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Samples of thank you emails

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Samples of thank you emails
August 31, 2019 1st Anniversary Wishes 4 comments

Unsure how to write a thank-you email after an interview? Add relevant examples of your work, or suggest a solution to a company problem.

If you’re here, you’re likely interested in knowing how to write an interview thank you letter.

In this guide, we explain exactly how to craft your own for any situation, offer a variety of free thank you letter templates, and even provide alternatives (if you’re feeling less traditional).

Table of Contents

  1. Following Up: How to Write a Thank You Letter After an Interview
  2. Interview Thank You Letter Templates
  3. Alternatives to a Traditional Thank You Letter

1. Following Up: How to Write a Thank You Letter After an Interview

The purpose of your letter is to thank your interviewer for their time, recap your strengths as an applicant, and express your anticipation for a follow-up. Although there are many ways to contact your interviewer, emailing is the simplest and most common follow-up method.

General Guidelines

Use these guidelines to ensure that your thank you note is on the right track:

  • Make it prompt. Your thank you note should be sent within 24-hours after your interview.
  • Make it professional. If you made a personal connection with the hiring manager during your interview, you can make a reference to it–but don’t overdo it.
  • Make it concise. Your follow-up, whether it be handwritten or typed, should not exceed one page in length. When detailing the reasons you’d be a strong candidate, keep in mind that you’ll just want to include the major highlights. Your letter should be used as a gentle reminder.
  • Make it interesting. Don’t write a generic thank you letter simply thanking the hiring manager for the interview, and giving him/her vague statements about your abilities and skills. Be specific and reference the conversation you had during the interview.
  • Make it well written. Make sure you’ve edited out all spelling and grammar errors. You don’t want to leave a poor final impression due to careless mistakes.
  • Use a professional letter format. Use a normal font such as Arial, Times New Roman, or Verdana in no larger than a 12 point size and no smaller than 10 point size. Use one-inch margins and no more than double-spaced lines. Avoid anything besides black text – emojis, fluorescent colors, highlighting, all caps, etc., are usually considered tacky. Handwritten letters should be legible, in black ink.

When writing your subject line in your email, make sure you use concrete numbers and words (no “soon, or quick, etc.). Also, be direct and clear – state the purpose of the email. Lastly, make sure to include your name!

Interview Thank You Letter Format

Use our interview thank you letter format, separated into individual paragraphs, to help you structure the perfect letter today!

1st Paragraph — Open your letter by thanking your interviewer(s) for taking time out of their busy schedules to discuss the available position at their company. Reference a personal connection you made with the interviewer and how it has increased your interest in the company and/or role.

2nd Paragraph — Use this section to expand upon the factors discussed in the interview which make you a strong candidate for the position. Explain how your educational background, the experience you gained in your previous role, and your noteworthy accomplishments will allow you to help the company reach its goals.

3rd Paragraph —[Optional Section] If you weren’t able to discuss certifications, skills, or experience which makes you an ideal candidate during the interview, use this section to offer information about these qualifications. You can also use this section to clear up any misconceptions or discuss any point in the interview that you feel you didn’t cover strongly enough.

4th Paragraph — Close the letter by restating your gratitude for the interviewer’s time, your anticipation of their response, and an invitation to contact you if any additional information regarding your application is required.

The breakdown of an email looks something like below:

2. Interview Thank You Letter Templates

A strong thank you note ensures you will leave a good impression in the mind of the person who interviewed you. Luckily, we’ve made it easy for you to make a lasting impression with these free downloadable MS Word thank you notes. All you have to do is select the letter that matches the tone and style of your interview, customize it with your personal information, send it via email or post to the hiring manager, and wait for your job offer to arrive!

Professional Thank You Letter After Interview

If you attended a professional interview, your thank you letter should follow suit with a formal structure and tone. Begin by thanking your interviewer for their time and for the information they provided about the available position at their company. Use the rest of your letter to reiterate how your credentials, professional experience, education, and skills make you an ideal candidate for the position.

