Why should you write a short thank-you email after an interview? The reason is simple thank you notes make a difference.
According to one survey by Topresume, 68% of employers and hiring managers say writing a short thank-you note matters after a job interview.
In the same survey, 16% of interviewers (1 in 5) said they ruled a candidate out. This is because they did not send a post interview thank you email or note. This means a short thank-you email can affect a hiring decision.
31% of qualified candidates did not send a short thank-you note after every interview and 7% of candidates never sent thank you notes at all.
A survey by CareerBuilder determined only 57% of candidates send thank you notes after an interview.
As these numbers show a short post-interview thank you email could be the difference between getting the job of your dreams at a potential employer or ending up in a role you hate.
Writing a thank-you email is easy to do and leaves a positive impression.
The best and quickest way is to send a thank-you email within the first 24 hours after your interview. Make sure you have the email address of the hiring manager. The use of an email verifier can help ensure it’s valid.
The manager may have multiple interviews that week and you want to stand out from the crowd. When you’re represented by an agency recruiter send a short thank-you email to them. They can then pass it on to the hiring manager.
Don’t forget this important step in the interview process!
How to Write a Short Thank You Email After an Interview
When writing a short thank-you email after an interview you should make sure the email hits on these seven important points.
Use A Concise And Clear Email Subject Lines
- Thank you for the interview yesterday
- [Company Name] seems like a great place to work
- Thank you for meeting with me!
- [insert first name] it was great meeting you
Thank The Interviewer For Their Time
Start the email with the interviewer’s first name as seen in the samples below. Express your gratitude and be authentic in your writing. If you talked to multiple managers send them each an email if you have their contact info.
A key tip is to ask for a business card when you talk to each employee. If they don’t have one ask for their company email.
Remember If you are talking to 3 or 4 people in an interview it is crucial to make a good impression with each one. A thank-you note goes a long way towards this step.
Mention A Specific Point You Both Spoke About
Personalize your email and talk about a specific problem, experience, or skill the hiring manager needs. Specify that this is one of your strong points and why you would be a great fit for the position.
Explain how you could use that skill or experience to achieve success in the job role.
Convey Interest In The Job Opportunity
The interview follow up is key. Show interest! Many employers never get back to candidates because they don’t think they are interested. 1 or 2 short sentences should be fine. You want to show interest and detail why you’re a good fit but not seem desperate.
Ask Them If They Have Any Other Questions
It happens all the time after an interview. An employer may get caught up in the interview talking about all sorts of things and forget to ask a key question.
This will give them the opportunity to check those last few questions off their list if needed.
Ask What The Next Steps Are In The Interview Process
Is the employer hiring in the next two days or the next two weeks? This will help you plan for other interview opportunities during your job search instead of waiting around with no answer.
Include Your Contact Information In The Email
Include your full name, email, and phone number. Each employer is different, some may prefer texting, email, or a quick direct phone call. You can even create an animated email signature, to make sure you stand out from all other candidates.
Be available for all three if you can and don’t let your voicemails sit in your inbox unlistened to for days when you are interviewing with companies.
Short Sample Thank You Emails After The Interview
Sample Thank You Email Template #1
Sarah,
I appreciate you taking the time to meet with me today about the [ insert job title] job opportunity. I enjoyed learning about the role and where you see the company headed in the new few years.
I feel confident my experience with [insert applicable skill] and [insert applicable skill] will translate into similar success as your new [ insert position]
I can see by the types of projects you are working on that [insert company name] is an exciting place to work. I am highly interested in joining your team and contributing to its future successes.
If you have any more questions or need additional information from me please don’t hesitate to reach out. I look forward to hearing back from you about the next steps.
Again thank you for your time.
Sincerely,
Jennifer Smith
Phone: 555-555-5555
Email Address: example123@gmail.com
Sample Thank You Email Template #2
Hi Kevin,
Thank you for meeting with me at your office this afternoon.
I enjoyed hearing about the company’s long-term goals related to the development of your latest software features. It was also interesting to hear how the software engineering department will go about adding them to their roadmap.
[Insert company name] seems like an interesting place to work with the many exciting projects you’re working on.
I feel my experience programming with Python would be a great addition to your team. Several of the projects I have worked on using Python should help close the skills gaps you mentioned.
I would relish the opportunity to work with you and your team. I’m excited to see what the future holds for the software development team.
If you have any further questions or need anything else to move the process forward please let me know.
