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How to thank recruiter after interview

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How to thank recruiter after interview
October 03, 2018 Teacher Thanks 2 comments

Ты прав. Оно было голодно, -- признал Хилвар. -- Но это было не животное. Правильнее будет назвать его растением. Оно выело все питательное в своем загоне, и ему понадобилось подыскать себе новое пастбище.

You walk out of your dream company’s office. Your CV dazzles, the job interview went well, you answered all questions like a real professional, and the recruiter seemed impressed. Wait. It’s too early to celebrate. There’s one important task left to accomplish. It’s time to write a thank you email after the interview.

Why a thank you email is important

According to the Robert Half survey, 80% of HR managers in the US take thank you notes into account while making a hiring decision. Yet, only 24% of candidates actually send thank you emails after an interview. Here’s your chance to stand out!

In her recent article, Jessica Liebman, the executive managing editor of Insider Inc., shared a rule she follows: If a candidate doesn’t send you a thank you email, don't hire them. 

“When I first started hiring, I came up with a simple rule: We shouldn't move a candidate to the next stage in the interview process unless they send a thank-you email,” writes Liebman.

This position may seem too harsh, but if writing a short thank you email can increase your chances of getting an offer, why miss out on such an opportunity?

“Your thank you email indicates to a recruiter that you're motivated and interested in the role. It’s a great way to show that you haven’t forgotten about an employer just after leaving their office. You really want to stay in touch and continue the dialogue,” says Anastasiia Martyniuk, a recruiter at Readdle.

Thank you email after an interview: good and bad examples

Sending a thank you email after an interview already separates you from the crowd. But let’s look at the examples to find out what makes a good follow up email.

Example #1

Example #2

Can you see the difference? The first message is so generic that you can just copy-paste, and fling it at multiple recruiters at once (that’s just so evil). Such a thank you email provides no value for a recruiter.

The second email can be trickier to draft, but it does show a recruiter your motivation and interest in their company. Let’s see how to write a good thank you email.

How to write the best thank you email after an interview

1. Make it personal

Nobody wants to be called, “Dear Hiring Manager” in an email, especially after you’ve already met in person. In your message, address a recruiter by name. It’s also a great idea to include their name in the Subject: line. For example:

  • Thank you, [NAME]!
  • Thanks for your time, [NAME]
  • Pleasure to meet you, [NAME]

At the beginning of your email, thank a recipient for meeting with you and mention the position you applied for, so a busy recruiter can quickly recall you.

To personalize your thank you email even more, refer to something specific you discussed during the interview. Mention what interested or excited you the most about the company or the role you applied for. It’s a great way to show how engaged you were during the conversation.

2. Add value 

Surely, you did your best during the interview, but now you have another opportunity to show how you can help a company and even give them something valuable right in your short thank you email. 

If you feel like your interview didn’t go well, you still can make a better impression in your thank you email.

Provide some ideas or solutions that can benefit a company and show how you can help. Have you noticed a bug in their app? Do you have any ideas on how to make their website more responsive? Have you tried some successful tactics to acquire customers and believe they’re relevant for this company?

This way, you’ve taken initiative, demonstrated your skills and abilities, and even helped the company before getting anything from them. Your thank you email stands out even more!

3. Close the email friendly and professionally

At the end of your email, you can thank a recruiter once again and say that you’d be happy to stay in touch. Show that you’re open for a conversation and are ready to provide any additional information a recruiter may need for making a decision.

Close your message with a professional email signature. Use polite phrases like “Sincerely” or “Best regards” followed by your full name. Below, include your contact details: Your phone number and, optionally, links to your LinkedIn or personal website.

Our email client Spark makes it easy to add beautiful email signatures for various situations and quickly select the needed one while drafting an email. Learn how to create a professional email signature.

4. Check grammar and spelling

Reread and edit your message before sending. This advice may seem obvious, but an annoying typo or grammar mistake can ruin your finely crafted thank you email. You can use tools like Grammarly to make sure your writing shines.

The most important thing to double check is the recipient’s name. No misspelling allowed! 

5. Choose the right time for sending your email

Make sure to send a thank you email less than 24 hours after an interview. A hiring manager may make a decision shortly after the series of interviews so there’s no reason for a delay.

Professional etiquette requires to email people during the work day, and don’t disturb them at night or over the weekend. Sometimes it’s easier said than done.

Imagine, you wrote a perfect thank you email late at night after an interview or met a recruiter on Friday afternoon and finished your email after the end of the work day. Sending it right away doesn’t sound like a good idea, but you’re afraid to forget about it later.

Fortunately, Spark makes emailing so much easier. It allows you to schedule emails to be sent later. You can draft an email whenever you want, and Spark makes sure the recipient gets it at the appropriate time.

In this article, we’ve learned how to write a thank you email after an interview. Personalize your email as much as possible, add value, close your message friendly, double check everything, and schedule the right time for sending. We hope these tips will help you land your dream job. Did you find them useful? Let us know in comments!

