How to Write a Thank You Email After an Interview

In the professional realm, expressing gratitude is more than a courteous gesture—it’s a powerful tool for fortifying business relationships and enhancing your professional image. One such opportunity to showcase this is through a thank-you email after a job interview. 

Crafting a thoughtful thank-you email is a subtle art that requires a blend of professionalism, genuine appreciation, and a dash of personality. This article provides a step-by-step guide on how to construct a thank-you email that leaves a memorable impression.

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Step 1: Start With a Professional Subject Line

The subject line of your email is like a handshake: it’s the first impression that sets the tone. Ensure it is professional, clear, and relevant.

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  • “Thank You for the Interview, [Interviewer’s Name]”
  • “Appreciation for the Interview Opportunity – [Your Full Name]”

Step 2: Address the Interviewer Formally

Address the interviewer by their professional title and last name, ensuring the names and titles are spelled correctly. A formal salutation exemplifies professionalism.

Example: “Dear Mr./Ms./Dr. [Last Name],”

Table 1: Salutation Examples Based on Interviewer’s Title

Mr.Dear Mr. Smith,
Ms.Dear Ms. Johnson,
Dr.Dear Dr. Williams,
No specific titleDear [First Name],

Step 3: Express Your Gratitude

Begin the email body by expressing your gratitude. Thank the interviewer for their time and the opportunity to discuss the position. Make it personal and sincere.

Example: “I sincerely appreciate the opportunity to interview for the [Job Title] position and for the insightful conversation we had.”

Step 4: Reiterate Your Interest

Express your continued interest in the position and the company. Tailor this section to include specific aspects discussed during the interview.

Example: “I am enthusiastic about the opportunity to contribute to [Company Name] and very interested in the [Job Title] position.”

List 1: Points to Mention to Show Interest

  • Company Culture: Express excitement about fitting into the company’s culture.
  • Role Specifics: Talk about specific parts of the role that you find appealing.
  • Company Vision: Show alignment with the company’s mission or vision.

Step 5: Highlight Your Suitability

Discuss briefly why you are a strong candidate for the position, tying back to the conversation we had during the interview. This reinforces your suitability and enthusiasm.

Example: “Based on our discussion, I am confident that my experience in [Your Expertise] makes me a strong candidate for this position.”

Step 6: Include a Call-to-Action or Closing Remark

Conclude by expressing eagerness for the next steps, or ask any follow-up questions you might have. Keep it concise and professional.

Example: “I look forward to the possibility of working together and am eager to hear about the next steps in the hiring process.”

Table 2: Closing Phrase Options

Expressing eagerness“I look forward to the opportunity.”
Asking a question“When can I expect a feedback?”
Reiteration“Thank you once again for your time.”

Step 7: Sign Off Professionally

End the email with a professional sign-off, followed by your full name.

Example: “Best regards, [Your Full Name]”

Step 8: Proofread

Before hitting the send button, meticulously proofread the email to ensure it’s free of errors and professionally composed.

List 2: Proofreading Checklist

  • Spelling and Grammar: Make sure there are no spelling or grammar mistakes.
  • Clarity: Ensure that the sentences are clear and convey gratitude and interest.
  • Professionalism: Check that the tone remains professional throughout.

In conclusion, a well-crafted thank you email is a powerful touchpoint that can make a significant impact on the interviewer’s perception of you as a candidate. By adhering to these steps and tips, you enhance your chances of leaving a lasting, positive impression, thereby bringing you a step closer to securing the job opportunity.

Thank You Email After an Interview Sample

Subject: Thank You for the Opportunity, [Interviewer’s Name]

Dear [Interviewer’s Name],

I hope this message finds you well. I wanted to express my sincere gratitude for the opportunity to interview for the [Job Title] position today. It was a pleasure speaking with you and learning more about the incredible work being done at [Company Name].

I am very enthusiastic about the possibility of joining your team and contributing to [specific project, team objective, or company goal that was discussed during the interview]. 

Our conversation reinforced my excitement about becoming a part of [Company Name], and I am confident that my [specific skills or experiences] will be a significant asset to the team.

Thank you once again for considering my application and taking the time to discuss this opportunity with me. I look forward to the possibility of working together and am eager to hear about the next steps in the hiring process.

Best regards, [Your Full Name] [Your Phone Number] [Your Email Address]

Note: Remember to customize this template based on the unique aspects of your interview, ensuring it reflects the key takeaways from your conversation with the interviewer. Tailoring the content to align with the discussion will make the email more personal and impactful.

Frequently Asked Questions (FAQs)

Q: What is the ideal time to send a thank-you email after an interview?

Answer: It is best to send a thank-you email within 24 hours after your interview. Sending it on the same day shows your enthusiasm and interest in the position, but ensure it doesn’t seem rushed, maintaining thoughtfulness and professionalism.

Q: Is it necessary to send a thank-you email after every round of interviews?

Answer: Yes, it’s recommended to send a thank-you email after each round of interviews. It helps maintain consistent communication and expresses your ongoing interest in the position. Customize each email to reflect discussions and observations from the specific round of interviews.

Q: What should be the length of a thank-you email after an interview?

Answer: A thank-you email should be concise yet comprehensive. Typically, between 100 and 200 words are sufficient. It should express gratitude, reaffirm your interest in the position, and briefly highlight how your skills and experiences make you a suitable candidate.

Q: Should the thank-you email be formal, and should it follow a specific format?

Answer: Yes, maintaining a formal and professional tone in your thank-you email is essential. The email should generally include a subject line, formal salutation, body text, and a professional closing. However, it can be slightly tailored depending on the company culture and the rapport built during the interview.

Q: Can I ask about the next steps or the expected timeline for a decision in my thank-you email?

Answer: It is acceptable to politely inquire about the next steps or the expected timeline for a decision in your thank-you email. It shows your eagerness and continued interest in the position. However, ensure that this is subtly incorporated and that the primary focus remains on expressing gratitude and reaffirming your suitability for the role.

Q: Should I send a thank-you email even if I am no longer interested in the position after the interview?

Answer: Yes, it is still professional and courteous to send a thank-you email even if you’ve decided the position isn’t a good fit for you. Express your gratitude for their time and the opportunity to learn about the company and their role. 

You can subtly indicate that you are exploring options that better align with your career goals. Remember, maintaining professionalism is key, as you might cross paths with the interviewer or company in the future.

Q: What should I do if I don’t receive a response to my thank-you email?

Answer: It’s not uncommon for interviewers to not respond to thank-you emails, as they might be busy with other interviews or tasks. If you haven’t heard back within the timeline provided during the interview, it’s acceptable to send a polite follow-up email to inquire about the status of your application.

Q: Is it appropriate to send a handwritten thank-you note instead of an email?

Answer: While handwritten notes are a nice personal touch, they are not commonly expected in the professional world nowadays, and their delivery might be delayed. An email is instant, ensuring your message is received in a timely manner. However, if you feel a handwritten note would be appreciated based on the company’s culture and your rapport with the interviewer, it could be sent in addition to an email