How To Write the Perfect Interview Thank-You Email

Most people looking for a new job know the importance of a cover letter. But a lesser-known tool to add to your job-search toolkit is sending a thank-you email after a job interview.

The post-interview thank-you note is an opportunity for you to stand out, make a good impression, express your excitement, and reinforce why you would be the best candidate for the position. While a handwritten thank-you note may be unique, a thank-you email is the better route in the current job marketplace.

Below are some tips, templates, and examples for writing a post-interview thank-you email that stands out to recruiters and increases your chances of being hired.

Table of contents:

When to send a thank-you email after an interview
How to write a thank-you email after an interview
Sample thank-you letters
The impact of thank-you emails on hiring decisions
Common mistakes and how to avoid them
Enhance your interview follow-up strategy

When to send a thank-you email after an interview

If you’re writing a thank-you letter to the interviewer, consider the email timing. For the email to be relevant, you should try to send it while the interview is still fresh in your mind and in the mind of your interviewer. Try to send the email as soon as possible, ideally within 24 hours.

Pro Tip: To make it faster, you can prepare a thank-you email template in advance. Leave blanks in the template that you can personalize after the interview. Always review anything created from a template before sending it to ensure you didn’t accidentally include any “old” information.

Note: If you are communicating with a hiring manager for a job through the Upwork platform, please note that all communication should be through Upwork. Instead of sending an email, users are required to use the Upwork Messages feature, where you can send a thank-you message.

Who to write a thank-you letter to

You should write a thank-you note to each person who interviewed you.

Many interviews are one-on-one, making it clear who you should send the thank-you email to the person who interviewed you. This person may not be the same person who contacted you to set up the interview.

Some panel interviews consist of two or more interviewers simultaneously. In these situations, you can send an email directly to all the interviewers. If you had a personalised connection, you could create a unique email to each individual separately.

Finally, there are situations in which where you may have multiple one-on-one interviews with different people within the same company. You may meet with several rounds of people, from the hiring manager to your potential colleagues. In these cases, send an email to each individual you spoke with for an extended time.  

Note: You may not have an email address to directly contact each person, but you can always try to find the individuals on LinkedIn. You can also try to guess their email based on the corporate email structure. For example, if Susan Trout’s email is strout@company.com, you can assume that the other coworkers’ emails will be the first letter of their first name followed by their last name @company.com.

How to write a thank-you email after an interview

In general, your post-interview thank-you note should include the following parts.

• Subject line
• Personalised greeting
• Note of appreciation and personal touch
• Recap of your qualifications and value-add
• Call for next steps
  

How long should a thank-you letter be?

Keep your thank-you letter short. If the email is too long, the interviewer may not even read it. Aim for an email around two short paragraphs or between 80-150 words.

Getting started with your thank-you letter

Your opening should convey genuine gratitude while also reminding the interviewer of your conversation and fit for the position.

Let’s look at how to structure a strong thank-you letter, starting with the subject line.

Subject line

There is no need to get creative with the email subject line. A clear subject line that lists what the email is about, such as “Thank you for the interview,” will work great.

If multiple candidates are being interviewed, including your name in the subject line can help the interviewer quickly see the email is from you rather than a different candidate.

Another thing to consider is that the company could be interviewing candidates for multiple positions. Including the specific position you interviewed for in the subject line helps the interviewer quickly identify your email’s relevance.

Example: “Thank you for the marketing manager interview – John Smith”

Personalised greeting

There are many appropriate ways to address a thank-you email. In today’s business culture, it’s more common to greet the contact person with a “Hi First Name,” or “Hello First Name,” rather than the more formal way of using an honorific and the contact’s last name.

The best way to determine your email greeting is based on what you called the interviewer during your meeting with them. If you used their first name in the interview, address the email to their first name. If you used their last name, address it to their last name.

