Post interview thank-you email: Examples and templates
Writing a thank-you letter or email after an interview is a well-established practice in both the US and the UK. It offers you the opportunity to express gratitude to your interviewer once more and reinforce the positive impression you (hopefully) made during the conversation. But what should you actually include in a thank-you email?
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How to write a thank you email after an interview using examples
It can be difficult to get the tone just right. That’s why we have put together several post-interview thank-you email examples for you. You can use these samples as a starting point for writing your email after you’ve just had the interview. Make sure you individualise your message!
Example 1
Subject: Thank you – [Position Title] Interview Follow-Up
Dear [Name of contact person],
Thank you very much for the enjoyable conversation about the [job title] position. I truly appreciated the welcoming atmosphere and feel even more enthusiastic about the opportunity to join [company name]. Your insights on [discussion point] were particularly engaging and left a strong impression on me.
If you have any additional questions regarding my application, please feel free to reach out via email or give me a call at [your phone number].
Yours sincerely,
[Your name]
In the subject line, clearly state the content and context of your email, and address the purpose in the opening sentence. Next, reaffirm your interest in the position and reference a specific point from the conversation. This demonstrates to your contact that you have thoughtfully engaged with the discussion. Finally, include your phone number and express your willingness to communicate further.
Example 2
Subject: Re: Invitation to interview
Dear [name of first contact], dear [name of second contact],
I’d like to thank you for the pleasant and engaging conversation on January 15th. I felt very at ease and am now even more enthusiastic about the possibility of working at [company name].
During our discussion, we talked about [specific topic from the conversation]. I kept thinking about it afterward and found this [link to the topic], which I thought might be of interest to you as well.
I’m looking forward to hearing from you again soon!
With kind regards,
[Your name]
This example assumes you are responding to an email after your interview, with the previous conversation included below for context. The tone here is more informal. Match your style of address to what was used during the interview. For example, if first names were used, continue with that in your follow-up communication. If the interview involved multiple people, address each person individually (in order of hierarchy) at the start of your thank-you message.
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If a specific topic was discussed in more detail during the interview, feel free to revisit it in your thank-you email. For instance, you could reference a relevant article to demonstrate both your expertise and your enthusiasm for the position. However, only do this if you can genuinely contribute to the topic. The recipient can then decide whether or not to follow the link.
Example 3
Subject: Thank you – [Position Title] Interview Follow-Up
Dear [Name of contact],
Thank you very much for the insightful conversation and for taking the time to give me a brief tour. I found the team incredibly welcoming, and I would be delighted to become a part of it. During our discussion, I noticed that we share similar priorities when it comes to [field of work].
I look forward to hearing from you. If you have any further questions about my application, please don’t hesitate to reach out. You can also contact me by phone at [your phone number].
Yours sincerely,
[Your name]
This template is brief, friendly, and informative and gets straight to the point, highlighting what you appreciated most. By complimenting your conversation partner indirectly, you avoid coming across as too overbearing. You also make yourself available for further discussions. While your phone number is already in your application materials, including it in the email saves the recipient from having to search for it after the interview.
When should you say thank you for the interview? The perfect timing
Timing is crucial when sending a thank-you email after the interview. If it arrives too early or too late, the email can lose its impact. A timeframe of one to two days has proven to be ideal. Sending your message within this window leaves a positive impression, showing that you’re still reflecting on the conversation and making it feel genuine:
- Too early: Reaching out on the same day may come across as overly eager and misses the opportunity to strengthen your impression once their memory of you starts to fade. Within just a few hours, you’re still fresh in their mind.
- Too late: If your thank-you note arrives after a decision has likely been made, it may no longer have an impact. You could already be out of the running, and a delayed message might come across as insincere. 24-48 hours is a good timeframe.
At a later stage, you’ll have the opportunity to send a follow-up letter. In this message, you can inquire about the current status of the application process and reaffirm your continued interest in the position.
How to write a thank you email after an interview with correct formulation
Your post-interview thank-you email should always feel authentic and friendly. Being overly pushy can damage the positive impression you’re trying to reinforce. Make sure to avoid including any demands in your message.
A polite and sincere thank-you is sufficient. Excessive flattery might come across as insincere and could even offend the recipient.
It’s also essential to keep your message brief. A lengthy thank-you note can create unnecessary work for the recipient. A few thoughtful sentences are enough to leave a positive impression and show your appreciation.
To ensure your email reaches the right person, confirm you have the correct contact information for your interviewer. Email correspondence often goes through a general HR address, so use the in-person interview as an opportunity to ask for a business card. This ensures your message reaches the appropriate individual directly.
Finally, consider your thank-you email as an extension of your application, so it must be completely free of errors. Since thank-you messages are usually short, any spelling, grammar, or wording mistakes will stand out even more.
Should it be a letter, or is a thank-you email after the interview sufficient? Whether you send your message electronically or by post depends on the prior application process. Few companies still request application documents by mail. However, if they do, you should also send your thank-you message by post. Keep in mind the longer delivery time compared to an email.
Post-interview thank-you email dos and don’ts
The risk of discrediting your entire application with a poorly thought-out message is real—no doubt about it. However, those who skillfully avoid common pitfalls can use a thoughtful thank-you note to strengthen their application and leave a positive impression.
| Dos | Don’ts | |
|---|---|---|
| Timing | Sending a thank-you email one to two days after the interview helps you stay fresh in the recipient’s mind. | Waiting too long to send a thank-you can make you miss the chance to leave a good impression. |
| Length | Keep your message brief and friendly, requiring no reply, but enough to bring a little positivity to the recipient’s day. | Writing overly lengthy emails or asking the recipient to take action may come across as intrusive. |
| Tone | Match the tone used during the interview. | Using a tone that’s either too formal or too casual compared to the interview may leave the recipient feeling uncomfortable. |
| Mistakes | Your thank-you email, as part of your application, should be error-free. | A rushed and error-filled message can come off as unprofessional. |
| Honesty | Make your message a genuine thank-you that leaves a positive impression. | If your note feels like a hidden attempt to achieve something else, it may be perceived negatively. |
| Authenticity | Stay true to yourself; writing less but being authentic leaves a warm impression. | Artificial friendliness or forced politeness is transparent and often viewed negatively. |
| Assertiveness | A polite and reserved tone conveys friendliness and leaves a positive impression. | Overloading your message with compliments or excessive enthusiasm can make the recipient feel uncomfortable. |
| Personal boundaries | Maintain a polite distance, as you don’t know the recipient well. | Including personal details or photos from your private life can overwhelm the recipient and seem unprofessional. |
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Why send a thank-you email after an interview?
Kindness and professionalism are always valuable—both in daily life and during the job application process. A brief, polite post-interview thank-you email can offer three significant benefits:
- You make a positive impression: Sending a thank-you message reinforces a favorable impression and encourages decision-makers to view you in a positive light.
- You keep yourself memorable: With so many applications to review, even experienced HR professionals can lose track. A follow-up email ensures you stand out from the crowd.
- You demonstrate genuine interest: An additional, unprompted message shows your enthusiasm for the role. By referencing specific topics discussed during the interview, you also highlight your attentiveness and engagement.
Not everyone thinks about sending a post-interview thank-you email, which means that it could give you a competitive edge. Unlike other candidates, you’re taking advantage of an extra opportunity to leave a strong impression—as long as it’s done thoughtfully.
A thank-you email reinforces the positive impression you’ve made. However, if the interview went poorly, even a kind message won’t salvage the situation.