How to write a thank you letter after an interview
A strong interview performance is only part of leaving a lasting impression on a hiring manager. The thank you letter after the interview can reinforce your enthusiasm and keep your name top-of-mind.
What is a thank you letter after an interview.
A thank you letter after an interview is a brief, professional message, sent by email or occasionally handwritten, that expresses gratitude for the interviewer’s time and reiterates why you are the right fit for the role. Beyond courtesy, it serves three practical purposes:
- Confirmation of interest. Reiterating enthusiasm underscores that you remain committed to the opportunity.
- Relationship building. A thoughtful note can help forge rapport with hiring managers and interview panels.
- Personal brand reinforcement. Referencing a memorable moment from the conversation highlights your unique value.
Most recruiters expect to receive a thank you message within 24 hours, with same-day follow-up seen as best practice for virtual interviews conducted early in the morning. If you choose a handwritten card, for example, after an on-site executive panel, pair it with a prompt email so your appreciation arrives quickly while the physical letter is in transit.
While email is the dominant format today, a handwritten note can provide a memorable personal touch, especially in industries that value relationship-building or roles that require high emotional intelligence such as account management and fundraising. However, speed remains essential: aim to drop the card in the mail the same day and follow up with a brief email that lets the interviewer know a physical letter is on its way.
How to write a thank you letter after an interview.
Transitioning from the interview room (or video call) to a compelling follow-up is easier when you have a clear structure in mind. The steps below walk you through crafting a concise, memorable thank you letter that keeps the conversation going.
- Start with a professional subject line or greeting. For email, choose a clear subject such as "Thank you for the opportunity — [Job Title] interview." For handwritten notes, address the recipient formally: "Ms. Rodriguez" rather than first name only, unless you were invited to use casual greetings.
- Express gratitude for the interviewer’s time. Open with a sincere thank-you that acknowledges the effort they invested in the interview process.
- Reference a specific point from the conversation to reinforce fit. Mentioning a project, challenge, or value mentioned by the interviewer demonstrates active listening and positions you as a tailored solution to their needs.
- Reiterate enthusiasm for the role and organization. Briefly connect your skills to the position and affirm your excitement to contribute.
- Address any follow-up materials promised during the interview. If you agreed to share a writing sample or portfolio link, include it here so the interviewer has everything in one place.
- Provide a concise closing and signature. End with a forward-looking statement such as "I look forward to the possibility of working together" followed by an appropriate sign-off ("Sincerely," or "Best regards," plus your full name and contact information).
- Convert your document to a share-friendly file type. Before sending, consider converting your Word document to PDF to preserve formatting and ensure readability across devices.
These steps will help keep your message focused and reader-friendly. Ideally, a thank you letter after an interview won’t have more than 200 words, so it can be read at a glance on mobile devices.
Before you hit send, run a quick formatting check. Different email clients (Outlook, Gmail, Apple Mail) render font sizes and line spacing inconsistently. Exporting a copy as PDF and reviewing it in Acrobat ensures paragraph breaks appear exactly where you intend across Windows, macOS, and mobile devices. It also gives you a print-ready version if you decide to include a hard-copy in a portfolio package.
Tips on writing an effective thank you letter after an interview
- Keep it concise. Aim for a single screen of text on a mobile device so busy recruiters can absorb your key points quickly.
- Maintain a professional tone. Even if the interview felt informal, preserve formality in writing. Double-check names, titles, and company spelling.
- Personalize without over-familiarity. A short reference to shared interests is appropriate; inside jokes or casual slang are not.
- Avoid discussing salary or next-round assumptions. Let the hiring team raise those topics in subsequent communications.
- Proofread carefully. Spelling errors undermine professionalism. You can use a free online PDF editor for your thank you letter, to ensure formatting and punctuation are flawless.
- Optimize for every platform. Test how your email renders on desktop and mobile clients to avoid broken spacing or oversized images, and confirm that any attached PDF opens correctly.
- Send at strategic times. Data shows that emails sent between 1:00 p.m. and 3:00 p.m. in the recipient’s time zone achieve the highest average open rates.
Samples of follow up letters after interview
Sending a thank you letter is not a one-size-fits-all task. The content, tone, and level of formality should align with the company culture. The examples below illustrate three distinct tones and contexts. You can also look at some interview thank-you email templates for additional inspiration.
Example 1: Traditional corporate role
Subject: Thank you — Senior Financial Analyst interview
Hi Ms. Chen, Thank you for meeting with me today to discuss the Senior Financial Analyst role at Beacon Enterprises. I enjoyed learning more about Beacon’s data-driven approach to forecasting and was particularly interested in your plans to integrate real-time analytics dashboards.
The position aligns perfectly with my five years of experience building interactive financial models.
Best regards, Priya Singh
Example 2: Creative industry position
Subject: Grateful for our conversation — Art Director interview
Hello Jorge, Thank you for inviting me to the studio and sharing insight into Luna Agency’s upcoming campaign for eco-friendly fashion. It was a pleasure to learn more about your creative direction and the team’s vision for sustainable storytelling.
I truly appreciated the opportunity to hear how Luna approaches design with purpose, and I’m inspired by the agency’s commitment to blending artistry with environmental impact. Our conversation left me even more excited about the possibility of contributing to your work and collaborating with such a thoughtful and innovative team.
Please don’t hesitate to reach out if there’s anything else you need from me. I look forward to the potential of working together and supporting Luna’s mission.
Sincerely, Maya Thompson
Example 3: Entry-level / graduate interview
Subject: Thank you for today’s interview — Marketing Coordinator
Dear Mr. Patel, I appreciate the opportunity to discuss the Marketing Coordinator role at Horizon Health and learn more about your team’s goals and the exciting projects underway.
Our conversation reinforced my enthusiasm for joining your organization and contributing to its marketing efforts. I’m especially drawn to your approach to content strategy, and I’m eager to bring my skills in social media management to support your initiatives.
Kind regards, Daniel Lee
Frequently asked questions.
You may also like
https://main--dc--adobecom.hlx.live/dc-shared/fragments/seo-articles/seo-caas-collection
https://main--dc--adobecom.aem.page/dc-shared/fragments/seo-articles/acrobat-color-blade