Format for Writing an Interview Thank You Letter

Thank You with Pen
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It’s important to make a good impression on a hiring manager by sending a professional and sincere thank-you note right after your interview. You can accomplish that task by using the best format for writing an interview thank-you letter.

A thank-you letter is the perfect vehicle to reiterate information about why you’re a strong candidate for the position, as well as to express your thanks for the interviewer’s time and consideration. It’s also an opportunity to clarify or mention things you talked about in the interview or wish you had brought up.

Your thank you-letter is your chance to reinforce your candidacy for the job as well as to show your appreciation for the meeting.

Thank-You Letter Format

This is an example of a thank-you letter for an interview. Download the interview thank-you letter template (compatible with Google Docs and Word Online) or see below for more examples.

Screenshot of an interview thank-you letter
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Download the Word Template


Contact Information: (Your contact information)

Your Name
Your Address
Your City, State Zip Code
Your Email Address
Your Phone Number

Date

Contact Information: (The person you are writing to)

Name
Title
Company
Address
City, State Zip Code

Greeting:

It’s best to use a formal greeting: “Dear Mr./Ms. Lastname.”

Body of Thank-You Letter:

Keep it simple and focused. Single space your letter and leave a space between each paragraph. Use the typical left justification. A plain font like Arial, Times New Roman, or Verdana is recommended for clarity. Select a font size of 10 or 12 points. Any smaller can be difficult to read, and larger will either put you over the recommended one-page limit or make it look like you didn’t have anything substantial to say.

The first paragraph of your letter should thank the hiring manager for taking the time to interview you. You should also mention the position you interviewed for. If there were multiple people in the room, mention the others by name and express your thanks to them as well. You’ll likely be sending them each a personalized note, but it’s good practice to acknowledge everyone.

The second paragraph of your thank-you letter will include the reasons why you are a strong candidate for the position. List specific skills that relate to the job you interviewed for, and provide concrete and quantifiable examples for illustration. You probably discussed most of the best reasons during the interview, but it’s a good opportunity to remind the hiring manager of just how much value you would add to the company if they hire you.

The third paragraph, if you need it, would include information about your qualifications that you wish you had mentioned during the interview but didn't get a chance to discuss. Maybe you wanted to provide some percentages or numbers to clarify your contributions and needed to verify them- including them here is your opportunity to increase your chances of moving to the next phase of the hiring process.

In your closing paragraph, reiterate your appreciation for being considered for the job and let the hiring manager know you are looking forward to hearing from him or her soon. If you plan to follow up, you can let them know here when and how you will do so.

Closing:

Use a formal closing such as: Best Regards, Regards, Sincerely, or Sincerely Yours.

Signature:

Handwritten Signature (for a mailed letter)

Typed Signature

Pay Attention to the Details

Leave a blank line after the salutation, between each paragraph, and before the closing. Make sure to proofread carefully, and if you can, have a friend look it over as well. Typos and grammatical errors look sloppy and can cost you the job.

Email Thank-You Messages

When the company is making a hiring decision quickly, it's appropriate to send an email thank-you message. That way you'll be sure the hiring manager gets it in a timely manner. You will format your email slightly differently than you would a formal letter. 

  • Start with the Subject, which should be “Thank You - Your Name.” You might want to include the title of the job you interviewed for as well.
  • Omit all the contact information and the date and begin with your greeting.
  • The body of your letter will be the same, as will the closing.
  • Your signature will include your contact information.
  • It’s important to remember that an email is still professional correspondence, and should not include abbreviations, slang, or emojis.

Review an Example of an Email Thank You Message

Carlos Applicant
123 Main Street
Anytown, CA 12345
555-555-5555
carlos.applicant@email.com

September 1, 2018

June Lee
Director, Human Resources
Amber Technologies
123 Business Rd.
Business City, NY 54321

Dear Ms. Lee,

Thank you for taking the time to interview me for the research position at Amber Technologies. I enjoyed talking with you and with Dr. Jansen about this exciting opportunity.

I believe I would be a perfect fit for this position because I worked on similar research projects while studying for my master’s degree at Smith University. As you recall, we talked about my suggestions for statistical analysis that proved to be valuable, and about how the primary investigator was pleased with my suggestions.

Thank you again for taking the time to interview me. If you have any questions or need any further information, please do not hesitate to contact me.

Sincerely,

Carlos Applicant

Handwritten Thank-You Notes

Handwritten thank-you notes are also an option, if time permits, but you need to get them sent out right away.

  • Use a simple embossed or monogrammed blank card.
  • The addresses will be included on the envelope, so your note should begin with the date, followed by the greeting on the next line.
  • The body of your letter will be the same.
  • In your closing paragraph, you should include your contact information: “I can be reached by email at joesmith@email.com or cell phone 555-666-1212.”
  • Your closing is followed by your signature.
  • Make sure your handwriting is impeccable, and your grammar and spelling are correct.