When you are conducting a job search, an effective thank-you letter after an interview can leave a positive impression with an employer. This, in turn, will help to distinguish you from other candidates. A thank-you letter can be sent via e-mail, a hand-written note or a formal letter.

Use your knowledge of the organization and the hiring timeline to determine the best method. If they will be making a decision in the next day or two, use e-mail to get the note to them in time. If it is a conservative employer, a formal letter might be best. If they are an organization that values a personal touch, go with a handwritten note. If you don’t know what kind of thank-you letter to send, you probably weren’t paying close enough attention during the interview!

  • Ask for a business card from the person who is interviewing you. If one isn’t available, be sure to get all the necessary mailing information.
  • You should send the letter within 24 hours following the interview.
  • Always address a thank-you letter to a specific individual, not just the general title “Director of Personnel.” Be sure the name is spelled correctly.
  • Make sure your thank-you letter is business-like in appearance. It should be printed on the same paper stock as your resume. Always have someone proofread your letter before sending it.
  • Write each thank-you letter separately, even if you follow a similar form for each letter. The letter should highlight what was discussed in your interview and reiterate your qualifications and continuing interest.
  • Once you receive and accept a job offer, send your new employer a thank-you letter. This is an effective way to get a good start in forming a positive relationship with your new employer.
  • Thank-you letters in response to telephone conversations and informational interviews should be short. Restate the major points of the conversation and express your appreciation for assistance.
  • If you withdraw from consideration for a position or turn down an offer, send a polite and positive thank-you letter which leaves the door open for future consideration.
  • In response to a rejection, follow a similar format. Express your gratitude for being considered, as well as your continuing interest in working for the company.
  • If you terminate employment for any reason, send a thank-you letter to your former employer. Be positive–this letter can “clear the air,” if necessary and generate positive references.

See a sample thank you letter.