To Send Or Not To Send
Even though only a quarter of applicants send thank-you notes after an interview, 80% of HR managers feel they are useful in helping them evaluate candidates, according to a survey by Robert Half International. Thats likely a major reason why the general consensus among the business community is that thank-you notes are still an essential part of the job search.
Given that so many hiring and HR managers appreciate thank-you notes, it makes sense to incorporate them into your interviewing process to help you stand out. Not only do thank-you notes add a positive impression to any connection you already have with a potential employer, but it gives you a chance to express your appreciation for the opportunity theyve given you to interview.
Ask When A Final Decision Will Be Made
Before you leave the second interview, don’t be afraid to ask what the timeline is for making a decision, so you can know what to expect. Then, in your email, you can address the timeline and say you look forward to hearing back from them after they make their decision.
If you don’t hear back by the time you were told a decision will be made, don’t be reluctant to call or email asking about the hiring status. It will make you look proactive, and if it’s a no, you can move on with your job search. Just remember not to call more than once or twice. It can appear annoying if you don’t hear back, just continue your search.
Your Thank You: To Hand Write Or To Email
This is the first, and truthfully, the most difficult question to answer, even for managers. Some feel that handwritten notes have gone the way of the horse and carriage while others feel that its an essential way to prove youre thoughtful and dedicated. While any thank you note is a positive gesture, a handwritten note almost always will put you one step ahead of the competition. But thats not to say a thank you email doesnt do the trick, too, especially in a tight hiring schedule when a mailed note may arrive too late. We recommend a hybrid method: do both.
Send an email within 24 hours . Most likely, your interviewer is quite busy and will appreciate reading a quick email. Aim to drop a formal note into the mail the same day as well. With that being said, if you have bad penmanship: Just. Send. It. In. An. Email.
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How To Write A Perfect Thank You Email After An Interview: Tips & Templates
I know all of this sounds great in theory, but slamming pen to paper to write a thank you letter after a job interview is a very different matter. Never fear, templates and suggestions are here!
Before I share a general format, I want you to repeat after me: I solemnly swear not to copy-paste this template into my email. Weve already covered why a generic thank you is almost worse than no thank you, but in case youre not convinced, heres an infographic to change your mind. That said, a few ideas never hurt, so feel free to steal any of the phrases or sentences below and make them your own! Heres a great sample thank you email after an interview.
- Thanks for Chatting Today Use something like this if you had a phone screen or video interview.
- Nice to Meet You Today This works well for interviews that take place on site.
- Thanks, and a Question Have a nagging, relevant question that shows youre passionate about the role? Use this email to follow up after your interview!
- Thank You for Your Time Especially good if it was a long interview.
- Many Thanks Short, sweet, and classic.
- It was really nice to meet you today.
- Thank you for taking the time to meet with me today.
- Thanks for taking the time to introduce me to the team today.
- Thank you so much for your time today.
- Thanks for chatting with me today.
Short Thank You Note After A First Interview
Subject: Thanks for the interview
Thank you for the interview on Tuesday afternoon for the senior sales representative position. I enjoyed meeting you in person, and I appreciate you sharing details about the company’s exciting goals for the upcoming year. I think my sales experience in the software industry gives me the tools to contributeeffectivelyto the mission we discussed, and I look forward to hearing from you next week.
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When Giving Thanks Timing Matters
Send your interview follow-up messages within 24 hours of the interview. Also, ask each of your interviewers for a business card or confirm the spelling of the person’s name and their email address before leaving the building. If you realize you forgot to do this, reach out to your main point of contact at the company right away and ask for the information so you can send a proper thank-you note.
Thank You Email Subject Line
Make the purpose of your message clear with a formal subject line like the examples below. DO use the whole phrase thank you in the Subject and the message. Do NOT use the informal term thanks. For example:
Subject: Thank you: interview on
Subject: Thank you for the interview on
Subject: Thank you for the interview
Subject: interview on thank you
Replace the text above with the appropriate information for you.
Keep the subject line shorter than 75 characters, if possible. Many email systems show only the first 40 to 50 characters, so keep that in mind when you write your subject.
Avoid seeming to be casual or informal by using a subject such as Hi! or Greetings! or even Thank You! These subjects have two major problems:
- They do not make the topic of the message clear.
- They do not look professional.
- They may be caught in spam filters and never seen by a human.
- They do not look like you are taking the opportunity seriously.
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The Benefits Of Sending A Thank
Sending a thank-you email has a couple of important advantages over the old-fashioned, paper-and-ink variety of thank-you letter.
With an email, for example, you can do more than remind your prospective employer of your qualities and skills: You can actually show them by including a link to your online portfolio, , or professional social networking profiles.
You’ll also have the opportunity to mention anything you wish you had said during the interview, but didn’t get the chance to discuss.
Sending an email immediately after or within 24 hours of a job interview is crucial if the hiring manager will be making a quick decision.
Ideally, your note will reach the interviewer prior to a hiring decision and while your meeting is still top of mind.
How Soon To Send A Thank You Email After An Interview
Aim to send your post-interview thank you email the day after your job interview, between 12:00 pm and 3:00 pm. If your interview was on a Friday, then send your email the same day, in the evening instead of waiting a day. .
