How to Write a Thank You Email

So you walk out of your interview sighing relief at a job well done. But what next? Your job doesn’t end with walking out of the interview.

There are a few more measures you can take on your part to showcase your interest in the job as well as the company like a professional thank you email and a follow-up email.

In this piece, we will take you through the nitty gritties of writing a thank you email after interviews.

How to write a Thank You email?

Here are actionable tips on how to write a thank you email:

• Send it promptly
  The sooner you send your thank-you email, the more likely it is that the recipient will remember your interaction with them. Aim to send your email within 24 hours of your meeting or interview.

• Personalize it
  Avoid using generic thank-you templates. Take the time to personalize your email by mentioning specific details from your interaction with the recipient.

This will show that you took the time to think about your conversation and that you are genuinely grateful for their help.

• Keep it concise
  Get to the point quickly and express your gratitude clearly and concisely. The recipient is likely busy, so they will appreciate a brief and to-the-point email.
  Be specific.

Don't just say "Thank you for your time." Be specific about what you are thankful for. This will help the recipient understand why you are taking the time to thank them.

• Express your continued interest
  If you are interested in working with the recipient or their company, let them know. This will show that you are still interested in the opportunity and that you are a professional who is worth their time.

• Proofread carefully
  Make sure your email is free of errors in grammar and spelling. This will show the recipient that you are a detail-oriented person who takes pride in their work.
  Use a professional closing.

End your email with a professional closing, such as "Sincerely," "Best regards," or "Thank you again."

• Additional Tips
  Here are some additional tips for writing a thank-you email:

• Use a clear and concise subject line.

• Use a greeting that is appropriate for the level of formality of your relationship with the recipient.

• Use your full name in the signature line.

• Include your contact information in case the recipient needs to reach you.

By following these tips, you can write a thank-you email that is both professional and effective.

Common thank-you email elements

Sure, here are the common thank-you email elements:

• Subject line
  The subject line should be clear and concise and should let the recipient know what the email is about. For example, "Thank you for your time yesterday" or "Thank you for your donation."

• Greeting
  Use a greeting that is appropriate for the level of formality of your relationship with the recipient. For example, "Dear Mr./Ms. [LastName]" for a formal relationship or "Hi [FirstName]" for a more informal relationship.

• Body
  The body of the email should express your gratitude for the recipient's help or support. Be specific about what you are thankful for and mention any details that will help the recipient remember your interaction with them.

• Closing
  End the email with a professional closing, such as "Sincerely," "Best regards," or "Thank you again."

• Signature
  Include your full name and contact information in your signature.

• Call to action
  If you would like the recipient to take any action, such as scheduling a meeting or providing feedback, include a call to action in your email.

Here is an example of a thank-you email that includes all of these elements:

Thank-you email examples

Formal Thank-you email example

Informal Thank-you email example

Thank-you email templates

FormalThank-you email template

Here is a formal thank-you email template:

Subject: Thank you for [reason for thank-you]

Dear [Recipient Name],
I hope this email finds you well.

I am writing to express my sincere gratitude for [specific thing for which you are thanking the recipient]. I was very impressed with [specific detail about the thing you are thanking the recipient for].

Your [action or quality] was particularly helpful/appreciated. [Provide a specific example of how the recipient's action or quality was helpful/appreciated.]

I am very grateful for your [help/support/consideration]. Please let me know if there is anything I can do for you in return.

Sincerely,
[Your Name]

Now, let's look at an example of informal thank-you emails using this template:

Informal Thank-you email template

Subject: Thank you for the opportunity to interview for the [job title] position

Dear [Hiring Manager Name],
I hope this email finds you well.

I am writing to express my sincere gratitude for the opportunity to interview for the [job title] position at [company name] yesterday. I was very impressed with your company's culture and values, and I am confident that my skills and experience would be a valuable asset to your team.

I was particularly interested in our discussion about [specific topic discussed]. Your insights into [company or organization] and your work on [project] were both insightful and informative.

I am very grateful for your consideration, and I am eager to learn more about the opportunity to join [company name]. Please let me know if you have any questions or require any further information from me.

Thank you again for your time.
Sincerely,
[Your Name]

Here's an example of informal thank-you emails using this template:

Why should you send a thank-you email?

There are many reasons why you should send a thank-you email, including:

To show your appreciation

A thank-you email is a simple way to show someone that you appreciate their help, support, or gift. It shows that you took the time to think about them and that you value their contribution.

To build relationships

Thank-you emails can help to build and strengthen relationships with your colleagues, clients, and other professional contacts. They show that you are a thoughtful and appreciative person, and they can make you more memorable to others.

To advance your career

Thank-you emails can also be helpful for your career. For example, sending a thank-you email after a job interview shows that you are professional and polite.

Sending a thank-you email to your manager or another senior colleague can help keep you on top of mind for future opportunities.

To make a good impression

Thank-you emails are simply a good way to make a good impression on others. They show that you are polite, professional, and grateful. This can be helpful in both your personal and professional life.

Here are some specific examples of situations where you might want to send a thank-you email:

• After a job interview
• After receiving a gift
• After receiving help or support from someone
• After attending a conference or event
• After meeting with a potential client or partner
• After completing a project or task

Overall, there are many good reasons to send thank-you emails. They are a simple way to show your appreciation, build relationships, and make a good impression.

Factors to consider when writing a professional thank you email

Next in the pipeline is to be aware of the factors that should be highlighted and included in your professional thank you email.

Here are a few things to remember while penning down your thank you email after an interview.

Know the right time to send a thank you email after an interview

Timing is the key when it is about following up or sending across a professional thank you email to your prospective recruiter.

You can send across your thank you email between 3 hours to 24 hours after the interview.

Anytime before this time frame can make you come across as desperate, and beyond 24 hours it might make you look like you’re not very serious about the job.

Thank the interviewer

Remember a professional thank you email needs to be short and concise. So, take the opportunity to thank the interviewer for their time and mention your interest in the job.

A tip to remember, be sure to send separate thank you emails after the interview in case you have been interviewed by more than one person.

Take the opportunity to highlight why you're a good fit

Take your professional thank you email as an opportunity to remind them why you fit the bill the best.

Highlight your qualifications and your expertise, especially in line with the original job description. Also, you can add links to your works online and other portfolios.

In addition, do mention that you are open to answering any further queries from them and provide them with your number or email id for the same.

Write a clear concise subject line

A professional thank you email is a type of formal email, so put equal thought into the subject line of the email.

A recruiter probably gets a constant flow of emails throughout the day and the best way to get him/her to click on your email is by putting up an eye-catching subject line of your thank you email.

You can add a “Thank You” and the job profile or your name in the subject line to grab the recruiter’s attention.

Add a signature

Similar to other formal emails, ensure that you add a signature at the end of your professional thank you email.

Add your phone number, email id, and/ or your professional network link as it can help the recruiter to follow up with you in case of any further queries. Here’s an example of how a signature can be placed.

Your Name
Email ID
Phone number
LinkedIn profile link

Professional Thank you email sample

Now let’s sum up the stated tips and check out how a professional thank you email will look like.

Here’s a thank you email after interview sample for you to be inspired.

To conclude, writing a thank you email after an interview is a basic decorum that needs to be followed by a candidate. This not only ensures the recruiter that you are interested in the job but also genuinely want to work with the organization.

Hope these tips for writing a professional thank you email are helpful.

All the Best!