follow up email after phd interview sample

Writing a Grad School Interview Thank You Email

• Early Career

So you’ve decided to embark on a new and exciting journey in your education by applying to a graduate school program. You join the ranks of many other scholars who seek to advance their education.

Low and behold, with an exceptional grad school application, you have moved forward in the process of completing an interview with the university. What comes next? You may think that all that is left is to wait and see if you are accepted into your chosen program. However, you may be missing the extra step of sending a grad school interview thank you email.

Why You Should Send a Thank You Email After Your Grad School Interview

Many prospective students do not follow up with the university they interview with either because they don’t believe it is necessary or because they don’t know to. With this extra step of sending a friendly thank you letter after your graduate school interview, you will be on the interviewer’s radar as an enthusiastic candidate. Also, the interviewer will see that you are genuinely interested in their graduate school and take the process seriously. Going that extra mile might mean the difference between acceptance and denial.

Best Time To Send Your Post-grad School Interview Thank You Email

The best time to email your grad school interview thank you is within 24–48 hours after completing your interview.

A grad school interviewer will often interview several candidates in anticipation for the upcoming semester. Email them any later and your email may be out of context from the interview haze. Or worse, the interviewer may get the impression that you are inconsiderate or forgetful.

The clock starts ticking as soon as you leave the interview, but don’t let this timeframe rush you to send a poorly written email. Take some time to evaluate your performance, and make notes on interesting talking points. The following list is a good starting point for compiling ideas.

• What interested you about the degree program
• Some of the strongest answers you had given
• Any information the interviewer provided that stuck with you

This isn’t all of the information that you should put in your thank you email. Keep reading to learn about essential thank you email components.

Information to Include in Your Thank You Email

The point of your post-grad school interview email is to thank the interviewer.

A generic thank you email is inauthentic and won’t cut it, here. Grad school interviewers will often interview several candidates in a small period of time. You must insert unique identifiers that’ll make your interview memorable.

In addition to the notes that you took post-interview, consider adding the following notes to your grad school interview thank you email.

• Elaborate on why you are thankful for the interview
• Show appreciation for the interviewer’s time
• Restate your interest in their grad school program
• Give one fact about why you would make a good candidate

You’re well on your way to writing a thank you email. Review the samples below to guide your writing process.

Winning Grad School Interview Thank You Email Samples

Once you’ve compiled a few talking points, you’re ready to write your thank you email. Don’t be overwhelmed by the task! The email doesn’t have to be a thesis—a few short paragraphs will do. Below we have listed some examples that you can personalize instead of simply copy and pasting.

Sample Grad School Interview Thank You Email #1

Dear Dr. LaCroix,

I wanted to reach out and thank you for taking the time out of your busy schedule to interview me for the Creative Writing Program at Northwestern Arizona University. I appreciate that you were able to go over some of the aspects of the program which make it unique. The most appealing part of the Creative Writing Program that you shared with me is working with publishing houses based in NYC.

Your advice on having me submit more of my creative writing to larger publications helped motivate me to get my work to a wider audience. I enjoyed your feedback on my writing style, and I believe that I would be an ideal candidate for Northwestern Arizona University’s program due to my dedication to the art of storytelling. I look forward to hearing from you once final decisions are made. Once again, thank you for the opportunity to interview with you.

The beginning of this letter starts with thanking the interviewer, then explains specifically what the student was thankful for. The student also touched on specific aspects of the interview so that the recipient would remember the student. The email ends with a call to action and restates the thank you.

Sample Grad School Interview Thank You Email #2

Dear Dr. Scheibel,

I wanted to thank you for generously considering me for the Masters of Biology program at MIT. I know that you have a busy schedule, and I appreciate your time interviewing me and sharing some of what makes MIT unique.

The interview with you shed some light on what I can expect in the program. I especially like how MIT has biology research labs on-site and opportunities for internships. I believe that my background in working in a biomedical research lab for the past two years has prepared me for the next step in my career, which is obtaining my graduate degree to study microbial diseases.

Again, thank you for your consideration, and I look forward to hearing from you on your final decision.

Again, the sample grad school thank you email opens with a thank you. The opening also acknowledges that the interviewer has a busy schedule and is doing you a favor by taking the time to interview you. The email further mentions a specific program detail that the interviewee likes and why. The letter ends with why they would be a good candidate and thanking the interviewer. The call to action motivates the interviewer to maintain contact with the writer.

Sample Grad School Interview Thank You Email #3

Dear Dr. Roderick,

I hoped to reach out and thank you for talking with me about the opportunity to study mathematics at UCLA’s Mathematics Graduate Program. Your dedication to interviewing me with your busy schedule shows me how concerned UCLA is with considering candidates for their graduate programs.

Thank you for explaining how the library at UCLA has its own collection of mathematic resources that I could use while studying. Because of my experience in tutoring math at the undergraduate level, I think that I would be able to accomplish my dream of teaching mathematics at a university.

I am happy to have learned more about the program and hope to hear from you when final decisions are made.

The opening paragraph is focused on thanking the interviewer and why the writer is thankful. The second paragraph details a few of the interviewer’s talking points to show that the writer was paying attention during the interview. The author then writes a background sentence on why they should be admitted to the graduate program. The last paragraph summarizes the grad school interview thank you in just one sentence.

Connect with the Best Resources for Grad School Interviews

Whether you are at the point of sending out that professional thank you letter after your grad school interview or still going through the process of interviewing, InterviewFocus has the tools you need to make the best impression possible.

Future graduate students already know the definition of hard work and dedication. This also translates to how much effort and preparation you put into an upcoming grad school interview. With InterviewFocus, you can take advantage of their mock interviews , which give you personalized feedback on your eye contact, filler words and even facial expressions.

Get interview ready for graduate school with InterviewFocus !

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How to Write a Follow-Up Email After an Interview: 6 Templates

Post-interview follow-up emails are the cherry on top of your job application.

They keep you on top of interviewers’ minds, make you look resourceful and proactive, and might even help you make it to the next round.

But how do you write one that’s memorable? When should you send it? And what if they don’t respond?

In this article, you’ll learn:

• How to write a thank-you follow-up email at various interviewing stages
• How to nudge an unresponsive recruiter with a follow-up email
• How to write a follow-up email if you get another offer
• When to send a follow-up email, how to structure it, and how to create your subject line

Don’t waste days compiling overused interview techniques. Get original answers to every single question you could expect.

Why Are Follow-Up Emails Important?

In a survey of US interviewers , 34.3% reported that thank-you follow-up notes are very or moderately important. It’s not that a follow-up email will make or break your chances but it’s a great addition to your interviewing process.

And this doesn’t only apply to the US. I interviewed Ivana Andrejic, an IT recruiter specialist working mainly with Eastern and Central European candidates. Although she said she hardly ever receives follow-up emails, she still remembers the candidates who take the time to send them. In her opinion, follow-up emails can definitely help candidates stand out.

Pamela Skillings, an interview coach and career counselor with extensive experience as a hiring manager, agrees.

“For me, getting a thank-you email just confirms that the candidate is seriously interested and has good follow-up/communication skills. I do think it’s possible that a well-written follow-up could boost my opinion of someone who seemed well-qualified but didn’t wow me in the interview. Plus, I have noticed that fewer candidates are sending thank-you emails lately. For me, that just means it stands out more when somebody sends a nice email.”

A well-written follow-up email will let you:

• Express your appreciation for the interviewer’s time
• Reinforce your interest in the role and your qualifications
• Clarify certain information or address any concerns that arose in an interview
• Sell yourself and build a better reputation
• Stand out from other candidates, build rapport with the interviewer, and simply prove you’ve got good manners.

Not sending a follow-up email won’t ruin your chances of getting a job (especially if you’re a suitable, experienced candidate), but it might make raise doubts about your level of interest in the position, Pamela says. Sending a generic one, in turn, will make you look lazy.

TL;DR: Take some time after the interview to write and send that follow-up email. It will keep you on top of the interviewer’s mind and demonstrate your knowledge of interviewing etiquette. Studies found that great answers to interview questions matter as much as following interviewing etiquette (that includes sending a follow-up email after an interview, among other things).

Some interviewers won’t notice or care, but for others, it might be an important factor. “Recently, I was speaking with a CEO who was hiring for a senior sales role and she told me she now sees the lack of a thank-you note as a red flag after some bad experiences. I think it’s more important in a field like sales where follow-up and outreach are so important.” — says Pamela Skillings.

Post-Interview Follow-Up Emails for Different Scenarios

Not all post-interview follow-up emails are the same.

Below, you’ll see samples and templates for 6 common situations:

• A follow-up email after a screening interview or phone interview
• A follow-up email after the first interview
• A follow-up email after the second interview
• A follow-up email when the company is unresponsive
• A follow-up email when you get an offer from another company
• A follow-up email to stay in touch when you haven’t been hired

Follow-up email after a screening interview or phone interview

A phone interview or a screening interview is usually the very first step in the hiring process. In it, the interviewer is trying to assess if you’re qualified to enter the interviewing process. It’s just an initial screening, it’s usually very short, and it focuses on the “big picture:” your key qualifications, first impressions, and basic cultural fit.

Still, this doesn’t mean you shouldn’t send a follow-up email after such an interview — even if the recruiter found you.

Interested in continuing with the interviewing process or not, we recommend that you send a short follow-up email to express your gratitude and a) state your interest or b) politely decline going forward with the process.

How to write a follow-up email after a phone interview

You should keep this email short and simple:

• Thank the interviewer for their time.
• Reiterate how your qualifications align with the job description and why it makes you a great fit.
• Sign off, and make sure to include your phone number and email address.

Follow-up email after a screening interview: Sample email

Subject line: Thank you for your time, Serena!

Dear Serena,

Thank you for your time today. It was a pleasure talking to you about Big Interview and getting to know how the company works. I particularly liked the notion of regular, company-wide projects that encourage collaboration across departments.

Considering my style of work, I’m confident I could integrate into the team seamlessly.

If you need any additional information, I would be happy to meet with you again, in person or online.

Looking forward to hearing from you!

Amy Schmidt

[email protected] 202-555-0113

Template you can use

Subject line: Thank you for your time, [Interviewer name]!

Dear [Interviewer name],

Thank you for your time today. It was a pleasure talking to you about [Company name]. It was interesting to learn about [a particular detail you spoke about during the call].

Considering [your qualifications, preferences, skills, or similar], I’m confident I could [describe how you can fit in with the company].

If you need any additional information, I would be happy to meet with you again, in-person or online.

[Your name] [Your email address and phone number]

Follow-up email after the first interview

The first “official” interview will usually focus on your experience, achievements, and skills in more detail.

If you came prepared and did good, this follow-up email is going to leave yet another positive impression and increase your chances of making it to the next round.

But if you feel like you could have done better — this email might help you salvage your reputation and improve your chances of making it to the second round.

How to write a follow-up email after the first interview

• Start with a warm greeting and gratitude for the opportunity to interview.
• Recount some positive aspects of the interview and reiterate interest in the role by explaining why you would be a good fit.
• Provide a sign-off with your full name and contact information.

Follow-up email after the first interview: Sample email

Subject line: Lovely speaking to you about Kidco today

Thanks for taking the time to talk to me about Kidco today. I enjoyed discovering more about the company I’ve admired for several years now.

I was thrilled to hear about your content plans and how user-generated content fits into your strategy. Working on several user-generated content projects in the past year convinced me how important such an approach is for increasing authenticity, engagement, and community building.

I’m looking forward to diving deeper into this topic, if the opportunity presents itself.

In the meantime, should you need anything else from me, don’t hesitate to get in touch.

Hope to hear from you soon!

Best regards, Siobhan Kelly

Thanks for talking to me today about [Company name]. I’ve enjoyed [what you enjoyed the most about the interview].

I was thrilled to hear about [particular details, like plans, goals, strategies, or similar]. [A little bit about how you fit into the plans].

Best regards, [Your name]

If you’re preparing for a second interview, learn about 30+ Common Job Interview Mistakes to Avoid (Easily!) .

And if you need help with answering common interview questions, selling yourself, or negotiating the offer, check out our free course .

Follow-up email after a second interview

Your second interview with a company may be the final one, after which the company will decide on whether or not to hire you (of course, this might differ depending on the company — some will require only one interview, some will require 2–3 or more).

No matter the number of interviews, you should follow up after each . And the deeper you go, the more detailed your email needs to be.

Speaking about the second interview specifically, you need to pinpoint specific information you discussed in the interview. Outline concrete ideas on how you would achieve the goals discussed.

How to write a follow-up email after a second interview

• Begin by saying thank you for taking the time to have the second interview .
• Discuss specific points from the second interview that prove your qualifications.
• Reconfirm your keen interest in the role and express your eagerness to move forward.

Follow-up email after a second interview: Sample email

Dear Annie,

Thank you for taking the time to meet with me today. It was lovely meeting up again and I’m now convinced that Pioneer is the perfect place for me to continue my career at.

It was great hearing about your agency’s 2024 strategy and how a new email service provider can contribute to the revenue increase. As already mentioned, I have extensive experience with Engage, as I migrated several clients’ complete email operations to that ESP, which eventually helped us double the revenue in just two quarters. Attached below is a short deck where I proposed several ideas around ESP migration and new flow setup, along with the Replenishment flow you never utilized for your clients before.

I would love to discuss it in more detail, should we decide to work together.

If you need any additional information, don’t hesitate to contact me.

Thanks again for your time and consideration, I hope to hear from you soon.

Best, Kevin Anderson

Thank you for taking the time to meet with me today. It was lovely meeting up again and I’m now convinced that [Company name] is the perfect place for me to continue my career at.

It was great hearing about [particular details discussed during the interview]. As already mentioned, [restate the qualifications that make you the best candidate and back them up with your proud achievement]. Attached below is a short deck where I proposed several ideas around [what was discussed in the call].

Best, [Your name]

Follow-up when there’s no response within the agreed time

If the interviewer didn’t get back to you within the agreed time and you want to know where you stand, you can send a follow-up email to inquire about the status of your application.

Don’t get discouraged or worry that you might look pushy. You’re being proactive and using transparent communication.

A good thing to do, though, is to wait for the deadline to pass and email the interviewer only then — not before the deadline.

How to write a follow-up email if there hasn’t been a response within the agreed time

• Politely remind the recipient of your previous meeting.
• State your continued interest in the position.
• Request an update on the status of your application.

Follow-up email when there’s no response within the agreed time: Sample email

Subject line: Following up on the Content Writer position

Dear Monica,

Hope you’re well!

I’m checking in to ask about the content writer position status, considering that you mentioned the deadline for reaching a decision would be November 5. I’m still interested in the position and I’m looking forward to your update.

Please, let me know if you need any additional information on my side that would be helpful.

Warm regards, Marie Jenkins

I hope you’re doing well.

I’m checking in to ask about the [position name] position status, considering that you mentioned the deadline for reaching a decision would be [date]. I’m still interested in the position and I’m looking forward to your update.

Please, let me know if you need any information on my side that would be helpful.

Warm regards, [Your name]

Follow-up when you get an offer from another company

What if you’re interviewing for several positions and you get an offer from one company while still in the application process with others?

Well, you send them an email.

If you’re 100% happy with the offer you got from company 1, you can let company 2 know you’re no longer eligible for their position. You’ll want to kindly thank them for their time and effort and explain the situation.

If, on the other hand, you’re not sure whether to accept the offer from company 1 — you can let company 2 know that you got an offer, but would prefer to work with company 2 and would be willing to refuse company 1’s offer.

🥁 Story time: Our editor Michael got his first major job mostly because he followed up on the interview with the right message.

A few days after the interview, he received an offer from another organization. The offer was decent, but it did not come from his top-pick company. So he decided to be proactive, emailed his top pick, and told them about the offer he got and how he would be happy to turn it down if he was still in contention for a job with them. His top-pick company thanked him for the transparency and went out of their way to speed up the decision-making process.

Michael got the job.

Mind you, he had a pretty good feeling after that interview and suspected that he had a real shot. That’s why writing that email didn’t feel awkward.

If you’re in a similar situation, don’t hesitate to follow up. It might make all the difference between accepting an OK-ish offer and landing your dream gig.

Follow-up when you get an offer from another company: Sample email 1

Subject line: Sales Representative position update

I’m writing to let you know that I was offered a Sales Representative position at Gartner. The deadline for accepting or rejecting the offer is December 3.

