The art of the letter is becoming lost in our world of instant messaging and video chats. However, after you’ve done an interview, sending a thank you letter is always an appropriate response. Thank you notes show that you care about the position and that you’re willing to go the extra mile.
If you want to stand out from your other interviewees, send a thank you letter by following this format.
Part 1: Addressing the person
Hopefully, you remember the name and title of the person or people who interviewed you. If you don’t or you’re not sure which title to use, find the person on the company website or LinkedIn. However, when in doubt, use Mr. for men and Ms. for women, and use the term “hiring manager” if you simply don’t know who to address specifically
As you start your letter, don’t write “Hi” or “Hello” unless you know the individual personally. Use “Dear Mr./Ms.” instead, and end the greeting with a colon, not a comma.
Part 2: What you’re thanking them for
It’s important to be genuine in your thank you letter, so even if you were nervous the whole interview, find something for which you’d like to thank the person. Be specific in what you’re thanking them for, and try to remember something specific that you talked about and mention it in this section.
Thanking them for the interview and saying when it was (“last Monday” or “yesterday”) and dating the letter will help them remember who you were, and the letter will go on to make you even more memorable.
Part 3: Your gratitude
After you say what you’re thankful for, be sure to include why you’re thankful. If you’re thanking them for the interview, tell them that you know that they have a busy schedule and you had a wonderful time during your conversation. Again, it’s important to say what you mean, as an insincere thank you note is obvious.
Part 4: Conclusion and sign off
As you sign off, tell them generally what you’re expecting in the future. It’s inappropriate to make any insinuation that you got the job, but saying that you hope to talk to them again soon or to reach out if they have any further questions isn’t rude… it’s recommended!
Signing off with your name and maybe even your contact information will make you memorable. Your interviewer may keep the card for easy access to your information and will hopefully remember you when making their next round choices.
Whether it’s through email or a physical letter, sending a thank you letter is vitally important. While some may call it old-fashioned or formal, those who send thank you notes set themselves apart as professional, desirable candidates. No matter the format, these general rules will help you write a thank you note that your potential employer will appreciate.
Thank you for reading!