How to write a post interview thank you letter

Writing a thank-you letter after an interview

Topics we cover in this article:

• Why should a candidate write a thank you?
• How should you deliver a thank you message?
• When should you send a thank you message?
• Tips on how to write a thank you
• Templates for post-interview thank you messages
• How to decline a position after an interview
• Templates for thanks but no, thanks message

Why a candidate should write a post-interview thank you

• Demonstrates to the interviewer that you are truly interested in the open position.
• Stand out amongst other candidates.
• Keeps you in the interviewer’s awareness.
• Demonstrates skills with written communication.
• Show the interviewer good mannerism and professional courtesy.

How should a thank you message be sent?

• Email – most preferred.
• Snail mail – provides a nice, individualized touch. However, there is less chance that the interviewer will read the thank you message within a couple of days.
• Phone call – This should be your last resort. Although a phone conversation could be seen as more personal, it could take up the interviewer’s time or appear too aggressive.
• Social Media – Do not send a thank you message through social media or a text message! It may not be read by the interviewer, and it doesn’t come across as professional.

What is the best time to send a thank you message?

A suitable time to send a thank you message is usually at the end of the business day or the beginning of the next. This will allow the interviewer to read the thank you message when the day is less busy. Never send a thank you email immediately after an interview – it may be interpreted as an automatic or obligatory response. Place some considerable thought into the role and the company when writing the letter.

How to write a thank you message:

Always make sure your message is customized to the person you are sending it to. Avoid informal tones such as emoticons, slang terms, and acronyms like “TGIF.” Reference the position discussed and explain why you are the perfect candidate for the job. Mention something specific that was discussed during the interview, and highlight the skills and experience you can bring to the company.

• Use proper business letter etiquette: no puns or jokes, keep it straight to the point.
• Open with a personal greeting by addressing the hiring manager by name (if you interviewed with more than one person, send personalized thank you letters to each of them).
• Express your appreciation – thank the interviewer for the opportunity to discuss the position.
• Reference key points from the interview – remind the interviewer of the conversation.
• State your fit for the position – include the attributes that make you the right candidate for the job.
• Keep it simple – only a paragraph or two.
• Ask any questions you may have forgotten or run out of time to ask in the interview.
• Finalize the message with another thank you.
• Close with a professional sign-off.

Helpful templates for your next thank you message!

EASY

Hi [Interviewer Name],

Thank you so much for meeting with me today. It was such a pleasure to learn more about the team and position, and I am excited about the opportunity to join [Company Name] and help [bring in new clients/develop world-class content/etc.] with your team.

I look forward to hearing from you about the next steps in the hiring process. Please do not hesitate to contact me if I can provide additional information.

Best regards,[Your Name]

Standard

Hi [Interviewer Name],

Thank you for inviting me to your office today. It was great to hear about [Company Name]’s goals for [company’s goals]. [Company Name] seems like a wonderful place to work – and not just because you mentioned [positive things about the company/role]! I admire the mission that drives your business and look forward to the opportunity to work with your team to implement some of the ideas I mentioned during the interview.

Let me know if there is anything else you need from me to move the process forward.

Have a great rest of your week,
Kyle Triston

Advanced

Hi [Interviewer Name],

Thank you for meeting with me today. I enjoyed learning more about [Company Name] and its future direction, as well as where you see the company heading in the next couple of years.

To follow up on our conversation about [challenges the company faces], I would be happy to discuss further how I can be of help in addressing them.

I can tell [Company Name] is a special place to work, and I would be thrilled to join such an innovative and passionate team. Please let me know if I can provide any more information to help with your decision.

Best regards,[Your Name]

Sources: Zety, The Muse

Why you should send a thank you, but no thank you message to a company if you’re not interested

If you decide not to move forward in the process, respond within a couple of hours to be respectful of the hiring manager’s time and priorities. It is important not to ghost an interviewer or withdraw from an opportunity on bad terms. Doing so can affect your chances for future opportunities. Keep in mind that many employers use applicant tracking systems, which keep permanent records of candidate profiles.

• Always show your appreciation for being considered for the role and thank the interviewer for their time.
• Be honest: Give a brief reason for withdrawing from the hiring process without going into detail (e.g., the pay was not enough, you need more flexibility, the commute is too long, or it’s not the right fit).
• Keep it positive! Leave the door open for other opportunities by referencing something pleasant about the company or the interview discussion.
• Wish the interviewer well and the best of luck in their search.

Standard Template

Dear [Interviewer’s Name],

I am grateful for the opportunity to interview at [Company Name for Job Title]. Since I initially applied, I was offered – and accepted – a position at another company, so I am respectfully declining this offer.

I wish you all the best in your search for a candidate. Thank you again for considering me for this position. Please do not hesitate to contact me if you have any questions.

Sincerely,[Your Name]

Email
Phone

Advanced Template

Dear [Interviewer Name],

I appreciate your offer for the [job position]. After careful consideration, I have decided not to accept this offer.

I was looking forward to being part of [Company Name], but I feel that I must decline because [brief reason for declining].

It was a pleasure speaking with you and the team during the interview process. I wish you and [Company Name] the best of luck.

Once again, thank you very much for the offer.

Yours sincerely,[Your Name]

Sources: The Muse, WikiJob, The Balance Careers