Also see sample thank you letters, thank you notes, letters of appreciation, and thank you email messages for a variety of professional.
Subject: Your Name - Thank You
It was a pleasure to finally meet you after our many emails and phone conversations regarding the Production Editor / Proofreader position. I truly enjoyed hearing about the Management Group and learning more about the needs of the Sales Intelligence Department. I appreciated being able to share some of the reasons why I feel that I am the ideal candidate for the job.
I also appreciated touring your facilities. They are quite impressive, and it would be a true joy to work in such beautiful surroundings.
Thank you also for introducing me to several members of your Sales Intelligence team. They were all so kind and accommodating. Please let them know I appreciate how comfortable they made me feel. I agree it was unfortunate that Bob Brown, the actual person to whom I'd report, was not in the office. I hope he is feeling better, and I look forward to coming back to meet with him when it's convenient.
After talking with you, meeting the team, and getting a better understanding of what is involved in the position, I am even more confident that there can be no better match. Don Pearce showed me several recent projects, and Jody Fryer explained the process and gave me a look at the computer applications that I might be using. I am very familiar with the entire setup and have done work almost identical to the examples that I was shown.
Currently, my schedule is flexible and knowing your urgency to fill the position; I would like to meet Mr. Brown at his earliest convenience. Please drop me an email or a quick call with a date and time, and I'll be sure to arrange my schedule so that I can meet Mr. Brown. Thank you again for your time; I look forward to hearing from you soon.
First Name Last Name
We'll show you some thank-you letter examples and templates that will We covered it in detail in our article How to Write a Thank-You Email.
Thank you letters are a great way to express your appreciation for people’s help. However, they can also help you in a number of ways. A thank you letter can help you maintain contact with someone in your network. It can help you remind a hiring manager why you are a good fit for a position. It can also show your supervisor that you are professional and polite.
Make sure you know both what to say in your letter, and also whether to send your note as an email, letter, or card. Saying the right thing using the right format will impress your recipient, and make him or her feel appreciated.
How you send your thank you letter depends on many factors. Email is pretty much the standard for business communication these days. If a prompt follow-up is essential – for example, if you want to express gratitude for the opportunity of a job interview before the hiring committee makes its decision – email is the way to go.
Print thank you letters can take the form of an informal, handwritten note or a formal, typed letter. How you write the letter should show your understanding of the company and person you are thanking. If you know you have time to relay your thanks by mail, a written thank you shows that you've taken an extra step to show your appreciation.
More traditional companies often prefer either a typed letter or a handwritten note. However, if you want to really personalize your message of thanks (for example, if you are thanking a coworker whom you’ve worked with for years), consider a handwritten card.
No matter what form you use to send your thank you note, there are certain components you should always include.
Address the person appropriately. At the start of the letter, address the person with a proper salutation, such as “Dear Mr. Lastname.” or “Dear Firstname.” If you know the person well, use the person’s first name. Otherwise, address him or her as Mr., Ms., or another appropriate title.
Say thank you. Get to the point of your note quickly. Say the words “thank you” in the first sentence or two, so the person knows why you are writing. If you are sending an email, include the phrase “Thank You” in the subject line as well.
Give (some) specifics. Make sure you specify what you are saying thank you for. Go into a bit of detail, so the person understands exactly what you appreciate. For example, if you are saying thank you to someone who gave you job advice, explain exactly what you found to be most helpful. If you are saying thank you after a job interview, remind the person of a particular moment from the interview (or remind him or her why you are a good fit for the job). A bit of detail shows the person what you really appreciate, and why.
Say thank you again. Before signing off, reiterate your appreciation.
Sign off. Use an appropriate closing, such as “Best,” or “Sincerely.” Then end with your signature (handwritten and typed if it is a letter, handwritten if it is a card, and typed if it is an email).
Send it as soon as possible. Write and send your note as soon as possible. Don’t delay in sending your thanks, especially after a job interview. Not sending a thank you letter after an interview can hurt your chances of getting hired.
Be positive but sincere. Express your gratitude, but don’t go overboard. People can tell when a thank you note is insincere. For example, if you are thanking an employer after resigning from a job, you should express your thanks, and focus on what you liked about working there. However, don’t lie and say you loved everything if you didn’t really. Focus on the positives, but don’t lie.
Personalize each letter. Personalize each thank you letter you send. For example, if you send thank you notes to everyone you interviewed with for a job, add something to each note about your specific conversation with each person. Don’t simply copy and paste the same message for each person – this will come across as insincere.
Keep it brief. Thank you notes should be short. Keep your note no longer than a couple of concise paragraphs.
