How To Write the Perfect Thank-You Note After an Interview

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, fast-moving job market.

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.

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. Try to send a note while the interview is still fresh in your mind and in the mind of your interviewer, ideally within 24 hours.

Pro Tip: To make the process 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’re 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 easily send a personalized thank-you message.

How to write a thank-you note after an interview: 6 tips

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 to three short paragraphs or between 80-150 words. 

Include the following parts in a post-interview thank-you note:

1. Write a clear subject line
2. Start with a personalized greeting
3. Ensure your thank-you letter is professional
4. Include a note of appreciation and personal touch
5. Recap your qualifications and value-add
6. Close with a call for next steps

1. Write a clear subject line

You don’t necessarily 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”

2. Start with a personalized greeting

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 the note to their last name.

3. Ensure your thank-you letter is professional 

Remember that you’re sending the thank-you email to a potential employer. While personalizing the email is recommended, 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 professionalism and attention to detail.
• 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.

4. Include a note of appreciation and personal touch

Your opening should convey genuine gratitude while also reminding the interviewer of your conversation and fit for the position. The first line of your email should thank the interviewer for taking time out of their day to speak with you. 

To personalize 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 a specifically interesting subject discussed? Adding this quick reference to a topic during the interview helps the reader remember who you are, and it demonstrates that you were paying attention and engaged during the interview.

5. Recap of your qualifications and value-add

The next thing that your thank-you note should include is how you can provide value to the company. Identify a problem, pain point, or opportunity that 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.

6. Close with a 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.

Thank-you letter templates and examples

Now that we’ve covered the things you should include 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 thank-you email templates that can be used for inspiration when drafting yours. Use these sample thank-you notes as a guide to create your own personalized versions.

Example #1: Highlight creativity and collaboration skills

Hello Ms. Rivera,

Thank you for the opportunity to discuss the graphic designer role at CreatiVibe Studio during 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: Reiterate research experience 

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 Smith
[phone number]

[professional email address]

Example #3: Share a passion for innovation and company culture  

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: Reference a casual, personal highlight from the interview 

Dear Mr. Petro,

I’m very excited about the open position at yourcompany.com and appreciate your 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 ten years of experience writing blogs for the health care 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 Martinez

[phone number]

[professional email address]

Example #5: Restate excitement and qualifications for the role 

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: Show enthusiasm for teamwork after a group interview 

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 importance of sending a thank-you email after an interview

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 find thank-you notes helpful when reviewing candidates.

Benefits of sending a thank-you note after an interview include: 

• Demonstrating your appreciation for the interviewer’s time
• Reiterating your interest in the role
• Restating your qualifications for the role 
• Answering questions that may have come up during the interview
• Sharing additional work samples as a follow-up
• Showcasing your professionalism 
• Highlighting key points from the conversation
• Building positive relationships with interviewers
• Helping you stand out from other candidates and stay top of mind

What to avoid in a thank-you email after an interview

Certain pitfalls can detract from the professionalism and eagerness your thank-you email should express.

Here are 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.

Helpful resources

In addition to the thank-you note strategies and examples highlighted above, the following resources can help you prepare for a successful interview:

• Interview Tips for Making a Great Impression
• Top Interview Tips for Freelancers in 2024
• Job Interview Do’s and Don’ts: Steps for Each Phase
• 25 Remote Job Interview Questions and Answers
• Interview Tips for "Why Are You Interested in This Position?"

Interview thank-you note FAQ

The frequently asked questions and answers outlined below can help you write a successful thank-you note after an interview. 

Who should I write a thank you note to? 

You should write a thank-you note to each person who interviewed you. Many interviews are one-on-one and the person who interviewed you may not be the same person who contacted you to set up the interview. If this is the case, also consider thanking the person who set up the interview, showing appreciation for coordinating schedules and highlighting key points from the discussion. 

You may have multiple one-on-one interviews with different people at the same company, such as the recruiter, hiring manager, and potential future team members. After each interview, send an email to each individual who took the time to speak with you within 24 hours of your conversation. 

How do I handle thank-you notes for group interviews? 

Some interviews consist of two or more interviewers simultaneously, often called a panel or group interview. You have the option to either send an email directly to all interviewers as a group or send individual notes to each person. If you had a personal connection with certain interviewers or want to highlight key points each person discussed, consider creating a unique email to each individual.

How can I find the right contact information for thank-you notes? 

You may not have an email address to directly contact each person from the interview. As a first step, consider looking for individuals on LinkedIn. 

You can also try to guess their email based on the corporate email structure. For example, if Susan Trout’s email address is strout@company.com, you can assume that the other workers’ email addresses will likely be the first letter of their first name followed by their last name @company.com.

Is sending a thank-you note after an interview desperate?

No, sending a thank-you note after an interview isn’t desperate. A thank-you note is considered professional and many employers expect to receive one.

Taking a few minutes to write a thank-you note can help you stand out from candidates who choose not to send a note. On the other hand, if you don’t send a thank-you note, the employer may think you’re either unprofessional or aren’t interested in the role. 

Should I write a thank-you note even if I know I won't be offered a job? 

Sometimes an interviewer may indicate that you aren’t going to receive a job offer during the interview. Maybe the position has closed or they realize you're not the right fit. You may also realize during the interview that you’re not interested in moving forward. In these scenarios, you should still send a thank-you note.

Sending a thank-you note after each interview no matter the outcome is courteous and professional because the interviewer took the time to talk to you. The interviewer or company may also consider you for future opportunities and you want to leave a positive impression. 

What if I forget to send a thank-you note after an interview? 

While you should ideally send a thank-you note within 24 hours of an interview, you may forget to send one immediately for a number of reasons. For example, you may get sidetracked by your workload at your current job or forget to send a thank-you note before the weekend after a Friday interview. 

Even if you don’t send one right away, following up with a thank-you note a few days later can still be beneficial. In your note, briefly apologize for the delay and restate your interest in and qualifications for the role. 

Find your next job on Talent Marketplace

A thank-you note after an interview is a powerful way to express gratitude and stand out from other candidates. Make sure your note is heartfelt and personalized to avoid sounding generic or insincere. With these thank-you email tips, you’re ready to make a lasting impression and secure your next in-house role or win your next freelance project on Upwork.

If you’re looking for new job opportunities, consider searching for jobs or projects that align with your skills and experience on Talent Marketplace™. Explore thousands of freelance jobs across a range of specialties, including artificial intelligence (AI), digital marketing, graphic design, project management, and more. Get started—create an Upwork account today.