Once you are out of the interview office you might think that you’ve done everything to get that job. You went in prepared, answer all their questions and charmed them with your attitude and knowledge. Well, you are wrong! If you really want that job, you need to learn how to write a thank you email. And this doesn’t apply only for job interviews. The same goes for sales meetings, contract signings or any other kind of meetings with an important customer, a high ranked manager who you see once a year and so on.
Why is this important
- Show your appreciation for the offered opportunity
- Emphasize once more your interest towards the topic of the meeting (job, contract, sale opportunity etc.)
- Remind them why they liked you
- Add something that you forgot to say in the interview/meeting if you consider it vital for the outcome of the discussion
When to write a thank you email
The ideal interval should be between 2 and 24 hours. Not sooner, not later. Send it sooner and it might look like you had the email already prepared and it’s just a standard email you send to everyone. If it’s too late they might already take the decision and probably they would forget some aspects of the discussion if they see it 3 days after the meeting.
How to write a thank you email
We will take each part of the email and analyze it.
- All the people who were in the room, not just the one who contacted you in the first place
- If you don’t have their email addresses ask the person who organized the interview/meeting
- Tip: at the beginning of the meeting ask for business cards so you won’t need to do research for their email addresses
- should contain the “Thank you” words and the topic of the discussion
Subject line samples:
“Thank you – Senior Partner interview”
“Thank you for IBM merger meeting”
- During the meeting pay attention to the tone of the discussion. Is it formal, casual, friendly? They call you by your name or always address to you as Mr./Mrs.?
- Check their addressing mode in the emails received from them
Formal: “Dear Mr. ….,”
When not sure, use directly their name: “John,”
Opening statement samples:
“Thank you for meeting me yesterday.”
“Thank you for your time and this opportunity. It was a pleasure discussing with you about …”
“I enjoyed speaking with you today about …”
“I really appreciated learning/finding out about …”
“Writing to say thank you for the interview.”
- Mention something that you discussed in detail during the interview/meeting and emphasize again the importance, your involvement etc.
- Maybe add something related to the topic that you forgot to mention during the meeting and you feel like is of great importance
- Be very discreet when talking about yourself. The thank you email’s role is to remind them why they liked you and not to send them o short list of your best qualities. If you want to put yourself in a good light offer them a solution to a problem they have.
Middle section samples:
“I enjoyed discussing market trends with you — it’s rare that someone wants to dig into this kind of details in this stage of a project!”
“Speaking about beta versions of the software, I just remember I’ve designed the whole workflow for testing in one of my previous companies. I am sure it will bring a new perspective on your process.”
“I was really surprised to meet someone who knows so much about the stock market. It was a pleasure to find people with such passion for this topic.”
“With my 9 years experience in the field, good management, and planning skills I believe we could build a great team.”
“After considering the position your company is in, a person like me would fit in perfectly. The ability to defuse tense situations is what you need for your customer support services. In my previous job, I increased customer satisfaction by 20%. “
- Show your gratitude once more for the given opportunity
- Mention once more that you want the job, the contract, the sale etc.
- Tip: put an “official signature” at the end of the email containing your contact data and a link to your personal blog or portfolio if you have some.
Closing section samples:
“Thank you, again, for taking the time to talk today.”
“It was a pleasure to meet you today. Please let me know if I can provide you with any additional information.”
“I would be thrilled to be part of your team.”
Do’s and won’t’s
- Make it as personalized as possible
- Keep it short. In less than 20 seconds people decide if they will read or delete an email so jump straight to the subject.
- Make sure they know from who the mail is and about what the mail is
- Make the email about them, not you
- Don’t use different colors or fonts
- Don’t use uppercase letters, only where required
- Make sure you have no grammar mistakes. It will reflect poorly on you if you don’t know how to write correctly
- Don’t brag too much about your skills and qualities
Tip: for spell checking use tools like Grammarly. It will definitely improve your writing.
Writing a thank you email can get you a long way. In a close race, it can be the difference between success and failure. Make sure next time, after that important interview/meeting, you take 5 minutes of your time to write it. Let us know how it worked for you. Thanks!