Interview Thank You Letters and Emails to Employees

Person leaving a group interview
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You’re probably aware that you should send a thank-you note to the hiring manager after a job interview. But did you also know that it’s a good idea to thank the other employees who interviewed you – even if they wouldn’t be your boss, should you get hired?

Who to Thank After a Job Interview

Many employers conduct panel interviews during the hiring process. While the hiring manager is typically present at these meetings, you might also meet with potential colleagues, including direct reports. It’s important to thank these folks as well, in order to demonstrate that you appreciate their taking time out of their schedule to meet with you.

Your thank-you will also show that you understand the importance of mutual respect in a productive manager-report relationship.

Finally, depending on company culture, it’s very possible that your potential direct reports will have a say in whether or not to hire you. Fail to express your appreciation, and you might lose out on the job offer.

Tips for Saying Thank You to Team Members

1. Send a note to each person who participated in the interview. Take the time to send individual thank-you notes to each person if you met with several members of the team. The basic message can be the same, just vary it enough, so you aren't sending the same message to each person you met with.

2. Know when to send an email. Depending on timing, you could send it as an email message or a handwritten thank-you note. If you expect a decision to be made fast, send an email. Otherwise, a mailed note can make a good impression.

3. Use business-letter format. In all professional communication, it’s a good idea to use business-letter format. Follow this guide to ensure that your letter is constructed properly. If you choose to send an email, leave off the address paragraphs and make sure your subject line is clear.

4. Review examples before composing your note. But be sure to customize your interview thank-you note before you send it. Remember that your thank-you is similar to a sales pitch – you’re trying to seal the deal and get a job offer. If you follow an example letter too closely without personalizing your message, your note will come across as robotic and unpersuasive.

5. Edit and proofread before sending. If you’re sending your note via email, it’s also a good idea to send yourself a test message to ensure that your formatting and spacing hold up.

Sample Interview Thank-You Note for Employees

Example of a thank you email sent to an employee who participated in a job interview.

Subject: Thank You From Haylie Applicant

Dear Isabella,

It was a pleasure to meet with you yesterday during my interview for Manager of the Marketing Department. I appreciated your well thought out questions, and hope that I was able to address them all thoroughly. I enjoyed the candor and humor that you showed during the interview, and I believe that my management style would work well in your group.

I also appreciated you taking the time to share information on the Marketing team and the projects and events you are working on. You were very informative, and I am grateful for the insight you provided.

Thank you very much for taking the time and consideration to meet with me. If you have any additional questions, please don't hesitate to contact me directly.

Sincerely,

Haylie Applicant
haylie.applicant@email.com
555-555-5555

Sample Interview Thank-You Note for a Prospective Co-Worker

Review a sample letter to thank a prospective co-worker who spent time meeting with the applicant. If you're sending the letter by email simply put "Thank You - Your Name" in the Subject of the message and leave off the heading information.

John Alberts
2341 Main Street, Apt 3
Center City, Iowa 50047
555-765-4321
Wayne.Smith@email.com

January 20, 2020

Maura Sanchez
Director
Abacus Corp
140 Executive Drive
Center City, Iowa 50047

Dear Ms. Sanchez:

I wanted to take this opportunity to thank you personally for all the time you spent with me when I visited your office. I have thought quite a bit about the possibility of joining your team and believe that, in addition to the contributions I could offer, I would learn a lot from you and benefit greatly from your talent, wisdom, and experience.

I am very interested in working for Abacus Corp and look forward to hearing about this position soon. If there is any other information I can provide to help expedite the decision making, please let me know.

Again, I appreciate the time you took to talk with me.

Sincerely,

John Alberts (signature for a hard copy letter)

John Alberts (typed)

Key Takeaways

Send a Thank-You Note to Everyone Who Interviewed You: Be sure to send notes to potential direct reports as well as peers and managers.

Use a Sample Thank-You Letter to Help You Compose Your Note: But always personalize your letter to maximize its impact.

Choose Whether to Send an Email or Handwritten Note: Emails arrive more quickly; handwritten notes may make a bigger impact, depending on the company culture.

Proofread and Edit Your Message Before Sending: If emailing your note, send yourself a test to ensure the proper formatting. 

Article Sources

  1. CareerOneStop. "The Panel Interview." Accessed Jan. 17, 2020.

  2. CareerOneStop. "Thank-You Notes." Accessed Jan. 17, 2020.