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How to Write A Thank You Letter and Templates

You wore your most professional attire, researched the company thoroughly, and arrived to the interview a few minutes early. However, your chance to make a positive first impression on your potential boss doesn’t end when you shake hands goodbye. Even if you had a great rapport with your interviewer, a follow-up thank you letter speaks volumes about your interest and professionalism.

A timely, well-written thank you letter gives you an extra opportunity to flaunt your skills and summarize everything you discussed in person. If you forgot to mention any pertinent information, now is the time to include it. In short, it gives you one last chance to sell yourself as an asset to the company.

We’ve compiled 10 must follow steps to a successful post-interview thank you letter. If you need some more guidance, our seven sample thank you letters can help you stand out from the crowd, and even get your application into the right hands. Sometimes, this simple extra step is all you need to seal the deal and land your dream job.

how to write a thank you letter for business

The Greeting Recall Your Interview Date Compliment Specific Reference Highlight the Position Applied for Be Concise Experience Be Knowledgeable Why is This Important to You? Closing Paragraph

1. The Greeting.

Remember, this is the very first thing the reader will see when they open your letter. You don’t want to ruin it by assuming something you don’t really know. Always title a female “Ms.” to play it safe. For a male recipient, use “Mr.” and you should be fine. As an opening greeting “Dear” covers all bases.

2. Recall Your Interview Date.

It’s very likely you’re not the only interviewee, subtly include the day of your interview within your opening paragraph to refresh your interviewer’s mind to when they met with you. Replying within 24 hours of this date lets the hiring manager know you are enthusiastic about the position.

3. Compliment.

Everyone enjoys a compliment from time to time, while you are being grateful for the time this person took to interview you, say something nice about them in a professional tone. Make sure it’s a compliment related to their job. This will put them at ease when continuing to read your letter.

4. Specific Reference.

Include specific reference to something that stood out during your interview so the interviewer can recall who you are. This also allows for them to think of you as someone who pays attention to detail.

5. Highlight the Position Applied for.

In case the position you applied for is not the only open position, always make sure to include the title of what you are applying for in the body of your letter. This will also help them continue to read your letter with your qualifications for that position in mind and wherever possible, let them know you are there for the long run by expressing your desire to grow with the company.

6. Be Concise.

While you want to stand out from the rest and be sure your interviewer remembers you, you don’t want to overwhelm them with a complete rerun of your interview. Be concise with fragments of what was discussed and how that impacted you.

7. Experience.

Offer a quick overview of how your background experience makes you an asset to their company.

8. Be Knowledgeable.

Reassure the interviewer that you have knowledge in the industry. Make reference to the company needs by putting yourself in the position and offering favorable results. Let them know why they need you.

9. Why Is This Important to You?

Express you are really looking forward to this opportunity. Whether it’s the job of your dreams, a challenging opportunity you are ready to take on or a place you aspire to be a part of.

10. Closing Paragraph.

You want to let the interviewer know you are pending their decision-making, which will in turn produce a response to your letter on their end.

Personalize Your Thank You Letters

Instructions: Fill out the form below and we’ll help you get a jumpstart on personalizing each thank you letter.
The example templates will have additional fields to make your letter stand out.

1. After an Application

Whether you brought your resume to a job fair or filled out an online application, a follow-up email brings your application to the attention of the appropriate company contact, demonstrating your level of dedication and go-getter attitude.

Hi [First Name],

I’m following up in regards to my application for the [Job Title] position you have open in your firm, to confirm your receipt and interest. I also wish to take this opportunity to reiterate my enthusiasm for working with you at [Company Name]. I believe my skills, especially my experience with [Special Skills], align well with your needs. In addition, my education and employment history attest to my dedication and drive for success. Please feel free to contact me if I can provide any additional references or information you might need regarding my candidacy.

I would very much appreciate an interview for this position. Thank you for your time and consideration, and I look forward to hearing from you regarding next steps.

Best Regards,

[Signature]

2. After Meeting with an External Recruiter

Recruiters are busy professionals who talk to a large number of people over the course of a day. Thanking them for their time is not only polite, but it helps ensure that they will keep you in mind for future opportunities. Consider it good networking. Even if you call an external recruiter or headhunter immediately after the interview, it is good practice to follow up with a thank you letter.

Hi [First Name],

Thank you very much for referring me to [Company Name]. I interviewed for the [Job Title] position, and believe I could excel in this role.

The company culture and position feel like a very good match for me, and I would also be happy to meet other similar employers for jobs which leverage my skills and experience in [Special Skills].

Please let me know how I should proceed with the next steps. I have already sent a thank you letter to [Interviewer’s Name], a copy of which I have forwarded to you.