It’s appropriate to send a professional thank you letter after your interview in situations where:

  • The hiring manager has used formal communication in their written correspondence and in-person interactions.
  • The work environment of the company you’ve interviewed with places emphasis on professionalism.
  • You didn’t form a personal connection with the hiring manager during your interview.

Click Here to Download This MS Word Letter

Professional Thank You Letter After Interview (Text Format)

Professional Thank You Letter After Interview

[Your Name]

[1234 Street Address]

[City, State, Zip]

_______________________________________________________________________

[Today’s Date]

[Company Name]

[1234 Street Address]

[City, State, Zip]

Dear [Hiring Manager’s Name],

Thank you for taking the time out of your busy schedule to speak with me about the [Position Title] at [Company Name]. Learning more about [Company Name]’s internal processes, company culture, and planned expansion has only increased my interest in the role and this opportunity to join your team.

As discussed in the interview, my professional experience includes [Relevant Experience], [Relevant Experience], and [Relevant Experience]. I have a proven record of success in the [Industry], as demonstrated by the following noteworthy accomplishments, [Accomplishment], [Accomplishment], and [Accomplishment]. I’m confident that my extensive industry experience, collaborative nature, and dedication to success can assist [Company Name] in reaching the targets you described in our meeting.

[Optional Section] If you weren’t able to discuss certifications, skills, or experience which makes you an ideal candidate during the interview, use this section to offer information about these qualifications. You can also use this section to clear up any misconceptions or discuss any point in the interview that you feel you didn’t cover strongly enough.

Again, thank you for your time and consideration. I’m confident that I would be a valuable addition to the [Company Name] team. I look forward to hearing from you regarding the next steps in the hiring process.

Sincerely,

[Your Name]

Sincere Thank You Letter After Interview

If you’ve developed a personal relationship with your interviewer, it’ll likely be awkward if you send them a generic or formal follow up after your interview. Instead, opt for a sincere letter that allows you to express your professional appreciation for the opportunity to interview. Make sure you thank your interviewer for their time and attention to your application.

It’s suitable to send a sincere follow up email after your interview in situations where:

  • You’re honored to be considered for the position and hold the company you’ve interviewed with in high esteem.
  • The hiring manager made an exception for your application such as allowing you to submit your resume and cover letter via email after the position closed.
  • The hiring manager made a special effort to accommodate your interview schedule.
  • You would like to reference the personal connection you made with the hiring manager during your interview in an attempt to strengthen your application.

Click Here to Download This MS Word Letter

Sincere Thank You Letter After Interview (Text Format)

Sincere Thank You Letter After Interview

[Your Name]

[1234 Street Address]

 

[City, State, Zip]

_______________________________________________________________________

[Today’s Date]

[Company Name]

[1234 Street Address]

[City, State, Zip]

Dear [Hiring Manager’s Name],

I sincerely thank you for taking the time out of your busy schedule to discuss the available [Position Title] at [Company Name]. I was delighted to have the opportunity to learn firsthand about [Company Name]’s product and service offerings, company culture, and growth objectives.

I’m impressed by the opportunity your next [Position Title] will have to [Position Description], [Position Description], and [Position Description]. As we discussed, in my previous role, I was responsible for [Relevant Experience], [Relevant Experience], and [Relevant Experience], which makes me perfectly suited for the available [Position Title] at [Company Name]. Given my history of [Accomplishment] and [Accomplishment], I’m certain I can help [Company Name] achieve its pressing short-term goals as well as its long-term goals.

[Optional Section] If you weren’t able to discuss certifications, skills, or experience which makes you an ideal candidate during the interview, use this section to offer information about these qualifications. You can also use this section to clear up any misconceptions or discuss any point in the interview that you feel you didn’t cover strongly enough.

I’m honored to be considered for a position on the [Company Name] team. I’m very much looking forward to hearing from you regarding the next steps in the hiring process. Please don’t hesitate to contact me if you require any additional information or have any questions regarding my application.

Sincerely,

[Your Name]

Formal Thank You Letter After Interview

If you’ve interviewed for a business professional position, it’s important to send a thank you email to the hiring manager after your interview. In a formal industry or company, a thank you note is used to demonstrate your professional competence and knowledge of business-related formalities. Failing to send a follow-up after your interview may hinder your chances of receiving a job offer.

