How to write that Perfect Thank-you Note

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All applicants know to prepare well for an interview, but only the good ones know to send a thank-you notes afterwards. While some may argue that a thank-you note is a waste of time, others agree that a well-written, personalised post-interview email shows that you’re a sincere candidate.

When should you send it?

The day of the interview and the day after are the best time to send your thank-you note. Sending it within this time frame can help the interviewer recall your conversation, which would help you make an impression. Sending it afterwards, you might still leave an impression, but it is one where you appear inefficient.

Who should you send it to?

To whom should you address your thank-you note? Whoever interviewed you. Bare in mind that your interviewer might not necessarily be the person who invited you. Remember to ask for the interviewer’s contact information, like their email, so you can write to them. If you were interviewed by more than one person, send them a thank-you note separately!

What should you include in the note?

Let’s start by what you shouldn’t do: NEVER copy and paste from template you found online! Having met with multiple candidates, hiring managers can identify a thank-you note template from a glance. Using a template shows that you are insincere, and might jeopardise your chance with the company. A good thank-you note should:

  • Show gratitude: Thank the person for their time. If you happen to know that the position requires more than one round of interview, try saying that you look forward to your next meeting to give them a little push to call you in for a second interview!

  • Recap the interview: One of the best way to personalise your thank-you note is to mention something that you discussed during the meeting. Referring to your conversation reminds the interviewer of who you are!

  • Supplement your application: If you think you could have mentioned something to highlight your strength, use this opportunity to tell the interviewer that now! You may talk about a past experience, a personality trait, and why that makes you a strong candidate.

  • Be concise: Effective communication is a valued quality in workplace environment. Avoid being long-winded, use this chance to show the interviewer that you can communication effectively in a concise manner.

Some examples for you

No idea what to write? Take a look at these examples. But remember, personalise it so it sounds like you!

  • It was lovely meeting you at your office earlier today/ yesterday.

  • Thank you for taking the time to speak with me today/ yesterday about _ with _ .

  • You mentioned that this position requires somebody who _ . Because I have _ , I am confident that I will be a great match for the position.

  • After our conversation, I believe that my experience in __ makes me a strong candidate for the position.

  • I believe I would be a great fit to the team because __ .

  • Thank you again for meeting with me, if you have any further questions, please feel free to contact me at __ .

-- Editor's Pick: 4 Things You MUST do after an interview

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Sophia Wong

Brand and Marketing Strategist in Hong Kong, writes about career, job hunting and interview tips.

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