Maria Henyk



Sending a thank-you email after the interview is a crucial next step.

Writing a thank you note after an interview says a lot about you as a potential employee. Most notably, it says that you care about the opportunities presented to you and appreciate them. This shows your potential employer that you’re the kind of team player with ethics that they would want to make a part of their company.

But writing a thank you email isn’t a brisk and easy task. If you’re sending this email to the company you really want to work for, it has to be absolutely perfect. We’re here to help you achieve the best thank you email with our guide, complete with thank you email after interview samples, tips, tricks, and much more.

Table Of Contents

Before we dive into the guide itself, let’s take a look at why writing a thank you note after an interview is so important.

Why Should I Write a Thank You Note After My Interview?

The most obvious answer to this is that it is simply just polite to send a thank you email after being offered an interview. It certainly isn’t required in order to win that position, no matter what certain controversial hiring managers on the Internet might say.

However, sending a thank you email does set you apart from other candidates because you’re maintaining rapport with your hiring manager. You’re taking an extra step, doing the “extra credit” so to speak. You’re making more of an impression simply because you’re making it clear that you very much want this job and appreciate the opportunity given to you by the company. A thank you letter can be a great little bit of icing on the cake of a great interview. In fact, studies show that 91% of interviewers appreciate being thanked for the interview.

It’s also worth noting that timing is important when penning a thank you note to a hiring manager. Send your email when the hiring manager’s impression of you is still fresh, somewhere between one to two days after the interview takes place.

It also additionally worth noting that if your interview did not go well, was extremely drawn-out, and was obviously not a winner, you should not send a thank you email. You certainly can if you want, and it will make you look very polite. But you shouldn’t feel the need to thank a company or manager for an interview that took an unnecessarily large chunk of time out of your day, only to be a total and complete flop.

Related: 18 Signs Of A Bad Interview (And How To Spot Them)

Now that we’ve covered why and when you should write a thank you email after a job interview, let’s look into all the ways you can craft an excellent attention-grabbing thank you email.

What Should Go Inside My Thank You Email?

This depends so much on the job you were interviewing for, the vibe of your hiring manager, how well the interview itself went, and a wealth of other factors. At the most basic level, your thank you email should include:

  • A genuine and polite “thank you.”
  • A small mention of the interview.
  • A professional sign-off, complete with your contact information. (Just in case.)

That’s really all it takes! But getting the message across can be messy if you’re not careful. A boring, poorly-formatted email littered with spelling mistakes and an overall needy tone is not ideal.

This is why our guide is so long and in-depth. There are a million mistakes you can make in a thank you email that could deteriorate your reputation, even after a very successful interview. There are also many ways to write a thank you email after an interview depending on the specific job you were applying for.

Let’s dive into exactly how to write an effective and eye-catching thank you email, complete with job and skill-specific examples.

How to Write an Effective Thank You Email

There is a wealth of thank you email templates available online for just about every need. However, you may not even need templates at all. The basic guidelines for how to write a stellar thank you email is as follows:

  • Confirm the hiring manager’s email address.
  • Write a subject line.
  • Write a brief introduction.
  • Write several paragraphs in the body of the email.
  • Write a brief but professional closing.
  • Include a sign-off.
  • Include your contact information to make it easier for your hiring manager to follow up with you.

That’s it! This is the basic outline of an effective thank you email.

Your thank you email should be brief, but not so brief that it seems as if you really don’t care all that much and are just sending a thank you note as a formality. A thank you note that is way too long looks kind of aggressive, and your hiring manager also does not have the time to read a novella. Keep it to only a handful of paragraphs. That should be the perfect amount for a thank you email.

So now we know the outline of an effective thank you email. Let’s get into the meaty details of each element of the email, as well as a ton of extremely using examples of successful thank you emails.

The Thank You Email Subject Line

Your subject line is going to be the first thin your hiring manager will see, other than your email address and your name. Essentially, that subject line is your second impression (the first being your actual interview) and it will also be the contextual opener to what you’ll be saying in your email. As such, your subject line needs to be excellent. And it also needs to be brief and straight to the point without any excessive bells and whistles.

Here are a few great samples to try:

  • Thanks again for the interview!
  • Thank you for the interview
  • Following up on my application
  • Thanks for your time
  • Thanks for your time (day) (today, yesterday, Friday, etc.)
  • Great talking with you
  • Great talking with you (day)
  • Really enjoyed our conversation (day)
  • Great speaking with you!
  • Regarding my application
  • Are there any updates on my application?
  • Do you need anything else from me?
  • Checking for updates: (job title) position
  • Any update on the (job title) position?
  • Note regarding the (job title) job opening
  • Following up regarding the (job title) position

Feel free to get creative, but always remember to keep it short.