I will be accepting the offer with them, and I’d like to thank you for your time and dedication once again.

It was a pleasure to get to know you and ScholarshipsUS. I wish you the best of luck with finding a suitable person for the position, and I hope our paths will cross again sometime in the future.

Best, Alexander Smith

Follow-up when you get an offer from another company: Sample email 2

I’m writing to let you know that I was offered a Sales Representative position at Gartner.

I’m really excited about your opening with ScholarshipsUS and feel it’s a much better fit for me. I’m happy to turn down the offer with Gartner if ScholarshipsUS chooses me to fill in the Sales Representative position in your company.

The deadline for accepting or rejecting my offer with Gartner is December 3 — let me know if you’ll have a decision by that date.

If you need any further information, don’t hesitate to contact me.

Template 1 you can use (Offer accepted)

Subject line: [Position name] update

I’m writing to let you know that I was offered a [Position name] position at [Company 1]. The deadline for accepting or rejecting the offer is [Deadline date].

It was a pleasure to get to know you and [Company 2]. I wish you the best of luck with finding a suitable person for the position, and I hope our paths will cross again sometime in the future.

Template 2 you can use (Offer on hold)

I’m writing to let you know that I was offered a [Position name] position at [Company 1].

I’m really excited about your opening with [Company 2] and feel it’s a much better fit for me. I’m happy to turn down the offer with [Company 1] if [Company 2] chooses me to fill in the [Position name] position in your company.

The deadline for accepting or rejecting my offer with [Company 1] is [Deadline date] — let me know if you’ll have a decision by that date.

Follow-up email to stay in touch even when not hired

If you haven’t been hired, but you had a good time during the interview process, you liked the people you met and the company culture — you can choose to stay in touch to explore future opportunities, suggest another mode of collaboration besides working full-time for them, or to nurture that relationship and perhaps ask for mentorship in the future.

How to write a follow-up email to stay in touch even if you were not hired

• As always, thank them for their time and the opportunity.
• Express your admiration for the company and your interest in staying connected.
• Say that you’d be interested to hear about potential openings that might be more relevant to your skill set.
• Suggest future possibilities of working together or offering your help if needed.

Follow-up to stay in touch even when not hired: Sample email

Subject line: Thank you for the opportunity, Eva!

I hope all is well. I’m reaching out to thank you once again for your time and consideration.

Although I did not get the opportunity to work with Globex, I thoroughly enjoyed the process and I learned a lot about both your company and the industry. Should an opportunity arise, I’d love to know about your future openings that might be a better fit for me.

It was a pleasure getting to know you and speaking about your career trajectory. Because I’d like to build a career in hiring and recruitment, I’m sure there’s a lot I could learn from you.

Would you be available for a 30-minute call sometime in the next couple of weeks?

Best regards, Jamie

Subject line: Thank you for the opportunity, [Interviewer name]!

Although I did not get the opportunity to work with [Company name], I thoroughly enjoyed the process and I learned a lot about both your company and the industry. Should an opportunity arise, I’d love to know about your future openings that might be a better fit for me.

It was a pleasure [insert the thing you enjoyed the most]. Because I’d like to [list your motivation behind inviting them for a call], I’m sure there’s a lot I could learn from you.

How to Follow Up on an Interview?

Below are general tips on how to best follow up after an interview.

Follow up within 24 hours of the interview

Generally, it’s suggested to send your follow-up email within 24 hours of the interview, while the interview is still fresh in your interviewer’s memory. This will help you further establish the good rapport you built during the interview.

However, if you had your interview late on a Friday, then waiting until Monday to send a follow-up email is better — don’t email people over the weekend.

In case you forgot to follow up with a thank-you email within 24 hours, do it as soon as you remember. (PS: To avoid this, set a reminder after each interview to send a follow-up email.)

In case you’re still waiting for a company’s decision, don’t email them within the set deadline. Instead, wait for the deadline to pass and then send a follow-up email the next day.

Finally, if you get another offer while waiting for a certain company to get back to you, inform that company you’re waiting for immediately, regardless of whether or not you’ll accept the offer.

Create a proper subject line

You’ll want the subject lines of your follow-up emails to be short, clear, and professional.

The rule of thumb is to be simple and straightforward and find a way to thank the interviewer for their time. Something like this:

• “Thank you for taking the time to speak, [Name]”
• “Thank you for your time and consideration, [Name]”
• “Grateful for the opportunity”

Optionally, you can use the name of the position you applied for, as it might make it easier for the interviewer to recognize you instantly:

• Thank you for the time and consideration for the [position name] position
• Grateful for the opportunity: [position name] interview follow-up
• A big thank you for the [position name] interview opportunity

Send a follow-up email to every person you interviewed with

If you interviewed with only one person in each round, it’s going to make the work easier for you, as you’ll be sending a follow-up email only to that person.

However, in case you interviewed with multiple people, you’ll have to send a separate follow-up email to every person.

You might be tempted to copy-paste the same email and send it to everyone, but it’s going to make you look lazy.

Instead, personalize each email and bring up unique talking points you covered with different people. It might be a bit more work, but it’s the only right way to show interest and determination.

For example, if you interviewed with an HR representative and someone from the leadership team, you will send separate follow-up emails. In the email to the HR person, focus on the day-to-day tasks you discussed, your key skills and achievements, or the logistical and administrative side of things.

People from the leadership team will usually be more focused on your strategic vision, culture fit, problem-solving skills, or leadership potential. They’ll look for skills and competencies that transcend everyday duties in a position.

So you might say something like “It was a pleasure speaking to you about [company’s strategic vision for the next years and how you can contribute/how you can fit in/your suggestions for specific long-term goals/your leadership skills or experience].”

Use a clear structure

In follow-up emails, you want to be as clear and concise as possible.

This is important because the hiring decision-makers are busy and you want to spare their time and make them immediately get what the email is about.

Here’s what your email structure should look like:

• Professional greeting
• Thanking them for their time
• Touching upon what was discussed in the interview
• Displaying your relevance and interest in the position
• Asking them if there is any additional information they would like to hear from you
• Closing professionally

“Currently, the overly formal, wordy “business letter” style of the past feels very old-fashioned for thank-you notes. Nobody is going to read long paragraphs of fluff and resume recap. Keep it concise and conversational. Say thank you, reiterate your interest, and maybe share or reinforce any additional information that you want them to know about you (a skill you forgot to mention, or your fit for a requirement that came up in the interview but wasn’t in the job description). Reference a detail or two from the discussion to show you were listening and you’re not just copy-pasting a form email. When following up later in the process to check on the application status, there are fewer universal rules. A lot depends on the situation. However, I would say it’s always fine to send a short, respectful note reiterating your interest and asking for an update.” — Pamela Skillings

Match the company’s communication style

Matching your communication style to the person you’re speaking or writing to is called mirroring.

Using the same lingo as the interviewer can help you build positive rapport and facilitate better understanding, but it can also make you sound more knowledgeable and persuasive.

If you’re interviewing with an enterprise that values formal communication, then you should be formal in your follow-up emails. On the other hand, startups or creative businesses might value a more casual approach. Pick up on common terms or abbreviations in the company or industry and use them (but don’t overdo it). You can also mirror things like exclamation points or emojis (if the interviewer used emojis in your correspondence, find a way to include at least one in your messages).

Here’s a few more tips you can use to stand out during the interview and when writing a follow-up email:

Personalize your email

Copy-pasting a generic follow-up email from the internet and sending it to the interviewer might ruin the good impression you left during the interview itself. Same goes for sending the same email to all interviewers.

Always personalize follow-up emails by referring to specific details discussed during the interview.

If you interviewed with several different people, write a separate, personalized email to each of them. Needless to say, double-check that you address the email to the right person.

Be persistent but polite

It’s okay to send more than one follow-up email if the company doesn’t respond, but remember that they’re likely just swamped and not ignoring you on purpose. Remain patient and polite.

For example — you sent a follow-up email hours after the interview and you never received a response. Now the deadline has passed and you still haven’t heard back from them. Should you email them? Yes, it’s totally ok to send another polite follow-up email inquiring about the status of your application and reminding them about the agreed deadline.

But you should stop there, as it should be enough to nudge them and get back to you quickly.

And in case you don’t hear back from them, don’t feel bad. Would you even want to work for a company that doesn’t value your time and efforts and ghosts you?

Summary of the Main Points

• Follow-up emails are a great way to stand out from the competition and reinforce your interest in the position.
• In your follow-up email be concise and direct, thank the interviewer for their time, restate your interest in the company, and ask if they need anything else from you.
• Send a follow-up email within 24 hours after the interview (but if you interviewed late on Friday, send it on Monday).
• In the subject line, thank the interviewer and optionally include the name of the role you applied for.
• Personalize each email and send separate emails if you interviewed with more than one person.

_______________________

Need a hand? There’s 3 ways we can help you:

• Getting invited to interview but not landing the job? Discover actionable lessons and interview practice here (Rated with 4.9/5 by 1,000,000 users).
• Learn how to cancel an interview politely
• Learn how to answer “Why should we hire you”

How long should an interview follow-up email be?

It should be short and to the point. We’d recommend just 2–3 paragraphs with no more than 2–4 sentences. Thank the interviewer for their time, restate your interest, bring up a specific topic you talked about to make it relevant and personalized, and offer to send them whatever they might need to reach the final decision. Just remember, the deeper you are into the process, the more detailed your follow-up email should be.

How to follow up on an interview I think went badly?

You can address the area of concern. If you messed up answering a certain interview question or you couldn’t think of a specific example, you can correct yourself or provide a bit more detail in the follow-up interview. You can also send your portfolio to provide insight into your work and decrease any suspicions an interviewer might have. This will show your willingness to learn, eagerness about the position, and resourceful and positive attitude — so even if the interview didn’t go as planned, you can still get the most out of the situation.

What if I forgot to mention something important during the interview. Can I write about it in my follow-up?

Absolutely. After thanking the interviewer for their time and bringing up some specific topics you talked about, you can mention an important thing that you forgot to elaborate on during the interview. Make sure to be concise, though, as the follow-up email needs to be short: 2–3 paragraphs with 2–4 sentences max.

What’s an example of a short and sweet follow-up email after an interview?

Thank you for your time today and the opportunity to discuss [Company name]. I thoroughly enjoyed learning more about [A particular detail you spoke about during the call].

If you need any additional information, don’t hesitate to contact me,

[Your name] [Your contact info]

Should I use the interviewer’s first or last name when addressing them in the follow-up email?

Depends on the level of formality and how you spoke during the interview. If you were on a first-name basis during the interview, then you can definitely call them by their first name in the follow-up email. The same goes if the interview was not formal, and for a startup or a youthful, creative business that values closeness. If the interview was formal, or for a huge enterprise, or if the interviewer called you by your last name, then you should definitely use their last name when addressing them. But you can use your own intuition here: if you had an informal interview with a person who is considerably older than you, then it might make sense to use their last name.

Maja Stojanovic

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Industry Expert Contributions:

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How to Write a Thank You Email After an Academic Interview

In this blog post, we will look at how to draft a thank you email after an academic interview with the help of some best practices, hacks and a ready to use template that you can just copy paste. So let us get started.

Shiva Prabhakaran

It is considered good practice to send a thank you email after an academic interview given that it takes a lot of effort to conduct one. You can also use this opportunity to express your interest in the role and effectively pitch your profile.

Tips to Remember

Timing is very important when sending a thank you email, especially so when it is after an academic interview. So send out that email 18-36 hours after the interview.

Personalize the email to indicate to the recipient that this is not a mass email but rather a well thought out one. Include specifics around the questions and the responses by that particular interviewer.

Express gratitude to the interviewer for taking the time and effort to not just host the interview but also the ways the questions in that interview have helped you refine your understanding of the subject.

Subtly highlight your qualifications that make you an ideal fit for the role. Do not make it sound like an over the top pitch. It is understood that you are interested in the job, but the goal here is for them to imagine you succeeding in it.

Show alignment of your skills, qualification and experience with the goals the institute or the department. Most teams hire to push harder & faster towards a goal and showing alignment improves your chances of getting hired.

Best Practices

Draft a professional subject line that is simple and straightforward enough to indicate to the recipients on what you are trying to convey in the email.

Share context around why you are writing that email and this context can be anything from the questions that you appreciated the most, parts of the interview you enjoyed and the alignment of your profile to the overall goal.

Ensure that you share multiple communication channels so that you can reached on at least one of them if others were not very feasible or accessible for whatever reason.

Proofread the body of the email thoroughly before hitting the “Send” button, the last thing you need when interviewing for a position is give an impression that you are hasty.

Sample Thank You Email Template After an Academic Interview

Subject Line: Thank you for your timeHello [Recipient’s Name],

Hope you are doing well. I just wanted to thank you for the opportunity to interview with you and the incredible experience during it.

The interview was rich with great questions from you and your fellow panelists. I especially appreciate interviews on the [ Name of the Topic]. Since the interview, I have explored a bit more about [Topic Name] and it was a great refresher.

Questions around [Topic Name] also helped me address a few blind spots that I had and this is a great opportunity for me to plug those gaps and become a better [Profession or Subject Matter Expertise].

I am super excited to hear from you guys and I feel [Explain Your Experience and Alignment with the Group’s Goal].

If you have any updates or advice for me, please feel free to reply back to this email, alternatively you can also reach out to me on my [Your Mobile Number] or on my [Hyper-linked LinkedIn Profile].

Once again, thanks for the opportunity and the fruitful interview experience. I look forward to hearing from you.

Regards,[Your Name][Your Designation/Role]

Writing a thank you email after attending an academic interview is a great idea for making a good impression with potential employers. By following the tips, best practices and most importantly the sample template shared, you are now well equipped to communicate in this scenario.

If you found this post useful, consider following me on LinkedIn. I share productivity and workplace optimization ideas in short, easy to consume posts. Thanks for reading.

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Your chance of acceptance, your chancing factors, extracurriculars, grad school interview thank you email tips.

Hey there, even though I'm still in high school, I'm already thinking about grad school interviews (planning ahead, haha). I've heard about sending a thank you email after a grad school interview, but I'm not sure what it should include. Could you guys share some tips or examples? Thanks!

It's good to see that you're planning ahead for your graduate school interviews! Sending thank you emails after your interviews is a professional and courteous way to show your appreciation for the opportunity and to solidify a positive impression. Here are some tips to help you craft an effective and memorable thank you email:

1. Be prompt: Aim to send your thank you email within 24-48 hours after the interview. This timely follow-up shows that you are proactive and genuinely interested in the program.

2. Be concise and clear: Keep your email brief and to the point. Use proper spelling, grammar, and punctuation. Remember, this is a formal communication, not a casual text message. Aim for a message of about 3-6 sentences in length, broken up into short paragraphs for clarity.

3. Personalize the email: Address the email specifically to the person or people who interviewed you. Use their name(s) and title(s) to show respect and acknowledge their time and effort.

4. Express your gratitude: Start the email by expressing your gratitude for their time and the opportunity to learn more about the program. Be specific about what you enjoyed most about the interview.

5. Reinforce your interest and fit: Briefly remind the interviewer of your interest in the program and how you could potentially contribute to the academic community. Be careful not to rehash your entire resume—instead, focus on one or two key points that showcase your enthusiasm.

6. Mention a relevant takeaway: If there was something insightful or particularly memorable from the interview, mention it as a positive takeaway. This demonstrates active listening and can create a connection between you and the interviewer.

7. Close professionally: End the email with a courteous closing, such as "Sincerely" or "Best regards," followed by your full name.

Here's an example thank you email for a graduate school interview:

Subject: [Your Name] – Thank you for the [Program Name] Interview

Dear Dr. [Interviewer's Last Name],

I wanted to express my sincerest gratitude for the opportunity to interview for the [Program Name] at [University Name] yesterday. I thoroughly enjoyed our conversation about [specific topic or question from the interview], and it has further solidified my interest in pursuing my graduate studies in this program.

After hearing about the [unique aspect of the program], I am more convinced than ever that [University Name]'s [Program Name] aligns perfectly with my academic and professional goals. I believe my background in [relevant experience or skills] will enable me to contribute positively to the program and its community.

