many ways to write a thank you email after an interview depending on the specific job you were applying for.

Let’s dive into exactly how to write an effective and eye-catching thank you email, complete with job and skill-specific examples.

How to Write an Effective Thank You Email

There is a wealth of thank you email templates available online for just about every need. However, you may not even need templates at all. The basic guidelines for how to write a stellar thank you email is as follows:

  • Confirm the hiring manager’s email address.
  • Write a subject line.
  • Write a brief introduction.
  • Write several paragraphs in the body of the email.
  • Write a brief but professional closing.
  • Include a sign-off.
  • Include your contact information to make it easier for your hiring manager to follow up with you.

That’s it! This is the basic outline of an effective thank you email.

Your thank you email should be brief, but not so brief that it seems as if you really don’t care all that much and are just sending a thank you note as a formality. A thank you note that is way too long looks kind of aggressive, and your hiring manager also does not have the time to read a novella. Keep it to only a handful of paragraphs. That should be the perfect amount for a thank you email.

So now we know the outline of an effective thank you email. Let’s get into the meaty details of each element of the email, as well as a ton of extremely using examples of successful thank you emails.

The Thank You Email Subject Line

Your subject line is going to be the first thin your hiring manager will see, other than your email address and your name. Essentially, that subject line is your second impression (the first being your actual interview) and it will also be the contextual opener to what you’ll be saying in your email. As such, your subject line needs to be excellent. And it also needs to be brief and straight to the point without any excessive bells and whistles.

Here are a few great samples to try:

  • Thanks again for the interview!
  • Thank you for the interview
  • Following up on my application
  • Thanks for your time
  • Thanks for your time (day) (today, yesterday, Friday, etc.)
  • Great talking with you
  • Great talking with you (day)
  • Really enjoyed our conversation (day)
  • Great speaking with you!
  • Regarding my application
  • Are there any updates on my application?
  • Do you need anything else from me?
  • Checking for updates: (job title) position
  • Any update on the (job title) position?
  • Note regarding the (job title) job opening
  • Following up regarding the (job title) position

Feel free to get creative, but always remember to keep it short.

For Marketing Department Interviews

After interviewing for a job in a marketing department, there are a couple of samples or templates you can play around with in your thank you email:

Example One

Hello (Hiring Manager’s first name),

I wanted to take a second to thank you for your time (today, yesterday, Tuesday, etc.). I enjoyed our conversation about (a specific topic you discussed) and enjoyed learning about the (job title) position overall.

It sounds like an exciting opportunity, and an opportunity I could succeed and excel in! I’m looking forward to hearing any updates you can share, and don’t hesitate to contact me if you have any questions or concerns in the meantime. I have additional marketing references I would be happy to provide you.

Thanks again for the great conversation (today, yesterday, Tuesday, etc.).

Best Regards,
(Your name)

Example Two

Hello (Hiring Manager’s first name),

Thank you for taking the time to speak with me (today, yesterday, Tuesday, etc.) about the (job title) position at (company name). It was a pleasure talking with you, and I really enjoyed hearing all the details you shared about the opportunity.

The information you shared about (something specific about the job that interests you) sounded particularly interesting.

I am confident that my skills will allow me to come in and succeed in this role, and it’s a position I’d be excited to take on.

I’m looking forward to hearing from you about the next steps, and please don’t hesitate to contact me in the meantime if you have any questions. Marketing is my passion, and I am very much looking forward to being a part of the (company name) team.

Thank you again, and I hope to hear from you soon!

Take care,
(Your name)

Example Three

Dear (Hiring Manager’s first name),

Thank you for taking the time to meet with me (today, yesterday, Tuesday, etc.). I’m very excited about the opportunity to work at (company name)!

The (job title) role certainly sounds exciting, and it’s a role I believe I’d excel in thanks to my (experience or skill that would help you succeed in marketing).

I look forward to hearing feedback as soon as you have any updates and would love to continue discussing the opportunity with you.

Feel free to contact me if you have any questions or need clarification on anything we talked about in the meantime. Thank you again, (Hiring Manager’s first name).

Best regards,
(Your name)

For Engineering and Product Management Department Interviews

After applying and interviewing for jobs in engineering and product management departments, you can use the approaches demonstrated in these examples:

Example One

Dear (Hiring Manager’s first name):

Thank you very much for your time (today, yesterday, Tuesday, etc.) to interview me for the position of (job title). I appreciate the opportunity to learn more about this job, to meet you and (names of other hiring managers if applicable), and to see your facility.

