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How to Write a Thank You

Email After an Interview
Advice on what to say — and what not to — along with sample email
templates. by Christopher Littlefield

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 HBR / Digital Article / How to Write a Thank You Email After an Interview

How to Write a Thank You

Email After an Interview
Advice on what to say — and what not to — along with sample email
templates. by Christopher Littlefield
Published on HBR.org / November 30, 2022 / Reprint H07DE3

anilakkus/Getty Images

You’ve just finished an interview for a job opportunity you’re really

excited about. You know you should send a thank you note to your
interviewers, but you’re not sure what to write. How much detail should
you include? Should you send an email to every person you interviewed
with? And what’s really the best way to follow up?

Here’s some advice on what to say — and not to say — in your message,
along with sample email templates. I’ll also cover why writing a thank

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you note is something you should do, even if it feels like a formality.
Let’s start with what to write in your note.

How to Write a Thank You Email

Your email should be short, sincere, and sent within 24 hours of your
interview.

1. Address the email to the person who interviewed you and make sure
you spell their name correctly. If their name is Christopher and they
asked you to call them Chris in the interview, address them as such
in your follow-up. If you interviewed with multiple people, it’s a good
practice to send each person a brief message as well.

2. Thank the person for their time and consideration.

3. Briefly highlight your draw to the organization. David Lancefield, a

former partner at PwC and now CEO coach, suggests that candidates
“call out an aspect of the conversation that was particularly interesting
or share a helpful hook to help them remember what you spoke about.”

4. Express your continued interest in the job opportunity.

5. Offer to answer any questions.

Lourdes Olvera-Marshall, who teaches networking and career

management courses at NYU, recommends jotting down quick notes
when you’re interviewing. Write down your interviewer’s name, what
you discuss, and a few key words to trigger your memory, so you can
make your follow-up message more meaningful. As she told me, “The
thank you note starts during the interview.”

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What to Avoid in Your Thank You Email

If you don’t want to leave the interviewers with a bad impression, avoid
these three common mistakes.

Adding too much detail

Remember that the intention of the message is to say thank you, not to
pick up where your interview left off. “Your follow-up is not the place
to add all the things you wish you had highlighted in your interview,”
Olvera-Marshall warns. When you do, you run the risk of appearing
desperate or like you weren’t prepared for the interview.

Making requests
People are busy. Avoid requesting anything that creates additional
work. You want to show your interviewer that you’re easy to work with.

Typos
And of course, don’t forget to review your email for grammar and
spelling before sending. This is an example of your communication.

Sample Thank You Email Templates

Use the samples below to get started, but make sure you customize them
to fit your needs.

Sample 1
Subject: Thank you

Hi Genesa,

It was great speaking with you yesterday about being a possible fit
for your team. I appreciate the transparency into the project you are
working on and what it is like working at [company name]. It seems
like an amazing team and an exciting project with huge potential. I
am excited about the possibility of working with you. If you have any

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questions or want to continue our conversation, please reach out at

any time.

I look forward to being in touch.

All the best,

Sample 2
Subject: Thank you

Hi Maria,

Thank you for taking the time to meet with me today and sharing
some of the innovative work you and your team are doing to support
your clients.

From our conversation, I understand that the pace is fast, the work is
top-notch, and as hard as you work, you all have a great time doing it
together. People’s passion for their work was tangible and the sense of
community was amazing.

I also understand you are looking for a person who can hit the ground
running, does not need hand-holding, and is fun to work with. I am
confident I am that person.

If you have any questions or want to continue our conversation,

please feel free to reach out at any time.

I look forward to being in touch.

Best,

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Sample 3
Subject: Thank you

Dear Mr. Cassidy,

I want to thank you for taking the time to meet with me today
to discuss the financial planner position at Cascade Associates. I
appreciate you sharing the history behind your family business and
that you care for every customer as if they were your own family.

From our conversation, I understand that maintaining the legacy of

top-notch service is your priority, and you are looking for planners
who want to continue that legacy for years to come. As I shared, I
have a young family of my own, and I am looking to put down roots
with an organization that I can be proud to work for. I am excited
about the possibility of joining your team.

If you have any questions or want to continue our conversation,

please feel free to reach out at any time.

Sincerely,

Why Is It Important to Send a Thank You Note?

Beyond it being a nice gesture, there are multiple benefits to sending a

follow-up message after an interview.

It creates a positive connection with the interviewer(s).

No matter how well your interview went, many hiring managers
squeeze multiple interviews into their busy schedules. A thoughtful
message helps you leave a lasting positive impression after the
interview is over.

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It helps you stand out from the crowd.

Investing the time to send a thank you increases your chances of
standing out from other applicants. One study found that only one out
of four candidates sent thank you messages after their interviews, yet
80% of HR managers said those messages were helpful when reviewing
candidates.

It’s an opportunity to demonstrate your professionalism and people

skills.
It’s one thing to tell an interviewer you’re detail-oriented and work
well with others — it’s another to show them. A well-crafted and timed
thank you message illustrates your follow-up, your ability to capture the
meeting’s essence in writing, and that you understand the importance
of expressing your appreciation for others.

It confirms your interest in the job.

Hiring managers understand that candidates may be interviewing for
multiple jobs at the same time. Busy themselves, leaders don’t want
to invest time in a candidate who is not invested in the role they’re
hiring for. A thank you message confirms that you’re both interested
and excited about the role and worth following up with.

•••

You may send your message and get a response in minutes, or you may
never hear back at all. Either way, investing 15 minutes to express your
appreciation may be the difference between getting the job or getting
lost in the crowd.

This article was originally published online on November 30, 2022.

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Christopher Littlefield is an International/TEDx speaker

specializing in employee appreciation and the founder of Beyond
Thank You. He has trained thousands of leaders across six continents
to create cultures where people feel valued every day. He is the
author of 75+ Team Building Activities for Remote Teams—Simple
Ways to Build Trust, Strengthen Communication, and Laugh Together
from Afar. You can follow his work through his weekly mailing The
Nudge.

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2022-11-30 Harvard Business Publishing. All rights reserved.