I appreciated the opportunity to learn more about [a memorable takeaway from the interview], and I am excited about the possibilities that the [Program Name] may hold for me.

Thank you once again for your time and consideration. I look forward to the opportunity to join the [Program Name] at [University Name].

[Your Full Name]

Remember, the key to an effective thank you email is to be sincere, concise, and personalized. Best of luck with your future grad school endeavors!

About CollegeVine’s Expert FAQ

CollegeVine’s Q&A seeks to offer informed perspectives on commonly asked admissions questions. Every answer is refined and validated by our team of admissions experts to ensure it resonates with trusted knowledge in the field.

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How to Write a Thank You Email After an Interview

• Christopher Littlefield

Advice on what to say — and what not to — along with sample email templates.

You’ve updated your resume, written your cover letter, and prepared for your interview. Now it’s time for your thank you note to seal the deal. In this piece, the author outlines what to say — and not to say — in your thank you email to interviewers and answers common questions like: How much detail should you include? When should you send it? And why is it important to do? He also includes three sample emails to use as a guide.

You’ve just finished an interview for a job opportunity you’re really excited about. You know you should send a thank you note to your interviewers, but you’re not sure what to write. How much detail should you include? Should you send an email to every person you interviewed with? And what’s really the best way to follow up ?

• Christopher Littlefield is an International/TEDx speaker specializing in employee appreciation and the founder of  Beyond Thank You . He has trained thousands of leaders across six continents to create cultures where people feel valued every day. He is the author of 75+ Team Building Activities for Remote Teams—Simple Ways to Build Trust, Strengthen Communication, and Laugh Together from Afar . You can follow his work through his weekly mailing  The Nudge .

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How to Write a Follow-Up Email After an Interview: Examples and Tips

Personalization and attention to detail make all the difference.

Sending a follow-up email after an interview is a small step on the job interview journey , but this gesture can be the deciding factor when the race is tight.

“A great thank you letter can truly be the difference between a job offer and not. If there’s two strong candidates that they’re thinking about, and they can’t choose which one, but one of them follows up with a genuine thank you letter, that could be the difference between a job offer and not,” said Sara Hutchison, CEO and executive career consultant at Get Your Best Resume . 

Such weight can make every small detail feel fraught. To get a sense of best practices, we talked to veteran recruiters , hiring managers and career coaches about the dos and don’ts — and whens and hows — of writing a follow-up email after an interview.

8 Tips for Following Up After Job Interviews

• Send a short thank-you note within 24 hours of each interview.
• Follow up your initial thank you note with another email four to five business days after a final interview.
• In follow-ups, thank the interviewer for their time, reiterate your interest and include specific references about your conversation.
• Be concise. A couple sentences or a paragraph is fine.
• Keep your tone professional, even if the hiring manager is more casual.
• Use email. There’s no need for creative outreach.
• Following technical interviews, you can correct notable mistakes in the follow-up.
• You can use the follow-up email to send additional information like a relevant article or a work sample.

How to Write a Follow-Up Email After an Interview

Writing a follow-up email can follow a formula, but you absolutely must customize the content for each interviewer and add personal details from your conversations.

“The content of the email, it’s great when they’re not stock or that they don’t feel canned,” said Dawid Wiacek, career and interview coach and founder of  The Career Fixer . 

Here are the basics to include in your follow-up email, as  outlined by the UCLA Career Center.

• Thank the interviewer for their time and interest in meeting with you and explaining the position.
• Reiterate the skills, strengths and abilities you can bring to the job.
• Refer to something specific you discussed in the interview to remind them of your conversation. 
• Describe how your interest was intensified after learning something specific from one of the  questions you asked at the end. 

“Try to tailor each thank you email to the specific interviewer. Do not send the same thank you letter to the recruiter, hiring manager and CEO,” said Tina Hawk, former senior vice president of human resources at Inflection . “If you had a test or demonstration as part of your interview process, make sure to reference that in your thank you. A simple ‘thank you for the opportunity to demonstrate x, y, z’ allows you to once again highlight your skill sets.”

With that in mind, here are some specific tips for formatting the email.

Write a Simple Subject Line 

Keep the subject line simple. Here are a few recommendations from the experts:

• Thanks for the opportunity.
• Thanks for the opportunity ([Title of job interviewing for])
• Thanks for your time today/yesterday.
• Follow-up ([Title of job interviewing for])

“It doesn’t have to be complicated or witty. Just your name, the date and time of the interview will do just fine,” Hawk said. 

Keep Your Follow-Up Email Concise 

Ravi Raman , executive career coach for technology leaders, recommends your follow-up should be concise and hit three key points: thank the recruiter or hiring manager for their time and the opportunity, reiterate interest in the role and express confidence that one’s skill set dovetails with the position and with the overall department and company goals.

The general consensus among experts is that two paragraphs is more than enough. One paragraph is sufficient, unless the interviewer, say, left the candidate with a question to consider and follow up on.

Personalize Your Message With Concrete Details 

Nearly as bad as sending no follow-up at all is sending an email so short and canned that it screams “perfunctory.” Ryan Brown, director of HR practice at Hirewell , said she has seen candidates send rote, single-sentence follow-ups consisting of little beyond, “It was nice chatting with you, and thanks for your time.”

“It shows that you haven’t invested a lot of time and that maybe you don’t care to either,” she said.

A good way to avoid having one’s follow-up read as boilerplate is to reference something interesting that came up during the interview or some new, pertinent-to-the-job piece of information that you learned since the last conversation.

Mollie Khine, senior director of student success and outcomes at  Flatiron School , also recommends studying up on the company’s language nuances — on its website, in the job description, recalling phrases from the interview — and incorporating those into your communication.

“Do they call their customers users or guests? Do they refer to their employees as team members? The more you can adapt to the way that they speak — those are all things to bring into the interview process, including in your thank you notes,” Khine said.

Proofread Your Writing

Are there any misspelled words in your email? Is the email recipient’s name spelled correctly? Is the company name? Does your email reference a completely different job opportunity you’re interviewing for? That might seem impossible, but it does happen, especially if a candidate has gone through a rash of recent interviews with various prospects.

There’s no program that can catch that blunder, but there are plenty of stopgaps against grammatical errors. Keep the spell-check function on in your email, or — as Ryan Brown recommends — try an application like Grammarly, which can help clear up grammar, syntax and clarity issues.

“Proofread your emails. It is so much worse to send an email with a typo or to the wrong person,” said Georgina Salamy, director of talent acquisition and insight at Zoox .

Maintain a Professional Tone

Imagine you’re about to have your first interview with a company that you know has a casual dress culture — hardly unique in tech. Would you wear jeans and flip-flops to the interview, knowing such attire would likely be perfectly acceptable on the job? Nope. There’s still an expectation of some formality, and why risk communicating presumptuousness or unprofessionalism?

“Be professional and courteous, and be direct and clear in your communication. You want to come off as thoughtful, kind and enthusiastic. ‘Wow’ the employer,” Hawk said.

There’s an analog in the follow-up email. Even if a company’s culture — and communication style — seems laid back, keep the tone of your follow-ups proper.

“It’s okay to tone match, but you also want to level up a little bit with professionalism,” Khine said.

For example, use proper capitalization and punctuation even if the people you correspond with do not. Or, if the recruiter or hiring manager, say, signs off emails with just a hyphen and an initial, keep your signature more formal nonetheless, with a sign-off like:

“Thanks for your time,

[Your Name]”

Avoid Unnecessary Punctuation 

While no employer keeps a running spreadsheet of punctuation choices among candidates, and the number of exclamation marks is unlikely to make or break your candidacy, be conservative.

“It’s probably the same rule of thumb, I would say, for any professional email correspondence,” Khine said. “You don’t want to use more than a handful of exclamation points or anything to that effect.”

And keep them out of your subject line altogether. They make your email look spammy — and that much easier to overlook. “If you write, ‘Let’s change the world together!!!’ — with three exclamations, you might just get screened out,” Raman said.

Include Additional Information and Corrections When Appropriate

Too much self-reconsideration could come off as desperate, but there are times when correcting yourself makes sense.  Technical interviews are common in tech, and demonstrating applied knowledge after flubbing one or more questions might help overcome missed points, Khine said.

Research your error, write up the correct code snippets, post it to a blog and drop a quick link in the follow-up email. Rather than appear unconfident, it’ll show initiative, an eagerness to learn new material, a willingness to own mistakes and a genuine interest in the role.

If you forgot to mention something crucial to your candidacy in the interview, the follow-up email can serve as an opportunity to share that information. Erin Brown, associate director of graduate student career services at UCLA, said a PhD student once called her after an interview upset when forgot to mention a major part of her research project. She suggested the student include a link to the journal article in her follow-up email to the interview committee.

“She sent it to everyone. They all wrote back to her saying ‘Thank you so much. That article was so helpful,’ and she got the job,” she said. “It went from a period of panic to actually this was probably really to her benefit to be able to send that link.”

Similarly, one of Raman’s clients was certain he’d tanked his phone interview for a leadership role at Facebook. He was so dismayed that he nearly didn’t send a follow-up thank-you email, until Raman, a former director of marketing at Microsoft, convinced him otherwise.

It turned out to be a smart move. The job interview process kept progressing, and he ultimately received a job offer. 

“Always follow up, always be prompt, and just assume the best — even if you feel like you bombed, because you just don’t know,” said Raman.

Close With a Seamless Ending and Possible Next Steps

Be sure to end your follow-up email on a succinct note. “Close with a simple ‘looking forward to hearing from you,’ then a ‘thank you,’ followed by your full name,” Hawk said. “You might also add that you welcome any additional questions.”

At the end of the email, you can also finalize details about upcoming parts of the process.

“Close the email with your appreciation and by calling out next steps. For example, if they mentioned you are moving forward in the interview process, provide your availability for the next interview,” said Lauren Stempel, vice president of recruiting, West, at  B​​etts .

Lily Valentin, former head of operations for North America at Adzuna , recommends linking your LinkedIn profile in your signature and making sure you have the correct contact information for yourself included.

Should You Write a Follow-Up Email After a Phone Interview?

When it comes to phone interviews , sending a follow-up email after the interview remains a must for candidates. Follow the same tips and steps for writing a follow-up email after an in-person or virtual interview. Thank the interviewer for their time, express your interest in the position, rehash some of your strong suits, reference specific details of your conversation and close with a short ending and potential next steps. 

Make sure to send your message within 24 hours after your phone interview. Even if the phone interview is a simple screening call, interviewers will appreciate you showing gratitude and thoughtfulness in a follow-up email. And demonstrating these positive traits may help you establish yourself as a top candidate in the interview process.     

Interview Follow-Up Email Examples

Many career experts shy away from offering follow-up email templates for fear that job seekers will simply copy and paste and send a generic email. A couple experts did provide specific examples for reference, which you can use for inspiration, but you should make sure to completely rewrite and customize your email.

Here’s a highly personalized example from Wiacek:

Hi Juan,   I recognize that this is the high-volume season for your company, so I greatly appreciate that you took a half hour out of your busy day yesterday to speak with me. Beyond our mutual obsession over “Squid Game” (I heard just today that they greenlit season 2!), I felt that you and I aligned deeply over these core values: [xyz]. As I mentioned, I am being quite selective in my job search and want to make sure that the fit is right for my skills and passions. Additionally, it’s of great importance that my next job be challenging, not dull. I am confident, based on the roadmap you painted yesterday, that the path ahead is equal parts challenging and exciting—and I would be thrilled to share my energy with you and the rest of the [Company name] team.

The UCLA Career Center shares with its students an example of a traditional follow-up letter.

Dear Ms. Lastname:   Thank you for giving me the opportunity to meet with you and discuss the Financial Analyst position. I enjoyed speaking with you and learning more about Wealth Management Fictitious Name and your department. [Insert something specific you learned during the interview that particularly interested or excited you.]   My enthusiasm for the position and interest for working for Wealth Management Fictitious Name were greatly strengthened as a result of our interview. I am confident that my academic background and work experience provide a good fit with your requirements of the job. I can tell that those are qualities you value in an employee and I believe I have demonstrated those through [insert a brief recap of an accomplishment or experience you discussed during the interview].   Please feel free to contact me at (555) 555-5555 or by email to [email protected] if you would like me to provide you with any additional information. Thank you again for the interview and your consideration.

Here’s an example of a follow-up you can send if you haven’t heard anything from the recruiter or hiring manager after the final interview.

Hello First Name,   Thank you again for taking time to meet with me on [date] about [position] at [Company]. I am reaching out to see if there are any updates regarding the hiring decision for this role. Any information you can provide would be appreciated.   [Express your continued interest and reiterate why you think you would be the right choice for the role in a sentence.] Thank you again for your time. I look forward to hearing from you.

More on Interview Prep The Best Way to Answer ‘Why Should We Hire You?’

When to Send Follow-Up Emails

The general consensus of when to send a follow-up email after an interview is as soon as possible. Maybe not the second you step out of the office or leave the Zoom call, but take some time to think through a thoughtful email and send it within a day.

“After the interview, send a follow-up email within the first 24 hours. Doing so shows the employer that you appreciate their time and are interested in the role,” said Chantal Grindle, former chief human resources officer at Bold Commerce . 

Besides upholding your professionalism, sending a follow-up email can make you a more memorable candidate in the minds of recruiters. 

“Most importantly, highlight what it is about the company or the role that excites you,” Grindle continued. “Maybe you’ve come across an article or podcast that’s relevant to your conversation, or you simply want to share how you feel you’d be able to support the company’s growth — taking this extra step can be one of the best ways to set yourself apart from the other candidates.”

Promptness Is Required

The 24-hour guidance applies whether you’re following up from a phone interview, the first round of in-person interviews or subsequent rounds.

“You can never go wrong being prompt,” Raman said. “Some people, speaking from my experience working with clients, will say, ‘I had a great conversation with the hiring manager. I’m gonna wait until the third day before checking in.’ Why? Just be prompt.”

Remember that your emails — including the follow-ups — are a reflection of what it’s like to work with you. Are you quick, responsive, thorough?

“For those reasons, I’m in the 24-hour camp,” Khine said. “You have to send it either right after you leave the meeting, or shortly thereafter.”

Emily Connery, former senior director of people and talent at ChartHop agrees. “[There are] no dating rules like waiting a few days and trying to play it cool. I think that can come immediately,” she said. 

Consider Scheduling for the Morning

Is there a best time of day to send that follow-up? The more important detail is that it’s sent within 24 hours, but some argue that a morning send is ideal. That way it’s among the first emails to hit the hiring manager’s inbox as they’re greeting the day.

Khine mentioned email-scheduling tools like Boomerang and Gmail’s “schedule send” feature, which a candidate can use to pre-write a thank-you and slate for morning delivery, even if their schedule or habits don’t necessarily facilitate that timing.

Don’t Wait Too Long on Further Follow-Ups

Near the end of each interview, the hiring manager or recruiter will likely provide at least a ballpark timetable for when the candidate can expect to hear back.

So after sending that initial thank you follow-up within 24 hours, is it best to stand pat until that specified date arrives, and follow up again only then? Not necessarily.

As long as the next-steps timeline isn’t a matter of days, there’s no harm in sending a quick, short second follow-up at the middle point of the timeline. That way you’re not inundating the hiring manager or overstepping boundaries, but still reiterating interest and making sure your candidacy stays top of mind. Just be mindful to keep it short.

“I think it’s safe to drop a line or two, but it can be overkill and feel a little overwhelming if it’s more than that,” Ryan Brown said. 

Don’t Panic if Your Follow-Up Receives No Response

Few things are more dispiriting than going through an interview, or multiple rounds of interviews, for a coveted role only to have your follow-up outreach met with ... crickets. But it does occasionally happen.

Hutchison suggests you can follow up again about four to five business days after a final interview if you haven’t heard anything. 

“Follow up with the hiring manager or the HR person’s email before you would email the main person directly because there’s a balance of wanting to come across as showing initiative, but also you don’t want to be a pest,” Hutchison said.

Connery suggests going to the recruiter first, but if you don’t hear anything in 24 hours, it’s fine to go to the hiring manager, she said.

If three follow-ups, reasonably spaced so as to not overwhelm, still fail to net a reply, cut your losses and assume the company has gone another direction, Ryan Brown said.