Sending a formal thank you letter after your interview is ideal for situations where:

  • The industry or company you’ve applied for is known for placing emphasis on formality such as a bank or accounting firm.
  • The position you’ve applied for requires a high-level of formality to be used in your daily interactions with customers, clients, co-workers, and management.
  • The hiring manager conducted a formal interview in which you strictly discussed your application and avoided topics of a personal nature.

Click Here to Download This MS Word Letter

Formal Thank You Letter After Interview (Text Format)

Formal Thank You Letter After Interview

[Your Name]

[1234 Street Address]

[City, State, Zip]

_______________________________________________________________________

[Today’s Date]

[Company Name]

[1234 Street Address]

[City, State, Zip]

Dear [Hiring Manager’s Name],

It was a pleasure to meet you this afternoon. I appreciate you taking time out of your busy schedule to discuss the available [Position Title] at [Company Name]. I enjoyed learning about [Company Name]’s position as an industry leader, its mission statement, and its expansion plans.

As discussed in the interview, I have extensive experience in the [Industry] including [Relevant Experience], [Relevant Experience], and [Relevant Experience]. My proficient [Hard Skill] coupled with my robust [Soft Skill] has allowed me to make the following noteworthy accomplishments in my professional career: [Accomplishment], [Accomplishment], and [Accomplishment]. Given my proven record of success, commitment to quality, and leadership capabilities, I’m confident that I can assist [Company Name] in reaching the goals you defined in our meeting.

[Optional Section] If you weren’t able to discuss certifications, skills, or experience which makes you an ideal candidate during the interview, use this section to offer information about these qualifications. You can also use this section to clear up any misconceptions or discuss any point in the interview that you feel you didn’t cover strongly enough.

Thank you again for your time and attention. I’m I look forward to hearing from you regarding the next steps in the interview process. Please contact me if you require any additional information regarding my application.

Sincerely,

[Your Name]

Thank You Letter After Phone Interview

A phone interview is often the first stage in the interview process. Unfortunately, without face-to-face communication, it can be difficult to leave your interviewer with a strong first impression. Therefore, we suggest sending a personalized thank you letter to help the hiring manager remember select details from your phone interview. The added personal touch will increase your chances of receiving an invitation for an in-person interview.

It’s important to send a follow-up after your phone interview because:

  • It’ll prompt the hiring manager to invite you for an in-person interview.
  • It allows you to remind the hiring manager of your specific answers from your phone interview and associate them with your name and application.
  • It demonstrates that although you haven’t met the hiring manager in person, you’re serious about the position and interested in continuing with the application process.
  • It grants you the opportunity to provide information about your relevant skills, experience, or education which may have been missed due to a time constraint or faulty connection.

Click Here to Download This MS Word Letter

Thank You Letter After a Phone Interview (Text Format)

Thank You Letter After a Phone Interview

[Your Name]

[1234 Street Address]

[City, State, Zip]

_______________________________________________________________________

[Today’s Date]

[Company Name]

[1234 Street Address]

[City, State, Zip]

Dear [Hiring Manager’s Name],

Thank you for taking the time out of your busy schedule to conduct a phone interview with me this afternoon. I thoroughly enjoyed speaking with you about [Company Name]’s future projections as well as the opportunity to join the company as [Position Title].

As discussed in our conversation, I have over [Number] years of experience working in the [Industry]. Throughout my professional history I’ve been responsible for [Relevant Experience], [Relevant Experience], and [Relevant Experience]. This experience has allowed me to hone my [skill] and [skill] and accomplish [Accomplishment] and [Accomplishment]. Given my proven track record for success, I’m confident in my ability to help [Company Name] reach its goals and expand its position as an industry leader in the [Industry] market.

[Optional Section] If you weren’t able to discuss certifications, skills, or experience which makes you an ideal candidate during the interview, use this section to offer information about these qualifications. You can also use this section to clear up any misconceptions or discuss any point in the interview that you feel you didn’t cover strongly enough.

Again, thank you for considering my application and for organizing a phone interview with me. I look forward to arranging a date for me to join you in the office for an in-person interview. I’m confident that I would be an invaluable addition to the [Company Name] team.