Edit, edit, edit. A thank you note in the workplace must be professional. This means it should be well written and error free. Proofread your letter carefully before sending it.
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A printed letter, sent by mail, will have your contact information as well as that of your recipient at the top of the page:
123 Main Street
Anytown, CA 12345
September 1, 2018
123 Business Rd.
Business City, NY 54321
Dear Mr. Lee:
I hope you are well. I just wanted to say thank you so much for writing me a letter of reference for the job at Acme Retail.
I really appreciate you taking the time to write the letter. I am happy to announce that I have a second interview with the company next week! I will let you know how it goes.
Again, thank you so much. I greatly appreciate your assistance with my job search.
Jason Jones [handwritten signature]
When sending an email letter, as opposed to a traditional mailed one, there is no need to include your return address or your address at the beginning of the message. Simply list your contact information in your signature.
Subject: Thank you!
Dear Ms. Lee,
I would like to thank you for the invaluable support you provided to me during my recent career search.
When I began this search, I had very little idea how to go about it – or especially, how to network to discover new job opportunities. The information and advice you gave (and, in particular, the list of contacts you shared with me) made all the difference in helping me to focus my job search.
I’m happy to report that I have just accepted a new position with ACME Auto! Again, thank you so very much. I greatly appreciate your generosity.
123 Main Street
Anytown, CA 12345
They're two simple words – thank you – but they could be the very thing that lands you the job. So, what does your thank-you letter need to contain?
As the hiring process moves more toward automation and speed, taking the time to write a thank-you letter helps you stand out from the crowd and humanizes your application. A thoughtfully written thank-you note goes a long way for your interviewer, plus it provides you with the chance to reiterate your qualifications and add a touch of personality.
"Sending a personalized thank-you note is exactly that – personal," said Rebecca Kiki Weingarten, career transition coach and co-founder/education director at RWRNetwork. "In our high-tech world, it makes a high-touch impact that stands out."
Aside from showing common courtesy, a thank-you note serves other purposes, such as increasing your salary.
According to a study by iCIMS, 63% of recruiters said they would be more likely to hire a candidate who asked for more money and sent a thank-you note than a candidate who asked for less but did not send a note.
Additionally, failure to follow up could leave the impression you're not interested enough to go the extra mile and reach out afterward.
"First, it is a basic appreciation of the time the interviewer spent with you," said Jodi RR Smith, author and etiquette consultant at Mannersmith Etiquette Consulting. "Second, it is a signal to the interviewer that you are aware of higher-level interpersonal skills. Lastly, the thank-you note expresses your ongoing interest in the organization and the job opening."
Smith added that sending a note could show that you know other proper business etiquette, like standing when a client enters the room, not chewing gum in front of the CEO, holding doors open for others, arriving to meetings on time and dressing appropriately.
Following up with an email should be done within 24 hours of the interview, while you're still fresh in the interviewer's mind. Keep the content of the email brief, no more than two or three paragraphs, and reference particular points from the conversation.
Matt Ross, CEO and co-owner of The Slumber Yard, remembers a candidate who went the extra mile in mentioning personal details from their interview. "I briefly discussed my hometown, but what was amazing was that the candidate remembered my hometown and found a way to include it in his follow-up. He said his brother would be passing through [my town], so he made sure to tell him to pick up a cake from a popular bakery there. This not only showed me he was a good listener but also that he was willing to go above and beyond by doing research. It left me with a pretty good taste in my mouth (pun intended)."
Amanda Augustine, career advice expert for TopInterview and TopResume, said that email is the most common method for sending a post-interview thank-you note "because of its immediacy and ability to attach materials or hyperlink to additional information that can help advance their candidacy to the next interview round."
Augustine suggested that it is still important to check out the culture of the company and figure out which method they would prefer. If you're interviewing at a tech startup or see the company utilizes technology, email would likely be the most appropriate.
On the flip side, if the company seems more old-fashioned and stays to the more traditional side of things, a handwritten note mailed to the office might get you further.
"I prefer handwritten notes," said Rachel Sutherland, founder of Rachel Sutherland Communications. "Everyone loves getting mail, especially something you're not expecting. It's kind of funny to think of snail mail as being special, but in this case, it works."
If you're doing a handwritten note, your method of delivering it depends on the timing of the hiring process. Smith said that if you know they'll be making their decision the next day, write the note as quickly as possible. In that instance, Smith suggests writing the thank-you note in the lobby and asking the receptionist to deliver it as soon as possible.
"The content of the message is more important than the method of delivery, be it email or a handwritten note," said Beverly Friedmann, content manager at MyFoodSubscriptions. "That said, a handwritten card is certainly a nice gesture that you don't typically see these days."