As we discussed, I have (months and/or years) of experience with engineering and product management. With my background and experience, I believe that I could become a contributor to your team very quickly.

I am excited about this opportunity to join (company name). Please do not hesitate to email or call me if you have any questions or need any additional information.

I look forward to hearing from you!

Best regards,
(Your name)

Example Two

Dear (Hiring Manager’s first name),

Thank you very much for your time (today, yesterday, Tuesday, etc.) to interview me for the position of (job title). I appreciate the opportunity to learn more about this job, to meet you and (names of other hiring managers if applicable), and to see your facility.

As we discussed, I find the technology related to using cloud computing fascinating and an amazing opportunity for the future, but security is also a major concern. Keeping (company name)'s information safe would be a top priority for the person in this job, and I would love to dig deeply into the protective technologies, as well as the threats, to avoid future problems. (Reference anything you may have said that seemed important to the hiring manager in a similar fashion to this paragraph. Also, reference any connection you may have made, such as “I enjoyed finding someone else who attended (college name) and also roots for the (sport) team. Hope they make the finals next year!”)

As we discussed, I have (months and/or years) of experience with engineering and product management. With my background and experience, I believe that I could become a great contributor to your team very quickly.

I am excited about this opportunity to join (company name). Please do not hesitate to email or call me if you have any questions or need any additional information.

I look forward to hearing from you!

Best regards,
(Your name)

Example Three

Dear (Hiring Manager’s first name),

I enjoyed speaking with you (today, yesterday, Tuesday, etc.) about the engineering and product management position at (company name). The job seems to be an excellent match for my skills and interests.

The creative approach to product management that you described confirmed my desire to work with you.

In addition to my enthusiasm, I will bring to the position strong development skills, a dedication to results, and the ability to encourage others to work cooperatively with the department.

I appreciate the time you took to interview me. I am very interested in working for you and look forward to hearing from you regarding this position.

(Your name)

For Operations and Human Resources Department Interviews

When sending a thank you email for an interview for an operations and human resources job, try playing around with one of these samples:

Example One

Dear (Hiring Manager’s first name),

Thank you for taking time from your busy schedule to meet with me (today, yesterday, Tuesday, etc.). It was great to discuss career opportunities in (respective industry) with you! Your comments were insightful and gave me lots of ideas for my ongoing job search. I’m excited to follow up on your suggestions to (whatever they may have suggested during the interview).

It was especially exciting to talk to you about (reference a highlight from the conversation you had).

Again, your suggestions and time are so appreciated, and I hope to chat again soon! Please let me know how if there is a way I can return the favor, now or in the future. It’s great to meet others who have as much of a passion for operations and human resources as I do.

(Your name)

Example Two

Dear (Hiring Manager’s first name),

I appreciate having the opportunity to speak with you (today, yesterday, Tuesday, etc.) about the (job title) position at (company name). After our conversation, I’m very excited about this opportunity. I believe my skills and interests are a perfect match for this role.

I am particularly interested in (an aspect of the job or hiring organization).

(Add a personal note, specific to the conversation or share a link to something you mentioned in conversation, like your personal website or portfolio.)

I appreciate the time you took to interview me (today, yesterday, Tuesday, etc.), and I look forward to having the opportunity to meet you in person.

If you need any additional information from me, please feel free to contact me at any time! I have a wide range of operations and human resources references that I would love to share with you.

Again, thank you for your time and consideration.

(Your name)

Example Three

Dear (Hiring Manager’s first name),

Thank you, again, for the time you spent with me (today, yesterday, Tuesday, etc.). I really enjoyed meeting you and exploring how I might be able to assist (company name) as the new (job title).

After our conversations, I am even more confident that this position is a job I would enjoy, as well as one where I can be successful and make a valuable contribution.

I am particularly excited about (an aspect of the job, a particular challenge discussed, or a note about the organization).

(Add a personal note that is specific to the conversation or share a promised resource, like your portfolio or a reference.)

You mentioned that the decision on this position will be made in (time frame provided by employer). In the meantime, if there is any additional information you need from me please let me know and I’ll send it over to you!

Again, I appreciate the chance to interview with (company name) and am grateful for the time you spent with me.

(Your name)

For Leadership Position Interviews

It’s important to come off as confident in your thank you email if you interviewed for a position of leadership. Try working with one of these examples:

Example One

Dear (Hiring Manager’s first name),

I would like to thank you, most sincerely, for taking the time to interview me today for the (job title) position that has opened with (company name). It was great to meet you and your team, and I truly enjoyed learning about your current program and touring your office.