For Marketing Department Interviews

After interviewing for a job in a marketing department, there are a couple of samples or templates you can play around with in your thank you email:

Example One

Hello (Hiring Manager’s first name),

I wanted to take a second to thank you for your time (today, yesterday, Tuesday, etc.). I enjoyed our conversation about (a specific topic you discussed) and enjoyed learning about the (job title) position overall.

It sounds like an exciting opportunity, and an opportunity I could succeed and excel in! I’m looking forward to hearing any updates you can share, and don’t hesitate to contact me if you have any questions or concerns in the meantime. I have additional marketing references I would be happy to provide you.

Thanks again for the great conversation (today, yesterday, Tuesday, etc.).

Best Regards,
(Your name)

Example Two

Hello (Hiring Manager’s first name),

Thank you for taking the time to speak with me (today, yesterday, Tuesday, etc.) about the (job title) position at (company name). It was a pleasure talking with you, and I really enjoyed hearing all the details you shared about the opportunity.

The information you shared about (something specific about the job that interests you) sounded particularly interesting.

I am confident that my skills will allow me to come in and succeed in this role, and it’s a position I’d be excited to take on.

I’m looking forward to hearing from you about the next steps, and please don’t hesitate to contact me in the meantime if you have any questions. Marketing is my passion, and I am very much looking forward to being a part of the (company name) team.

Thank you again, and I hope to hear from you soon!

Take care,
(Your name)

Example Three

Dear (Hiring Manager’s first name),

Thank you for taking the time to meet with me (today, yesterday, Tuesday, etc.). I’m very excited about the opportunity to work at (company name)!

The (job title) role certainly sounds exciting, and it’s a role I believe I’d excel in thanks to my (experience or skill that would help you succeed in marketing).

I look forward to hearing feedback as soon as you have any updates and would love to continue discussing the opportunity with you.

Feel free to contact me if you have any questions or need clarification on anything we talked about in the meantime. Thank you again, (Hiring Manager’s first name).

Best regards,
(Your name)

For Engineering and Product Management Department Interviews

After applying and interviewing for jobs in engineering and product management departments, you can use the approaches demonstrated in these examples:

Example One

Dear (Hiring Manager’s first name):

Thank you very much for your time (today, yesterday, Tuesday, etc.) to interview me for the position of (job title). I appreciate the opportunity to learn more about this job, to meet you and (names of other hiring managers if applicable), and to see your facility.

As we discussed, I have (months and/or years) of experience with engineering and product management. With my background and experience, I believe that I could become a contributor to your team very quickly.

I am excited about this opportunity to join (company name). Please do not hesitate to email or call me if you have any questions or need any additional information.

I look forward to hearing from you!

Best regards,
(Your name)

Example Two

Dear (Hiring Manager’s first name),

Thank you very much for your time (today, yesterday, Tuesday, etc.) to interview me for the position of (job title). I appreciate the opportunity to learn more about this job, to meet you and (names of other hiring managers if applicable), and to see your facility.

As we discussed, I find the technology related to using cloud computing fascinating and an amazing opportunity for the future, but security is also a major concern. Keeping (company name)'s information safe would be a top priority for the person in this job, and I would love to dig deeply into the protective technologies, as well as the threats, to avoid future problems. (Reference anything you may have said that seemed important to the hiring manager in a similar fashion to this paragraph. Also, reference any connection you may have made, such as “I enjoyed finding someone else who attended (college name) and also roots for the (sport) team. Hope they make the finals next year!”)

As we discussed, I have (months and/or years) of experience with engineering and product management. With my background and experience, I believe that I could become a great contributor to your team very quickly.

I am excited about this opportunity to join (company name). Please do not hesitate to email or call me if you have any questions or need any additional information.

I look forward to hearing from you!

Best regards,
(Your name)

Example Three

Dear (Hiring Manager’s first name),

I enjoyed speaking with you (today, yesterday, Tuesday, etc.) about the engineering and product management position at (company name). The job seems to be an excellent match for my skills and interests.

The creative approach to product management that you described confirmed my desire to work with you.

In addition to my enthusiasm, I will bring to the position strong development skills, a dedication to results, and the ability to encourage others to work cooperatively with the department.

I appreciate the time you took to interview me. I am very interested in working for you and look forward to hearing from you regarding this position.

Sincerely,
(Your name)

For Operations and Human Resources Department Interviews

When sending a thank you email for an interview for an operations and human resources job, try playing around with one of these samples:

Example One

Dear (Hiring Manager’s first name),

Thank you for taking time from your busy schedule to meet with me (today, yesterday, Tuesday, etc.). It was great to discuss career opportunities in (respective industry) with you! Your comments were insightful and gave me lots of ideas for my ongoing job search. I’m excited to follow up on your suggestions to (whatever they may have suggested during the interview).

It was especially exciting to talk to you about (reference a highlight from the conversation you had).