Smith suggested including the following elements in your thank-you note:
Augustine cautioned against recapping your entire resume in your thank-you note, since the interviewer has already reviewed it and discussed it with you during the interview, but summarizing your qualifications is appropriate.
As with your resume and cover letter, customize your thank-you note. Double- and triple-check it for grammatical and spelling errors. A typo-filled follow-up can easily ruin the stellar impression you made during the interview. If you met with multiple people, send one note to each person, if you have his or her contact information.
It can, if the note is well written.
"There are times when the candidate has a terrible first round, usually due to nerves," Smith said. "But they took the time to write a sincere and well-considered note explaining their interest in the role and how their experience makes them uniquely qualified."
Other times, Smith notes, there are phone screens instead of in-person interviews, and those who write a thank-you note are automatically invited back for an in-person interview. Sutherland had a similar experience.
"I got my college internship at The Detroit News because I handwrote a thank-you note," Sutherland said. "How do I know? One day in the newsroom that summer, the editor told me I was the only one who wrote a thank-you."
Augustine noted that sending a thank-you note doesn't automatically increase your chances of getting the job; however, dismissing this bit of post-interview etiquette might decrease your chances of receiving an offer.
"While not every recruiter or hiring manager cares whether a candidate sends a thank-you message, I've never heard of a single one, in any industry, think poorly of a candidate for sending a thank-you note," she added.
Based on these tips, here are two templates you can follow for a thank-you letter after the interview:
Good afternoon, Jeanette,
Thank you for taking the time to speak with me yesterday about the staff writer position with Business News Daily.
It was a pleasure meeting with you, and I truly enjoyed learning more about the role and the company. I especially loved hearing about your in-office MVP vote – it sounds like a great way to boost employee morale!
After our conversation, I am confident that my skills in business writing and experience as a copy editor are a great match for this opportunity. I am very enthusiastic about the possibility of joining your team and would greatly appreciate a follow-up as you move forward with the hiring process.
If you need any further information, please do not hesitate to contact me by email or phone. Thanks again, and I hope to hear from you in the near future.
Dear Ms. Smith,
I wanted to reach out to thank you for taking the time to speak with me yesterday about the social media manager position at Business News Daily.
I really enjoyed meeting you and learning more about where your team is headed. Based on our discussion, it sounds like you have a very exciting year ahead with the site updates and customer base expansion.
With the team at such a critical juncture, I'd love to lend my experience and skills to help the team build a stronger customer base and social media presence – particularly bringing my unique lens as a marketer that we discussed from my time working at agencies.
I look forward to speaking further with you and your team to see how I might be able to help you reach your goals. If we're a good match, I would be very excited at the prospect of working together.
Take the time to personalize every letter you send – avoid copying and pasting the same basic form letter. Recruiters will notice these right away, and it won't do you any good.
After you send your email, keep an eye on your inbox. Don't panic if you don't hear back right away – it's normal for a company to take its time in reviewing applications. If several days or weeks go by, send a polite follow-up to ask if there has been any progress in making a decision.
However, don't take this as an invitation to bombard the hiring manager's inbox. Send no more than two well-spaced follow-up emails, and if you don't hear back after that, accept it as a rejection and move on.
For more tips on writing a great thank-you note, visit this Business News Daily article.
Additional reporting by Jennifer Post. Some source interviews were conducted for a previous version of this article.
Here are the best interview follow-up email Thank you for your time, [insert interviewer's.
123 Main Street
Anytown, Any State, ZIP Code
Senior Manager, XYZ Corp
456 Oak Street, Ste. 300
Anytown, Any State, ZIP Code
Dear Ms. Smith,
Thank you again for meeting with me to discuss the administrative assistant position at XYZ Corp. I thoroughly enjoyed our conversation, both about the role and about baseball. (I really think this is our year!)
I was impressed with the opportunities the administrative assistant has at XYZ to pitch in and wear many hats. In my previous role, I was able to pick up graphic design and Excel skills, as well as some conversational Spanish and French. I love to learn new things and find different ways to make my team a success. It’s clear that I would have the opportunity to do that working for XYZ.
I believe that my experience at my current employer has prepared me to slide seamlessly into the role. I’m familiar with all of your systems, software, and requirements, as well as being a quick study should other needs come up.
Please let me know if I can provide you with any other information while you’re making your decision. Again, thanks so much for meeting with me. It was a pleasure.
[signature for hard copy]
An example of a general thank you letter to send to those who have say in your letter, and also whether to send your note as an email, letter.