But even though the silence may be irritating, it’s important to remain courteous, because the door may someday swing open again. Khine recommends sending one last email in which you thank them for their time, graciously let them know you assume the role was filled and let them know you’d still like to be considered for future openings.

“You never really know what’s going on on the other side,” she said. “And more often than not, that type of final follow-up will probably get some sort of response, even if it’s not the one you want.”

More on Job Interviews Tackling the ‘How Would You Describe Yourself?’ Interview Question

 How to Send Follow-Up Emails

Don’t get cute.

Devising a unique way to present your follow-up email might be tempting, but there’s a thin line between creative and cloying, and hiring managers may not react well to distracting stunts.

“Don’t worry about trying to get overly creative, because part of this is still just a formality,” Ryan Brown said. “It’s not something [employers] are putting a ton of emphasis on, in terms of who they got the most creative or innovative thank you from.”

In other words, the place to really stand out is  in the interview , not in the follow-up. And the  way to stand out in the interview is to make it clear that your strengths and skills match the role, not through strained whimsy.

Just Use Email

But what about a more traditional, less gimmicky way to make the follow-up stand out? Like, say, a handwritten thank you note? While a nice gesture in the past, sending a physical thank you note is unnecessary, especially in the increasingly remote world that companies operate in today. 

Ryan Brown recently went into the office for the first time since March 2020 and found several handwritten thank-yous waiting for her. “It was lovely, but they were sent last year,” she said. “If I didn’t go into the office, how long would it have been until I received those?”

Besides employees being in and out of the office due to flexible work schedules , there’s simply no guarantee that a card — or any other physical deliverable — will actually arrive as intended.

“Don’t send a gift. Don’t send an Edible Arrangement. It’s just not going to help,” Raman said. “At the end of the day, they’re going to hire you or not based on merits, and the standout factor really doesn’t go all that far.”

The only exceptions raised were Loom and LinkedIn. Khine said she’s seen a handful of Flatiron students and graduates use Loom, the video-message recording application, to send video clips as follow-ups and have success. And she said extending a LinkedIn invitation to the hiring manager or recruiter is appropriate, if the candidate feels comfortable doing so — although that should always be done in addition to the email.

But in general, the rule of thumb is stick to email and don’t overcomplicate.

Be Authentic

The follow-up will always be more of a humble obligation than the interviews themselves. So it’s best to take all the details seriously, but not overthink them or try to “hack” the process.

They will always be a space where unforced errors can occur, said Raman, drawing a tennis analogy. But they’re not really the arena for attempting hundred-mile-per-hour aces or dazzling between-the-legs shots, to extend the metaphor. If something in your follow-up outreach feels shoehorned or inorganic, it’ll probably read that way to the hiring manager as well.

“The reason an organization hires you is because you’re authentically you, and you have the right experience,” Ryan Brown said. “So don’t put too much thought or pressure into this component.”  

An earlier version of this story was published by Stephen Gossett in 2021.

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Follow-Up Email After Interview: Essential or Optional? (+4 Email Templates)

• Júlia Mlčúchova , 
• Updated September 3, 2024 9 min read

Nailing the job interview already feels like a huge win, and all you want to do now is relax. But before you do that, don’t forget to send a follow up email after interview to keep the momentum going.

And yes, you may feel like sending a follow-up email after an interview is too pushy or makes you seem too eager. 

But still, it's a step you don't want to skip .

Because sending a quick, thoughtful note after the interview rounds isn't just a polite gesture. It's yet another opportunity to show off your professionalism and emphasize your interest in the role . 

But what should a follow-up email actually include? How soon do you need to send it? And what if you already sent one follow-up email and got no answer?

We're here to guide you through it, and even include some examples you can download or simply copy & paste .

Table of Contents

Click on a section to skip

But first, what is a follow-up email after interview?

Why you should always send a follow up email, how to write a follow up email after an interview in 6 steps, after interview follow up email example, after interview follow up email templates, extra tips for your follow up email after interview, steer clear of these follow up email mistakes, key takeaways: follow-up email after interview.

As the name (subtly) suggests, a follow up email after an interview is a brief, polite message you send to your interviewer after your meeting. 

Content-wise, it's your chance to:

• thank them for their time,
• express your continued interest in the role,
• and remind them why you’re a great fit for the position.

In short, this email keeps you on their radar and can influence their decision in your favor. It’s a small step, yes, but one that can make a big difference in your job search!

Job interview didn't go as planned?

Try preparing for the next one with our AI Job Interview Questions Generator.

None of your friends are sending them, and the hiring manager didn’t mention you need to. So why bother spending time crafting a follow up email after an interview at all?

Numbers will do the talking...

68% of hiring managers agree on the importance of sending a follow-up and 1 in 5 interviewers actually admit to ruling out a job candidate because they didn't receive a thank-you email after their interview, according to this survey . 

What can we say — it's always the little things!

And if you're still not fully convinced, here are some more reasons why you should always send a follow up email after interview: 

• It's a polite thing to do. Firstly, thanking the hiring managers for their time is simply an act of common courtesy. They’re busy people who took the time to meet with you.
• It emphasizes your interest in the job. Secondly, it's another way to show that you truly appreciate the opportunity and are eager to seize it. 
• It shows your initiative. By sending a follow-up email you're basically saying “ I'm really serious about this opportunity and willing to go the extra mile.”
• It gives you an opportunity to ask further questions. Plus, if there were any points you wanted to clarify or additional details you need about the role, this is the perfect place to bring them up. 
• It keeps you fresh in their minds. Hiring managers often juggle multiple candidates at once, and a follow-up email helps keep you top of mind.

The sad truth is that despite its many pros, follow-up emails rarely get the love they deserve. But this is good news for you because sending a follow up email after interview will make you stand out from the other candidates who didn't take that extra step.

Here's the thing — writing a follow up email isn't difficult at all. 

In fact, it’s a fairly straightforward process that, when done right, can make a significant difference in your job search. 

Here's how you can craft the perfect follow up email after interview in just 6 steps:

The hiring manager needs to know what the email is about as soon as it lands in their inbox. For example, a simple and direct subject line like "Thank You – [Your Name]" or "Follow Up on [Position Name] Interview" works well.

Addressing the interviewer by their name, is one of those details that shows your respect and appreciation for their role in the hiring process. For example : "Dear Mr./Mrs. [Last Name],"

Next, start the body of your email by thanking the interviewer for their time. This helps you set a positive tone and show just how much you value the opportunity.

After thanking them, share your excitement about the job and the company. You can also mention something specific you've learned during the interview (a project/initiative) and how it aligns with your skills or career goals.

Were there any questions during the interview that you didn’t fully answer, or something you wish you could’ve explained better? Maybe there was something you wanted to ask but forgot? Well, now’s your chance to address it.

Lastly, thank the hiring manager once more and let them know you’re excited to hear back and discuss what comes next. Additionally, include a classic sign-off phrase like "Best regards," or "Sincerely," to keep things professional.

Curious to see what a good follow-up email after interview can look like? Here's a quick example: 

Subject: Thank You – Jamie Taylor

Dear Ms. Johnson,

I hope this message finds you well.

Thank you for taking the time to meet with me yesterday about the Marketing Coordinator position at Creative Solutions. I really enjoyed our conversation, especially learning about the upcoming campaign for the new product launch. The discussion about the innovative strategies your team is planning was particularly exciting and deepened my interest in the role.

Our discussion only reassured me that joining a team like yours would be the right step forward in my career.

If you need any more information from me or have any further questions, please feel free to reach out. I look forward to the possibility of working together and contributing to Creative Solutions’ growth.

Thank you once again for this opportunity.

Best regards,

Jamie Taylor (555) 123-4567  

Let’s be honest — writing follow-up emails can be a bit tricky for many. That’s why we’ve put together some handy templates to make things a whole lot easier. 

Short and sweet follow-up email after interview

In case you're one of God's favorites, your job interview went smoothly and you left the room convinced that you’ve given it your all. 

Congratulations, you lucky person! All your follow-up email needs to be is short and sweet. Something like this: 

#1 After interview follow up email template

Click the red button below to download as a Word document & personalize.

The “I still need to clarify something” follow-up email after interview

You know how it goes — everybody has a plan until they get punched in the mouth asked an interview question they didn't see coming. 

Of course, there are common interview questions you can prepare for without any problems.

But there's also a whole lot of different situational or even behavioral questions that can catch you off guard. 

And, in situations like these, we’re often nowhere near as articulate as we’d like to be. If this is also your case, you can clarify any misunderstandings in your follow-up email like so:

#2 After interview follow up email template

Subject: Thank You – [Your Name]

Dear Mr./Mrs. [Interviewer’s Name] ,

I hope this email finds you well.

I wanted to take a moment to thank you again for the engaging conversation we had about the [Job Title] position. I’ve been reflecting on our discussion and realized I didn’t fully address one of the questions we covered, specifically regarding [specific question or topic] .

Upon further consideration, I believe I could have provided a more detailed response about [briefly explain the clarification] . For instance, [provide a more complete answer or example] . I feel this clarification better illustrates my [relevant skill, experience, or quality] and how it aligns with the role and your team’s needs.

I hope this additional information helps provide a clearer picture of my qualifications. If you have any further questions or if there’s anything else I can elaborate on, please let me know. I’m keen to ensure you have all the details needed to make an informed decision.

Thank you for your understanding, and I look forward to the opportunity to discuss this further.

Best regards, [Your Full Name] [Your Phone Number] [Your LinkedIn Profile]

The “I forgot to ask about something” follow-up email after interview

In a similar vein, the mix of stress, anticipation, excitement, and a touch of good ol’ anxiety can make us forget even our own name. So, it's no wonder that in the heat of the moment, we might forget to ask some key questions.

But the good news is that your follow-up email can fix this mistake (Just copy and paste the text and then adjust as needed): 

#3 After interview follow up email template

Thank you again for the insightful conversation we had about the [Job Title] position. I thoroughly enjoyed our discussion and am very enthusiastic about the opportunity to join your team.

After reflecting on our conversation, I realized I forgot to ask a question I was really interested in. Specifically, I wanted to learn more about [specific topic or aspect of the role] . Could you, please, provide some additional details on this?

I appreciate your time and understanding. If there’s any more information I can provide or further questions you have for me, please let me know. I look forward to hearing from you and continuing our discussion.

Second follow-up email template

And finally, it might be that you’ve already sent one follow-up email. A week goes by. Two weeks go by. And you still haven’t heard back from anyone.

Of course, it’s possible that the hiring manager is ghosting you, but it’s more likely that your email simply got lost in the digital void.

In that case, you should absolutely go for it and send another follow-up email.

#4 After interview follow up email template

Subject: Follow-Up on [Job Title] Position

I wanted to follow up on my previous email regarding the [Job Title] position. I understand that you’re likely very busy, but I wanted to check in and see if there have been any updates on the hiring process.

I’m still very enthusiastic about the opportunity to join your team and contribute to [specific aspect of the role or company] . If there’s any additional information I can provide or if you have any updates for me, please let me know.

Thank you again for considering my application. I look forward to hearing from you soon.

Do you want your after interview follow up email to truly stick the landing? Well then, don't miss out on these neat little tips :  

• Send a follow-up email to every interviewer. If you spoke with multiple people, make sure to send a personalized follow-up to each. For example, if someone talked about team dynamics, say how excited you are to contribute.
• Timing is everything. The best time to send a follow-up email is within 24-48 hours after the interview. Getting in touch within this window will help keep your candidacy fresh in the interviewer's mind.
• Proofread before sending . Of course, you want to catch any typos or grammatical errors you might've made. Because no matter how perfect your email is, small mistakes like these can make you look unprofessional and careless. 

Don't forget that making a positive lasting impression is just as valuable as the first one. So make sure you don't overlook anything.

Of course, you want your email to be perfect. But making mistakes that can undermine your efforts is really easy. Here’re some of the most common pitfalls you should be wary of:

• Not sending a follow-up email. You know how it is — closed mouths don't get fed. And not sending a quick email after your interview can cost you dearly. You should always send one even if you think that the interview didn't go well. 
• Being too verbose. Secondly, your email needs to be concise! If it's too long, it can lose the reader’s attention and dilute your main message. And you definitely don't want that! 
• Pushing for an immediate answer. Sure, you really can't wait to hear back. But demanding a quick response can be off-putting. Instead, express your appreciation politely without creating any pressure. 

And remember, patience is a virtue — especially when it comes to job hunting. So, sit tight, avoid sending daily emails, and maybe even take up a new hobby while you wait.

In conclusion, an after-interview follow-up emai l is a short message you send to the people who interviewed you after your meeting.

It may seem like a minor detail, but it can make a big difference in landing the job!

Here's why you shouldn't overlook its impact:

• It's a gesture of gratitude towards the hiring managers who took time out of their busy schedules to meet with you. 
• It shows that you truly appreciate the opportunity and are eager to be part of the company .
• It conveys that you are serious about the opportunity and willing to go the extra mile to secure it. 
• It provides a perfect platform to address any lingering questions or seek additional information about the role.
• Lastly, a follow-up email keeps you fresh in the minds of the hiring managers.

You can create an effective follow-up email simply by following this structure : 

• Start with a simple subject line. 
• Continue with a personalized greeting. 
• Voice your gratitude for their time and consideration. 
• Emphasize your interest in the job position. 
• Clear up any last questions or details.
• Close your email with a friendly and professional sign-off.

Julia has recently joined Kickresume as a career writer. From helping people with their English to get admitted to the uni of their dreams to advising them on how to succeed in the job market. It would seem that her career is on a steadfast trajectory. Julia holds a degree in Anglophone studies from Metropolitan University in Prague, where she also resides. Apart from creative writing and languages, she takes a keen interest in literature and theatre.

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Sep 7, 2022

How to write a thank you email after interview with 25 examples

Don't forget to send a 'thank you' email after your interview. Use one of our 25 sample thank you emails after interview to do it professionally.

Lawrie Jones

Table of contents

The interview's done, and it's time to sit back and relax? Wrong. It's professional and polite to send a short thank you email to your recruiter. If done correctly, it can improve your personal brand and even increase your chances of getting the job or that coveted final interview.

We know that many job seekers struggle with how to say thank you after an interview, so we've created this in-depth article that answers all your questions. You'll learn when to send a thank you email after an interview, what to include (and exclude) and how to shape your response to different circumstances.

In our guide on how to send a thank you email after an interview, we include 25 examples that you can use to shape your emails.

We also introduce you to Flowrite , your personal assistant that can write your emails for you. Check it out in action:

Should I send a thank you email after an interview?

Let's start by answering one of the most common questions job seekers ask: should I send thank you email after the interview? 

The answer is 100% yes, and here's why. 

Competition for jobs is fierce, and even securing an interview is a tough task. For example, UK statistics show an average of more than  500 applications for low-skilled roles , 250 for medium-skilled vacancies, and 56 for high-skilled vacancies.

Think it gets easier when you've got an interview? It doesn't. The average company will interview between 6-10 applicants for each role. Before making an offer, they'll see each candidate 2 or 3 times to identify the person who best suits the role.

In such a competitive market, you must take every opportunity you can to make the best impression. A well-written and engaging post-interview email is a professional courtesy to improve your personal brand. 

It demonstrates to the recruiter that you're passionate and proactive. It shows that you're motivated for the opportunity and inspired to act.

A post-interview email also allows you to clarify details, provide additional information that you promised during the meeting, and even the chance to clear up any misunderstandings that may have occurred.

Even if the recruiter chooses not to take your application forward, a post-interview email will keep you at the forefront of their minds for future opportunities.

It's not a case of whether you should write thank you email after an interview, but when. So, let's answer that question.

When to send thank you email after the interview?

Many jobseekers struggle with how soon to send a thank you email after an interview. Of course, access to smartphones means we can probably bash out a basic thank you in seconds, but that's not the right approach.

The accepted timeframe for sending a thank you email after the interview is 24 hours after the interview. This gives you enough time to reflect on the discussion and provide a considered response.

Why? "Taking the time to craft an informed answer, rather than a rushed one, is always going to benefit you in the long term," says  entrepreneur A.M. Reid . Conversely, a thoughtless email reply is a "disaster in the making," he says, which can lead to anxiety and stress. 

Giving yourself time to reflect is crucial at crafting a professional post-interview email that elicits a positive response.

