How To Structure Your Post-Interview Thank You Email

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Hand-written thank you.

Of course, there’s something to be said for a handwritten note, but it’s much slower.

In my previous post, I mentioned writing a post-interview email that I thought my interviewer liked. However, it took some effort for my message to reach that point.

Starting out, I didn’t know how to structure this email—I had to look up exactly what to do. This made me think that perhaps you could use some tips on how to structure a “thank you” message to send your interviewer after the interview. Here’s what I found out.


First, a couple general notes. One: send this email soon after the interview; most websites suggested within 1 to 2 days. For me, I felt that it was appropriate to send my email a few hours after the interview. Second: thank everyone you met with. If people can take the time to meet with you, you can take the time to write them a quick email.

The Beginning

Start with a greeting, and be sure to address your interviewer with a prefix, usually Mr. or Ms., and their last name—unless they told you to call them by their first name. Depending on the atmosphere of the interview, you can begin with a more casual “Hello” or “Good Afternoon,” or just go with the professional “Dear.”

The Middle

After your salutation, the first thing you should do is actually thank them for the job interview. That is what you are emailing them for after all.

Include the specific position and the day you interviewed within your first sentence or paragraph. Who knows how many jobs they might have interviewed for that day? Then, add how you appreciated what you learned about the company or the job—and be specific. The recipient should know this isn’t just a form message.

After that, reinforce your interest in getting the job. I remember one of my professors at college saying that they read so many applications or emails that didn’t ask for the job. Now, I know my professor didn’t mean for you to come right out and say, “Can I have the job?” But, you should show want it.

Say you are interested in the job and that you feel you could be an asset to the company, once again with a specific example from your interview. Show that you can fit in and adding you to the team could help improve the company.

The End

Your final sentence or paragraph should include your contact information, just so they know you are willing to come in for another interview or give them more information if they need it. Also, it is a quick way for your interviewer to remember you and get in contact with you if they want to offer you the job. Be sure to add that you look forward to hearing from them, because, hey, you do!

Finish with an ending that is once again appropriate to the situation. If you are looking for a more causal departure say “Have a good day,” or the more professional “Sincerely.” Of course don’t forget to end with your full name and, if you have it, a signature.

Keep this email short and sweet. Your interviewer does not want to reread your cover letter. They just want a quick thank you and to hear that you are interested in the job. As the saying goes, “A little goes a long way.”

Here is a quick example of my email for the position with the newspaper company:

Hello Mr./Mrs. Doe,

I wanted to say thank you very much for meeting with me today for the (insert job title) position. I greatly appreciate you telling me more about the position with the (insert company) and what the job entails.

I feel that the position is something that I would be greatly interested in. I would love to contribute my writing skills to the paper. I think I could really help tell the “story” rather than the news and help to generate a community for the (insert company).

If you have any more questions for me or need more clips or information, please don’t hesitate to ask. Like we had discussed in the interview, you can contact me through my email here or over the phone at 000-000-0000.

Thank you again and I look forward to hearing from you.


Brigit Bauma

Do you have any suggestions to improve this post-interview email? Let us know in the comments!

(Photo: geralt)

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