How to Write a Thank You Note After an Interview

By Melanie Sampson, M Resumes and Career Consulting | Washington, D.C.

You have just completed an interview for a position that you are extremely interested in. You want to send a thank you note to the interviewer(s), but you are stumped on what to say, how much information to include and who exactly to send the note to.

Here are some pointers on what you should and should not say in your note, as well as some sample thank you note templates. We will begin with why thank you notes are important even if it feels like a formality.

What Is the Importance of Thank You Notes?

Apart from being a good gesture, sending a follow-up note after an interview has several advantages.

  1. It establishes a favorable rapport with the interviewer(s). Regardless of how great your interview went; many prospective employers cram lots interviews into their already packed schedules. After the interview, a personalized note may help you leave a strong impression.Taking the effort to send a thank you note allows you to differentiate yourself from the others.
  1. It is a chance for you to showcase your sophistication and interpersonal skills. You can tell an interviewer you are detail-oriented and collaborate effectively with others, but it is better to demonstrate with action whenever possible. A well written and timely thank you note demonstrates your tenacity, your capability to convey the substance of a verbal conversation in writing, and your understanding of the value of expressing your gratitude to others.
  1. It demonstrates your enthusiasm for the position. Hiring managers are aware that candidates may be exploring for several opportunities at once. Recruiters are too busy to devote time and resources to pursue a candidate who is no longer interested in the position they are hiring for. A thank you note indicates that you are interested in the position and worth the consideration.

Writing a Thank You Note

Your message should be brief and genuine, and you should submit it within 24 hours following your interview.

  1. Make sure you send the message to the person who interviewed you and spell their name correctly. If their name is Elizabeth and they requested that you refer to them as Liz throughout the interview, do so in your follow-up. If you interviewed with several people, send a brief message to each individual person.
  1. Express gratitude to the individual(s) for their time and attention.
  1. Briefly describe your attraction to the organization. Point out an area of the discussion that you found very intriguing and provide a reference to help them recall what you talked about.
  1. Communicate your sustained interest in the position.
  1. Volunteer to answer any questions that may arise.

I strongly advise that you begin the process of formulating your thank you note while the interview is taking place by making note of important details such as the interviewer’s name, what you talked about along with key words to help you remember so that your follow-up communication is more significant.

What to Avoid in Your Thank You Email

Avoid making the following mistakes if you do not want to leave the interviewers with an undesirable opinion.

  1. Including excessive detail. Keep in mind that the purpose is to express gratitude rather than continue the conversation from your interview. This is not the moment to add all the topics you wish you had addressed in your interview. Doing this can be perceived as if you were unprepared for the interview or simply trying too hard.
  1. Requests. Everyone is busy. Requests that add more labor should be avoided. You want to demonstrate to the interviewer that you are a pleasure to work with.
  1. Grammatical errors and typos. Make sure you proofread your message before submitting. This is a clear indication of your written communication skills.

Sample Thank You Note Templates

Utilize the samples below to get started but remember to modify them to meet your own requirements.

Template 1

Subject: Thank you

Hello Nicole,

I appreciate you taking the time to meet with me today and telling me about the work you and your team are doing serve your clientele.

I gathered from our conversation that the work is impactful, the environment is somewhat fast-paced and regardless of how diligently you all work, you enjoy working together. The sense of camaraderie and the passion for the organization’s mission was very refreshing.

I also recognize that you are seeking someone that can jump right in, does not require much coaching, and is enjoyable to work with. I am certain that I meet the criteria.

Please feel free to let me know if you have any questions or wish to continue our discussion.

I look forward to speaking with you soon.


Template 2

Subject: Thank you

Hello Michael,

It was a pleasure speaking with you yesterday regarding the possibility of joining your team. I really value your honesty about the project you are working on and what it is like to work at [company name]. It appears to be an incredible team and an innovative concept with enormous potential. I am quite enthusiastic about the possibility of working with you. Please contact me at any time if you have any questions or want to continue our conversation.

I am looking forward to hearing from you.

Best wishes,

Template 3

Subject: Thank you

Greetings Mr. Porter,

I would like to thank you for meeting with me today to discuss the financial advisor position with Porter Enhancements. I appreciate you explaining the history of your family business and the fact that you treat each client as if they were a member of your own family.

Based on our conversation, I understand that preserving a reputation of excellent service is a high priority for you, and you are searching for advisors who want to carry on that legacy for many years ahead. As I mentioned, I have a small family of my own and am seeking to establish roots with an organization that I am working for. I am quite thrilled about the idea of joining your team.

Should you have any questions or would like to continue our conversation, please do not hesitate to reach out to me.


You may submit your note and get a response within minutes, or you could never get a response at all. In any case, taking a few minutes to write a thank-you message might be the difference between getting the job and being overlooked.