Again, your suggestions and time are so appreciated, and I hope to chat again soon! Please let me know how if there is a way I can return the favor, now or in the future. It’s great to meet others who have as much of a passion for operations and human resources as I do.

Regards,
(Your name)

Example Two

Dear (Hiring Manager’s first name),

I appreciate having the opportunity to speak with you (today, yesterday, Tuesday, etc.) about the (job title) position at (company name). After our conversation, I’m very excited about this opportunity. I believe my skills and interests are a perfect match for this role.

I am particularly interested in (an aspect of the job or hiring organization).

(Add a personal note, specific to the conversation or share a link to something you mentioned in conversation, like your personal website or portfolio.)

I appreciate the time you took to interview me (today, yesterday, Tuesday, etc.), and I look forward to having the opportunity to meet you in person.

If you need any additional information from me, please feel free to contact me at any time! I have a wide range of operations and human resources references that I would love to share with you.

Again, thank you for your time and consideration.

Sincerely,
(Your name)

Example Three

Dear (Hiring Manager’s first name),

Thank you, again, for the time you spent with me (today, yesterday, Tuesday, etc.). I really enjoyed meeting you and exploring how I might be able to assist (company name) as the new (job title).

After our conversations, I am even more confident that this position is a job I would enjoy, as well as one where I can be successful and make a valuable contribution.

I am particularly excited about (an aspect of the job, a particular challenge discussed, or a note about the organization).

(Add a personal note that is specific to the conversation or share a promised resource, like your portfolio or a reference.)

You mentioned that the decision on this position will be made in (time frame provided by employer). In the meantime, if there is any additional information you need from me please let me know and I’ll send it over to you!

Again, I appreciate the chance to interview with (company name) and am grateful for the time you spent with me.

Sincerely,
(Your name)

For Leadership Position Interviews

It’s important to come off as confident in your thank you email if you interviewed for a position of leadership. Try working with one of these examples:

Example One

Dear (Hiring Manager’s first name),

I would like to thank you, most sincerely, for taking the time to interview me today for the (job title) position that has opened with (company name). It was great to meet you and your team, and I truly enjoyed learning about your current program and touring your office.

I was impressed by the opportunity your next (job title) will have to build a strong, rebranded presence for (company name) on social media. As we discussed, my experience includes creating and managing social media properties for both established and start-up organizations. My successes include (list your major successes).

I am eager to work in a dynamic, full-time (relevant industry) environment. I am invigorated and inspired by collaborative teamwork, and would find it most rewarding to help forward (company names)'s mission of (quote the company's mission statement if available).

If I can provide any additional information to help you with your decision-making process, please let me know. I look forward to hearing from you soon!

Sincerely,
(Your name)

Example Two

Dear (Hiring Manager’s first name),

Thank you very much for taking so much time out of your busy schedule to meet with me and show me around your office. After meeting you and the members of your team, I was impressed not only with the congeniality of your office but also with the depth of knowledge and the professionalism you all demonstrated. I believe that I would be an asset on your projects and would welcome the opportunity to learn from all of you.

As we discussed during my interview, my internship last year had responsibilities very similar to those required for this position.

I am well-versed in meeting challenging project benchmarks and deadlines, and I thrive in situations that require team collaboration, a strong work ethic, and clear-cut communication skills. In regard to our discussion about whether I’d have the flexibility to work overtime or on weekends in order to complete deadline-critical projects, I’d like to assure you that I would be readily available to go this extra mile to contribute to my team’s success.

Thank you again for taking the time to speak with me about this position. I believe that this career opportunity is an excellent match for my talents and would truly appreciate the opportunity to work for a forward-thinking and progressive organization like (company name). Please let me know if there is any additional information I can provide for you to help in your decision-making process.

I look forward to hearing from you very soon.

Best regards,
(Your name)

Example Three

Dear (Hiring Manager’s first name),

Thank you again for speaking with me about the (job title) position at (company name). After hearing from you about the attention to detail and the multitasking skills that are essential for the job, I am more confident than ever that I am an ideal candidate.

I understand that the position requires extensive knowledge of (relevant skill). One of my greatest strengths is my ability to learn new tasks and new technologies quickly and efficiently. (Include an example of a time where you learned how to use new technology in a leadership position.)

You stated that the start date of the position is in (date alotted). Since our interview, I have studied (relevant skill) in depth. I have already made great strides in my fluency with (relevant skill). By the time of staff orientation, I will be extremely well versed in (relevant skill).

I have the leadership experience, organizational skills, and technological savvy to be an essential member of the (company name) team. I greatly appreciate the time you took to interview me, and I look forward to hearing from you about this position.

Best,
(Your name)

For Nursing Position Interviews

For nursing positions, it's important that you thank someone for their time that they spent with you in the interview. A nursing coordinator or hospital coordinator is very busy. And having them spend time interviewing you is valuable time on behalf of the hospital.