Regards,
John Branch
555-555-5555
example123@gmail.com
Sample Thank You email Template #3
Hi Melanie,
Thank you for speaking with me today about your [insert role]. I enjoyed learning more about the business development position and the type of person you are looking for.
I feel my 6 years of experience as a business development manager in the solar power industry would translate well when talking to potential clients about your product line and services.
I am excited to hear about the next steps in the hiring process. Please contact me at any time for additional information.
I look forward to hearing from you.
Thank you,
Sarah Richards
555-555-5555
example123@yahoo.com
Thank You Note or Email After Interview?
Sending an email is the superior choice when choosing a thank you note, thank you letter or email after your interview.
Thank You Emails are Delivered Fast
An email takes seconds to send while a handwritten note or letter could take days to reach the manager. You can always use one of the templates or even try an AI writer to move things along
Avoid using Snail Mail!
Job seekers should send a message to the interviewer within the first 24 hours after you spoke with them.
A Thank You Email is Easy to Share
Also, a thank-you email is easy to share with multiple people at the company. Especially if the person you interviewed with at the prospective employer, is advocating for you to be hired.
Is It Too Late To Send A Thank-you Email After An Interview A Week Later?
It’s never too late to send a post-interview thank you email but sending one in the first 24 hours after an interview is a superior choice.
If you missed the 24-hour timeline send one anyway if you are truly interested.
How Long Should a Thank You Email After an Interview Be?
Keep your thank you email between 100 and 150 words. That is the sweet spot. Long enough to say something meaningful, short enough that a busy hiring manager will actually read it.
Three to five short paragraphs is the right structure:
- Paragraph 1: Thank them for their time (1–2 sentences)
- Paragraph 2: Reference something specific from your conversation (2–3 sentences)
- Paragraph 3: Reaffirm your interest and fit for the role (2 sentences)
- Paragraph 4: Invite follow-up questions and mention next steps (1–2 sentences)
- Closing: Your name and contact info
| 💡 PRO TIP Paste your draft into a word counter before sending. If it is over 200 words, cut it down. Anything longer risks coming across as desperate or overwritten. |
How to Match Your Tone to the Interviewer
One of the most overlooked tips for writing a great post-interview thank you email is matching the tone of the person you interviewed with. Not everyone expects the same level of formality.
Before you write, think back to how the interviewer communicated with you:
- Did they use your first name right away or were they more formal?
- Was the interview conversational and casual or structured and professional?
- If they emailed you before the interview, look at how they signed off — “Best regards” vs. “Thanks” tells you a lot.
Mirror that energy in your email. If they were relaxed and friendly, “Hi Kevin” is a stronger opener than “Dear Mr. Williams.” If they were formal and structured, err on the side of professional language throughout.
This small detail signals that you paid attention during the conversation and know how to read a room both are qualities every employer values.
How to Use a Thank You Email to Recover From a Bad Answer
Did you blank on a question or give an answer you wish you could take back? The thank you email is your second chance to correct the record. Many candidates do not realize this.
Here is how to handle it professionally:
- Acknowledge it briefly — do not over-explain or make it a bigger deal than it was.
- Provide the clearer or more complete answer you wish you had given.
- Move on — close the email positively and do not dwell on it.
| RECOVERY EMAIL EXAMPLE Hi Marcus, Thank you again for taking the time to meet with me today about the Marketing Manager position. I enjoyed learning more about the team’s goals for the upcoming product launch. I also wanted to follow up on your question about managing tight campaign deadlines. I realize I gave a vague answer in the moment. To be more specific: at my last role I managed a 3-person team through a full rebrand in under six weeks by using a tiered priority system and weekly check-ins with stakeholders. It’s one of the projects I’m most proud of and I think it directly applies to the challenges you described. I remain very excited about this opportunity and would love to discuss further. Please don’t hesitate to reach out with any questions. Best, Jamie Rivera 555-555-5555 | jamie@email.com |
Thank You Email After a Video or Remote Interview
With virtual interviews now a standard part of hiring, your follow-up email can acknowledge the format in a natural way. This shows awareness and keeps the tone personable even when you never met in person.
| 📌 NOTE Everything you would reference in an in-person thank you still applies: specific talking points, your interest in the role, and a clear ask for next steps. The only difference is acknowledging the virtual format briefly. |
| VIDEO INTERVIEW THANK YOU — TEMPLATE Subject: Thank you for the interview — [Your Name] Hi [First Name], Thank you for taking the time to connect with me over video today. Even through a screen it was easy to see how energized the team is about [insert project or company goal you discussed]. I was particularly excited to hear about [specific topic from the conversation]. My experience with [insert relevant skill] has prepared me well for exactly that kind of challenge, and I would love the chance to contribute to what you’re building. I’m very interested in moving forward and would be happy to provide any additional information you need. What are the next steps in the process? Thanks again for your time. [Your Name] [Phone] | [Email] |
More Sample Thank You Email Templates
Here are additional fill-in-the-blank templates for the most common interview scenarios.
