Thank You Emails After Interview
A great thank you email can tip the scales in your favor. Here's how to write one that actually makes a difference.
Yes, They Still Matter
80% of hiring managers say thank you notes factor into their decisions. A thoughtful follow-up shows professionalism, reinforces interest, and keeps you top of mind. Don't skip it.
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Timing: When to Send
The Golden Rule: Within 24 Hours
- Ideal: Same day, 2-4 hours after the interview
- Acceptable: Next morning if interview was late in the day
- Too late: More than 24 hours (send anyway, but impact is reduced)
- Pro tip: For panel interviews, send within a few hours to reach people before they debrief
The Anatomy of a Great Thank You Email
1. Strong Subject Line
Keep it clear and professional:
- "Thank you - [Role] interview"
- "Great speaking with you about [Role]"
- "Following up on our conversation - [Role]"
2. Personalized Opening
Reference something specific from YOUR conversation with THAT person. Generic thank-yous are forgettable.
3. Reinforce Your Value
Briefly restate why you're a great fit. Connect something discussed to your experience or skills.
4. Address Any Concerns
If there was a question you didn't answer well, briefly address it here. "I've been thinking about your question regarding X..."
5. Express Enthusiasm
State clearly that you want the job (if you do). Hiring managers appreciate certainty about interest.
6. Clear Close
Mention next steps if discussed, or express openness to provide additional information.
Templates for Every Situation
Template 1: Standard First Interview
Subject: Thank you - [Role] interview
Hi [Name],
Thank you for taking the time to speak with me today about the [Role] position. I enjoyed learning about [specific thing discussed - project, team challenge, company initiative].
Our conversation reinforced my enthusiasm for this opportunity. I'm particularly excited about [specific aspect that connects to your experience], and I believe my background in [relevant experience] would allow me to [specific contribution].
I look forward to hearing about next steps. Please don't hesitate to reach out if you need any additional information.
Best regards,
[Your Name]
Template 2: After Panel Interview (To Each Person)
Subject: Great speaking with you today
Hi [Name],
Thank you for being part of today's interview. I especially appreciated your insights on [specific thing THEY said or asked about].
Your question about [specific question they asked] got me thinking, and I wanted to add that [brief additional thought or example that strengthens your answer].
I'm excited about the possibility of joining the team and contributing to [specific goal or project discussed]. Thanks again for your time.
Best,
[Your Name]
Important: Send slightly different emails to each panelist. Reference different aspects of the conversation so it's clearly personalized.
Template 3: Addressing a Weak Answer
Subject: Following up on our conversation
Hi [Name],
Thank you for the engaging conversation about the [Role] position. I've been reflecting on our discussion, particularly your question about [the topic you fumbled].
I wanted to share a more complete answer: [brief, clear response that addresses what you wish you'd said]. I think this better illustrates my experience in this area.
I remain very interested in this opportunity and believe my [relevant strength] would be valuable for [their specific need].
Thank you again for your time and consideration.
Best regards,
[Your Name]
Template 4: After Final Round Interview
Subject: Thank you - excited about [Company]
Hi [Name],
Thank you for the opportunity to meet with the team today. After our conversations, I'm even more enthusiastic about the possibility of joining [Company] as [Role].
I was particularly inspired by [specific vision, project, or value discussed]. I can see how my experience in [relevant area] would help achieve [specific goal they mentioned], and I'm eager to contribute from day one.
I want to reiterate my strong interest in this position. [Company] is my top choice, and I believe this is the right fit for both of us.
Please let me know if there's anything else I can provide. I look forward to hearing from you.
Best regards,
[Your Name]
Template 5: When You're Not Sure You Want the Job
Subject: Thank you for your time today
Hi [Name],
Thank you for taking the time to discuss the [Role] position with me. I appreciated learning more about the team's work on [project/initiative].
I enjoyed our conversation about [something neutral you did find interesting]. It gave me a clearer picture of [aspect of the role].
Thank you again for the opportunity. I look forward to hearing about next steps.
Best regards,
[Your Name]
Note: Keep it professional but measured. Don't fake enthusiasm, but don't burn bridges either - you may change your mind or meet them again.
Common Questions
Should I send to HR/recruiter too?
Yes, but keep it shorter. Thank them for coordinating, express continued interest, and ask about timeline if not already discussed.
What if I don't have their email?
Ask the recruiter/coordinator, find it on LinkedIn, or try common patterns (firstname.lastname@company.com). LinkedIn message is acceptable backup.
Email or handwritten note?
Email is expected and faster - decisions are often made before a mailed note arrives. Handwritten notes can be a nice addition for final rounds at traditional companies, but not a substitute for email.
What if I interviewed with 5+ people?
Send individual notes to key decision-makers (hiring manager, skip-level, anyone you had substantial conversation with). Others can get a shorter, more generic thank you.
Should I send if the interview went badly?
Yes. It can't hurt and might help. Address any obvious issues briefly and professionally. Sometimes candidates are more impressive in their follow-up than in the interview.
What NOT to Do
Avoid These Mistakes
- Sending a generic copy-paste to everyone
- Writing an essay (keep under 150 words)
- Typos or wrong company/name
- Being overly casual or using slang
- Asking about salary/benefits
- Adding them on LinkedIn before sending
- Following up again same day
Do These Instead
- Personalize each email specifically
- Keep it concise and scannable
- Triple-check names and details
- Match the tone of the interview
- Save logistics questions for recruiter
- Wait 24 hours before connecting
- Give them a few days before following up
Follow-Up After the Thank You
If You Haven't Heard Back
- First follow-up: 1 week after expected decision date or 5-7 business days if no date was given
- Second follow-up: Another week later, if still no response
- Move on mentally: After 2 follow-ups with no response, assume rejection and continue your search
Follow-up template:
Hi [Name],
I wanted to follow up on my interview for the [Role] position on [date]. I remain very interested in the opportunity and would love to hear about any updates in the process.
Please let me know if there's any additional information I can provide.
Best regards,
[Your Name]