Format for Writing an Interview Thank You Letter

Thank You with Pen
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T_kimura  /E+ / Getty Images

By now, you know that 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. But what’s the best format for writing an interview thank-you letter?

Like most business correspondence, a professional thank-you letter follows a pattern. Learn more about what to include in your letter and how to structure it to achieve the best results. Then, use your letter 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.

A thank you note or email is also an opportunity to clarify or mention things you talked about in the interview or wish you had brought up.

What to Include in the Letter

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:

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.

Mention how you'll follow up. 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 printed 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.

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
©TheBalance 2018

Thank You Letter Samples

Thank-You Letter Format Sample #1

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

April 15, 2020

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,

Signature (hard copy letter)

Carlos Applicant

Thank You Letter Sample #2

Jane Brown
12 Chestnut Street, Apt 2B
Middletown, MA 02197
555-123-7654
jane.brown@email.com

December 1, 2020

Clare Rodriguez
Manager
Green Gifts, Inc.7 High Street, 1st Floor
Middletown, MA 02197

Dear Ms. Rodriguez,

Thank you again for interviewing me today. I thoroughly enjoyed our conversation and appreciate you giving me so much of your valuable time. Green Gifts is quite an achievement and I’d love to help you scale it into a multi-store operation.

As we discussed, I have extensive customer service experience and am adept at suggesting gift ideas for customers who are weighing purchasing decisions. I share your belief that the best selling technique is the one that leaves customers happy and comfortable. Without resorting to high pressure tactics, I have increased sales in my current position by 10% during the past quarter alone.

Most of all, I hope I conveyed to you how passionate I am about your mission. In addition to my sales experience, I have a minor in sustainability that would help me convey the usefulness of your products to potential customers.

I’d be happy to answer any additional questions you might have or to provide you with references. Please feel free to reach out via my cell (555-123-7654) or email (jane.brown@email.com) anytime.

Sincerely,

Signature (hard copy letter)

Jane Brown

Email Thank-You Message Writing Tips

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.

Email Thank You Message Examples

Thank You Message Example Email #1

Subject: Thank You - Carlos Applicant

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
Email
Phone

Thank You Message Email Example #2

Subject: Thank You – Jane Brown

Dear Ms. Rodriguez,

Thank you again for taking the time to speak with me today. I enjoyed hearing more about Green Gifts and I’m excited at the prospect of using my skills to help you take it to the next level. In my current position, I’ve increased sales by 10% during the last quarter.

In addition to my sales experience, I have a minor in sustainability that would help me convey the usefulness of your products to potential customers.

I’m extremely passionate about your mission and would love the opportunity to discuss it with you more. Please feel free to reach out via my cell (555-123-7654) or email (jane.brown@email.com) anytime.

Sincerely,

Jane Brown
555-123-7654
jane.brown@email.com

Handwritten Thank-You Notes

Thank you
Rob Friedman / Getty Images

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 at 555-666-1212.”
  • Your closing is followed by your signature.
  • Make sure your handwriting is impeccable, and your grammar and spelling are correct.