Email format for thank you email after interview

There are no actual rules on how to format a thank you email after an interview. Still, we suggest you approach it as you would when writing any other professional email. You must start with a  formal email opening ,  introduce yourself professionally , and find words that  strike the right tone  and resonate with the recipient. While you may have made a personal connection with your interviewer(s), you must remain formal. 

The ideal interview thank you email format includes: 

• Targeted subject line
• Appropriate personal greeting
• Appropriate sign-off

Let's look at each of these in greater detail.

1. Thank you email after interview subject line 

The thank-you email after the interview subject line is the first thing your recipient will see pop up in their inbox, so keep it simple.

Remember that you're applying for a job (or professional position or role), so keep your post interview thank you email subject professional even if you know the person you're emailing. The ideal interview thank you email subject line is short, sweet, and to the point.  

Here are a few thank you email interview subject lines you could use: 

• Thank you for the interview
• Thanks for meeting with me
• Great to meet today

Context is critical when deciding on an appropriate thank you for the interview email subject link. If you know the person, you can be a little less formal in the after interview thank you email subject. Check out our examples below to see how we've found the balance between personality and professionalism.

2. What to say in thank you email after interview  

You must include some standard things, but there is flexibility in what to say in the post-interview thank you email. It all depends on context. 

Here's what you must include in every post-interview thank you.

• Thank the interviewer for their time
• Explain why you're a good fit for the role
• Express enthusiasm about the future
• Offer to provide more information and answer any questions
• End the email politely and ask about future steps

Depending on the interview, your personal relationship, and professional context, here are a few things you could include in your email after an interview.

• Provide examples of works, links to previous organizations, etc.
• Answer any questions raised in the interview
• Links to social profiles, including LinkedIn
• Clarify any information and clear up any misunderstandings
• Add additional examples you have forgotten to mention in the interview

Ultimately, the decision on what to say in thank you email after the interview depends on the role, the recruiter, the situation, and the context. It can be nerve-wracking putting pen to paper (or finger to key), but our advice on how to thank someone for an interview is to keep things simple. Don't spend too much time worrying about how to write a thank-you note after an interview. Instead, follow our outline above, and you'll be writing crisp and clear correspondence straight away.

Sample thank you email after interview

We've outlined the fundamental parts of how to write a thank you after an interview; now, let's put it into practice. Here are 25 thank you emails after interview samples you can adapt and use. You shouldn't copy and paste them but use these samples to craft your own thank you letter after an interview. Ready to get started?

1. Thank you email after Zoom interview

A direct result of the pandemic is the increase in Zoom interviews. Zoom interviews can be challenging, but they're super-flexible and often fun too. So here's a standard thank you email after Zoom interview:  

2. Thank you email after a video interview

Microsoft Teams, Skype, Google Meet are popular video interview platforms you might use, but what happens if your connection plays up? After an interview, a professional thank you email can be used to tackle any issues head-on, providing reassurance that they won't happen again. So here's how to write a thank you email after a video interview that's gone wrong.

3. Thank you email after the virtual interview

A virtual interview is a popular choice for recruiters in the pandemic. Here's how to create a thank you email after a virtual interview.

4. Thank you email after a phone interview

Phone interviews are often the first stage in the process and (if successful) lead to a further interview in person. The core parts of a good phone interview thank you email are the same, but you'll want to push slightly for an in-person meeting. After a phone interview, you may find yourself writing to the person you spoke to or crafting a thank you email to the recruiter. Regardless of the audience, the approach is the same. Here's our thank you email after phone interview example.

5. The second interview thank you email

The second interview thank you email will likely be more in-depth, detailed, and targeted. Your second interview thank you email subject line can be slightly less formal, as you'll see in this, our next example.

6. Short thank you email after an interview

If you don't have the time, or simply don't want to write a lengthy message, our quick thank you email after the interview template is for you. This short and sweet thank you letter is suitable for all situations. But, of course, you can always add greater detail if you need to.

7. Thank you email after the final interview

The thank-you email after the final interview is likely to be your last chance of making a good impression before a decision is made. You may question the wisdom of sending a thank you email after the final round interview (mainly if a decision has already been made and you haven't been told), but trust us – it's essential. It demonstrates that you're enthusiastic, motivated, and still in the market for a new role. So even if this role isn't for you, a new one could be just around the corner. Here's our final interview thank you email template.

8. Simple thank you email after interview

Our simple interview thank you email demonstrates that more words don't mean greater impact. We've stripped this one back to the basics to provide a streamlined solution. This simple thank you email after the interview is ideal for those with limited time to reply.

9. College interview thank you email

Getting into college is more competitive than ever, and a well-written and conscientious college thank you email could see you grab a space. Colleges are searching for candidates with a rich academic background and broad personal interests, so feel free to add some of yourself to your messages. Here's a captivating college interview thank you email.

10. Internal interview thank you email

In this interview thank you email example, we focus on crafting an appropriate internal interview thank you email. You may know the person who interviewed you, and you'll undoubtedly have an insight into the company. Still, you should avoid being too friendly and focus on the fundamentals of a good post-interview thank you email. Here's how

11. Residency interview thank you email

A pharmacy residency interview thank you email can make a huge difference in securing a prized position. We prioritize your passion and professionalism in this post residency interview thank you email template. We've also provided a clear residency interview thank you email subject to help you stand out for all the right reasons.

12. Teacher interview thank you email

Becoming a teacher is a dream for many of us, and you'd expect teachers to write the best thank you emails, but it's not always the case. In this post teacher interview thank you email, we provide a logical way to express enthusiasm, explain your qualifications, and push for another interview. Here's a thank you email after a teacher interview template.

13. Thank you email after an academic interview sample 

Academic interviews are a chance for you to establish your credentials, share your experience and insights. In this thank you email after an academic interview, we show how you can express appreciation and promote your professional work. Here's our academic interview thank you email template.

14. Thank you email to a recruiter after an interview

Many of us find new jobs through recruitment agencies and consultants, so we should thank them too. This interview thank you letter sample demonstrates how you can thank a recruiter. This polite and professional response will likely keep them on your side and help you find future opportunities.

15. Medical school interview thank you email

Getting into medical school is a magnificent achievement because the entrance process is so competitive. A medical school interview thank you email is a must. In our example for a thank you email after the medical school interview, we establish our interest in the school, express our enthusiasm and explain why we're a great candidate. You can edit and adapt this medical school interview thank you email template to your circumstances and college.

16. Internship interview thank you email

In the working world, an internship can accelerate your career, which is why competition for the best is too fierce. A thank you internship interview email could make the difference between success and failure, so spend time crafting a message that shows insight, commitment, and passion. To help you, we've also included an appropriate internship interview thank you email subject line that you can use.

17. Grad school interview thank you email

Getting into grad school is tough, so make it a little easier with our thank you email after grad school interview template. We've focused on your academic qualifications, passion, and potential. 

18. Thank you email after an interview for administrative assistant

As we explained above, the average administrative assistant position will attract over 500 applications, so getting an interview is an incredible achievement. Our sample thank you email after the interview for an administrative assistant will help you take the next step to a second interview and appointment. In this sample of an administrative assistant thank you email after the interview, we focus on your core skills and determination to succeed.

19. Panel interview thank you email

Writing a thank you email after a panel interview is challenging as you must address multiple people. In this thank you email after a panel interview sample, we demonstrate how to address an email to several recipients and invite a future conversation and correspondence. Check out our panel interview thank you email example.

20. Thank you email after interview with multiple interviewers

Like the email above, when writing a thank you email after an interview with multiple interviewers, you have to address each individually and collectively. Here's an example of a thank you email after an interview to multiple interviewers.

21. First-round interview thank you email 

During the first round of interviews, recruiters search for opportunities to cut down on the numbers. A timely and targeted first interview thank you email will ensure you have a great chance of securing a slot for the second round. We keep things upbeat and positive in this example of a thank you email after the first interview.

22. Law firm interview thank you email sample

Law firms are famously discerning, with limited opportunities open to outsiders. They're also sticklers for detail, so accuracy and clarity are critical. Legal eagles will find our law firm interview thank you email template simple and clear.

23. Thank you email after an informational interview

Informational interviews are designed to get to a person's heart, problem or situation. You'll dig into the details during an informational interview, but you may want to add more afterward. In this thank you email after an informational interview template, we show you how to provide the information you need.

24. Thank you email after a group interview 

Group interviews are an opportunity for you to stand out and make an impression, something our sample thank you note after an interview will help you with.

25. Engineering interview thank you email 

Our example of a  thank you email after an engineering interview tackles the technical and provides a chance for you to demonstrate your knowledge and experience. It's tempting to stick everything in an email. Still, we've prioritized focusing on what's important: getting a second interview. Check out our engineering interview thank you email template below.

Need some more post-interview email inspiration?

We hope you can use one of these sample thank you emails after your interview. We've tried to keep them professional and to the point, as that's what readers want.

The most straightforward approach is to cut, paste and personalize them for your circumstances and situation. However, we recommend that you spend some time writing a thank you note after the job interview and focus on the critical points of your conversations.

A good tip is to jot down some notes straight after your interview. Make sure to include the topics you discussed, any questions you were asked, the information you needed to supply, or questions you wanted to ask (but didn't).

This can provide the background information for your post-interview email inspiration. 

Interview thank you email template by Flowrite

The difference between writing a good and great thank you email after an interview can be as simple as Flowrite. We've provided you with some inspiration with our thank you email after interview template, but to truly create emails that inspire your readers, you need Flowrite.

Flowrite is an AI-powered writing assistant that can help anyone produce effective and error-free post-interview emails. You provide the basic information, and Flowrite transforms it into professional prose that gets results every time.

Writing the perfect interview thank you email

Writing the perfect interview thank you email isn't easy, but it's something you should always strive for.

Instead of rushing in, reflect on the discussion and review your notes before writing. Our interview thank you email templates illustrate how you can approach the task but should be used only as a starting point for you to edit, adapt and personalize to your unique needs. Over time, you'll find that creating compelling emails gets easier.

However, if you don't have the time or simply want to write effective post-interview emails without the mental drain, we suggest you take Flowrite for a spin.

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12 Detailed Examples: Follow-Up Email After an Interview

Nailing the job interview is a big accomplishment, but what comes after can truly set you apart from other candidates. A well-crafted follow-up email not only shows your professionalism but also your continued interest in the position. In this article, we’ll guide you through the process of creating the perfect follow-up email to help you land your dream job.

Timing is crucial when sending a follow-up email, and knowing when to hit “send” can make all the difference. In general, you’ll want to send your message within 24-48 hours of the interview. This ensures that the conversation is still fresh in your interviewer’s mind, while also allowing you to express your eagerness to move forward with the opportunity.

Throughout this article, we’ll be exploring a variety of follow-up email examples and templates that cater to different scenarios. Whether you’re looking to thank your interviewer, address any concerns, or simply remind them of your unique skills, these examples will help you ensure you’re putting your best foot forward in your pursuit of the job.

Related: How to Write a Perfect Thank You Email After an Interview

10 Best Examples & Templates of An Interview Thank You Email

• How Long Does It Take to Hear Back From an Interview?

What to Wear to an Interview (and Mistakes to Avoid)

The Importance of Follow-Up Emails

Building relationships with hiring managers.

Sending a follow-up email after an interview helps in building a relationship with the hiring manager. By expressing your gratitude and appreciation, you show that you value their time and the opportunity to discuss the role. A well-crafted follow-up message can make you more memorable and leave a positive impression on the interviewer.

Example : Subject: Thank you for the opportunity, [Hiring Manager’s Name]

Dear [Hiring Manager’s Name],

I enjoyed speaking with you today about the [position name] opportunity at [company name]. I appreciate the time you took to discuss the role, and I am excited about the prospect of joining your team.

I look forward to hearing from you soon.

Best regards, [Your Name]

Reiterating Interest and Enthusiasm

A follow-up email is a great way to reiterate your interest in the role and enthusiasm for the company. Your email should focus on key points from the interview and indicate how your skills and experience align with the company needs.

Example : Subject: Great conversation about [position name] at [company name]

Hi [Hiring Manager’s Name],

Thank you for the insightful discussion we had yesterday regarding the [position name] role at [company name]. I was particularly excited to learn about your plans for [specific project or department], and I believe that my experience in [your area of expertise] would make a valuable contribution to those goals.

I’m very interested in joining your team and look forward to the next steps in the hiring process.

Kind regards, [Your Name]

Professionalism and Courtesy

Sending a follow-up email demonstrates professionalism and courtesy, which are qualities that many hiring managers look for in candidates. It shows that you are proactive and genuinely interested in the role. Be sure to maintain a polite and professional tone throughout your message.

Example : Subject: Appreciate your time, [Hiring Manager’s Name]

I wanted to thank you for providing me the opportunity to interview for the [position name] role at [company name]. It was a pleasure speaking with you, and I appreciated learning about the company culture and the challenges involved in the position.

I look forward to the possibility of working together and await your decision.

Sincerely, [Your Name]

Timing Your Follow-Up Email

The 24-hour rule.

Sending a follow-up email within 24 hours after your interview is preferable. It demonstrates that you’re proactive, organized, and genuinely interested in the position. This is your opportunity to express gratitude for the interview and reiterate your enthusiasm for the job.

Template: Subject: Thank you for the interview – [Your Name]

Dear [Interviewer’s Name],

Thank you for taking the time to meet with me yesterday about the [position] role. I enjoyed our conversation and was especially excited about [specific detail you discussed]. I believe that my experience in [relevant experience] makes me a strong candidate for this position.

Looking forward to the next steps in the hiring process. Please let me know if there is any additional information I can provide.

Best regards,

[Your Name] [Your Email Address] [Your Phone Number]

After Receiving Feedback

If you’ve received a response to your initial follow-up email or further feedback from the interviewer, be sure to reply promptly. Ensure to address any concerns or questions they might have while continuing to display your interest in the position.

Example: Subject: Re: Feedback on Interview – [Your Name]

Thank you for your response and for providing constructive feedback on our interview. Based on your suggestions, I have [action taken to address concern]. I hope this addresses your concerns, and I look forward to discussing the potential of working together further.

Kind regards,

When to Send a Second Follow-Up

In some cases, you might not receive a reply to your initial follow-up email. If a week has passed without any communication, it’s acceptable to send a second follow-up email expressing your continued interest and inquiring about the status of the hiring process.

Example: Subject: Checking In – [Your Name]

I hope you’re doing well. I wanted to follow up on our conversation from last week regarding the [position] role. I am still very interested in joining your team and wanted to inquire about the progress in the hiring process.

Please let me know if there is any update or if I can provide any further information.

Thank you and best regards,

Related: Interview Follow-up Email Examples (1 day, 1 & 2 weeks)

Crafting Your Follow-Up Email

Subject line and greeting.

When crafting the subject line for your follow-up email, make sure it’s concise, clear, and includes the phrase “thank you” or “follow-up.” This ensures your email stands out in their inbox.

Subject line examples:

• Thank You for the [Job Title] Interview
• Following Up on the [Job Title] Interview
• [Your Name] – [Job Title] Interview – Thank You

Start your email with a friendly and professional greeting that addresses the interviewer by name. Related: How to Start a Letter (and Mistakes to Avoid)

Expressing Gratitude and Reinforcing Interest

Begin by thanking the interviewer for their time and consideration during the interview process. Show genuine appreciation for the opportunity to learn more about the company and the position. Reinforce your interest in the role, mentioning specific aspects of the job or company that you find appealing. This demonstrates both your enthusiasm for the position and your understanding of the company culture.

Adding Additional Information and Value

Your follow-up email is a great opportunity to reinforce your skills and experience, or even share any information you may have forgotten during the interview. You can include a brief anecdote that highlights your problem-solving skills, teamwork, or adaptability. If you discussed a specific challenge the company is facing, provide a fresh perspective or solution you’ve been thinking about.

Closing and Sign-Off

Before signing off, express your eagerness to hear about the next steps in the process. Also, reiterate your availability for a follow-up conversation or to provide any additional information the interviewer might need. Close with a gracious sign-off like “Best regards” or “Sincerely,” followed by your full name. Related: How to End an Email Professionally (Examples)

Here are a few examples for each sub-section:

Examples: Step 1, Greeting

• Hi [Interviewer’s Name],

Examples: Step 2, Expressing Gratitude and Reinforcing Interest

• Thank you for taking the time to discuss the [Job Title] position with me. I am very excited about this opportunity and believe that my skills align perfectly with the company’s goals.
• I appreciate the opportunity to learn more about [Company Name] and your team’s vision. The [Job Title] role sounds like a great fit, and I am excited about the possibility of contributing to the company’s success.