I was impressed by the opportunity your next (job title) will have to build a strong, rebranded presence for (company name) on social media. As we discussed, my experience includes creating and managing social media properties for both established and start-up organizations. My successes include (list your major successes).

I am eager to work in a dynamic, full-time (relevant industry) environment. I am invigorated and inspired by collaborative teamwork, and would find it most rewarding to help forward (company names)'s mission of (quote the company's mission statement if available).

If I can provide any additional information to help you with your decision-making process, please let me know. I look forward to hearing from you soon!

(Your name)

Example Two

Dear (Hiring Manager’s first name),

Thank you very much for taking so much time out of your busy schedule to meet with me and show me around your office. After meeting you and the members of your team, I was impressed not only with the congeniality of your office but also with the depth of knowledge and the professionalism you all demonstrated. I believe that I would be an asset on your projects and would welcome the opportunity to learn from all of you.

As we discussed during my interview, my internship last year had responsibilities very similar to those required for this position.

I am well-versed in meeting challenging project benchmarks and deadlines, and I thrive in situations that require team collaboration, a strong work ethic, and clear-cut communication skills. In regard to our discussion about whether I’d have the flexibility to work overtime or on weekends in order to complete deadline-critical projects, I’d like to assure you that I would be readily available to go this extra mile to contribute to my team’s success.

Thank you again for taking the time to speak with me about this position. I believe that this career opportunity is an excellent match for my talents and would truly appreciate the opportunity to work for a forward-thinking and progressive organization like (company name). Please let me know if there is any additional information I can provide for you to help in your decision-making process.

I look forward to hearing from you very soon.

Best regards,
(Your name)

Example Three

Dear (Hiring Manager’s first name),

Thank you again for speaking with me about the (job title) position at (company name). After hearing from you about the attention to detail and the multitasking skills that are essential for the job, I am more confident than ever that I am an ideal candidate.

I understand that the position requires extensive knowledge of (relevant skill). One of my greatest strengths is my ability to learn new tasks and new technologies quickly and efficiently. (Include an example of a time where you learned how to use new technology in a leadership position.)

You stated that the start date of the position is in (date alotted). Since our interview, I have studied (relevant skill) in depth. I have already made great strides in my fluency with (relevant skill). By the time of staff orientation, I will be extremely well versed in (relevant skill).

I have the leadership experience, organizational skills, and technological savvy to be an essential member of the (company name) team. I greatly appreciate the time you took to interview me, and I look forward to hearing from you about this position.

(Your name)

For Nursing Position Interviews

For nursing positions, it's important that you thank someone for their time that they spent with you in the interview. A nursing coordinator or hospital coordinator is very busy. And having them spend time interviewing you is valuable time on behalf of the hospital.

Example one

Dear (Hospital Coordinator Name),

I want to thank you for taking the time to interview me. I was very impressed with the hopistal and staff when I visited. I realize your time is very precious and so I wanted to show my gratitude for our great interview session.

Please let me know if I can provide any further information to help you with your hiring decision.

(Your name)

For Teacher Position Interviews

Whether you interviewed for a teachers position, a teacher assistant position or principal position, the thank you email is roughly the same. Appreciative and impressed with the way students were being treated.

Example one

Dear (Principal or Board Staff Members Name),

It was a pleasure to visit the campus, meet yourself, some students and the rest of the faculty. I can tell how much you value higher education and I would love to be part of that experience. I wanted to say thank you for spending the time interviewing me.

If there's any further information that you need from me, please let me know.

(Your name)

Related: How To End A Letter: Examples Of Salutations, Closings, Sign Offs

Short Thank You Email Example

Sometimes you just want to get straight to the point and save your interviewer some time reading emails. Short and impactful emails are sometimes the strongest. Your email doesn't have to be lengthy in order to be effective. Here's an example of a short, yet highly professional and impactful thank you email:

Dear (Interviewer Name),

I wanted to shoot you a note and say thank you for taking the time to interview with me. It was a pleasure. I enjoyed meeting the team and really hold the company in high regard after visiting. I'm looking forward to the next part of the process.

If there's any further information that you need from me, please let me know.

(Your name)

How Soon Should I Send My Thank You Email?

As we mentioned earlier in our guide, timing is very important when writing a thank you email to a hiring manager. If you send your email too late, your hiring manager may be a little confused about the delay. If you send your email too early, it may look like you have an automated system set up for sending out emails after interviews. This can come off as in-genuine. Also, sending an email really early could make you appear a little too needy. It’s funny how the interview process is a lot like dating, isn’t it?

