Sending a Thank You Email After a Job Interview: The Art of Gratitude

In the whirlwind of job hunting, landing an interview can feel like a significant victory. While most people may think their interview performance alone will decide if they get the job, there are things you can do to further improve your chances. Sending a thank you email after an interview isn't just good manners—it's a strategic move that can reinforce your interest in the position and leave a lasting impression on the hiring manager.

We want to help you craft the perfect thank you email, including when to send it, how to structure it, and even examples tailored for different interview scenarios.

How to Write an Interview Thank You Email:

1. Personalization: Address the interviewer by name. If you interviewed with multiple people, send individual emails to each person. If you need more help on email greetings and starters in general, check this guide on how to start an email.

2. Express Gratitude: A post interview thank you email should start by thanking the interviewer for their time and the opportunity to discuss the position.

3. Reiterate Interest: A simple “thank you for the interview” email is good, but you can go further. Reaffirm your enthusiasm for the role and the company. Highlight specific aspects of the conversation that excited you or reinforced your desire to join the team.

4. Reflect on Highlights: Briefly mention key points discussed during the interview to demonstrate your attentiveness and understanding of the role's requirements, and perhaps to draw attention to moments that you felt showed you would be great for the company.

5. Closing: End the email with a polite closing, such as "Best regards," or "Sincerely," followed by your full name.

Thank you Email Subject Line:

Keep the subject line concise and relevant. A simple "Thank You - [Position Title] Interview" or "Gratitude for the Opportunity - [Your Name]" works well.

When to Send the Thank You Email:

Send your thank you email within 24 hours of the interview. This timeframe strikes a balance between promptness and allowing the interviewer time to process other candidates' interviews.

How to Send the Thank You Email:

1. Use a Professional Email Address: Ensure your email address is professional and ideally includes your name.

2. Proofread: Double-check your email for any spelling or grammatical errors before hitting send.

3. Send Individual Emails: As mentioned, if you interviewed with multiple people, send separate emails, customizing each thank you email to reflect the conversation you had with each interviewer.

Following Up After the Interview: Navigating Other Scenarios

While sending a thank you email is the most common form of post-interview correspondence, there may be instances where you need to send a follow up email after an interview for reasons other than expressing gratitude. Here's how to navigate such situations:

1. Inquiring About Next Steps: If a significant amount of time has passed since your interview and you haven't heard back from the hiring manager, it's appropriate to send an interview follow up email to inquire about the status of your application. Keep the tone polite and professional, and express your continued interest in the position.

2. Providing Additional Information: There may be instances where you realize after the interview that you forgot to mention a crucial piece of information or want to provide clarification on a certain point. In such cases, you can send a follow up email to supplement your interview responses. Be concise and specific about the information you're providing.

3. Expressing Continued Interest: If you've had time to reflect on the interview and are even more enthusiastic about the opportunity, you can send a follow up email to reiterate your interest in the position. You may want to use this opportunity to briefly why you believe you're the ideal candidate for the role, though you should be brief and modest in your self-assurance.

How to Send a Follow Up Email After the Interview:

1. Choose the Right Timing: Send your follow-up email within a reasonable timeframe after the interview or the last correspondence. Avoid sending it too soon, as it may come across as impatient, but don't wait too long either, as you want to stay fresh in the hiring manager's mind.

2. Craft a Clear and Concise Message: Be clear about the purpose of your follow-up email and keep the message concise. Respect the recipient's time by getting straight to the point.

3. Maintain Professionalism: Just like with a thank you email, maintain a professional tone and double-check for any spelling or grammatical errors before sending.

10 Example Thank You Emails:

Example 1: After an In-Person Interview

Subject: Thank You - Marketing Manager Interview

Dear [Interviewer's Name],

I wanted to express my sincere gratitude for taking the time to meet with me today to discuss the Marketing Manager position at [Company Name]. It was a pleasure learning more about the team and the exciting projects on the horizon.

I am particularly energized by our conversation about implementing innovative digital marketing strategies to enhance brand visibility. Your insights into the company's goals and vision further solidified my interest in joining the team and contributing to its success.

Thank you again for the opportunity to interview for this exciting role. I look forward to the possibility of working together.

Best regards, [Your Name]

Example 2: After a Zoom Interview

Subject: Gratitude for the Opportunity - Software Engineer Interview

Dear [Interviewer's Name],

I appreciate the opportunity to connect with you virtually today to discuss the Software Engineer position at [Company Name]. Despite the distance, our conversation felt engaging and insightful.

I was particularly intrigued by the discussion surrounding the company's commitment to innovation, especially in developing cutting-edge software solutions. I am eager to leverage my skills and experience to contribute to such meaningful projects.

Thank you once again for considering my application and for the informative interview. I look forward to the possibility of collaborating with you and the team in the future.

Warm regards, [Your Name]

Example 3: After a Panel Interview

Subject: Appreciation for the Insightful Panel Interview

Dear [Interviewer's Name],

I wanted to extend my heartfelt gratitude for the opportunity to participate in the panel interview today for the [Position Title] role at [Company Name]. It was a pleasure meeting with you and the rest of the team, and I was impressed by the depth of knowledge and passion each panelist brought to the discussion.

Our conversation about the company's dedication to fostering a collaborative work environment resonated deeply with me. I am eager to contribute my skills and experience to such a dynamic team and help drive the company's success.

Thank you again for considering my candidacy and for the engaging interview experience. I am excited about the possibility of working together and contributing to the company's mission.