Always make sure the email is sent within 24 hours of your interview so that your conversation is still fresh in the interviewers mind.
If you decide to send your thank you note as a letter in the mail, you should still send it within one or two business days of your job interview. They wont receive it as soon, because the thank you letter needs to get delivered, but its best to send it soon after the interview so the employer receives your note relatively quickly.
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How To Write The Perfect Thank You Email After Your Interview
“Thank you for allowing me the opportunity to interview for this job.” Are you writing a thank you note or a thank you email after your interview? Use our free template to make that thank you easier than ever.
Who Gets The Note
Many tech interviews are conducted by panels. In those cases, who should get the thank you note?
An article by U.S. News suggests avoiding sending the same note to multiple people. Lynne Sarikas, director of the MBA Career Center at Northeastern University, tells the publication: Multiple interviewers in the same company will often compare notes, so be sure are customized.
If you have the email of the person leading the interview, feel free to email them a succinct note of appreciation after the fact. Its a good way to come full circle and leave them with a lasting impression of you.
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Two Common Thank You Email Templates To Avoid
Now that you know why, when, and how to send your thank you email, let’s dive into the science behind crafting an email that helps you build a relationship with your interviewer and stand out from other candidates.
We’ll start by looking at the mistakes most candidates make when sending their post-interview thank you emails.
When it comes to thank you’s, the most common formats tend to fall into two buckets:
Bad Email #1
Dear Mr. Last Name:
I enjoyed speaking with you today about the assistant account executive position at . The job seems to be an excellent match for my skills and interests.
In addition to my enthusiasm, I will bring to the position strong writing skills, assertiveness, 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.
This email showcases zero personality and is so painfully formal that it can actually come off as unprofessional. You just spent an hour in a room trying to build a relationship with this person, you want your thank you note to be a reflection of your conversation!
Here’s what the second most common email looks like:
Bad Email #2
Thank you for taking the time to meet with me today. I really enjoyed speaking with you about the position and am looking forward to next steps.
Reiterate Your Interest In The Position And Law Firm
Make a specific comment relating to the interviewer or the firm indicating your interest in the position. Its your opportunity to show a potential employer that you are motivated to succeed. Employers that see you are dedicated to their specific firm will be more likely to give you the opportunity. Try and mention any specifics about the firm within your legal thank you letter.
For example: Your presentation of the firm, together with the opportunity to practice environmental law have further convinced me that an association with would be a good fit.
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Should I Email Call Or Hit Them Up On Twitter
If you run a Google search for interview thank you notes, you’ll get all sorts of suggested mediums for sending email, phone calls, Twitter, text messages, and even hand written notes.
All of these can get the job done but we want to choose the method that’s going to make things fast and easy for the interviewer on the other end.
Rather than sliding into their DMs, the data shows that interviewers prefer receiving thank you notes via email :
When you’re in the room on interview day, it’s much more natural to ask for someone’s email than their phone number. On top of that email allows you to spend time crafting your response and you can track your them using a tool like Yesware to help gauge interest.
For those reasons, I recommend sending all of your thank you notes via email.
But what if I forgot to ask for their email and don’t have it?
No problem! There are plenty of tools out there that make it super easy to track down someone’s email address. My favorite is Mailscoop.io.
All you need is the person’s full name and the link to their company’s website and Mailscoop will spit it out in just a few seconds:
After you’ve got your hands on their email, head over to Mail Tester and plug it in to verify that it exists on the company’s email server. If it does, you’re good to go!
Send Separate Thank You Emails To Multiple Interviewers
Send a separate, relatively unique message to each person who interviewed you. Since messages are very easy to forward, expect that your message to Interviewer A may be shared with Interviewer B and C, as well as with HR and possibly upper management.
Vary the wording, but keep the overall theme , the subject, the closing, and the timing consistent.
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Following Up When You Haven’t Heard Back
The key to a great follow up is being politely persistent without being overbearing.
First, check back to see if the hiring team gave you a timeline. If the recruiter said, we’ll get back to you in a couple of weeks, don’t send a follow up one week later. Respect the timeline, but don’t be afraid to follow up right when it ends.
Set a reminder in your phone or calendar for two weeks!
If you didn’t get a clear timeline, my rule of thumb is to follow up every five business days.
Austin’s Five Day Follow Up
My rule of thumb is to follow up every 5 business days when you haven’t heard back and haven’t been given a timeline.
Here’s a quick email template you can use:
I hope you are having a great week!
I wanted to reach out and express my continued interest for the role. I know this is a busy time and I completely understand that there is a lot going into this decision.
If there’s anything else I can do or provide that would be helpful, please let me know!
The Most Effective Thank You Email Template
As mentioned above, I went on 50+ interviews and spoke to well over 100 people during the course of my job search. That meant a lot of thank you notes and, better yet, a lot of opportunity to test what format works best.
After all was said and done, the template below is the one my data showed to be most effective. I measured effectiveness by the percentage of people who replied as well my success rate for scoring a slot in the next round of interviews .
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