The best rule of thumb when figuring out when to send your email is one to two days after the interview concluded. The hiring manager’s impression of you is still quite fresh, but they’re also not getting an email notification from you when you’ve barely left the interview office.

This timing is great because it also prompts callbacks. If you were interviewing for a job with a substantial amount of applicants, you may have gotten lost in the crowd. The thank you email could prompt a follow-up after you’ve reminded your hiring manager that you were a great candidate.

Related: No Response After Interview? How To Follow Up By Email

Proofread, Proofread, and Proofread Some More

With writing, be it a thank you email after a job interview or a long-winded guide to writing a thank you email after a job interview, everything needs to be proofread. If your thank you email is covered in spelling and grammatical errors, your hiring manager will definitely catch them.

If you can’t handle basic grammar or spare the time to just double check your email for errors, that can say a lot more about you than you may like. It could definitely affect your hiring manager’s impression of you after an otherwise good interview.

It is recommended that you follow this method for effective proofreading of an email:

  • Go through all of the steps we’ve mentioned until your first draft is complete.
  • Do your first proofread while adding or omitting little elements to and from your email.
  • Proofread again.
  • Proofread one final time, noting your subject line and double checking the accuracy of the email address you’re sending the letter to.

By committing to proofreading like this, your email will be spotless.

Go The Extra Mile: Send A Handwritten Thank You Note After The Interview

This is a particularly nice technique. Sending a handwritten thank you note is simple. And you can do this along with your thank you email. Here's what you'll want to do in order to make this happen:

  • Step one: Find a nice thank you card, something letter pressed and professional.
  • Step two: Write a really simple thank you note, something saying, "I wanted to thank you for the time you gave me and I can't wait until we speak again."
  • Step three: Be sure that you send the handwritten thank you card to the business address. All you have to do is Google, "[Company] Address" or "[Company] HQ" and the address will normally come up. When you send the letter be sure to write your "TO:" as the company name and then C/O your interviewer. It should look something like the below example.

Example recipient address when sending a handwritten thank you note:

Apple Inc. C/O Sarah Smith
100 Infinite Loop
Cupertino, CA 90012

More Tips and Tricks For Your Thank You Email After The Interview

On top of everything we’ve covered today, there are even more little tips and tricks for improving that thank you email!

  • Mention an interesting conversation or event that happened in the interview. This can include a humorous moment, a joke that was told, or anything else that was memorable for you and likely memorable for the hiring manager as well.
  • Make sure that your opener, or the phrase that will come after the subject line to kick off your email, acknowledge the reader. Do this before getting into the meat of the message. If you end up in a mail chain with your hiring manager or coworker, feel free to drop the formality after a couple of emails. It may feel rude or a little bit too chummy, but you’re really signaling some professional rapport.
  • Remember to include a closer that is both friendly and professional.
  • Avoid hedging in your emails. If you’re unaware, hedging is the act of using language in a way that portrays the speaker as more of a team player and not a bossy, overconfident person. Think of it as the difference between “I think we should go” and “let’s go.” This may seem like a safe thing to do, especially when speaking to a person in authority such as your hiring manager, but hedging is actually a big professional faux pas in this sense. It makes you sound like you are not confident, which undermines you on a psychological level. Don’t do it. Be confident, make statements and explain your reasoning firmly but politely.
  • Don’t stalk your hiring manager after the fact. A thank you email and a brief follow up in a week or two are more than enough. If they aren’t getting back to you, you probably either haven’t gotten the job or the company is swamped with interviewees. Badgering them is just stressful.
  • Avoid being too casual. The hiring manager isn’t a new friend, they’re a business associate. Avoid using emojis, smilies, memes, or excessive acronyms.
  • To save time, you can send one thank you note to multiple interviewers with your email’s BCC function. By including all of your interviewers’ emails in the BCC line under the subject, they will all receive your thank you note but won’t be able to see that it was sent to other people. Just make sure your thank you note is vague enough that it will make sense to all your interviewers and does not include names.
  • Don’t be afraid to include lots of links to relevant information. If your hiring manager asked about your portfolio, website, or links to projects you’ve worked on, pack them on!
About the author

Patrick Algrim is an experienced executive who has spent a number of years in Silicon Valley hiring and coaching some of the world’s most valuable technology teams.

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WATCH THE VIDEO ON THEME: How Do You Respond to an Interview Invitation? - triochitarristicodiroma.com

It's a good idea to accept and confirm with an email, even if you have spoken to the hiring manager or human resources representative on the phone. Ideally.

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