Key takeaways
Send a thank you email within 24 hours of the interview. It should be short, specific, and sent to each person you met.
Mention one real moment from the conversation, restate why you fit, and close politely. Do not repeat your whole resume.
A thank you email will not win a job by itself. It is a small, professional signal, and a careless one can do slight harm, so proofread it.
Use the right template for the situation: phone screen, panel, second round, no reply after a week, or a rejection.
You walk out of the interview, exhale, and think: should I send a thank you email?
Yes, in most cases. It takes five minutes, it is polite, and it gives you one more chance to remind the interviewer why you would be good at the job.
Be realistic about what it does. A thank you email will not turn a weak interview into an offer. It is a courteous, professional gesture, and a good one can reinforce a strong impression. This guide shows how to write one well, with a template for each common situation.
When to Send a Thank You Email
Aim to send it the same day, and within 24 hours at the latest. That keeps the conversation fresh for both of you, and it often matters because some teams make decisions quickly.
A few notes on timing:
- After a morning interview, send it that afternoon.
- After an afternoon interview, send it that evening or first thing the next morning.
- After a long interview day, send each person their own email within 24 hours.
- If you forgot, send it anyway. A short, late thank you is better than none, though after several days it matters less.
What to Include
A good thank you email has four parts, in about 100 to 150 words:
- Thanks. For their time and for specific things such as the conversation or the tour.
- One specific detail. Something you discussed that you remember, such as a project, a challenge the team faces, or a point they made.
- Why you fit. One or two sentences linking your skills to what they need.
- A polite close. Your interest in the next step, and your contact details if needed.
What to leave out: long summaries of your resume, new requests, salary talk, and anything that sounds desperate.
Thank You Email Subject Lines
Keep it clear and professional.
- Thank you, [Interviewer name]
- Thank you for your time today
- Thank you: [Job title] interview
- Following up on our conversation, [Your name]
- Great speaking with you, [Name]
- Thank you for the interview
You can brainstorm more with the free email subject line generator.
Thank You Email Templates
Replace anything in brackets, and always personalize at least one line.
Standard thank you (after a first interview)
Subject: Thank you, [Interviewer name]
Dear [Name],
Thank you for taking the time to speak with me today about the [job title] role. I enjoyed learning about [specific topic you discussed] and how your team approaches [specific challenge].
Our conversation made me even more interested in the position. My experience in [relevant skill or project] would let me contribute to [specific goal they mentioned] from the start.
Please let me know if I can provide anything else. I look forward to hearing about next steps.
Best regards,
[Your name]
Short version
Subject: Thank you for your time today
Hi [Name],
Thank you for meeting with me today. I enjoyed our conversation about [topic], and I am excited about the chance to join [Company]. I look forward to hearing from you.
Best,
[Your name]
After a phone screen
Subject: Thank you for the call, [Name]
Hi [Name],
Thank you for speaking with me earlier today about the [job title] role. I appreciated the overview of the team and the day to day responsibilities.
I am enthusiastic about the opportunity and would be glad to continue the conversation. Please let me know if you need anything from me.
Best regards,
[Your name]
After a panel or multiple interviewers
Send a separate email to each person. Change the personal detail in each one so they are not identical.
Subject: Thank you, [Name]
Dear [Name],
Thank you for your time during our panel conversation today. I particularly enjoyed your point about [something this person said], and it has stayed with me as I think about how I would approach [task].
I appreciated meeting the whole team, and I am excited about the possibility of working with you.
Best regards,
[Your name]
After a second or final round
Subject: Thank you for the opportunity
Dear [Name],
Thank you for inviting me back to meet more of the team. It was valuable to see [specific thing] and to talk through [project or challenge].
Having now met more of the people I would work with, I am even more convinced this is the right fit. I would be glad to answer any further questions, and I look forward to your decision.
Sincerely,
[Your name]
If you did not do something well in the interview
If there was a question you answered poorly and now have a better answer, you can add one short line. Do not over-apologize.
One more thought on your question about [topic]: [your improved answer in one or two sentences]. Thank you again for the conversation.
If you have not heard back after a week
See also our guide to cold email follow ups for the general approach.
Subject: Following up: [Job title] interview
Hi [Name],
I wanted to follow up on our conversation on [date] about the [job title] role. I remain very interested, and I would be happy to provide any further information.
I understand hiring takes time, and I appreciate your consideration.
Best regards,
[Your name]
Wait the amount of time they gave you. If they said "we will decide by Friday," do not follow up before then.
After a rejection
A graceful reply keeps the door open for future roles.
Subject: Thank you for the update
Dear [Name],
Thank you for letting me know, and for the time you and the team spent interviewing me. I enjoyed learning about [Company], and I am disappointed but understand.
If another role opens that you think I would suit, I would be glad to hear from you. If you have any feedback, I would appreciate it. I wish you and the team all the best.
Sincerely,
[Your name]
One Short Example and One Longer Example
Short:
Subject: Thank you for today
Hi Alex, thanks for meeting with me about the marketing coordinator role. I enjoyed hearing about the autumn campaign, and I would love to help make it a success. Best, Dana
Longer:
Subject: Thank you, Alex
Dear Alex, thank you for spending an hour with me today. I especially enjoyed our discussion of how the team measures campaign results, because it is something I have worked on in my last role, where I built a simple monthly report that helped our team decide where to spend its time. I would be glad to bring that same approach to your autumn campaign. Thank you again for your time. I look forward to the next step. Best regards, Dana
These are illustrative, with invented names and details.
Mistakes to Avoid
- Sending a template to everyone. Interviewers compare notes. Make each email at least slightly different.
- Typos and wrong names. Proofread, and check the spelling of every name and title.
- Writing a long essay. Keep it under about 150 words.
- Being generic. A line like "I am a great fit" proves nothing. A reference to the conversation does.
- Bringing up salary or demands.
- Sounding desperate. Confident and warm beats pleading.
- Waiting too long.
For the closing of your email, see email sign offs. To open it well, see how to start an email.
Write It With Help
The free email generator can draft a thank you email from the details of your interview, and our cover letter generator and cover letter writing page can help with the rest of your application. If the job did not work out, you may be writing the other kind of letter next. See how to write a resignation letter when you take a new job.
What a Thank You Email Cannot Do
It will not make up for a poor interview, and it will not decide a hiring process that is already settled. Some companies make decisions before your email arrives. It is still worth sending, because it costs little and shows professionalism. Do not rely on it, and do not send a follow up every day.