Warm regards, [Your Name]

Example 4: After a Final Round Interview

Subject: Gratitude for the Final Round Interview Opportunity

Dear [Interviewer's Name],

I want to express my sincere appreciation for the opportunity to participate in the final round interview for the [Position Title] position at [Company Name]. It was an honor to meet with you and the leadership team, and I was inspired by our discussion about the company's strategic goals and vision for the future.

Our conversation reaffirmed my enthusiasm for the role and the opportunity to make a meaningful impact within the organization. I am confident that my skills and experiences align well with the needs of the team, and I am eager to contribute to the company's continued success.

Thank you once again for your time and consideration throughout the interview process. I look forward to the possibility of joining the team and working together to achieve our shared goals.

Best regards, [Your Name]

Example 5: After a Technical Interview

Subject: Appreciation for the Technical Interview Discussion

Dear [Interviewer's Name],

I wanted to extend my sincere appreciation for the technical interview we had earlier today for the [Position Title] role at [Company Name]. It was a stimulating conversation, and I enjoyed the opportunity to dive deep into the technical aspects of the position.

I was particularly intrigued by our discussion on optimizing code efficiency, a topic that aligns closely with my passion for problem-solving and innovation. Your insights into the technical challenges the team faces further fueled my excitement about the prospect of contributing to the projects at [Company Name].

Thank you once again for considering my application and for the engaging interview experience. I am eager to apply my skills and expertise to drive success in this role and contribute to the company's mission.

Warm regards, [Your Name]

Example 6: After a Behavioral Interview

Subject: Thank You for the Insightful Behavioral Interview

Dear [Interviewer's Name],

I wanted to express my gratitude for the insightful behavioral interview we had earlier today for the [Position Title] role at [Company Name]. It was a pleasure discussing my past experiences and how they align with the requirements of the position.

Our conversation about problem-solving strategies and team dynamics provided valuable insights into the collaborative culture at [Company Name], which excites me even more about the opportunity to potentially join the team.

Thank you once again for considering my candidacy and for the opportunity to share my experiences and aspirations. I look forward to the possibility of contributing to the success of [Company Name] in the near future.

Best regards, [Your Name]

Example 7: After a Group Interview

Subject: Gratitude for the Group Interview Experience

Dear [Interviewer's Name],

I wanted to take a moment to express my sincere gratitude for the opportunity to participate in the group interview earlier today for the [Position Title] role at [Company Name]. It was a dynamic and collaborative discussion, and I appreciated the chance to interact with other potential team members.

Our conversation about the company's values and the importance of teamwork resonated strongly with me. I am excited about the prospect of contributing to such a cohesive and supportive work environment.

Thank you once again for considering my application and for facilitating such an engaging interview process. I am eager to bring my skills and enthusiasm to the [Company Name] team and contribute to its continued success.

Warm regards, [Your Name]

Example 8: After an Informational Interview

Subject: Appreciation for the Informative Discussion

Dear [Interviewer's Name],

I wanted to extend my heartfelt gratitude for the insightful discussion we had during the informational interview earlier today. Your willingness to share your experiences and insights into the [Industry/Role] field was truly valuable to me.

Our conversation about the industry trends and career growth opportunities has provided me with a clearer understanding of the path ahead. I am inspired by your passion for [Industry/Field], and I am eager to apply the knowledge gained from our conversation to further my own career goals.

Thank you once again for your time and generosity in sharing your expertise. I look forward to staying in touch and potentially crossing paths again in the future.

Best regards, [Your Name]

Example 9: Declining an offer

Subject: Regarding the Job Offer for [Position Title]

Dear [Hiring Manager's Name],

I hope this email finds you well. I wanted to extend my sincere gratitude for offering me the opportunity to join [Company Name] as [Position Title]. It has been a pleasure getting to know the team and learning more about the exciting projects the company is involved in.

After careful consideration and reflection, I have decided to decline the job offer. This decision was not easy, as I have genuinely enjoyed our conversations and have a great deal of respect for [Company Name]. However, upon weighing various factors, I believe it is in both of our best interests for me to pursue other opportunities at this time.

I want to express my gratitude for the time and effort you and the team have invested in the interview process. Your professionalism and the positive experience I had throughout reaffirmed my admiration for [Company Name].

I hope that our paths may cross again in the future, and I wish [Company Name] continued success in all its endeavors. Thank you once again for considering me for the position.

Warm regards,

[Your Name]

Example 10: Withdrawing your candidacy

Subject: Withdrawing My Candidacy for [Position Title]

Dear [Hiring Manager's Name],

I trust this message finds you well. I wanted to take a moment to express my sincere appreciation for considering me as a candidate for the [Position Title] role at [Company Name]. It has been a pleasure engaging with your team throughout the interview process and gaining insights into the exciting opportunities within [Company Name].

After careful consideration and reflection, I have decided to withdraw my candidacy for the [Position Title] role. This decision was not made lightly, as I hold [Company Name] in high regard and have been impressed by the professionalism and enthusiasm demonstrated by everyone I've interacted with.

However, upon further reflection on my career goals and aspirations, I have come to the conclusion that the [Position Title] role may not align closely enough with my long-term objectives. I believe it is important to be transparent about this decision out of respect for your time and the resources invested in the interview process.

I want to express my gratitude for the opportunity to explore the possibility of joining your team. It has been a valuable learning experience, and I am grateful for the insights gained throughout the process.

I wish [Company Name] continued success in all its endeavors, and I hope our paths may cross again in the future. Thank you once again for considering me for the role.

Warm regards,

[Your Name]