Sincerely,

[Your Name]

Thank You Letter After Second Interview

If you’ve been invited to attend a second interview, congratulations–you’ve made it to what is likely the final round of the hiring process. Demonstrate that you’re a courteous and thoughtful professional by thanking the interviewer for their time and continued consideration of your application in a personalized thank you note.

It’s critical to send a thank you letter after your second interview because:

  • It’s your final opportunity to leave a good impression in the minds of the decision-makers involved in the hiring process.
  • It allows you to express your enthusiasm for the position and gratitude for being selected for a second interview.
  • It’s your final opportunity to address any undiscussed details regarding your application or the interview process.

Click Here to Download This MS Word Letter

Thank You Letter After Second Interview (Text Format)

Thank You Letter After Second Interview

[Your Name]

[1234 Street Address]

[City, State, Zip]

_______________________________________________________________________

[Today’s Date]

[Company Name]

[1234 Street Address]

[City, State, Zip]

Dear [Hiring Manager’s Name],

Thank you for inviting me to join you this afternoon for a second interview. My interest and enthusiasm for joining the [Company Name] team in the [Position Title] position has continued to grow with each of our meetings. I especially enjoyed gaining a more in-depth understanding of the logistical role I’d fill as [Position Title] in the company structure.

As discussed in the interview, in my previous role as [Previous Position Title] I gained valuable experience [Relevant Experience], [Relevant Experience], and [Relevant Experience]. Throughout my professional career I’ve developed a proven record of success as demonstrated through the following accomplishments [Accomplishment], [Accomplishment], and [Accomplishment]. Given the opportunity to join your team, I’m confident that my initiative, determination, and dedication to success can assist [Company Name] in its expansion and future goals.

[Optional Section] If you weren’t able to discuss certifications, skills, or experience which makes you an ideal candidate during the interview, use this section to offer information about these qualifications. You can also use this section to clear up any misconceptions or discuss any point in the interview that you feel you didn’t cover strongly enough.

Again, thank you for taking the time to conduct a second interview with me. If you require any additional information or have any questions don’t hesitate to contact me. I look forward to hearing back from you, and hope to continue moving forward with [Company Name].

Sincerely,

[Your Name]

Thank You Letter After Group Interview

It can be difficult to form a connection with the decision-makers involved in the hiring process during a group interview. Luckily, sending a thank you email after your interview is an easy way to leave a lasting impression in the minds of your interviewers.

A thank you letter after a group interview is helpful because:

  • It demonstrates that you’re a thoughtful and courteous individual who understands the importance of professional politeness.
  • You can highlight relevant credentials or experience which may have been missed during your interview.
  • It gives you the opportunity to clear up any misconceptions or elaborate on a point in the interview you wish you’d covered more clearly.

Click Here to Download This MS Word Letter

Thank You Letter After Group Interview (Text Format)

Thank You Letter After Group Interview

[Your Name]

[1234 Street Address]

[City, State, Zip]

_______________________________________________________________________

[Today’s Date]

[Company Name]

[1234 Street Address]

[City, State, Zip]

Dear [Hiring Manager’s Name] and [Hiring Manager’s Name]

I would like to thank you [Both/All] of you for taking the time out of your busy schedules to discuss the available [Position Title] with me this afternoon. The detailed description you provided of [Company Name]’s business processes, company culture, and internal initiatives has only heightened my interest and enthusiasm for the role.

As discussed in the interview, I have over [Number] years of experience in the [Industry]. I’ve developed proficiency and expertise in [Relevant Experience], [Relevant Experience], and [Relevant Experience]. Throughout my professional career I’ve achieved many noteworthy accomplishments such as [Accomplishment], [Accomplishment], and [Accomplishment]. My extensive experience, proven record of success, and initiative make me the ideal candidate to assist [Company Name] reach the goals you described in our meeting.

[Optional Section] If you weren’t able to discuss certifications, skills, or experience which makes you an ideal candidate during the interview, use this section to offer information about these qualifications. You can also use this section to clear up any misconceptions or discuss any point in the interview that you feel you didn’t cover strongly enough.