Example one

Dear (Hospital Coordinator Name),

I want to thank you for taking the time to interview me. I was very impressed with the hopistal and staff when I visited. I realize your time is very precious and so I wanted to show my gratitude for our great interview session.

Please let me know if I can provide any further information to help you with your hiring decision.

Sincerely,
(Your name)

For Teacher Position Interviews

Whether you interviewed for a teachers position, a teacher assistant position or principal position, the thank you email is roughly the same. Appreciative and impressed with the way students were being treated.

Example one

Dear (Principal or Board Staff Members Name),

It was a pleasure to visit the campus, meet yourself, some students and the rest of the faculty. I can tell how much you value higher education and I would love to be part of that experience. I wanted to say thank you for spending the time interviewing me.

If there's any further information that you need from me, please let me know.

Sincerely,
(Your name)

Related: How To End A Letter: Examples Of Salutations, Closings, Sign Offs

Short Thank You Email Example

Sometimes you just want to get straight to the point and save your interviewer some time reading emails. Short and impactful emails are sometimes the strongest. Your email doesn't have to be lengthy in order to be effective. Here's an example of a short, yet highly professional and impactful thank you email:

Dear (Interviewer Name),

I wanted to shoot you a note and say thank you for taking the time to interview with me. It was a pleasure. I enjoyed meeting the team and really hold the company in high regard after visiting. I'm looking forward to the next part of the process.

If there's any further information that you need from me, please let me know.

Sincerely,
(Your name)

How Soon Should I Send My Thank You Email?

As we mentioned earlier in our guide, timing is very important when writing a thank you email to a hiring manager. If you send your email too late, your hiring manager may be a little confused about the delay. If you send your email too early, it may look like you have an automated system set up for sending out emails after interviews. This can come off as in-genuine. Also, sending an email really early could make you appear a little too needy. It’s funny how the interview process is a lot like dating, isn’t it?

The best rule of thumb when figuring out when to send your email is one to two days after the interview concluded. The hiring manager’s impression of you is still quite fresh, but they’re also not getting an email notification from you when you’ve barely left the interview office.

This timing is great because it also prompts callbacks. If you were interviewing for a job with a substantial amount of applicants, you may have gotten lost in the crowd. The thank you email could prompt a follow-up after you’ve reminded your hiring manager that you were a great candidate.

Related: No Response After Interview? How To Follow Up By Email

Proofread, Proofread, and Proofread Some More

With writing, be it a thank you email after a job interview or a long-winded guide to writing a thank you email after a job interview, everything needs to be proofread. If your thank you email is covered in spelling and grammatical errors, your hiring manager will definitely catch them.

If you can’t handle basic grammar or spare the time to just double check your email for errors, that can say a lot more about you than you may like. It could definitely affect your hiring manager’s impression of you after an otherwise good interview.

It is recommended that you follow this method for effective proofreading of an email:

  • Go through all of the steps we’ve mentioned until your first draft is complete.
  • Do your first proofread while adding or omitting little elements to and from your email.
  • Proofread again.
  • Proofread one final time, noting your subject line and double checking the accuracy of the email address you’re sending the letter to.

By committing to proofreading like this, your email will be spotless.

Go The Extra Mile: Send A Handwritten Thank You Note After The Interview

This is a particularly nice technique. Sending a handwritten thank you note is simple. And you can do this along with your thank you email. Here's what you'll want to do in order to make this happen:

  • Step one: Find a nice thank you card, something letter pressed and professional.
  • Step two: Write a really simple thank you note, something saying, "I wanted to thank you for the time you gave me and I can't wait until we speak again."
  • Step three: Be sure that you send the handwritten thank you card to the business address. All you have to do is Google, "[Company] Address" or "[Company] HQ" and the address will normally come up. When you send the letter be sure to write your "TO:" as the company name and then C/O your interviewer. It should look something like the below example.

Example recipient address when sending a handwritten thank you note:

Apple Inc. C/O Sarah Smith
100 Infinite Loop
Cupertino, CA 90012

More Tips and Tricks For Your Thank You Email After The Interview

On top of everything we’ve covered today, there are even more little tips and tricks for improving that thank you email!