How to format a thank-you letter

Remember that you’re sending the thank-you email to a potential employer. While it’s good to personalize the email, you want to avoid being overly casual. Below are some quick tips to ensure that your email is appropriate for the workplace:

• No typos. Carefully proofread your email to confirm there are no spelling or grammatical errors. Clean, error-free writing reflects your attention to detail and professionalism.
• Professional font and format. Use a standard, easy-to-read font like Arial or Times New Roman, and keep the formatting simple and professional. Avoid using multiple colors or decorative fonts.
• Appropriate closing. End your thank-you letter with a formal closing, such as “Sincerely” or “Best regards,” followed by your name. This maintains the professional tone of your communication.

Note of appreciation and personal touch

Whether it was your first or second interview, the introductory line of your email should thank the interviewer for taking time out of their day to speak with you. Make sure you express your gratitude for the opportunity to interview for this job opportunity.  

To personalise the email, try to reference a discussion from the interview. Did the interviewer share information about their personal life, other things going on in the company, or an interesting subject?

Adding this quick reference to a topic during the interview, or referring back to interview questions, helps the reader remember who you are and demonstrates you paid attention and were engaged during the interview.

Recap of your qualifications and value-add

The next thing your thank-you note should include is how you can provide value to the company. Identify a problem, pain point, or opportunity you discussed and reinforce how your experience can resolve the issue.

Note: This should focus on how you can provide value to them, not how they can provide value to you.

Call for next steps

The conclusion of your post-interview email should express that you’re looking forward to continuing the hiring process. You can accomplish this by restating the next steps you discussed in the interview or asking about them.

Sample thank-you letters

Now that we’ve covered the things that should be included in an interview thank-you email, let’s use these tips to create some email examples.

Remember to include the interviewer’s name, the job title you applied for, and the company name. Below are six four thank-you email templates that can be used for inspiration when creating yours. Use these sample thank-you notes as a guide to create your own personalized versions.

Example #1

Hello Ms. Rivera,

Thank you for the opportunity to discuss the graphic designer role at CreatiVibe Studio in our phone interview yesterday. I’m particularly impressed with your commitment to fostering creativity and encouraging personal growth within your team, which I believe drives success in the creative industry.

My background in digital art and user experience design, combined with my enthusiasm for collaborative environments, aligns perfectly with the vision you outlined. The conversation reinforced my eagerness to bring my unique artistic perspective and problem-solving skills to your esteemed team.

I appreciate your consideration and am very much looking forward to the possibility of contributing to the vibrant culture at CreatiVibe Studio. Please feel free to reach out if you need any additional information or further examples of my work.

Warm regards,

Jordan Kim

[phone number]

[professional email address]

Example #2

Hi Jessica,

Thank you for taking time out of your busy day to interview me for the research assistant position. It was a pleasure meeting you, and I thoroughly enjoyed learning more about the opportunity to become part of your team. Your interview questions were also very thoughtful!

I would be an asset to your company because of my strong research, data entry, and writing skills. As we discussed in the interview, my work at the University Library introduced me to the foundations of scholarly research. At the same time, my experience as a writing tutor at the University Writing Lab expanded my writing and proofreading abilities.

If given the opportunity, I’m confident that my knowledge and skills will be a great fit for this position. I’m very interested in this position, and I look forward to discussing this opportunity with you soon.  

Thanks,

Randy

[phone number]

[professional email address]

Example #3

Hi Mr. Thompson,

Thank you for the insightful discussion during yesterday’s virtual interview. Learning about TechSphere Solutions’ innovative approach to software development and team collaboration was fascinating! The inclusive and forward-thinking company culture you described resonates with me both personally and professionally.

I’ve honed my agile project management experience and proactive communication skills through several successful remote projects similar to the workflows at your company. These skills, paired with my passion for technology and innovation, position me well to contribute effectively to your team.

I look forward to the possibility of working together and contributing to your company’s exciting projects. Thank you again for the opportunity to interview for this position.