Examples: Step 3, Adding Additional Information and Value

• During our conversation, you mentioned the importance of [skill or requirement]. In my previous role as a [Job Title], I successfully [accomplishment or experience] that I believe would make me a valuable asset to your team.
• After reflecting on our interview and the company’s needs, I wanted to share an idea that I believe could benefit [Name of project or issue]. My experience in [relevant skill] could help streamline the process and improve efficiency.

Examples: Step 4, Closing and Sign-Off

• I look forward to hearing about any updates on the position and am happy to provide any further information if needed. Sincerely, [Your Full Name]
• If there are any further questions, please don’t hesitate to reach out. I look forward to taking the next steps in the hiring process. Best regards, [Your Full Name]

Adapting to Different Interview Situations

After a phone interview.

After a phone interview, try to send a follow-up email within 24 hours to express your gratitude for the opportunity and to reiterate your interest in the position. Recap the key points discussed during the phone conversation, and emphasize your strengths and how you fit the role. Personalize the email by mentioning a specific detail or connection you made with the interviewer.

Example: Subject: Great talking with you today, [interviewer’s name]

Dear [interviewer’s name],

Thank you for taking the time to discuss the [job title] position with me today. I enjoyed learning more about [company name] and how the role aligns with my career goals. I believe that my experience in [industry or skill] would make me a valuable addition to your team.

During our conversation, you mentioned [specific detail from the interview]. This resonated with me because [explain how this connects to your experiences or interests]. I’m confident that my background in [relevant experience or skill] makes me a strong candidate for this position.

I appreciate the opportunity to further explore my potential with [company name]. I’m looking forward to the next steps of the hiring process. Please feel free to contact me if you have any questions or need additional information.

[Your name] [Your phone number] [Your email address]

Following a Second Interview

If you’ve had a second interview, it’s important to send another follow-up email, thanking the interviewers again for their time and expressing your ongoing interest in the role. To stand out, summarize the key takeaways from the second interview and highlight specific topics or connections relevant to the job requirements.

Example: Subject: Thank you for the [job title] second interview, [interviewer’s name]

I appreciate the opportunity to further discuss the [job title] position during our second interview today. It was a pleasure speaking with you and the team members, and I gained valuable insights into the role and how it contributes to [company name]’s success.

One aspect I found particularly interesting was [specific detail from the second interview]. I feel confident that my experience in [related skill or industry] will help me tackle similar challenges at [company name]. Moreover, the team’s focus on [company’s value or project] aligns with my professional aspirations.

Thank you once more for considering me for the [job title] position. I’m excited about the possibility of joining your team and eagerly await your decision.

Warm regards,

No Response after Previous Follow-Up

If you haven’t heard back after sending a follow-up email, you can send another one after a week or two. Keep it polite and concise, expressing your continued interest in the role and your appreciation for the opportunity to interview.

Example: Subject: Checking in on the [job title] position, [interviewer’s name]

I hope this email finds you well. I wanted to follow up on the [job title] position, as I haven’t received an update regarding the hiring decision. I understand that these processes can take time, and I wanted to reiterate my interest in joining the [company name] team.

Please let me know if you need any additional information from me or if there is an update on the status of my application. I appreciate your time and consideration.

Related: Interview Follow-up Email Examples (1-2-3 weeks)

Interview Follow-up Email Examples and Templates

Job interview follow-up email template.

Subject: Thank You – [Your Name]

Thank you for the opportunity to interview for the [Job Title] position yesterday. I enjoyed our conversation about [specific topic you discussed], and I’m excited about the prospect of joining the [Company Name] team.

I look forward to the possibility of contributing my experience in [Your relevant skills/fields] and collaborating with the team on [specific project/goals].

Please don’t hesitate to reach out if you have any additional questions or require any further information. I appreciate your consideration and hope to hear from you soon.

Phone Interview Follow-Up Email Template

Subject: Thank You for the Phone Interview – [Your Name]

Hello [Interviewer’s Name],

I wanted to express my gratitude for our phone conversation today regarding the [Job Title] role at [Company Name]. I enjoyed speaking with you about [specific topic you discussed], and I appreciate the time you took to provide insights into the company’s goals and culture.

The more I learn about [Company Name], the more excited I am about the opportunity to contribute my skills and experience in [Your relevant skills/fields] to help the team achieve its objectives.

If you need any additional information or have further questions, please feel free to contact me. I look forward to hearing from you regarding the next steps in the hiring process.

Second Interview Thank You Email Template

Following up with a thank you email after your second interview is crucial to express your continued enthusiasm for the role. Here’s how you can structure your email:

Subject: Thank You for the Second Interview – [Your Name]

I wanted to extend my appreciation for the opportunity to participate in the second interview for the [Job Title] position at [Company Name]. It was a pleasure to meet additional members of the team and learn more about [specific aspects of the role].

I continue to be excited about the prospect of joining the team at [Company Name] and believe that my experience in [Your relevant skills/fields] will be a valuable asset for achieving the company’s goals.

Please don’t hesitate to reach out if you need any further information or have any concerns. I appreciate your time and consideration and look forward to hearing about the next steps in the hiring process.

Common Mistakes to Avoid

Overlooking proofreading.

One common mistake to avoid is overlooking proofreading. Always double-check your follow-up email for any errors in grammar, spelling, and punctuation. It’s crucial that your email appears professional and polished to make a strong impression. Consider using grammar tools like Grammarly to help catch any potential mistakes.

Being Too Casual or Overly Formal

Another mistake to avoid is being too casual or overly formal in your follow-up email. Keep the tone professional but approachable. It’s essential to strike a balance between showing enthusiasm for the role and respecting the formality required in corporate communications. Avoid using slang, emojis, or overly complicated language.

Too casual: “Hey there, just wanted to say I had a great time chatting with you!”

Overly formal: “Dear esteemed interviewer, I am writing to express my sincerest gratitude for our engaging dialogue.”

Appropriate: “I appreciate the time you took to discuss the position and company goals with me.”

Failing to Customize the Template

Lastly, avoid using a generic template without customizing it to reflect the specific situation and company. Be sure to mention the company name, position, and any key discussion points from the interview. Highlight relevant soft skills you possess that would benefit the role and the organization.

Generic: “I wanted to express my interest in the position we discussed during the interview.”

Customized: “I am excited about the opportunity to contribute my project management and teamwork skills as a Marketing Coordinator at XYZ Company.”

Going Beyond Email

Handwritten thank you note template.

A handwritten thank you note can leave a lasting impression on your interviewer. It shows you put in extra effort and value the opportunity. Make sure your note is concise and well-crafted. Choose quality stationery and use legible handwriting. Begin expressing gratitude for the interview, then mention a specific point discussed to make it personal. Reiterate your excitement for the position and make sure to sign your name.

Dear [Interviewer’s Name], Thank you for taking the time to discuss the [job title] role with me. I appreciated learning more about how your team handles [specific topic]. I believe my experience in [relevant field] would complement your team’s goals. I’m excited for the chance to be a part of [company name] and contribute to its continued success. Warm regards, [Your Name]

A Follow-up Phone Call Example

A follow-up phone call can convey your enthusiasm and continued interest in the position. However, use discretion and respect the interviewer’s time. Wait at least a week after your initial follow-up email before considering a call. When you call, be polite, introduce yourself, thank the interviewer for the opportunity, and ask if there is any update on the decision process.

Example : “Hi [Interviewer’s Name],

This is [Your Name] calling regarding the [job title] position. I wanted to follow up and express my continued interest in the role. I enjoyed our conversation and believe I’d be a great fit for the team. Do you have any updates on the hiring process?”

Connecting on Social Media: Linkedin Message Template

Staying in touch with your interviewer on social media platforms, such as LinkedIn, can help strengthen your professional connection. First, ensure your profile is up-to-date and highlights your skills and achievements. Send a personalized connection request expressing appreciation for the opportunity and reiterate your interest in the role. Also, consider engaging with your interviewer’s content or company posts to demonstrate your genuine interest in their industry.

Example of Linkedin Message :

Hi [Interviewer’s Name], It was a pleasure discussing the [job title] role with you. I am excited about the opportunity to contribute to [company name] and grow professionally. I would be grateful to stay connected and learn more about your team and company updates. Best regards, [Your Name]

Frequently Asked Questions

Follow-up email timing.

Sending your follow-up email within 24-48 hours after the interview is ideal. This shows that you are proactive and interested in the opportunity. Don’t forget to account for weekends or holidays, as you want to ensure the email reaches the interviewer during business hours.

Best subject lines for interview follow-up emails

Effective subject lines are concise and relevant to the interview. Use something that can quickly remind the interviewer who you are and the position you discussed.

Example 1: “Your Name – Role Interview Follow-up”

Example 2: “Thank you for the Interview – Your Name”

Example 3: “Following up: Role and Your Name”

How to address the interviewer

In the beginning of your email, address the interviewer with their full name and title, using “Mr.,” “Ms.,” or another appropriate title. If you had multiple interviewers, send personalized emails to each person.

Example 1: Dear Mr. Smith,

Example 2: Hello Ms. Johnson,

Example 3: Good morning, Dr. Lee,

Related: How to Start a Letter (and Mistakes to Avoid)

How to thank the interviewer

Express your gratitude for the time and effort the interviewer invested in meeting with you. Personalize your thanks by mentioning a specific topic discussed or a moment that stood out.

Example 1: “I appreciate the time you took to discuss the marketing strategies your team utilizes.”

Example 2: “Thank you for your insights about the company culture and future growth plans.”

Example 3: “It was a pleasure learning about the team’s accomplishments and goals.”

How to reiterate interest

Reaffirm your enthusiasm for the role and explain why you believe you would be a great fit. Briefly highlight your relevant skills, experiences, or qualifications that could contribute to the team or company.

Example 1: “I continue to be excited about this opportunity, as I believe my background in finance will allow me to make impactful contributions to your team.”

Example 2: “The role aligns with my passion for digital marketing, and I am confident in my ability to drive successful campaigns.”

Example 3: “My project management experience and adaptability make me an ideal candidate for this fast-paced environment.”

How to check application status

Politely inquiring about the next steps or when you can expect to hear feedback is acceptable in your follow-up email. This will also indicate your continued interest in the position.

Example 1: “Could you please let me know what the next steps in the hiring process are? I am eager to continue our conversation.”

Example 2: “I understand you may need time to evaluate candidates, but I am curious when you anticipate making a decision.”

Example 3: “I appreciate your consideration, and I would be grateful for an update on the status of my application when it is available.”

Related: How Long Does It Take to Hear Back From an Interview?

• Interview Follow-up Email Examples (1-2-3 weeks)
• How to Write a Perfect Thank You Email After an Interview
• 10 Smart Examples of An Interview Thank You Email
• 3 Detailed Examples: Job Interview Request Email Responses
• 26 Examples of Smart Questions to Ask in an Interview

How to Write an Interview Follow-Up Email (Examples Included)

Mike Simpson 0 Comments

By Mike Simpson

Nothing feels quite as good as leaving a job interview knowing that you rocked it. But after you write an amazing thank you email , what comes next? If you don’t get an offer soon, do you need to send a follow-up email after your interview, too? Or is that too much?

In the end, the world of job interview follow-up is, in a word, tricky. If you reach out too often or in the wrong way, you can actually destroy your chances of getting the position, even if you rocked the interview. But not following up at all isn’t always the best move either, making the whole situation really complex.

Luckily, you’re here, and we’re going to help. Come with us as we take a deep dive into the world of follow-up emails.

What Is a Follow-Up Email?

Okay, before we take a deep dive into creating an interview follow-up email, let’s take a breath and talk about what one is in the first place. In the simplest sense, a follow-up email is a short message where you touch base with the hiring manager.

Exactly how you touch base can vary depending on the circumstances surrounding the contact. For example, you’ll use a different approach for a follow-up email after no response than you might in other situations.

Here, we’re going to focus on a basic job interview follow-up email, as you can adapt it to a range of scenarios. Plus, just because the hiring manager reached out after your interview doesn’t mean you won’t need to follow up, so it’s good to know how to do it even if it isn’t an issue of no response.

But why would you need to follow up after a job interview? Won’t the hiring manager end up making whatever decision they feel is right eventually?

Well, it is true that the hiring manager will make a choice at some point. The thing is, if they haven’t made it yet, your follow-up email can make a difference.

In the end, 74 percent of employers admit they’ve made a bad hire at some point. Why does that matter? Because bad hires are expensive, and a single experience with one could make a hiring manager a bit gun-shy when they need to choose a candidate.

Consider this: a single bad hire costs about 30 percent of the new hire’s first-year salary. That means one mistake cost tens of thousands of dollars. Ouch, right?

So, if you were responsible for a hiring mistake that came with a price tag like that, do you think you’d rush to choose a candidate the next time you need to fill a position? Probably not.

And that’s just one reason why a hiring manager may not make a decision right away. Maybe their hiring budget got changed after your interview, or they got overwhelmed with a high-priority project. Perhaps they had a personal emergency that took them away from the office.

The thing is, those delays can actually be opportunities. By creating an outstanding follow-up email, you can make yourself a stronger candidate. Pretty cool, right? We think so.

Details of a Follow-Up Email

Before we take a look at how to write the message or a follow-up email example, let’s go over the basic format. That way, you’ll have a handy follow-up email template of sorts available.

With a follow-up email, you’ll usually have a:

• Subject Line
• Personal Greeting
• Request for an Update
• Reaffirmation of Continued Interest
• Sharing More Details
• Professional Sign-Off

While that might seem like a ton of stuff on the surface, it really isn’t. In many cases, your final email will be just a few paragraphs long, as a decent number of those points only need a few words or one sentence to cover.

Follow-Up Email Etiquette

Alright, here’s another crucial part of the equation: follow-up email etiquette. For this, one of the most critical things to understand is that you need to time the sending of your message.

While your thank you email should go out within 24 hours, you need to wait longer before you send out an interview follow-up email, typically at least one week.

Now, it’s important to remember that a follow-up and a reply are two different things. If the hiring manager reaches out to you via email and you respond, that isn’t a follow-up in a traditional sense. Instead, you’re engaging in a dialog, so you want to reply as soon as possible after receiving the message, and you don’t necessarily have to use a follow-up email format.

Instead, a follow-up email should happen about one week after the dialog has died. In some cases, this is one week after the interview. In others, it’s one week after you last received an email or phone call from the hiring manager.

The only exception to the one-week timing is if the hiring manager gave you a date when a decision would be made. With that, you don’t want to reach out until at least one business day after that day passes. Anything earlier than that makes you seem impatient.

Otherwise, you need to make sure your tone is appropriate. You don’t want to be demanding or pushy. Remember, while you’d like an update, the hiring manager doesn’t technically “owe” you anything, so it’s best not to act like they do.

It’s also critical to keep things brief. While you can certainly highlight a bit more of what you bring to the table, now isn’t the time to write a dissertation about your awesomeness.

In the end, be polite, be professional, be brief, and be reasonable. If you do all of that and nail the timing, you’re good to go.

How to Write a Follow-Up Email

While we’ve already touched on the basics of what goes into a follow-up email, a little bit of detail never hurt. Here’s a step-by-step how-to guide for writing a follow-up email after an interview.

Step-by-Step Guide for How to Write a Follow-Up Email After an Interview

1. subject line.

Yes, when you’re writing any email, your subject line matters. It lets the hiring manager know what the message is about, so it’s wise to keep things short, sweet, and ridiculously straightforward.

Now, it’s important to note that you have two options for your subject line. One option is to create a brand new one. Usually, something like “Following Up on [Job Title] Interview” will do the trick. It’s incredibly clear, so the hiring manager won’t have any doubts about the intention behind your email.

Second, you can reply directly to the last message you received from the hiring manager (or your last reply if you didn’t get a response). That keeps everything in the same chain.