  • Mention an interesting conversation or event that happened in the interview. This can include a humorous moment, a joke that was told, or anything else that was memorable for you and likely memorable for the hiring manager as well.
  • Make sure that your opener, or the phrase that will come after the subject line to kick off your email, acknowledge the reader. Do this before getting into the meat of the message. If you end up in a mail chain with your hiring manager or coworker, feel free to drop the formality after a couple of emails. It may feel rude or a little bit too chummy, but you’re really signaling some professional rapport.
  • Remember to include a closer that is both friendly and professional.
  • Avoid hedging in your emails. If you’re unaware, hedging is the act of using language in a way that portrays the speaker as more of a team player and not a bossy, overconfident person. Think of it as the difference between “I think we should go” and “let’s go.” This may seem like a safe thing to do, especially when speaking to a person in authority such as your hiring manager, but hedging is actually a big professional faux pas in this sense. It makes you sound like you are not confident, which undermines you on a psychological level. Don’t do it. Be confident, make statements and explain your reasoning firmly but politely.
  • Don’t stalk your hiring manager after the fact. A thank you email and a brief follow up in a week or two are more than enough. If they aren’t getting back to you, you probably either haven’t gotten the job or the company is swamped with interviewees. Badgering them is just stressful.
  • Avoid being too casual. The hiring manager isn’t a new friend, they’re a business associate. Avoid using emojis, smilies, memes, or excessive acronyms.
  • To save time, you can send one thank you note to multiple interviewers with your email’s BCC function. By including all of your interviewers’ emails in the BCC line under the subject, they will all receive your thank you note but won’t be able to see that it was sent to other people. Just make sure your thank you note is vague enough that it will make sense to all your interviewers and does not include names.
  • Don’t be afraid to include lots of links to relevant information. If your hiring manager asked about your portfolio, website, or links to projects you’ve worked on, pack them on!
About the author

Patrick Algrim is an experienced executive who has spent a number of years in Silicon Valley hiring and coaching some of the world’s most valuable technology teams.

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Can Thanking Your Interviewer Get You the Job? Why Thank You​ Emails Matter

how to thank recruiter after interview

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They're two simple words – thank you – but they could be the very thing that lands you the job. So, what does your thank-you letter need to contain?

  • Your contact information
  • The date
  • The contact information of the person you're writing to
  • A greeting (e.g., "Dear Mr. X")
  • Body text that includes a simple, clear and straightforward thank-you and is no longer than four paragraphs. Run spellcheck and proofread carefully.
  • Closing such as "Best" or "Sincerely"
  • Handwritten signature, for mailed paper letters
  • Typed signature

As the hiring process moves more toward automation and speed, taking the time to write a thank-you letter helps you stand out from the crowd and humanizes your application. A thoughtfully written thank-you note goes a long way for your interviewer, plus it provides you with the chance to reiterate your qualifications and add a touch of personality.

"Sending a personalized thank-you note is exactly that – personal," said Rebecca Kiki Weingarten, career transition coach and co-founder/education director at RWRNetwork. "In our high-tech world, it makes a high-touch impact that stands out."

Why are thank-you notes important?

Aside from showing common courtesy, a thank-you note serves other purposes, such as increasing your salary.

According to a study by iCIMS, 63% of recruiters said they would be more likely to hire a candidate who asked for more money and sent a thank-you note than a candidate who asked for less but did not send a note.

Additionally, failure to follow up could leave the impression you're not interested enough to go the extra mile and reach out afterward. 

"First, it is a basic appreciation of the time the interviewer spent with you," said Jodi RR Smith, author and etiquette consultant at Mannersmith Etiquette Consulting. "Second, it is a signal to the interviewer that you are aware of higher-level interpersonal skills. Lastly, the thank-you note expresses your ongoing interest in the organization and the job opening."

Smith added that sending a note could show that you know other proper business etiquette, like standing when a client enters the room, not chewing gum in front of the CEO, holding doors open for others, arriving to meetings on time and dressing appropriately.

Following up with an email should be done within 24 hours of the interview, while you're still fresh in the interviewer's mind. Keep the content of the email brief, no more than two or three paragraphs, and reference particular points from the conversation.

Matt Ross, CEO and co-owner of The Slumber Yard, remembers a candidate who went the extra mile in mentioning personal details from their interview. "I briefly discussed my hometown, but what was amazing was that the candidate remembered my hometown and found a way to include it in his follow-up. He said his brother would be passing through [my town], so he made sure to tell him to pick up a cake from a popular bakery there. This not only showed me he was a good listener but also that he was willing to go above and beyond by doing research. It left me with a pretty good taste in my mouth (pun intended)."

What is the preferred method of sending a thank-you note?

Amanda Augustine, career advice expert for TopInterview and TopResume, said that email is the most common method for sending a post-interview thank-you note "because of its immediacy and ability to attach materials or hyperlink to additional information that can help advance their candidacy to the next interview round."

Augustine suggested that it is still important to check out the culture of the company and figure out which method they would prefer. If you're interviewing at a tech startup or see the company utilizes technology, email would likely be the most appropriate.

On the flip side, if the company seems more old-fashioned and stays to the more traditional side of things, a handwritten note mailed to the office might get you further.

"I prefer handwritten notes," said Rachel Sutherland, founder of Rachel Sutherland Communications. "Everyone loves getting mail, especially something you're not expecting. It's kind of funny to think of snail mail as being special, but in this case, it works."

If you're doing a handwritten note, your method of delivering it depends on the timing of the hiring process. Smith said that if you know they'll be making their decision the next day, write the note as quickly as possible. In that instance, Smith suggests writing the thank-you note in the lobby and asking the receptionist to deliver it as soon as possible.

