How to Write a Business Email Thank You Note

With the increasing acceptance of email, responding to potential employers after a job interview can be even easier than before. However, be aware that there is still etiquette you must follow in order to make sure the impression you leave is a good one.

Difficulty: Easy

Instructions

Things You'll Need:

• Email account
• Computer with Internet access

Gather Information at the Job Interview

1. Pay attention to the names and titles of everyone you meet. Everyone from the reception staff to upper management may have input into the hiring process.

2. Ask for business cards. Business cards are an invaluable resource when you write thank you notes, as they include the proper spelling of names as well as detailed contact information.

3. Approach the reception staff about any missing information. Don't be afraid to take a couple of minutes after the interview to ask for email addresses or the names and titles of the people with whom you interviewed.

Compose a Business Email Thank You Note

4. Write a thank you to all of the people involved in your interview. With email it is easy to mail multiple people the same message, but you should personalize any correspondence.

5. Use proper format. Start with a formal salutation and end with a closing that includes your name and contact information. Always be sure to check for proper grammar and spelling in any correspondence.

6. Consider the thank you note an extension of the interview. It is acceptable to include a reminder of your skills as well as adding anything that you may have forgotten to mention in the interview.

Consider Other Forms of Correspondence to Follow up an Interview

7. Send hand-written thank you notes. If the tone of the interview was very friendly or included a meal or gift, an email may seem too impersonal. All thank you notes should be sent within 24 hours and emails should be sent the same day if possible.

8. Call to make a more personal impression. Nothing can compete with an actual conversation in terms of conveying sincerity. Call in addition to sending a thank you note if you have additional questions or as a friendly reminder of your interest in the position.

Tips & Warnings

• Use the Internet to find out names, official job titles as well as contact information for all of the people to whom you are planning to write thank you notes.
• Online job search services usually have sample thank you notes posted, if you'd like some help composing the note's text.
• Always maintain a professional tone in any correspondence. Even if the interview was very informal or an interviewer acted in a relaxed manner, that does not mean you should violate email protocol.
• Do not refer to your age, marital status or sexual orientation at any time during the interview process. Employers are not allowed to ask, and it's safer for you not to volunteer this information.