I look forward to working with you again in the future.

Sincerely,

[Signature]

3. After a Phone Interview

In today’s competitive job market, a phone interview often serves as the first round of a company’s hiring process. It holds the same importance as a face-to-face interview, yet it can be even harder to distinguish yourself from the crowd over the phone. Therefore, sending a thank you letter is particularly important after a phone interview.

Hi [First Name],

Thank you for speaking with me on the phone today about the [Job Title] position at [Company Name]. Based on our conversation and my observations of the company’s profile, this job seems to be a perfect match for my abilities and interests.

I believe my experience and industry background would allow me to quickly make a contribution to your team. In addition to my enthusiasm, I will bring to the position excellent [Special Skills] abilities.

Thank you again for your time and consideration. Please do not hesitate to contact me if there is any other information I can provide to help with the interview process. I look forward to having the opportunity to meet you in person, and to continue our discussion.

Best Regards,

[Signature]

4. After an In-person Interview

A good tip is to take notes during the interview, so you can reference particular points from the conversation in your thank you letter. It helps the interviewer remember who you are, and why you are a good fit for the position. If you interview with multiple people, send them each a personalized note.

Hi [First Name],

I wanted to thank you again for your time today, and to reaffirm my interest and enthusiasm in the [Job Title] opportunity at [Company Name]. It was a pleasure speaking with you, meeting other members of the staff, and learning more about this position.

After our conversation, I am confident that my skills and experiences are an excellent fit for your organization and that I could contribute value to the work that you do there. As we discussed, you need someone with strong [Requested Skills] skills, and I have extensive experience with [Special Skills].

I am very enthusiastic about the possibility of joining the [Company Name] team. If you need any further information, please do not hesitate to contact me by email or phone. Thank you again, and I hope to hear from you in the near future.

Best Regards,

[Signature]

5. After an Interview with a Campus Recruiter

Sending a thank you letter to a campus recruiter after you interview for a position or meet with someone as a contact for career-related advice demonstrates clear appreciation for their time and interest in your future. Even if you aren’t selected for the current position, you will have established a good connection, so that when future opportunities present themselves, you will have a better chance at getting a foot in the door.

Hi [First Name],

Thank you so much for talking with me today about the [Job Title] at [Company Name]. I was primarily interested in your firm because of [Why This Company].

Your energy and dedication to the company are inspirational, and I was delighted to learn about [Company Project]. I am positive that I have what it takes to bring the same kind of energy and dedication to your company.

My education has equipped me for this job, and I have taken the liberty of enclosing a recommendation from Professor [Recommendation Name], who knows my work well and can speak to my dedication and talents in [Special Skills].

I am excited about the possibility of a future working for your company. Please let me know if I can provide any additional information. Again, I thank you most sincerely for your time.

Best Regards,
[Signature]

6. After a Second Interview

The chances are good that during a second interview you met with different people, so you will want to send additional thank you letters. Even if you interviewed with the same person, a second thank you letter is still important. You want to be sure to emphasize your enthusiasm for the position, and tailor the note as much as possible to the company and person who interviewed you. Show you understand the needs of the position, and that you’re excited to take on the challenge.

Hi [First Name],

I appreciated the opportunity to meet with you for a second interview. My interest and enthusiasm for the [Job Title] and working for [Company Name] are stronger than ever after our conversation today.

I am confident that my skills and abilities will contribute significantly to the achievement of [Company Goal]. My previous experience in [Special Skills] has equipped me to successfully handle the current challenges your department faces, and will ensure a quick and smooth transition into this position.

I am impressed by the professionalism and energy of the team, and feel I would fit in well with the company culture.

Thank you again for taking the time to meet with me, and I look forward to hearing back regarding your hiring decision.

Best Regards,
[Signature]

7. Accepting an Offer

Congratulations, you’ve been offered the position! Even if you verbally accept a job offer, a formal acceptance letter reinforces your professional approach and documents your understanding of the terms of employment. While not considered a legal contract, written documentation will help clear up any misunderstandings regarding your title, supervisor, salary, and benefits. As with a thank you letter, it should be courteous and brief.

Hi [First Name],

It was wonderful news when you called to offer me the position as a [Job Title] under [Supervisor Name]. Please consider this letter my formal acceptance to join [Company Name].

As we discussed, starting salary will be $[Salary] annually, with [Number of Vacation days] vacation per year, and medical benefits to commence after [Benefit Waiting Period] of employment.

I consider it a privilege to join your team, and look forward to starting employment on [Starting Date]. Thank you again for offering me this opportunity, and please let me know if I can do anything in advance of my start date to facilitate the paperwork.

Again, thank you.

[Signature]