"The content of the message is more important than the method of delivery, be it email or a handwritten note," said Beverly Friedmann, content manager at MyFoodSubscriptions. "That said, a handwritten card is certainly a nice gesture that you don't typically see these days."

What should be included?

Smith suggested including the following elements in your thank-you note:

  • A salutation. Even if you have been referring to the interviewer in a more casual way, in the thank-you note, use the more formal form of address.
  • A sincere and specific expression of appreciation along with a concise description of what is being appreciated.
  • Remind them of something unique that they spoke to you about in the interview that they might not have discussed with other candidates. This will help the interviewer remember who you are.
  • Confirm you're a good fit for the role.
  • Close with final expression of gratitude.

Augustine cautioned against recapping your entire resume in your thank-you note, since the interviewer has already reviewed it and discussed it with you during the interview, but summarizing your qualifications is appropriate.

As with your resume and cover letter, customize your thank-you note. Double- and triple-check it for grammatical and spelling errors. A typo-filled follow-up can easily ruin the stellar impression you made during the interview. If you met with multiple people, send one note to each person, if you have his or her contact information. 

Does sending a thank-you note really work?

It can, if the note is well written.

"There are times when the candidate has a terrible first round, usually due to nerves," Smith said. "But they took the time to write a sincere and well-considered note explaining their interest in the role and how their experience makes them uniquely qualified." 

Other times, Smith notes, there are phone screens instead of in-person interviews, and those who write a thank-you note are automatically invited back for an in-person interview. Sutherland had a similar experience.

"I got my college internship at The Detroit News because I handwrote a thank-you note," Sutherland said. "How do I know? One day in the newsroom that summer, the editor told me I was the only one who wrote a thank-you."

Augustine noted that sending a thank-you note doesn't automatically increase your chances of getting the job; however, dismissing this bit of post-interview etiquette might decrease your chances of receiving an offer.

"While not every recruiter or hiring manager cares whether a candidate sends a thank-you message, I've never heard of a single one, in any industry, think poorly of a candidate for sending a thank-you note," she added.

Sample thank-you letters

Based on these tips, here are two templates you can follow for a thank-you letter after the interview: 

Good afternoon, Jeanette,

Thank you for taking the time to speak with me yesterday about the staff writer position with Business News Daily.

It was a pleasure meeting with you, and I truly enjoyed learning more about the role and the company. I especially loved hearing about your in-office MVP vote – it sounds like a great way to boost employee morale!

After our conversation, I am confident that my skills in business writing and experience as a copy editor are a great match for this opportunity. I am very enthusiastic about the possibility of joining your team and would greatly appreciate a follow-up as you move forward with the hiring process.

If you need any further information, please do not hesitate to contact me by email or phone. Thanks again, and I hope to hear from you in the near future.

Best regards,
Nicole Taylor

Dear Ms. Smith,

I wanted to reach out to thank you for taking the time to speak with me yesterday about the social media manager position at Business News Daily.

I really enjoyed meeting you and learning more about where your team is headed. Based on our discussion, it sounds like you have a very exciting year ahead with the site updates and customer base expansion.

With the team at such a critical juncture, I'd love to lend my experience and skills to help the team build a stronger customer base and social media presenceparticularly bringing my unique lens as a marketer that we discussed from my time working at agencies.

I look forward to speaking further with you and your team to see how I might be able to help you reach your goals. If we're a good match, I would be very excited at the prospect of working together.

Sincerely,
Nicole Taylor

Take the time to personalize every letter you send – avoid copying and pasting the same basic form letter. Recruiters will notice these right away, and it won't do you any good.

After you send your email, keep an eye on your inbox. Don't panic if you don't hear back right away – it's normal for a company to take its time in reviewing applications. If several days or weeks go by, send a polite follow-up to ask if there has been any progress in making a decision.

However, don't take this as an invitation to bombard the hiring manager's inbox. Send no more than two well-spaced follow-up emails, and if you don't hear back after that, accept it as a rejection and move on.

For more tips on writing a great thank-you note, visit this Business News Daily article.

Additional reporting by Jennifer Post. Some source interviews were conducted for a previous version of this article. 

Interview thank you email examples, what to include, when to send it, and tips for writing and sending email thank you messages for job interviews.

HOW TO THANK A RECRUITER AFTER AN INTERVIEW VIA EMAIL

If you want to create a strong professional brand and leave a lasting impression with employers, you need to master the post- interview thank you email.

As soon as you leave a job interview, it’s best to follow up with a sincere, professional, and engaged thank you email. Make sure they know you appreciate their time and attention in meeting with you!

