7 Tips for How to Write a Thank You Note Email


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Get right to it

You did it. You got the interview — and the long-awaited day is here. After spending an hour with the hiring manager and a few potential colleagues, you leave the meeting feeling confident. All you can do now is wait and see what happens, right? Not quite. It’s time to learn how to write a thank you note email.

The sooner you write a thank you note, the better. To show the potential employer just how serious you are about the position, write your note as soon as possible after the interview so it’s fresh in your mind. Then, drop it in the mail or hit send that same day. As a rule of thumb, you should wait no more than 24 hours to send a note.

Choose your method of how to write a thank you note

While some may prefer to mail a physical card, sometimes the hiring process moves quickly and all you have time for is a quick email. Your method doesn’t matter, as long as you get the right message across. If you plan to send an email, make sure to get each person’s contact information before the meeting ends. Let’s take a look at some effective strategies of how to write a thank you note email.

Go beyond “Thank You”

After you thank the person for their time and the opportunity to interview, use your note to reiterate your interest in the role and why you’d be a great fit. Consider adding something you didn’t get a chance to mention during the interview or simply restate what excites you about the opportunity and how it aligns with your skillset.

Keep it short and sweet

When thinking about how to write a thank you note email, it isn’t meant to be a resume or cover letter. Your note or email should only be a few sentences long. Be sure to concisely cover your main points: your appreciation and gratitude, your interest in the position, and the value you can bring to the role and company.

Proofread for errors

Be sure to double-check your note before you send it for any spelling errors or grammar issues. Typos may seem harmless, but they can raise red flags about carelessness and attention to detail.

Write a note for each person

If you interviewed with multiple people, send an individual note to each one of them. That means If you interview with five people, you need to send five thank you notes — and they all need to be different. Give each note a personal touch as there’s a chance your interviewers may compare. Simply copying and pasting the same message can come across as lazy and insincere.

Stay Positive

If you accidentally said the wrong thing, arrived a few minutes late, or made some other mistake during the interview — do not use your thank you note to apologize. Keep your comments positive and avoid mentioning any mishaps. It’s likely that the interviewer doesn’t even remember!

Follow these tips after your next interview or networking meeting — and remember — never skip out on the opportunity to write a thank you letter. A well-written note will ensure optimal chances of getting hired. 

Bottom Line Summary:

Writing a thank you note during your job-search is not just a polite gesture — it can actually help you land the role. Here are seven helpful tips for a memorable and effective letter.

Whether you met in person, over the phone or through video conference, a prompt thank you letter is necessary after any interview or networking meeting. This small gesture can actually determine if you get the job. It’s another opportunity to make a positive and lasting impression — and expressing gratitude is always a good look.