How to Write a Professional  “Thank-You” Email

If you’re looking for how to write a professional email or thank-you letter after an interview, you’ve come to the right place. This section will help you write a thank-you note before your interview and after you apply for a job. The hiring process can go quickly, so we recommend that you always send a thank-you note, even if you choose to send a handwritten letter.

Why should you write a professional thank-you email?

Emailing the interviewer is a good option in most cases, especially if you know the company plans to make quick hiring decisions. Writing a thank-you note or email after the interview can be the key to getting a job offer.

In fact, most hiring managers pay close attention to how well (and how quickly) you write a thank-you letter after an interview. Writing a thank-you note after the interview allows you to continue to make a good impression on potential employers. 

Factors to consider when writing a professional thank-you email

If you’re going to take the time to send a thank-you letter to an interview, make sure it counts. Use the tips below to send a thank-you interview that not only completes your application but also sets you apart from the competition and brings you one step closer to getting a job offer. 

If you’re applying for a job in an industry that prioritizes informal communication, or if you’re interviewing for an internal position and know your interviewer, an informal thank-you note might be appropriate. 

Know the right time to send a thank-you email after an interview:

You don’t want to be the last interviewee to send a thank-you email, just in case other candidates are smart enough to send a thank-you message before you do.

If you’ve been emailing the company to schedule an interview, answer certain questions, and so on, send a thank-you email right after the interview, usually within 24 hours after the interview. And make sure you send the email to everyone you talk to, not just the hiring manager. 

Applicants must text the interviewer within the first 24 hours after speaking with the interviewer. Send a message immediately after the interview, preferably within the first 24 hours, even if the interview is on a Friday (send as soon as possible on Friday).

Thank the interviewer

The goal is to thank the interviewer for their time and confirm your interest in the position. It is important to express gratitude to the interviewers for the opportunity and time. Be honest, thank them for the opportunity, acknowledge your interest, and don’t forget to refer to what you discussed during the interview itself. 

Take the opportunity to highlight why you’re a good fit

A detailed thank-you note can show that you took care to refer to the details of what was discussed during the interview. It’s a gesture that displays your interest in the position and shows excellent manners.

Feel free to mention pointers you have understood from the interviewer’s description of the role and highlight your experiences that match. You could also talk about learnings or insights that you’ve gained from the interview and state that you are excited to implement your learnings in the new scenario.

Write a clear, concise subject line

When it comes to a subject line, your best bet is to keep it simple.

Something in the format of SUB: Thank-You <<Interviewer name>> : (YOUR NAME) for (ROLE) at (COMPANY NAME). 

This ensures that they know what to expect in the email. You could choose to respond to the meeting invite email that you have received—if you have one.

In the case of multiple interviews, you could write individual emails, if you have the time, or you could write just one email.

You can use the same beginning (Thank you for your time today) and ending (Respectfully), but be sure to mention one thing that is unique to each interviewer.

Add a signature

An email signature is a good way to quickly summarize your details and list ways that the company to reach out to you.

A good format for that would be:

Kind Regards,

(Your full name)

(Your current designation)/(Your degree and University)

P: (Phone Number) E: (Email ID) 

Professional Thank-you Email Sample

Sub: Thank you (Name) for (Role) at (Company name)

Greetings [Interviewer Name], thank you for meeting with me today.

It was such a delight to dive deeper into the organization and the (position), and I’m extremely excited to join (Company Name) and help [bring in new clients/create content/whatever else role you would be doing] with your team.

I look forward to bringing my experience from (past company/internship) to further help bolster (marketing/sales/other role) efforts.

Thanks again,

Kindest Regards,

(Name)

(Current Designation)

(Contact) 

I want a Job

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