How to Write an Interview Thank-You Email

Snail mail isn't as fast as an electronic thank-you.

These days, thank-you letters sent through the mail are a little dated and slow. By the time your letter gets to the interviewer you met with, he already could have made decision. Today, it is appropriate in many cases to send an email thank-you instead. However, don't confuse this with most other types of informal communication. An interview thank-you email should still be a professional message either in the body of an email or attached as a separate document.

Things You'll Need

• A completed interview
• A computer
• An email account
• About 10 minutes

Instructions

1. Ensure you get contact information from the person or people you met with during the interview. If the interviewer doesn't hand you a business card, ask someone at the front desk on your way out.

2. Open your email program and start a new message. Double-check that you have entered the recipient's email address correctly in the "To:" field. Be sure to fill out the "Subject:" field with an appropriate phrase describing what your email is about -- for example, "Follow-up to our meeting of February 2."

3. Take a formal approach, even with this informal medium. Begin with a salutation. Depending on the culture of the organization, you may want to include her first name. Use a colon, which is more formal than a comma. For example, "Dear Ms. Jones:"

4. Start the first paragraph by reminding the recipient who you are. For example, "Thank you for taking the time to meet with me regarding the project management position for your group."

5. Add two or three sentences mentioning a couple of specific items you discussed during the interview. This way, your message doesn't seem like a canned note, and you can remind the interviewer about some of the reasons you're a good fit for the job.

6. Include a closing paragraph that reiterates your interest in the job. It also may include a call to action, if appropriate. "I appreciate your candid answers to my questions, and I'm excited about the position. I look forward to hearing from you soon."

7. Finish with a complementary closing. For example, "Respectfully," followed by your full name.

8. Proofread your message. Have someone else proofread it for you, too. A message without errors, even an email with only a few sentences, lets your prospective employer know you communicate well and pay attention to details.

9. Send the email within the 24 hours of the interview.

Tips & Warnings

• Write a separate email -- with personalized content -- to each person you met with during the interview.

• Keep it short! All you want to do is remind her who you are, thank her for her time, and inform her that you are interested.

• Use your own words and your own style. My examples are just that, examples. The interviewer should be able to "see" you saying these words.

References

• Virginia Tech Division of Student Affairs: After Interviews/Thank-You Letters/Follow Up
• Forbes: How To Write A Winning Thank-You Note