Before we dig into the mechanics of a great interview thank you email, though, know this: sending an email is not a replacement for sending a handwritten thank you note to your interviewer. I always advise folks to do both after an in-person interview. But it will take a day or two for your beautiful thank you card to arrive on your interviewer’s doorstep. Email has the advantage of delivering an instant dose of gratitude to the people who have the power to give you the job of your dreams.

When writing your post-interview thank you email, keep these three things in mind:

  1. Keep it short: You don’t need to compose a long letter. Busy professionals already have too much email to read. So keep it short and sweet.
  2. Keep it professional: Focus on the topics you previously discussed with the interviewer. This isn’t a time to go into personal details.
  3. Customize it: It’s okay to follow a general template with your thank you emails, but make sure to add enough customization that your message doesn’t look like a bad “cut-and-paste” job. In every email, reference something specific to your previous conversation. At the very least, make sure you include the right company name and job title!

To help you out, I built three email templates for you to follow. Use these templates as a guide to build your own personal rockstar thank you email to send after job interviews!

Template for a Thank You Email After an Informational Interview

Are you conducting informational interviews with people in your industry? Informational interviews are casual one-on-one networking sessions, and they are one of the best ways to build a professional network and get the inside track on jobs. If someone has taken time out of their busy schedule to meet with you, you absolutely must send them a thank you email. Because showing some courtesy is the best way to leave a good impression with this valuable new professional contact. Plus, it’s a great way to start an ongoing correspondence so that you can start to build a professional relationship long-term.

Here’s my template for a thank you email after an informational interview or any personal meeting with a new contact:

Subject Line: Thank you from [[your name]]

Dear [[Contact Name]],

Thank you for taking time from your busy schedule to meet with me today. It was great to discuss career opportunities in [[industry/company/location]] with you! Your comments were insightful and gave me lots of ideas for my ongoing job search. I’m excited to follow up on your suggestions to [[contact/attend/apply]].

It was especially exciting to talk to you about [[reference the highlight from the conversation you had.]]

Again, your suggestions and time are so appreciated, and I hope to chat again soon! Please let me know how if there is a way I can return the favor, now or in the future.

Regards,

[[Your name]]
[[Your LinkedIn URL]]

Template for a Thank You Email After a Phone Interview

An employer may conduct phone interviews, or phone screens, with a dozen or more applicants for every job opening. You’re in a crowded field of candidates, all vying for the opportunity to interview in-person. One way to differentiate yourself is to craft a considerate post-interview thank you email as soon as you get off the phone.

Subject Line: Thank you for your time today.

Dear [[Contact Name]],

I appreciate having the opportunity to speak with you today about the [[job title]] position at [[company name]]. After our conversation, I’m very excited about this opportunity. I believe my skills and interests are a perfect match for this role.

I am particularly interested in [[aspect of job or hiring organization.]]

[[Add personal note, specific to the conversation or share a link to something you mentioned in conversation, like your personal website.]]

I appreciate the time you took to interview me today, and I look forward to having the opportunity to meet you in person.

If you need any additional information from me, please feel free to contact me at any time.

Again, thank you for your time and consideration.

Sincerely,

[[Your Name]]
[[Your LinkedIn URL]]

Template for a Thank You Email After a Job Interview (In-Person)

An in-person job interview is a huge opportunity. And employers tell us that the way candidates follow up is an important indicator of their interest in the position. Candidates who go silent after the interview come across as disinterested. So if you really want the job, take the time to write a sincere, customized email immediately after you end the interview, and send it the same day.

Subject Line: Thank you from [[Your Name]] – [[Position]]

Dear [[Contact Name]],

Thank you, again, for the time you spent with me today. I really enjoyed meeting you and exploring how I might be able to assist [[Organization]] as the new [[Job Title]].

After our conversations, I am even more confident that this position is a job I would enjoy, as well as one where I can be successful and make a valuable contribution.

I am particularly excited about [[aspect of job, particular challenge discussed, or note about the organization.]]

[[Add a personal note that is specific to the conversation or share a promised resource.]]

You mentioned that the decision on this position will be made in [[time frame provided by employer]]. In the meantime, if there is any additional information you need from me please let me know and I’ll get it over to you!

Again, I appreciate the chance to interview with [[Organization]] and am grateful for the time you spent with me.

Sincerely,

[[Your Name]]
[[Your LinkedIn URL]]

 

There you have it! Follow these templates, and make extra sure to customize them to your own voice and situation. Before you know it, you’ll be perfecting your interview follow-up and hearing back after more interviews. I’ll wish you luck with your next interview, because I know you’ve got the thank you email covered.

how to thank recruiter after interview

You may write thank you to the recruiter as well to your recruiting agent consultancy after you have attended the interview. It has no such set format and gives.

how to thank recruiter after interview
Written by Murisar
2 Comments
  • Toramar

    ToramarOctober 07, 2018 3:08 PM

    I hope, it's OK

  • Zulkikasa

    ZulkikasaOctober 06, 2018 9:13 PM

    It agree, a useful phrase

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