Template: After a Phone Screen
| PHONE SCREEN THANK YOU Subject: Great speaking with you — [Your Name] Hi [First Name], Thank you for taking the time to speak with me by phone today about the [Job Title] role. I appreciated the chance to learn more about [company name] and what you’re looking for in this position. After our conversation I’m even more excited about this opportunity. My background in [relevant skill or experience] feels like a strong match for what you described. I look forward to the next steps and am happy to provide any additional information. Feel free to reach out at any time. Thanks again, [Your Name] [Phone] | [Email] |
Template: After a Second Round Interview
| SECOND ROUND THANK YOU Subject: Following up on our second interview — [Your Name] Hi [First Name], Thank you for having me back for a second conversation about the [Job Title] position. Each discussion has made me more confident this is the right opportunity for me. Learning more about [specific detail from the second interview] was especially helpful. I believe my experience with [skill] and [skill] puts me in a strong position to hit the ground running and deliver real results from day one. I remain very enthusiastic about joining [Company Name] and contributing to [team goal you discussed]. Please don’t hesitate to reach out if you have any outstanding questions. I look forward to hearing from you. [Your Name] [Phone] | [Email] |
Template: After a Panel Interview (Group Thank You)
If you interviewed with a panel and only have one shared contact email, you can address the group directly. If you have individual email addresses, send a personalized version to each person.
| PANEL INTERVIEW THANK YOU Subject: Thank you — [Your Name] re: [Job Title] Hi [First Name], [First Name], and [First Name], Thank you all for taking the time to meet with me today. I really enjoyed the dynamic of the conversation and appreciated hearing different perspectives on the [Job Title] role. [Name], your comments about [specific topic] were particularly insightful. [Name], thank you for walking me through [process or project]. And [Name], I appreciated your candid view of what success in this role looks like. This conversation reinforced my enthusiasm for joining your team. I’m confident my background in [skill or experience] aligns closely with what you are looking for. Please don’t hesitate to reach out with any further questions. I look forward to hearing about next steps. [Your Name] [Phone] | [Email] |
Template: Thank You to a Recruiter
When working with a recruiter or staffing agency, send a separate thank you note to your recruiter. They are your advocate and advocate harder for candidates who are professional and communicative throughout the process.
| RECRUITER THANK YOU Subject: Thank you for setting up the interview Hi [Recruiter First Name], I just wanted to say thank you for arranging today’s interview with [Company Name]. The conversation went really well and I’m excited about the opportunity. I wanted to pass along a brief thank you message that you could forward to [Hiring Manager Name] if appropriate: ‘Thank you for your time today. I enjoyed learning about [topic] and I’m very interested in moving forward with the process.’ Please let me know if there is anything else you need from my end. I look forward to hearing about next steps. Thanks again, [Your Name] [Phone] | [Email] |
What NOT to Include in a Thank You Email After an Interview
Writing a great thank you email is as much about what you leave out as what you put in. Here are the most common mistakes candidates make and how to avoid them.
| MISTAKE | WHY IT HURTS YOU |
| Negotiating salary | The thank you is not the place. This conversation has its own time and it should happen after an offer is made. Bringing it up here can come across as presumptuous. |
| Rewriting your resume | The hiring manager already has your resume. Restating your entire work history wastes their time and misses the purpose of the email. |
| Writing a cover letter-length email | Anything over 200 words risks coming across as desperate or over-eager. Keep it tight and focused. |
| Using vague filler phrases | Saying ‘I think I’d be a great fit’ without any supporting detail is meaningless. Be specific about why you are a good match. |
| Sending one group email to all interviewers | This immediately signals you took the lazy route. Every email to every interviewer should be personalized. One group email can undo all the goodwill you built in the room. |
| Spelling errors or sloppy formatting | You are still being evaluated. Proofread at least twice and read it out loud before sending. |
| Waiting more than 24–48 hours | Memories fade fast when a hiring manager is seeing multiple candidates. The sooner you send it the more impact it will have. |
| Being overly casual or using slang | Even if the interview felt relaxed and friendly, keep the email professional. You are not yet a colleague. |
Step-by-Step: How to Write a Thank You Email After an Interview
Follow these 7 steps every time, and you will never send a weak thank you email again.
