When to use this email
Send a thank-you email after every job interview, ideally within 24 hours. It shows good manners and keeps you top of mind. It also gives you one more chance to connect your experience to what the interviewer cares about.
Send a separate, slightly different email to each person who interviewed you.
How to fill it out
| Part | What to write |
|---|---|
| Subject line | Short and clear: “Thank you, [Job Title] interview.” |
| Greeting | The interviewer’s name, as they introduced themselves. |
| Thanks | Thanks for their time, the role’s name, and one specific topic you discussed. |
| Connection | A challenge or goal they mentioned, and one sentence on how your experience fits it. |
| Close | An offer to send anything else, and that you look forward to next steps. |
| Signature | Your name, phone and LinkedIn URL. |
Filled-in example
Subject: Thank you, Office Manager interview
Hi Dr. Lee,
Thank you for taking the time to talk with me today about the Office Manager role. I enjoyed hearing how Greenway Dental has grown from one dentist to three in the past two years.
Our conversation about reducing no-show appointments made me even more excited about the role. At my last practice, I set up text reminders and a waitlist that cut no-shows by about a third, and I’d love to bring that experience to your team.
Please let me know if I can send anything else. I look forward to hearing about next steps.
Best regards, Alex Rivera (919) 555-0147 | linkedin.com/in/alexrivera
Common mistakes to avoid
- Waiting too long. After two or three days, the moment has passed. Aim for the same day or the next morning.
- Sending a generic note. Mention something specific from your conversation.
- Writing too much. Keep it under 150 words.
- Copying every interviewer on one email. Write to each person individually.
- Typos in the name. Double-check spelling, and use the name the interviewer used.
Frequently asked questions
Should I send an email or a handwritten note?
Email is standard and arrives while decisions are being made. A handwritten note can be a nice extra, but send the email first.
What if I don’t have the interviewer’s email address?
Ask the recruiter or the person who scheduled the interview. You can also send it through them.
Should I follow up if I don’t hear back?
Yes. If the employer’s timeline passes, or about a week goes by, send a short, polite check-in.
Is it okay to send a thank-you after a phone screen?
Yes. A brief thank-you after any interview, including a phone screen, is appropriate.