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How to write a Thank-You note
Antonio Leone
, 21st August 2018
7 min read
Recruitment Resources

In our “Should you send a thank you note after an interview post?” we highlighted the importance of sending a thank you note. In a nutshell, it is polite to show that you are respectful of others time and it ensures that you stay on top of the recruiters mind. In a thank you note there is a scope to fix any missteps or miscommunications you may have had and is an opportunity to highlight any relevant skill you may have overlooked. Thank you note is for you to reinforce your candidacy.

When should you send it

To stay on top of the hiring manager’s mind, it is important that you don’t wait too long to send a post-interview thank you note. You should try to send a thank you within 24-48 hours after the interview* — tackle the note while the interview is still at the top of your and the recruiter’s mind.

Who should you send it to

If your interview was with five different people, you need to thank each person that you met. Avoid writing thank you notes based on seniority as you cannot be certain about how much input each person has on the hiring decision. Abstain from writing a general thank you note to the recruiter and cc’ing everyone. These people took time out of their schedules to meet with you; show them that you respect all of their time equally.

As your interviewers work together, they are likely to show each other your thank you notes. Since your goal is to stand out, make sure to tailor each note to the individual by bringing up specific moments from your conversation with each interviewer. This makes the message more personal.

How to write it

You want to re-express your interest and highlight a few reasons why you are a great fit for the position. Use this note to highlight your ability to be concise and focused while still delivering a quality message.

Aim to cover the following:

  • Reiterate your interest in the position, referencing specific aspects of the role and/or company that genuinely resonate with you
  • Make sure to highlight your key selling points and why you’d be a good fit
  • Address any concerns the person expressed about your candidacy
  • Incorporate little details you learned about the interviewer during small talk to personalize your message and remind the person of the rapport you built with one another
  • If there was anything that was not discussed in the interview, but that you want to touch on, do it in the thank-you note
  • Utilize the new found information you have from the interview to reestablish your worthiness for this position
  • End the note with thanks and gratitude for the opportunity

Don’t send thank you message until you have thoroughly reviewed it for any spelling and grammatical errors. You should also make sure that you haven’t accidentally included information from a different interview in the thank you note. This note may be the last impression you make before the hiring decision is made so it is important that you avoid any mistakes that may give the recruiters the wrong impression.  

A template

Based on all of the above, here’s an easy template to follow for sending a thank-you letter after an interview:

Dear [interviewer],

Thank you for taking the time to speak with me [when]. I sincerely enjoyed meeting you and learning more about the [role title] at [company].

Our conversation confirmed my interest in becoming part of the [company] team. I was particularly pleased to find out [mention what you like about the role & why]. During my time at [current/previous employer]I have worked on [relevant project/work]. This experience helped me develop [skills], which I think are critical to succeed in this role.

Please feel free to let me know if I can provide you with any additional information.

I look forward to hearing back from you soon.


[Your Name]


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Reference: *Fins

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