It was a pleasure to meet you [Both/All] this afternoon. Thank you for your time and considering my application. I’m confident that I would be a strong addition to the [Company Name] team. I look forward to hearing from regarding the next steps in the hiring process.

Sincerely,

[Your Name]

3. Alternatives to a Traditional Thank You Letter

A tricky dilemma faced by applicants deciding how to thank an interviewer. This is hard because different hiring managers might have different expectations, companies might have different cultures, or your personality just doesn’t suit some kinds of responses. Here is our list of methods for following up and useful advice on how to compose your message.

 Phone Call

The direct phone call to a hiring manager can also leave a strong impression. Be careful though- this method isn’t always appropriate.

How to follow up with a phone call

  • If you can, ask for the hiring manager by name. Do your research. If not, ask for “the hiring manager.”
  • Be friendly.
  • Identify yourself first thing. State your name, then your purpose, e.g., calling to check on an application, calling to say “Thank You” for an interview, etc.
  • Avoid word-vomit. You will likely be anxious and want to get out everything you say. Be measured, wait for them to finish speaking, and don’t hog the conversation.
  • Call at convenient times. Morning or mid-afternoon are best. Don’t call right at 4:59.
  • If it helps, prepare a script. Avoid reading directly from your script however. Think of them as “notes.”
  • If the hiring manager or interviewer isn’t available, leave a message and don’t call back for at least a week.
  • If your call was to thank the interviewer for an interview and they weren’t available, send an email at this point.

If the manager isn’t there, instead of calling back, consider writing an email and stating you called. You’ll get credit for having made the call and your message is sure to get to the interviewer.

 Card

The card functions like the letter, but adds a more informal and personal touch to the process. Cards can be small and straight-forward, or they can be a fun way to show a little bit of personality. Obviously gauge the company and interviewer as to how they may respond, but cards have proven useful to many applicants.

How to write a card

  • Choose the right card. If you want to go with something humorous or silly, make sure that matches the personality of the company or interviewer. When in doubt, play it safe.
  • Don’t write too much. You should only use a card if you don’t have so much to say beyond “thanks” and that you’re very interested in the position.
  • Like the letter, you can prepare a card before an interview and then write it immediately afterwards.
  • As you will probably have to write a card by hand, make sure your handwriting is legible and neat. If it’s not, then avoid sending a card.
  • Avoid making a card on your own, unless you can do it at a professional level. Otherwise just buy one – you don’t want to come across as tacky.
  • If you decide to buy a gift, make sure you send a card as well.

 Gift

This one is the riskiest and most expensive, but it also lays it on thick that you want a position.

How to follow up with a gift

  • Pick something the interviewer will find useful or related to the function of the company
  • If you send something general (a gift basket, candles, etc.), make sure you also include a card expressing gratitude as well as identifying yourself.
  • Don’t go overboard – the gift tactic is highly delicate, and for most interviews we don’t recommend it. However, if the interview process has been an exceptionally long one, and if you have developed a relationship of sorts with the organization, a gift could be appropriate. Just don’t spend too much or buy something inappropriate (like flowers or gag gifts).

Which is Best Follow-up Method?

“So,” you might be asking, “which option should I use? Which is best?”

In our collective opinion, we recommend an email first, and a letter second. The email is a surefire way to make sure you get seen and can efficiently convey your thoughts about the interview as well as your gratitude.

The letter does this as well, but it really should mostly be used in the most formal of interviews. Think finance and law, not tech and service. However, we can’t be there to judge every situation, so use your best judgment, think about the personality of the interviewer and the culture of the company, and pick the best option for you. One word of warning – don’t pick more than one. Just like giving a gift can seem like too much, an email and a letter can seem like you are kissing up and kind of begging for the job. Choose one option, do it well, and let it be.

Written by Mollie Moric

Mollie Moric is a Career Advisor at Resume Genius. She firmly believes that a passionate, fulfilled, and empowered workforce is the key to a successful company. She is dedicated to providing the necessary training,... more

Before you even begin to write your thank you letter you should consider For example, if a customer submitted a feedback survey, you could.

