How to write the perfect thank you email after an interview

How to write the perfect thank you email

The interview is over but the impression you leave isn’t.

Sending a thank you email after an interview isn’t just polite. It’s strategic. It shows professionalism, gratitude, and continued interest and it can subtly reinforce your fit for the role.

Done well, a thank you email helps you stand out in a sea of candidates. Done poorly, or skipped altogether, and you might leave opportunity on the table.

This isn’t just about saying “thanks.” It’s about leaving the door open with clarity and care.

Why a thank you email matters more than you think

• 📩 It reinforces your enthusiasm for the role
• 🧠 It reminds the interviewer of your key strengths
• 🤝 It shows you understand the value of professional follow-up
• ✨ It humanizes you, specially if the process was competitive

When to send a thank you email after the interview

The best time to send it? Within 24 hours.

You want to be prompt, but not rushed. Sending it the same day ideally a few hours after the interview shows thoughtfulness and timeliness.

What to include in your thank you email

Your email should be short, sincere, and specific. Here’s a simple structure:

1. Greeting: Address the interviewer by name
2. Gratitude: Thank them for their time and the conversation
3. Reinforce Interest: Reiterate what excites you about the role or team
4. Key Reminder: Highlight one strength or moment that connects back to the interview
5. Close Professionally: Offer to answer follow-up questions and express appreciation again

Example thank you email after an interview

Subject: Thank You [Your Name]

Hi [Interviewer’s First Name],

Thank you so much for taking the time to speak with me today about the [Job Title] role. I really enjoyed our conversation, especially learning more about your approach to [something discussed, e.g., cross-functional collaboration].

I’m even more excited about the opportunity to join [Company Name] and contribute to [a specific team/project]. The role sounds like a great match for my background in [your area of experience], and I’d be thrilled to bring that experience to your team.

Please don’t hesitate to reach out if you need anything else from me. Thanks again for the thoughtful conversation, I appreciate the opportunity.

Warm regards,  
[Your Full Name]  
[Phone Number]  
[LinkedIn URL - optional]

What NOT to do in your thank you email

❌ 1. Using a generic template without editing

Personalization is key. If it reads like copy-paste, it loses impact.

❌ 2. Resending your CV or pushing too hard

This isn’t the moment to “sell” again, it’s a chance to build trust and rapport.

❌ 3. Waiting too long

If you send it days later, it may come off as an afterthought or too little, too late.

Should you send a thank you email after every interview?

Yes, even if it’s a quick screening call. Every touchpoint counts.

• 📞 After phone screens: Send a quick, polite note
• 👥 After in-person or panel interviews: Thank each interviewer individually, if possible
• 🏁 After final rounds: Reiterate your interest in joining and reference what stood out

Advanced move: Send a handwritten note (if appropriate)

If the company has a traditional or relationship-driven culture, and you’re local, a handwritten note in addition to your email can be a powerful gesture.

But don’t skip the email while waiting to mail a card. Timeliness wins.

Final thought: Gratitude is memorable

Interviewers remember candidates who close the loop professionally. Your thank you email isn’t just good etiquette, it’s a final chance to stand out, reinforce your value, and demonstrate emotional intelligence.