| 1 | Step 1: Start with a strong subject line Keep it simple and direct. The goal is to be immediately recognizable in a busy inbox. Try: “Thank you for your time today” or “Great meeting you — [Job Title].” Avoid vague openers like “Hi” or “Quick note.” |
| 2 | Step 2: Open by addressing them by first name Unless the interview was very formal, use their first name. It sets a warm, professional tone and mirrors how most business communication works today. |
| 3 | Step 3: Thank them genuinely — in one sentence Do not spend three paragraphs thanking them. One clear, sincere sentence is enough. Get to the good stuff quickly. |
| 4 | Step 4: Reference one specific thing from your conversation This is the most important step. Mention a specific project, problem, challenge, or goal they brought up. Then connect it to your experience or skills. This is what separates a memorable email from a generic one. |
| 5 | Step 5: Reaffirm your interest in 1–2 sentences Tell them you want the job. Hiring managers often pass on interested candidates simply because those candidates never made it clear they were actually interested. Be direct. |
| 6 | Step 6: Invite follow-up questions and ask about next steps Give them an easy path forward. Ask if they have any remaining questions and find out the timeline. This helps you plan your job search instead of sitting in uncertainty. |
| 7 | Step 7: Sign off with your full contact info Include your name, phone number, and email address even if they already have it. Make it as easy as possible for them to get back to you. |
Thank You Email Length: Quick Reference
| EMAIL TYPE | IDEAL LENGTH | MAX BEFORE IT HURTS YOU |
| Phone screen follow-up | 80–120 words | 150 words |
| First round in-person | 100–150 words | 200 words |
| Second round / final interview | 120–170 words | 225 words |
| Panel interview thank you | 130–180 words | 230 words |
| Video / remote interview | 100–150 words | 200 words |
| Thank you to recruiter | 60–100 words | 130 words |
Final Thoughts on Thank You Emails
Post-interview short thank you emails are easy to write. You can send them after phone interviews, second interviews, or anytime during the hiring process.
Crafting a good concise email with the points listed above will hopefully help put you over the top and get you the job offer you deserve.
Additional Frequently Asked Questions
Q: What should your thank you email subject line say?
A: Keep it simple and immediately recognizable. Strong options include: “Thank you for your time today,” “Great meeting you — [Job Title],” or “Following up on our conversation.” Avoid vague subject lines like “Hi” or “Quick note.” The goal is to stand out in a busy inbox without being gimmicky.
Q: How do you write a thank you email after a video or Zoom interview?
A: The format is the same as any other thank you email. You can briefly acknowledge the virtual format (“It was great connecting over video today”) to keep the tone warm and personable. Then follow the same structure: reference something specific from the conversation, reaffirm your interest, and ask about next steps. Keep it between 100 and 150 words.
Q: What if you forgot to mention something important during the interview?
A: The thank you email is your second chance. Briefly reference the topic and provide the detail you forgot to include. Do not over-apologize or draw too much attention to the oversight — just address it naturally and move on. This shows self-awareness and follow-through, both of which are qualities employers value.
Q: Should you send a separate thank you email to everyone who interviewed you?
A: Yes, if you have their individual contact information. Each email should be personalized with a specific detail from your individual conversation with that person. Sending the exact same message to everyone is almost as bad as sending a group email — hiring teams often compare notes, and identical emails stand out for the wrong reason.
Q: Is it okay to send a thank you email on a weekend?
A: Yes. Send it as soon as possible after the interview regardless of the day. A hiring manager will see it when they return to their inbox on Monday and your email will be near the top. Waiting until Monday morning to send it actually puts you at a disadvantage compared to a candidate who sent theirs Friday afternoon.
Q: What is the best length for a thank you email after an interview?
A: Aim for 100 to 150 words. Three to five short paragraphs is the ideal structure. Anything under 80 words can feel dismissive and anything over 200 words risks coming across as desperate or unfocused. When in doubt, cut it down.
