After the interview, many job candidates are left with a lingering question of etiquette. This uncertainty often centers on the follow-up, and whether sending a thank you note is a respected tradition that demonstrates professionalism or an outdated gesture that no longer carries weight.
The Definitive Answer and Why It Matters
You should almost always send a thank you note. Failing to do so can be a missed opportunity, and in some cases, a misstep that harms your candidacy. Some reports indicate that nearly one in five interviewers have dismissed a candidate specifically because they did not send a thank you note. With a majority of job seekers reportedly neglecting this step, sending a note is a simple way to stand out from the competition.
The act of sending a note does more than just show good manners; it serves a strategic purpose. It signals to the employer that you are thorough, detail-oriented, and genuinely enthusiastic about the position. When a hiring manager is weighing two equally qualified candidates, a well-crafted thank you can reinforce your interest and professionalism, potentially tilting the decision in your favor. It’s a final chance to make a positive impression.
This follow-up is not about securing a job you are otherwise unqualified for. A thank you note will not rescue a poor interview performance or make up for a lack of required skills. Its power lies in close-call situations where you and another candidate are neck-and-neck. The note contributes to the overall picture the employer has of you, demonstrating that you reflected on the conversation and are still eager about the opportunity. It’s a small investment of time that can yield a significant return.
Choosing Your Format
The two primary formats for a thank you note are email and a traditional handwritten card. Email is the standard for most industries. Its main benefit is speed, ensuring the hiring manager receives your message quickly while the interview is still fresh in their mind. This is valuable in fast-paced sectors or when a company is making a swift hiring decision.
A handwritten note, on the other hand, offers a personal touch that can leave a lasting impression. In traditional or conservative fields, or for senior-level positions, a physical card can stand out from digital communication. It conveys a level of thoughtfulness and effort an email might not.
The decision between email and a physical card should be guided by the company culture and the hiring timeline. If the company has a modern, digital-first presence, an email is the safest and most appropriate choice. If you opt for a handwritten note, it must arrive within a day or two of the interview, as a note that arrives after a decision has been made loses its impact. This makes email the more reliable option for most job applicants.
What to Include in Your Thank You Note
Your note should be personalized and professional. If you met with multiple people, it is best to send a separate, personalized note to each individual. Be sure to include the following elements:
- A personalized greeting: Always begin by addressing the interviewer by name. Double-check the spelling to ensure it is correct, using the name they introduced themselves with.
- An expression of thanks for their time: Following the greeting, get straight to the point. The first sentence should be a clear expression of gratitude for the time they took to speak with you about the specific role.
- A reiteration of your interest in the role: It is important to explicitly state that the interview confirmed or strengthened your interest in the job. This reassures the hiring manager that you are genuinely enthusiastic about joining their team.
- A specific point from the conversation: This requires the most personalization. Reference a specific topic or project you discussed during the interview to prove you were actively listening and help the interviewer recall your conversation.
- A professional closing: Conclude your note with a simple closing like “Sincerely,” or “Best regards,” followed by your typed name. This maintains the professional tone of your communication.
When to Send Your Thank You Note
The widely accepted best practice is to send your note within 24 hours of the interview. This window is ideal because the conversation is still recent for both you and the interviewer, allowing your message to serve as a timely reminder of your candidacy. Sending a note promptly demonstrates your efficiency and sustained interest.
Sending your follow-up too quickly, such as immediately after leaving the building, can feel automated or rushed. Conversely, waiting longer than a day or two risks your note arriving after a hiring decision has been made. Sticking to the 24-hour rule strikes the right balance, showing you are thoughtful and organized without seeming overly eager.
Common Mistakes to Avoid
One of the most damaging errors is sending a note with typos or grammatical mistakes, as these suggest a lack of attention to detail. This can undermine the professional image you are trying to project. Always proofread your message carefully before you send it; reading it aloud can help you catch awkward phrasing.
Another common pitfall is sending a message that is too generic. Using a standard template without any personalization will not be effective. The goal is to build on the specific conversation you had, not just to check a box. A note that could be sent to any company will likely be ignored.
Keep your message concise and focused. The thank you note is not the place to write a lengthy letter or recap your entire resume; it should be a brief, professional courtesy. Avoid being overly informal or pushy in your tone, maintain a respectful distance, and do not make demands about the next steps. Refrain from attaching your resume again or introducing new information.