Interview Thank You Email – Templates & Guidelines

Writing an interview ‘Thank You’ email demonstrates your good character and adherence to polite business culture.  Instead of waiting for an email from your interviewer, you can be proactive in sending a thank you email after the interview. Here are a few templates you can use!

Ultimately, employers love to see follow-up emails. It shows that you have an interest in the position. Moreover, if you’re not the chosen candidate, you can get valuable feedback for future interviews and/or gain a network contact.

In the interest of future employment, let’s look at some interview follow-up email guidelines. I’ll also give you templates for three different scenarios that will be helpful in drafting your email. Look at the at the bottom of the page for some great resources for writing follow-up emails.

Interview Thank You Email Guidelines

When?

It’s always best to send a follow-up email as soon as possible. The same day as the interview is ideal, and if possible, always email within 24 hours after the interview.

Subject

Your follow-up email should have a short, clear subject that states what the email is about.

Here are a few examples:

  • I appreciate your time, [name of interviewer].
  • Thank you for the opportunity.
  • Thank you!
  • follow-up regarding [position].
  • Great to speak with you today!
  • Thank you for the insight into your company.

General Format and Tips

  1. Start your email with a short greeting. Always address the interviewer by name and mention the job title and the company.
  2. In the greeting or after the greeting, thank the interviewer for their time. If multiple people interviewed you, send separate thank-you emails to everyone.
  3. Speak about your appreciation and interest in the position. Try to use the company name again. Also, mention a highlight, goal, or major point during the interview. You can use it to reinforce your interest in the position. Be very specific, but keep the wording of the email concise.
  4. In the next paragraph, personalize and set yourself apart from other candidates. Use your experience and skills to explain what you can bring to the position and company.
  5. Offer the interviewer or hiring manager the opportunity to ask you more questions. Also, let them know that you can provide more information if needed.
  6. Confirm the hiring deadline, and close with your signature and contact information.

Interview Thank You Email Template

Now that we have the formatting, let’s look at a template for a thank you email.

Subject: Great to speak with you today!

Dear [Interviewer’s name],

Thank you for taking the time to speak with me today regarding the position of [name the position]. [Company name] has a wonderful strategy and business model. I enjoyed learning about [company insight from the interview].

Your insight in the interview has convinced me that this is a position I would enjoy and one where I could be a valuable asset to your team. My skills and experience in [speak about skills and experiences that would be beneficial to your employer] could be very helpful to [company name].

I thought about what you said regarding [company issue discussed in the interview], and in my experience, I found that [solution]. I base this on my experience my previous role as [previous role]. If hired, this is the insight and experience I would use to benefit your company.

Last, I have attached details of some projects discussed during our interview. Feel free to contact me if you have any questions or need any more information. I appreciate your time and thank you for your consideration.

Sincerely,

[Signature]

You don’t have to use every section of this template. It’s a general guideline that hits all aspects of the steps we reviewed earlier. This standard thank-you email can be altered to fit your needs.

Hear about Progress Template

Now that you sent a thank you email. What’s next?

Well, hopefully you received a positive response, but that’s not always the case.

Sometimes employers get busy and forget to respond to everyone. This can happen in smaller companies where the hiring manager is playing many roles within a company.

It might feel a little pushy to write this email, so it’s important to be both polite and professional. Also, always wait until after the hiring deadline to send this follow-up email.

The email should be even more concise than the thank-you email and contain:

  • A kind reminder of the passed deadline.
  • Reinforce your interest in the position.
  • Ask if they need any more information.

It’s that simple. Here is an example:

Subject: follow-up regarding [position]

Dear [Interviewer or hiring manager],

I wanted to check in as you mentioned you would make your hiring decision for [position] by [deadline].

I’m still very interested in the position and think I would be a valuable asset to your team.

Please let me know if you have any update, and if I could provide any additional information that would help you in your decision-making process.

Thank you again for your consideration.

Sincerely,

[Signature]

Get Feedback Template

If you still haven’t heard from the potential employer after sending a second follow-up email or if you heard they hired someone else, that’s okay! Keep interviewing as much as possible until you find an ideal position.

However, a great way to get better at the interviewing process (specifically as a non-native speaker) is to get feedback from the hiring manager. Though not guaranteed, use the template below to gain a mentor or put your name in mind for future openings at the company.

Subject: Staying in Contact

Dear [Interviewer or Hiring Manager],

I hope everything is well. I wanted to thank you again for your time and say that I really enjoyed the interview process with you and [company]. Particularly, I found your insight into [some aspect of the interview that was insightful] to be very useful.

If you know you didn’t get the position, add this line:

I read/heard that you hired someone else for the position and understand if I wasn’t the right fit.

As someone who is seeking a career in [career field], I’d like to learn more about how you gained and developed the skills necessary to be in your position. If you have any advice or feedback from the interview, I would greatly appreciate it.

Again, I appreciate your time and please keep me in mind if there are any future openings at [company].

Sincerely,

[Signature]

Using these templates will help you be a step ahead in your job search. Be sure to adjust each template to your needs. Also, make use of the information received during your interview.

If you need more information about interviewing, here is a link to our article about asking the right questions during the interview. It can provide valuable insight into your job search.

As always, carefully review your spelling and grammar before sending your email, and good luck with your job hunt!

Other Resources for writing a follow-up Email:

Job sites are especially for follow-up email tips and advice. Here are some of my favorite follow-up email tutorials outside of Magoosh. (All of these are American jobsites, so they’re especially useful to non-native English speakers.)

If you’d like to learn more about job interview techniques or have a highly qualified English speaking tutor help guide you, visit Magoosh Speaking today to try an introductory lesson!

Jake Pool

Jake Pool

After working in the restaurant industry for over a decade, Jake left to pursue his career as a writer and ESL teacher. He now creates content that informs, inspires, and educates ESL students on a wide range of topics. Jake also records audio for his articles to help students with pronunciation and comprehension.
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