Thank You Email After an Interview: 6 Samples for All Jobs (+Tips)

samples of thank you emails

Notice how this thank you letter is specific to the disaster that I wanted to help. Plus, there is a testimonial from a disaster victim. I did not receive a mailed letter from this organization but did receive a phone call later to thank me again. Nice touch! 

Dear Joanne,

Thank you for your gift of $___. Convoy of Hope has deployed trucks and teams to Joplin, Mo. "Our prayers go out to the families in Joplin who lost loved ones, homes and businesses, says Hal Donaldson. Because of friends like you, Convoy of Hope was able to immediately deploy teams and emergency relief supplies to aid victims of these massive storms. Thank you!

Your financial gift helped people like Rachael, who lost her home and had no food for her children. Convoy of Hope workers supplied Rachael and her family with food, water, and hygiene products at one of our distribution sites just outside Birmingham, Ala.

"When you have kids and you don’t know how you are going to feed them, it means so much to know there are people here to help," says Rachael.

Thank you again for your rapid response that enabled Convoy of Hope to help thousands like Rachael across the southeast in the wake of this disaster.

Thank you for your gift of $____ to Convoy of Hope. It is the donations, such as yours, that equip us to help in Japan, continue our work in Haiti, and all our other outreaches as well.

Because of friends like you, our disaster responders have deployed to the region where they will purchase and distribute life-saving food, water, and supplies in cooperation with our in-country partners.

With your help, we will reach even more families and children in need here at home and around the world this year.

Below is a summary of your gift.You can also access a receipt online by clicking on this link: xxxxxx

Amount: $xxxx
Payment Method: Mastercard Credit Card, ************
Date: 5/24/2011
Designation: US Disaster Response

Thank you for your compassion.

Sincerely,

Hal Donaldson, President

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After the Interview: Sample Thank-You Letters

samples of thank you emails

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?

  • Your contact information
  • The date
  • The contact information of the person you're writing to
  • A greeting (e.g., "Dear Mr. X")
  • Body text that includes a simple, clear and straightforward thank-you and is no longer than four paragraphs. Run spellcheck and proofread carefully.
  • Closing such as "Best" or "Sincerely"
  • Handwritten signature, for mailed paper letters
  • Typed signature

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."

Why are thank-you notes important?

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)."

What is the preferred method of sending a thank-you note?

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."

What should be included?

Smith suggested including the following elements in your thank-you note:

  • A salutation. Even if you have been referring to the interviewer in a more casual way, in the thank-you note, use the more formal form of address.
  • A sincere and specific expression of appreciation along with a concise description of what is being appreciated.
  • Remind them of something unique that they spoke to you about in the interview that they might not have discussed with other candidates. This will help the interviewer remember who you are.
  • Confirm you're a good fit for the role.
  • Close with final expression of gratitude.

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. 

Does sending a thank-you note really work?

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.

Sample thank-you letters

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.

Best regards,
Nicole Taylor

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 presenceparticularly 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.

Sincerely,
Nicole Taylor

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. 

Whether it's for a job or an internship, a thank you letter is literally your last chance to sell yourself to an employer. Career experts from Yale.

Sample Thank You Letter

samples of thank you emails

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.

Email vs. Paper vs. Notecard Thank Yous

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.

What to Include in a Thank You Letter

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).

Tips for Writing a Thank You Letter

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.

Sample General Thank You Letter

Download the Word Template

A printed letter, sent by mail, will have your contact information as well as that of your recipient at the top of the page:

General Thank You Letter (Text Version)

Jason Jones
123 Main Street
Anytown, CA 12345
555-555-5555
jason.jones@email.com

September 1, 2018

Cedric Lee
Account Manager
Acme Rental
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.

Best regards,

Jason Jones [handwritten signature]

Jason Jones

Email Thank You Letter Sample

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.

Sincerely,

Terry Lau
123 Main Street
Anytown, CA 12345
555-555-5555
terry.lau@email.com

A thank you letter to employees is a formal appreciation message sent to an employee in the form of a letter or email, to thank them for their.

samples of thank you emails
Written by Faugore
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