• Judy M. Williams

The Art of Writing a Thank You Letter


You should always send a thank you letter whenever you interview for a position or meet with someone for an informational interview. A thoughtful thank you letter demonstrates your clear appreciation for the time the employer or contact took to speak with you. Create a memorable thank you letter following these 5 steps:


Step 1: Keep it professional.

While it's acceptable to send thank you letters via email, resist the temptation to use emotions, excessive exclamation points, or language that is too casual.


Step 2: Send your thank-you note as soon as possible.

Typically, your thank-you notes should be sent within 24-48 hours of the interview. If you know that first-round decisions will be made on the same day as your interview, send a shortened thank-you note via email within a couple of hours of your interview. However, do not send something from your cell phone the minute you leave the interview, as this conveys a lack of thoughtfulness in writing the note.


For an informational meeting with a contact, it's okay to send your note within 3-5 days of your conversations.


Step 3: Help the person recall you and the conversation.

Mention the position for which you were interviewed. Highlight a particular aspect of the conversation that piqued your interest or a topic that the two of you shared in common. For contacts, this will help build further rapport and may help the contact to remember you if an opportunity arises.


Step 4: Reaffirm your interest.

In your letter, strive to mention specific job duties or topics discussed. Re-articulate your strengths and experiences.


Step 5: Take care of business.

Express your willingness to provide additional information if necessary, such as names of references. If anything was requested of you during the interview, include that information with the letter.


Thank You Letter Template

A thank-you letter doesn't not have to be long, but it should be personalized. Ideally, that means you write one for each individual you met with. Remember that most hiring decisions are made based on group consensus between all involved in the interview process. Take the time to reference a highlight from your interview and reassert your primary selling points.


Sincere & Succinct

Aim to sent your thank you within 24-48 hours - or sooner if a hiring decision is imminent. Your goal should be to remind the hiring manager why you are a strong candidate for the position, and to show sincere enthusiasm for the job.


Salutation: Dear [Name of Interviewer/Contact],


Opening Paragraph: Express your appreciation for the opportunity to interview for the position and thank the recruiter for their time. Mention that you enjoyed meeting the interviewer(s) as well as any other members of the company you met with. Include something specific to your discussion with the individual or that you enjoyed learning more about the specific needs of the organization or department relevant to the position.


Middle Paragraph: Briefly reiterate your key selling points for the position, incorporating knowledge gained from the interview. Remind the interviewer of some of the top ways you "fit" their needs. Highlight 3-4 relevant skills you have for the job. Use examples (e.g. relevant coursework, projects, or work experience) that would be of most interest to the employer and would enable you to contribute to and/or meet the needs of the company.


Last Paragraph: Offer to provide any additional information needed to support your candidacy. Based on any follow-up arrangements or timeline discussed in the interview, confirm any next steps in the process. Finish by thanking the employer again for their time and consideration and state that you look forward to speaking with them again soon.


Closing:

Sincerely,

Enter Full Name

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© 2023 by Judy Williams, L.L.C., d/b/a/ Holistic Career Guidance 

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