2. Personal Greeting

While you might think that jumping straight into the body of your email is fine, it’s always better to start with a greeting. Now, this doesn’t mean you actually need to say, “Hello.” Instead, just make sure to have the hiring manager’s name on its own line at the top.

3. Request for an Update

One of the big keys to writing an effective follow-up email after an interview is getting to the point. Let the hiring manager know right away that you’d like an update about the position, adding a few crucial details – like the job title, department, and date of your interview – to make it clear which role you’re discussing.

4. Reaffirmation of Continued Interest

Whenever you follow up, it’s always a good idea to blatantly express your ongoing interest in the job. It reassures the hiring manager that you’re excited about the position and you’d welcome an offer, which does give them some peace of mind.

5. Sharing More Details

After that, you can highlight something about what you offer that makes you a great fit. Ideally, you want to tap on something that you may not have been able to fit in during the interview, giving them something new to consider.

Then, follow that up with an offer to provide more information if they need it.

6. Thank You

Every single time you speak with the hiring manager, showcasing your appreciation should be a goal. It makes you seem gracious about the opportunity, and that helps keep the tone positive.

7. Professional Sign-Off

When you sign off, choose a classic like “Best Regards,” “Sincerely,” or “Thank You.” Then, add your name and contact details. Done.

Follow-Up Email Mistakes to Avoid

As with most parts of the hiring process, missteps can seriously hurt your chances of landing a position, including mistakes in your follow-up email for a job. So, how do we avoid them? By knowing what they are and what to do instead.

With follow-up emails, one of the biggest faux pas is coming across as pushy, desperate, or demanding. This can happen if you send the message too soon, as it makes you seem impatient or if your tone is wrong.

In the end, you want to seem enthusiastic, but you always want to be calm and professional. If you focus on brevity and politeness, that gets a lot easier.

It’s also crucial not to accuse the hiring manager of not keeping a promise or disappointing you. Even if they gave you a timeline for a decision and that day came and went, you never want to throw that in the hiring manager’s face. Instead, it’s better to come from a place of understanding.

Demanding an explanation for a delay is also a bad idea. In the end, why the decision isn’t made yet is likely none of your business, and requesting an explanation can make you seem entitled or aggressive.

Otherwise, failing to say “thank you” is a big issue. Hiring managers want to know that you value the opportunity and their time, so expressing your appreciation is a must.

Follow-Up Email After Your Interview Examples

Now’s the moment you’ve been waiting for; it’s time for a fantastic follow-up email example (or three). You can use each one as a follow-up email template or simply as a source of information.

Every follow-up email example here uses a slightly different approach, though make sure to tap on each of the critical points. So, without further ado, here’s a look at some samples of how to create an interview follow-up email.

1. Simple Follow-Up Email

This follow-up email after a job interview is probably the most flexible option. You could use it if there’s been no response at all, as well as if there’s been a lull in the conversation, the decision date you were previously given has passed, or in many other situations.

Subject: [Job Title] Interview Follow-Up

Mr. John Doe:

I’m reaching out to touch base regarding the [Job Title] position with [Company Name] I interviewed for on [date of interview]. It seems like both an exceptional opportunity as well as an outstanding match for my skill set.

Based on my past experience managing [project, duty, or responsibility], where I was able to [accomplishment], I feel that I can bring a significant amount of value to the position. Additionally, I’m well equipped to help [Company Name] with [challenge they are facing], as I’m adept at [relevant skills].

If there is any additional information I can provide that can assist you with your hiring decision, I am happy to supply it. Thank you again for your time and consideration, and I am looking forward to any update you are able to provide at this time.

Best Regards,

[Your Name and Contact Information]

2. Follow-Up After Past Conversation About Next Steps

If there has been a previous discussion about next steps, and either the stated timeline has passed, or it’s been a reasonable amount of time after you’ve learned of them, then you may want to use a particular approach when reaching out. Here’s one option for requesting an update.

Subject: RE: [Past email chain subject line]

Mrs. Jane Doe:

I wanted to take a moment to follow up on the [Job Title] position I interviewed for on [date of interview], as well as our past conversations about the opportunity. The role seems like a great fit for my capabilities, particularly when it comes to [project, duty, or responsibility], as I have prior experience in that arena, as well as expertise in [related skills].

As you mentioned, [hiring process step] was underway, and it would be followed by [additional hiring step you were made aware of]. If there is any information you need from me to help complete the next steps you outlined previously, I am happy to provide it.

Please do not hesitate to reach out at any time, and I appreciate your time and consideration in this matter.

3. Follow-Up After Previous Discussion About Skills/Experience

If you’ve exchanged a few emails with the hiring manager about your skills or experience since the job interview, you may also want to use a modified approach. Here, the goal is to reignite the discussion while also learning more about the status.

Subject: Re: [Job Title] Interview – [Previous subject line from conversation]

Dr. John Doe:

I’m reaching out to follow up on my interview on [date of interview] for the [Job Title] position at [Company Name], as well as our previous conversation about my skills and experience.

I believe wholeheartedly that the role is a great fit for my skills, and I feel that I could provide [Company Name] with exceptional value. Along with the accomplishments I discussed previously, I also [new relevant achievement that you haven’t previously talked about in detail]. That experience allowed me to genuinely hone my [relevant skills] skills, as well as gain experience in [more skills or relevant duties].

Ultimately, I am genuinely excited to learn more about the role, as well as any next steps in the hiring process that may be on the horizon. If you have any additional questions about what I bring to the table, I am happy to discuss my capabilities further. Thank you again for your time, and I truly appreciate your consideration.

Putting It All Together

In the end, you should now have a solid idea of how to write a follow-up email after an interview. Use every tip and example above to your advantage. That way, when you reach out for an update, you can nail it.

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com.

His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others.

Learn more about The Interview Guys on our About Us page .

About The Author

Mike simpson.

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com. His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others. Learn more about The Interview Guys on our About Us page .

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How to Write a Thank You Email After an Interview (With Samples!)

You just walked out of a job interview. You gave great answers to all the interview questions and really hit it off with the hiring manager. You nailed it!

That’s great—but you’re not done yet. In fact, fair or not, most hiring managers pay very close attention to whether you write a thank you email after the interview (and you want a catchy subject line to go with it).

Our advice? Follow up as soon as humanly possible by writing a terrific interview thank you note . Below, we list out tips for writing the perfect thank you email—and provide a template to get you started.

Why you should send a thank you note after a job interview

Olivia Johnson, a Muse career coach with more than 20 years of experience in the corporate world, said there’s no good reason why you shouldn’t send a thank you note after every interview—and plenty of reasons why you should . For one thing, it’s proper business etiquette : “It’s almost like if you invite someone in your home, and then they’re leaving your property and don’t say anything as they walk out the door,” Johnson said. “They selected you to move forward and have a conversation with, so it deserves a thank you.”

One major benefit of the effort, she told The Muse, is that it immediately makes you stand out from other candidates who don’t send a follow-up email. “I always ask my clients after interviews, ‘Did you remember to send a thank you note?’ And usually, 80 to 90% of the time, I hear, ‘Oh, right,’ because they forget to do it,” she said.

Land more interviews by looking or more open jobs on The Muse »

It also helps you build on the rapport you established in the interview by reminding the hiring manager who you are, what you talked about, and how you’re a great fit for the job and company.

Finally, a thank you note can help alleviate any concerns you had about your conversation. Maybe you forgot to ask about a specific part of the role, or maybe you flubbed an answer and want to clarify your statement—here’s your second chance. “I actually had someone who did really well on the tech interview, but they missed a question. They went home, continued to figure it out, and then sent a note sharing what they came up with,” Johnson shared. “That’s impressive. That’s somebody that you want on your team.”

Even if the interview went swimmingly, Johnson still advised sending a thank you note. “Even if the interview went so awesomely that they offered you the job on the spot, you should be sending a thank you note,” she said. Plus, you won’t regret taking that extra effort to make your appreciation and excitement known.

Interview thank you email template

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’m very excited about the opportunity to join [Company Name] and help [bring in new clients/develop world-class content/anything else awesome you would be doing] with your team.

I look forward to hearing from you about the next steps in the hiring process, and please don’t hesitate to contact me if I can provide additional information.

Best regards,

[Your Name]

5 tips for sending a thank you note after an interview

Beyond following the template above, here’s what to keep in mind when crafting your professional thank you email.

1. Actually say “thank you”

In all your wordsmithing, don’t forget to thank the person for taking the time to meet or speak with you.

And Johnson emphasized that you should be thanking them for the discussion , not the interview. “Never reference it as an interview. A lot of people do that. They're like, ‘Thanks so much for interviewing me.’ It makes it seem more of a check-the-box process, especially if you had a great rapport or relationship starting to form with that person,” she said.

2. Keep it short and sweet

Brevity is key, Johnson said. No recruiter wants to read an entire page of flattery.

She recommended aiming for three 2-3 sentence paragraphs max, with the bulk of the message focusing on what stood out in your conversation and what you’re most excited about in the role.

3. Tailor it to your recipient

Each thank you note should be unique to the person you spoke with, if you want to grab their attention and leave a positive, lasting impression.

If, for example, you’re thanking an outside recruiter, you may not need to touch on the more technical aspects of the role that you talked about with someone internal. And, “if it’s an executive, you definitely don’t want to go into the day-to-day,” said Johnson. “They’re more visionary, so you want to say things about being eager to make an impact within the organization.”

4. Be your authentic (professional) self

There’s no need to try to mimic the interviewer’s tone or personality in your note. Johnson advised making it feel and sound like you (without coming off too casual—this isn’t a text to a friend). Doing so, she added, also ensures you’re the right match for the job. If you don’t mesh in writing, you’re likely not going to mesh well when you start working together.

However, it’s OK to mimic some of their internal language to show you can catch on to their processes and communications. For example, she said, “If you say ‘deadlines’ and they say ‘milestones,’ you might want to use ‘milestones.’”

5. Know it doesn’t have to be an email

Johnson noted that while email is the primary medium for sending a thank you note to a hiring manager or recruiter, it doesn’t have to be the only format you use. “It’s OK to use the platform where they found you. So if they reached out to you on LinkedIn, it is perfectly fine for you to message them back on LinkedIn to say thank you after an interview.”

Another way to go the extra mile—especially if your interviewer is more traditional or you have a feeling they’d appreciate a handwritten note—is to drop a card in the mailbox as well. To connect the two, you can simply add a line to your email like:

P.S. Just because I’m an appreciator of handwritten thank you notes myself, you should be receiving a letter in the mail/I dropped a letter off at the front desk as well!

(And yes, even if you send a snail mail note, you’ll still want to send the email thank you to cover your bases—just in case your interviewer doesn’t get the letter right away.)

Sample interview thank you emails

So, what does this template look like in practice? Here are some example thank you notes you can use to build your own perfect email.

A short-and-sweet thank you email template 

This one’s concise and to the point—perfect if you’re looking to quickly follow up after a phone interview or it’s an early-round discussion.

Thank you so much for chatting with me today. It was such a pleasure to learn more about the marketing manager role, and I’m very excited about the opportunity to join News Crew and help your team reach a new audience with your amazing content.

I look forward to hearing from you about next steps, but please don’t hesitate to contact me if I can provide any additional information.

All the best,

A specific thank you email template 

Show you were paying attention during the interview and reiterate what a great fit you’d be for the job with an email that looks like this:

Hi Ms. Bernard,

I just wanted to thank you for inviting me to your office today. It was great to hear about 4Apps’ goals for streamlining your software and placing an emphasis on quality UX design, as well as how you see the engineering department playing a role in these initiatives.

4Apps seems like a wonderful place to work—and not just because you mentioned some great summer outings! I really admire the mission that drives your business, and look forward to the opportunity to help your team implement some of the ideas I mentioned around redesigning the homepage.

Please let me know if there’s anything else you need from me to move the process forward.

Enjoy the rest of your week,

An above-and-beyond thank you email template

While the template above is all you need, if you really want to blow a hiring manager out of the water, add in another few lines before “I look forward to...” with some ideas you have on how you could add value. Think: a quick mock-up of something you discussed in the interview if you’re in a creative role, taglines if you’re in branding, or some slides or possible partners if you’re in business development or sales.

Thank you so much for meeting with me today. I really enjoyed learning more about your career trajectory at CarRuns (and hearing what it was like to join as the fifth employee—so impressive!) and where you see the company going in the next couple years.

To follow up on our conversation about churned clients, I’ve attached a short deck I mocked up on my initial ideas for increasing renewals. Happy to discuss further if you see it being a helpful resource.

I can tell CarRuns is a special place to work, and I would be thrilled to join such an innovative, hardworking, and passionate team of individuals. Please let me know if there’s anything else I can provide to make your hiring decision easier.

Adelaide Jenkins

How to send an additional follow-up email after an interview ( after your thank you note)

In a perfect world, we’d always hear back quickly after an interview—maybe even faster than the timeline they gave you during the conversation. But, of course, that’s not always the case. Here’s some advice on how to send a follow-up email after your thank you note:

• 4 Ways to Frame Your Follow-Up After an Interview
• Why You Should Follow Up If You Don’t Hear Back
• How Long You Should Wait to Follow Up (at Every Stage in Your Job Search)
• How Long It Usually Takes to Receive a Job Offer

Your thank you note sets the tone after your interview. So whatever you do: Don’t skip it . Use the template above to remind the hiring manager what a great applicant you are, and to show how much you care.

Alex Cavoulacos contributed to an earlier version of this article. 

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How to Write the Perfect Interview Thank You (with Examples!)

Lisa Freedland is a Scholarships360 writer with personal experience in psychological research and content writing. She has written content for an online fact-checking organization and has conducted research at the University of Southern California as well as the University of California, Irvine. Lisa graduated from the University of Southern California in Fall 2021 with a degree in Psychology.

Learn about our editorial policies

Cece Gilmore is a Content Writer at Scholarships360. Cece earned her undergraduate degree in Journalism and Mass Communications from Arizona State University. While at ASU, she was the education editor as well as a published staff reporter at Downtown Devil. Cece was also the co-host of her own radio show on Blaze Radio ASU.

Bill Jack has over a decade of experience in college admissions and financial aid. Since 2008, he has worked at Colby College, Wesleyan University, University of Maine at Farmington, and Bates College.

Maria Geiger is Director of Content at Scholarships360. She is a former online educational technology instructor and adjunct writing instructor. In addition to education reform, Maria’s interests include viewpoint diversity, blended/flipped learning, digital communication, and integrating media/web tools into the curriculum to better facilitate student engagement. Maria earned both a B.A. and an M.A. in English Literature from Monmouth University, an M. Ed. in Education from Monmouth University, and a Virtual Online Teaching Certificate (VOLT) from the University of Pennsylvania.

Had an interview that went well? That’s great, but you’re not quite done yet. Following an interview, it’s of utmost importance to send a thank-you email or letter to those who interviewed you. These not only show that you truly want the position, but also indicate that you’re organized and diligent. Both are qualities that employers look for in new hires. To learn how to write that perfect interview thank-you, keep on reading!

Related: Scholarships360’s free scholarship search tool

Why should you write a thank-you letter after an interview?

Not only are thank-you letters a show of an applicant’s interest in the position, good manners, and organization, but some employers even expect them. Ultimately, they are another chance to influence your employer’s decision before they actually make one, and they typically work in your favor. 

Advice from a hiring manager

Will Geiger | Co-founder and CEO, Scholarships360

In fact, approximately 68% of U.S. hiring professionals found thank-you emails to take on a greater importance when evaluating a candidate. Considering that most candidates tend to not send them out after interviews, sending a thank you will make you stand out from the crowd!

Although handwritten letters are certainly more personal, they take much longer to write and send out than emails. Thus, by the time your letter finally reaches your interviewers, they may have already decided on a hiring candidate.  So, even if you’re planning on sending a handwritten letter, we highly recommend also sending a thank-you email within 24 hours of your interview. This will reach your interviewers far quicker, and they will likely still appreciate the gesture.

Also see: Highest paying careers

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How to write an interview thank-you letter.

Writing the perfect post-interview thank-you letter (or email) is all about knowing the steps (or, generally, what to include in it). What are these steps, and what should be included in the email?

Take a look at our outlined steps below to find out how to write the best possible interview thank-you letter and secure your new position.

