Each time we attend a job interview, a good number of us prefer to go home and wait for their interviewers or recruiters to send them feedback on their acceptance for the opportunity earlier advertised or their regrettable unacceptance for the position. In some instances, however, interviewee fails to get either form of feedback. Where do we always go wrong? Well, you have always to send out a job interview thank you note to your recruiters.
According to research, 1 in every 5 recruiters will automatically dismiss job applications of prospective candidates who do not send a job interview thank you note after their interview. The research further shows that 80% of Human Resource managers consider job interview thank you notes very helpful towards making their final decision in the hiring process. Yet, the same research shows that only about 50% of job interview candidates send job interview thank you notes to their prospective recruiters.
Writing and sending your job interview thank you note practically puts you ahead of over half of your competition in the recruitment process.
How do I write my job interview thank you note?
Here we give you a quick guide for you to hack your next interview by writing a professional follow up thank you note after your dream job interview:
Step 1: Create a concise and professional subject for your mail note
Your mail subject content most often determines whether the receiver will open you email or not. Don’t try adopting catchy subject titles or making a ‘welcome’ joke; just be professional and concise in your choice of words. For example, your subject title can be something like;
- Thank you [Interviewer’s name]
- Interview appreciation [Interviewer’s name]
- Thank you for the interview opportunity [Company name]
- I learnt a lot about your company [company name]
Step 2: Make use of personal/direct address greetings
If you only had one interviewer, it is very advisable to make use of personalized salutations. Mention your interviewer by name, for example;
- Good afternoon [Interviewer’s name]
- Hi, I hope this finds you well [Interviewer’s name]
If you happen to have had more than one interviewer, do not send a collective email to all of them. Send a personalized job interview thank you note to each of them individually.
Step 3: Your appreciation
Express your sincere appreciation to your interviewer. Ensure your choice of words is expressive of genuine and authentic gratitude. This part is not where you talk about yourself. Avoid too many references to yourself. Show your interviewer that you genuinely appreciate them for taking the time out of their busy schedules to interview you and explain the details about their company and the position you had applied for.
Step 4: Re-state your interest in the job offer
An interviewer is obviously always looking for a perfect to fit for their vacant position, they need to see your eagerness to join their company in your job interview thank you note. Ensure to quote in brief, your continued interest in working with their company.
In some instances, an interview can make you realize that you’re probably not the right fit for the position you had applied and been interviewed for. It is advisable to be honest about it in your thank you note. Recruiters appreciate the honesty as it will save them time to look for someone else who fits in the position better.
Step 5: Make specific references to something prior discussed during the interview
This is where you most likely prove that you were paying attention and have a keen interest in the company’s work. Mentioning specific references to parts of the interview or information gathered during the interview will make your job interview thank you note appear and feel more personalized. It is also okay to make reference to a skill you have and make brief notation of how you will use it to solve or improve an issue you noted at the company, especially during your interview.
Step 6: Offer to provide more information
How you close off your job interview thank you note is very important to how your recipient/interviewer perceives you; just like how you start it off. The golden rule here is to always be brief and polite. A concise and really brief paragraph should suffice. Offer to give them any more information about yourself should they need it to enhance their decision making process. In offering for them to contact you anytime for the additional information; it is important to mention that you will be waiting to hear from them as discussed during your interview.
Step 7: Sign off
You need to be just as professional while signing off your job interview thank you note just as you would be at the salutation and all other parts of your job interview thank you note.
- Appreciate them again for both the opportunity and taking their time to interview you.
- Sign of your note with a “Sincerely” followed by your official full name.
- Include your basic contacts right after your name.
Note: It is acceptable and recommended for you to include your social media profile links/contacts (Twitter, Facebook, LinkedIn, etc.) In the era of digitization, a recruiter might want to check your digital prints before making a final decision for recruitment.
Sample job interview thank you note
Email subject: Appreciation [Interviewer’s Name]!
Hi/ Hello [Interviewer’s Name],
I want to appreciate you for taking the time to meet me and discuss the position of the [Position Name] yesterday. It was a pleasure getting to learn more about your business.
Our interview session intrigued me even more about joining [Company Name]. What intrigued me more was [make reference to something you discussed during the interview].
I have been considering what you said on [a problem or something your interviewers mentioned]. In my current or previous role as [mention the position], I found that [briefly explain how you tackled a related problem].
I believe my experience can be a headway to a similar solution as your new [mention the position you applied for].
Please feel free to contact me should you need any additional information about me. I look forward to hearing from you on [mention the agreed feedback timeline during your interview].
I really appreciate your time!
Samples & Examples
The timing of your job interview thank you is very important as you do not want your recruiter receiving your note way after they already made their final hiring decision. It is most advisable to send your job interview thank you note within 24 hours after your interview. This will ensure your note is read by your interviewer before they make their final hiring process.
If you happen to have had more than one interviewer, ensure you send each one of them a personalized job interview thank you note. Do not send a general job interview thank you note.
If you do not have all their email addresses, you can send your notes to one recipient whose email address you have access to and either ask for the recipient to forward each one to the rest of them. Or, you can ask them to share the email addresses of your other interviewers.
Pro Tip: Ensure to ask for your interviewers’ business cards right after your interview to avoid the hassle of looking for their contact addresses when sending your job interview thank you note.
Do not write a similar job interview thank you note to all your interviewers, especially if they interviewed you separately. Write each note separately. Include little details or significant parts of conversation that you may have noted from your interaction during your interview. It shows you were paying attention during your job interview. Customize each job interview thank you note to fit each of your interviewers.
This is even much easier. Panel interviewers come as package deal for you. This simply means you can write one general job interview thank you note and share with all the panelists simultaneously. However, if you can access all their personal email addresses, then it is still advisable to send individual emails to each of them.
A job interview thank you mail would be your safest choice. Remember, your job interview thank you note should be sent out and received in 24 hours of your interview. An email will be most likely to achieve the time limits as opposed to snail mail.
The only exceptions that may be made to sending snail mail job interview thank you notes are if the job and company you were interviewing at is an extremely traditional industry set up and when applying for C- level job positions.