Best regards,

Emily Larson

[phone number]

[professional email address]

Example #4

Dear Mr. Petro,

I’m very excited about the open position at yourcompany.com and appreciate you taking the time to talk with me today. I’m confident that I have the necessary skills and experience you need and that I would be a valuable addition to your company’s writing staff.

As I mentioned in the interview, I have more than 10 years of experience writing blogs for the healthcare industry. My most recently published article is attached for you to review.

Enjoy your son’s game tomorrow.—I hope that he scores two goals this time! If you have any more questions for me, I’m available by email ([include email address]) or phone ([include phone number]). I look forward to hearing from you about the next steps for this position.

Sincerely,

Alison

[phone number]

[professional email address]

Example #5

Hello Ms. Johnson,

Thank you for the chance to participate in a second in-person interview with you and the hiring team yesterday. It was wonderful to further discuss the marketing manager position, learn about the strategies and goals that your department has outlined, and get a glimpse of your company culture. I think I’ll be a great fit!

I’m excited about the opportunity to bring my strategic planning and campaign management skills to your team. Our discussion about expanding market reach through data-driven insights aligned perfectly with my past successes, and I’m confident my experience can make a positive impact on your future projects.

I’m grateful for your time and look forward to hearing about the next steps in the selection process.

Sincerely,

Kevin Brooks

[phone number]

[professional email address]

Example #6

Dear Hiring Team,

It was a pleasure meeting with each of you today during the group interview. I appreciated the opportunity to hear your diverse perspectives and learn more about the collaborative culture at InnovateX Solutions.

The team-oriented approach you emphasized aligns well with my experience in project management, where clear communication and mutual support are essential to delivering strong outcomes. I’m enthusiastic about the possibility of contributing to your team and helping achieve InnovateX Solutions’s goals.

Please let me know if you need further information, and I look forward to hearing about the next steps.

Best regards,

Patricia Lee

[phone number]

[professional email address]

The impact of thank-you emails on hiring decisions

Sending a thank-you email after an interview showcases your professionalism, leaves a positive impression, and significantly influences hiring decisions. It can even often tip the scales for getting you hired: 80% of hiring managers value these notes.

A well-crafted thank-you email reiterates your interest in the position and can help keep your candidacy top of mind. It provides an opportunity to restate why you are the ideal candidate for the job, mention anything you forgot during the interview, and show appreciation for the time spent with you. This lasting impression could be the deciding factor in a competitive job market.

Common mistakes and how to avoid them

Certain pitfalls can detract from the professionalism and eagerness your thank-you email should express. Below, we list some common mistakes and how to avoid them:

• Being too generic. Avoid sending a thank-you that feels copy-pasted. Personalize each message by referencing specific topics discussed during the interview and expressing genuine enthusiasm about what you learned.
• Sending it too late. Timing is crucial. Send your thank-you email within 24 hours of the interview to ensure your professionalism and interest are conveyed promptly.
• Overlooking typos and errors. Even small mistakes can raise questions about your attention to detail. Always proofread your email several times or have someone else review it before sending it.
• Being overly casual. While it’s important to express your personality, maintain a professional tone. Avoid slang and overly casual language that might seem unprofessional.
• Forgetting to include your contact information. Make it easy for interviewers to reach you by including your contact information in the email signature. This includes your full name, phone number, and professional email address.

By steering clear of these common errors and crafting a thoughtful, well-timed thank-you email, you can enhance your candidacy and increase your chances of securing the job.

Enhance your interview follow-up strategy

A thank-you note after an interview is a powerful way for job seekers to express gratitude and stand out from the competition. Make sure it’s heartfelt and personalized to avoid sounding generic or insincere. With these thank-you email tips, you’re ready to make a lasting impression and win your next freelance project on Upwork.

If you’re looking to improve your interview techniques or refine your follow-up emails, consider collaborating with interview preparation specialists on Upwork. Their expertise can provide you with tailored advice to enhance your interview skills. Explore Upwork’s vast marketplace today to connect with specialists and discover thousands of freelance opportunities.