1. Write a clear subject line

The first thing that employers (or anyone) see before opening an email is the sender and, more importantly, the subject line. Thus, it’s best to choose a subject line that clearly conveys your message. If you want to go with something a little more formal, consider something like:

• “Thank you for your time”
• “Thanks for the interview yesterday” (or today, depending on when it was)
• “I enjoyed learning more about [ Company name ]”

Alternatively, if you want to go with something a little more casual, feel free to choose one of these options:

• “Thank you, [ Interviewer’s Name ]!” 
• “Great meeting you [ yesterday/today ]!”
• “Thank you!”

And that’s it for the subject line! What’s next?

2. Start with a greeting

Once you’ve gotten your subject line down, it’s time to get into the actual content of the email. Wondering about the best way to do that? Start off with a personal greeting!

There are a few common ways of doing this, including “ Hello [Interviewer Name] ” or “ Dear [Interviewer Name] .” When greeting your interviewers, remember to address them with the name they provided to you, which is typically either their first name or title.

If you were interviewed by more than one person, it’s best to send thank-you notes to each of them (each with their own, unique personal greetings).

3. Show that you’re appreciative

After your greeting, it’s always best to start with an expression of gratitude. Thank your interviewer(s) for taking the time to meet with you, and for considering you for the position. Remember to be genuine and include the specific job title, as employers or hiring managers may be assessing applicants for multiple positions at once.

And, if you have anything else you want to thank your interviewer(s) for, you can do that here too.

4. Re-emphasize your interest in the position

While it’s important for your employer to know that you’re qualified and ready for the position, they also want candidates who are eager and enthusiastic about joining the company. So, when writing your thank-you email (or letter), be sure to re-emphasize your interest in the position.

Alternatively, if the interview helped you realize that you’re actually not as interested in the position as you thought you would be, make sure to state that in your email instead! This will help employers narrow down candidates, and your honesty will certainly be appreciated.

5. Mention something specific you discussed in the interview

Thank-you emails are written for many reasons. Most of all, though, they are written to stand out from other applicants. So, how can you make sure your email does just that?

Well, one way is by personalizing your thank-you email. This can, and ideally should, extend beyond the greeting. To make your email as individualized as possible, mention something specific that was discussed in the interview. This may be something that was particularly interesting to you about the position or the company itself, but be sure to explain why it stood out to you. If possible, elaborate on how your skills and experiences can help the employer reach company goals (especially if they’re relevant to what you just mentioned!).

6. Let them know that they can contact you for further information

Close off your thank-you letter by prompting your interviewer(s) to take the next step and let them know that they can contact you for further information (or a reference, another interview, etc.). Something along these lines will do the trick:

“ Please feel free to contact me should you need any additional information that could assist with the decision-making process. ”

7. Sign-off, professionally

Finish off your thank-you email by once again thanking your interviewers. Then, sign off with a “Sincerely,” (or “Best,” “Warmly,” “Thank you for your time,” etc.) followed by your full name. 

Be sure to list your basic contact details (i.e. email address and phone number) below your name, to make it easier for the hiring team to contact you if any further information is needed. 

And with that, you’re done! Let’s take a look at what such emails should look like when each step is completed.

Related: 15 scholarship interview questions (and how you should answer them)

Sample thank-you email examples

Thank-you emails typically come in one of three forms: short and sweet, formal, and informal. Whichever you decide to do is up to you, but choose wisely! To help you figure out which type may be best for your circumstances, take a look at our examples down below.

Remember: Do NOT simply copy and paste these into your email! The more individualized your thank-you email is, the better. In addition, you don’t want your potential employer to think that you are prone to plagiarism. Without further ado, let’s get into the examples!

1. Short and sweet thank-you email

Subject Line: Thank you [Interviewer’s Name]! Hello [Interviewer’s Name], Thank you so much for taking the time to meet with me to discuss the [position name] position today. It was a pleasure to learn more about the position and about working with the consulting team. Our discussion made me even more excited to join [Company name]. I was particularly interested in [something you discussed during the interview]. Considering this, I think that my [relevant skills and experiences] would make me an excellent candidate for this role. I look forward to discussing this position with you more in the future. Please don’t hesitate to reach out if you need any additional information. Thanks again for your time! Best, [Your name] [Your email address] [Your phone number]

2. A more formal thank-you email

Subject Line: Thank you for meeting with me Dear Mr./Ms. [Interviewer’s Last Name], I just wanted to take a moment to thank you for taking the time to meet with me to discuss the [position name] position with [Company name] earlier today. It was incredibly meaningful to have such a conversation with someone who took the same path as I did and who holds the same business beliefs that [mention something specific you discussed]. Our conversation convinced me that this position would be a perfect fit for me, considering my [relevant skills and experiences]. The [mention something you discussed] that was mentioned is very similar to work I excelled at my previous company. Thus, I deeply believe that I could make a valuable contribution in this position, if given the opportunity.  I look forward to discussing this opportunity with you more. Please don’t hesitate to contact me should you need any further information. Thank you, [Your name] [Your email address] [Your phone number]

3. An informal thank-you email

Subject Line: Thank you for the opportunity! Hi [Interviewer’s Name], I really enjoyed talking with you yesterday and learning more about the [position name] position at [Company name]. Our conversation about the [position name] was inspiring and made me even more excited to join the team and help [increase profits/attract new customers/anything else you’d be doing]. The [mention something discussed in the interview] you mentioned was very similar to work I did at my previous role. Thus, I think this position would be a perfect fit for me, considering my [relevant skills and experience]. Please don’t hesitate to contact me should you need any further information. Thanks so much again! Best, [Your name] [Your email address] [Your phone number]

Additional resources

We offer plenty of resources for students who seek advice on how to get internships and also how to turn an internship into a job after you have one. Read our step-by-step networking guide so that you make the most of your college connections. Maybe you recently earned your degree and need some tips on how to find a job after graduation ? We can help with that as well! Thinking of going to grad school for a master’s degree? Weigh out the pros and cons first, and if you do attend, make sure that you apply for all the graduate scholarships you qualify for! We wish you the best of luck on your journey! 

Frequently asked questions about writing an interview thank you 

When should you send a thank-you email after an interview, what happens if you do not send a thank you email after an interview, how late is too late to send a thank you email after an interview, scholarships360 recommended, trending now.

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Follow up email in 2 weeks - PhD application - a good idea?

I had written to a well know professor in my field of study regarding a possible PhD position. He responded and asked for references. I was dumb enough to respond to this mail after 4 days. It has been two weeks since the last email and I never heard from the professor.

Is it a good idea to send a follow up email?

Do you think the delay in responding to his mail would have spoiled my chances?

• graduate-admissions
• application

3 Answers 3

No, the delay didn't spoil your chances, and no, don't write a followup.

The prof wasn't waiting for your reply, and didn't expect it to come the next day. If he is "well known", he may get dozens of applications every week , plus hundreds of other emails. He likely didn't notice the delay, but just processed the daily flood of messages.

Even if he did remember when your first mail came, he knows that compiling a good application with references takes time. You usually have to write a reference yourself and find a professor who knows you at least by sight to sign it. You could have been out of town for a job interview, ill, etc., there are a million very legitimate reasons why you didn't have it ready by the next day.

If he actually has an open position in which you might've fit, he has surely checked your references, and didn't like them. If not, there is little you, or he, could do.

Well I was in a very similar situation. I applied to Germany and X offered me a position. I had two interviews from Y and Z coming up the next week, so I decided to wait till I got them over with which turned out to be a very very bad idea. I sent a mail to X mentioning I need some time to think over the offer. The interviews gone bad. I decided to take the position offered by X. I sent a mail and the response was

We decided to give the position to another applicant. Good luck in your search.

I have every reason to doubt that you are in hot waters. Replying late unless you really had strong grounds to do such an act will seriously affect your chances of getting admitted. First , there are others like you who have applied. Second , its unwise to expect them to wait this long for a seemingly simple reply.

• @Karl Ignored is not the right word as I asked for time to think over the offer. In this case of OP there is a high probability that someone else could have replied with references, the chances gets very slim if its an advertised open position. –  Sathyam Commented Dec 13, 2015 at 20:38
• Ah, you did't say you asked for pause to think about it. Still you might've overdrawn it, or they were just impatient. But the OP never said there was an actual position. If there was one, that professor would be collecting possible applicants for a few weeks, and then get back to those that look promising to him. –  Karl Commented Dec 13, 2015 at 20:46
• You cannot expect an employer to wait for a week after a real job offer. He's made a decision, and urgently needs to make another one if you decline. Number two on his list might get an offer from a third party, and then he's scraping the barrel. Unless of course he said he'll wait. Did he? –  Karl Commented Dec 13, 2015 at 21:24

Good question.

Yes, the delay may have affected your chances, but I wouldn't worry about it either way, as you can never know. The professor might not even have noticed as he was away. Alternately, he may be very attentive to such things and ruled you out. Even if he did notice, it might only have made a slight impact on his views - it is not implausible that he would assume that you had to contact referees about references, for example. With this said, I have the impression that fast replies are the way to go, so you should probably try to ensure you reply faster in future situations of this nature.

I think that you should contact him as you have nothing to lose, and much to gain. Plus, you signal that you are very interested by following up. In terms of how to do it, I would start by politely apologising for taking his time (i.e., sorry to bother you...). I also apologise for taking so long to respond to his initial reply and explain why this happened. I would then ask if he could let me know about the likelihood of getting the position, given my follow up email, explaining that I am am very interested in the position, and would like to know if I might be able to acquire it before I consider applying to other positions (or something to that effect).

• I agree on the "nothing to loose part", but am doubtful about possible gains. Those professors get a lot of applications. If everyone writes a followup email after two weeks, in the long run everyone will have an annoyed professor with less time to think about actual new research projects. ;-) –  Karl Commented Dec 14, 2015 at 2:45

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7 Unique Sample Thank-You Emails To Send After An Interview

• September 8, 2024

Sending a thank you letter to HR after an interview can make a big difference. It sets you apart from other candidates and gives you a better chance of getting the job. Plus, it shows you’re grateful for their time and that you’re really interested in the job.

We’ve compiled 7 unique thank-you email samples that you can use to make a lasting impression. Each template is easy to follow, so you can quickly send a polished and genuine follow-up after your interview.

7 Creative Thank-You Email Examples To Send After Interview

Here are 7 thank-you email examples to help you follow up after your interview.

1. Basic Thank You Letter After Interview

2. Short Thank You Letter After Interview

3. Detailed Thank You Letter After Interview

4. Informal Thank You Letter After Interview

5. Formal Thank You Letter After Interview

6. Thank You Letter After An Interview Addressing Further Discussions

7. Thank You Letter After Interview Providing A Solution To A Challenge Discussed

7 Core Elements To Include In The Thank You Letter

To make your letter impactful, focus on including these 7 key elements to leave a lasting impression.

I. Gratitude For The Opportunity

Showing gratitude in your thank you letter is very important. It demonstrates your appreciation for the interviewer’s time and effort and helps build a positive rapport. It also reinforces your genuine interest in the position and company and sets you apart from other candidates. Here are some samples to express gratitude to your interviewer:

• “Thank you so much for giving me the chance to interview for the [Job Title] position. I truly enjoyed our conversation.”
• “I really appreciate the time you spent discussing the role and your insights about [Company Name] .”
• “Thank you for considering my application and meeting with me to talk about the [Job Title] opportunity.”

II. Specific Mention of the Job Title

Mentioning the job title in your thank you email helps the interviewer remember which position you applied for, especially if they are hiring for multiple roles. It also shows you are focused and pay attention to details. Here are some examples to help you:

• “I enjoyed learning more about the [Job Title] position during our interview.”
• “I am excited about the opportunity to contribute to [Company Name] as a [Job Title] .”
• “Our discussion about the [Job Title] role and its responsibilities was insightful.”

III. Recap of Key Discussion Points

Mentioning key points from your interview shows you were attentive and highlights how well your skills match the job requirements. This also helps remind the interviewer of your strengths and how you can contribute to the team. See some samples below:

• “I appreciated our discussion about the current challenges in the [Department/Team] and how my experience in [related skill or experience] could be beneficial.”
• “It was great to hear about the upcoming projects and share how my background in [specific area] fits with your team’s needs.”
• “I enjoyed talking about the objectives for the [Job Title] role and how my skills in [mentioned skills] can support your goals.”

IV. Reaffirmation of Skills & Qualifications

Restating your skills and qualifications in your thank you letter is a great way to remind the interviewer why you are a strong candidate for the job. Focus on the specific abilities you discussed that match the role’s needs. Here are some examples you can use:

• “I believe my experience in [specific skill or experience] is a perfect match for what your team is looking for.”
• “My background in [relevant field] directly supports the goals we discussed.”
• “I am excited about the opportunity to apply my skills in [mentioned skills] to contribute effectively to your team.”

V. Personalized Connection or Follow-Up Mention

Include a follow-up mention in your thank you letter. It shows you were engaged during the interview and makes your message more memorable by referencing something specific you discussed. 

You can also use this moment to ask HR some questions about the job. Mentioning a shared interest or a topic that came up naturally in conversation can help strengthen your connection with the interviewer. Here are samples to help:

• “I enjoyed hearing about your experience with [shared interest or topic] and look forward to discussing it further.”
• “It was great to connect over our mutual interest in [specific topic]. “
• “I’m excited to follow up on our conversation about [specific project or idea discussed] and explore it more.”

VI. Expression of Enthusiasm for the Position

Showing you’re excited about the position in your letter shows your genuine interest in joining the company and being part of their team. It helps convey how you feel about the opportunity and your eagerness to contribute. Make sure to express why you are excited about the role and how it aligns with your career goals.

• “I am very excited about the chance to bring my skills to [Company Name] and help drive your team’s success.”
• “I am truly enthusiastic about the opportunity to contribute to [Company Name] and be a part of your innovative projects.”
• “I am passionate about the possibility of joining [Company Name] and believe my background will allow me to make a positive impact.”

VII. Appreciation for the Interviewer’s Time

Thanking the interviewer for their time shows respect and acknowledges the effort they put into the interview process. It also leaves a positive impression. Make sure to express this appreciation clearly and sincerely – it’s a simple way to highlight your professionalism and thoughtfulness.

• “Thank you for taking the time to meet with me and discuss the [Job Title] position.”
• “I really appreciate you spending time with me to talk about the role and how I can contribute to [Company Name] .”
• “Thank you for the opportunity to speak with you and learn more about your team and company goals.”

Thank You Letter After Interview Format & Tone

Now that you have your key elements in place, focus on the format and tone of your thank you letter. Use a tone that is both professional and warm. This balance shows you are serious about the opportunity but also approachable and personable. A positive and respectful tone can make the interviewer feel valued and leave a good impression.

For this, keep your language simple and sincere. Start with a friendly greeting, express genuine gratitude, highlight key moments from the interview, and end on a positive note. Phrases like “I appreciated your time and insights” or “I am enthusiastic about the opportunity to join your team” convey both respect and enthusiasm.

Thank You Letter After Interview Timing & Etiquette

Aim to send your thank you email within 24 hours of your interview to show enthusiasm and professionalism.

Consider the timing carefully based on the situation. For instance, if your interview was late in the day, send your thank you note the next morning. If it was a Friday afternoon, wait until Monday morning so it doesn’t get lost over the weekend. In any case, sending a timely and well-thought-out message shows you’re detail-oriented and genuinely interested in the job.

When you write your thank you letter after the interview, think beyond just following up. Consider how you can use this opportunity to further demonstrate your interest in the role and your fit for the team. Ask yourself: Does my letter add value to what was discussed in the interview? Is it memorable? Use your letter to remind the interviewer why you’re the right choice.

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Should I send a thank you email if I don’t want the job?

Yes, it’s still polite to send a thank you email even if you don’t want the job. It maintains professionalism and leaves a positive impression for future opportunities.

Is it okay to send a thank you letter to multiple interviewers

Yes, if you meet with multiple interviewers, try to send a personalized thank you letter to each one and reflect on your specific conversation with them.

What if I forgot to send a thank you email?

If it’s been a few days, it’s still worth sending a thank you email. Acknowledge the delay and express your gratitude and continued interest in the position.

What if I don’t have the interviewer’s email address?

If you don’t have the email address, try reaching out to your main point of contact at the company or the person who scheduled the interview. You can also check the company’s website or LinkedIn profiles for contact details.

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