A successful interview consists of many parts, the preparation, presentation, excellent verbal skills, body language, articulation, and even asking intelligent questions at the end of the interview.
However, there is still one last step, which is very important in the interview process. This final step is writing the thank you email to the interviewer.
A thank you email to the interviewer not only shows the interviewer that you are polite and professional, but it can also keep you fresh in the interviewer’s mind when he is considering the applicants.
When Is the Best Time to Write a Thank-you Email?
Timing is key in this process. While you do not want to send the thank you email to your interviewer as soon as you step out of the office, you also don’t want to be too late, and possibly, already forgotten.
Typically, you should send the thank you email to your interviewer within 24 hours of completing the interview. However, keep in mind that you should send the email at an appropriate hour, and not risk your email getting buried in spam folders or lost in the junk mail at odd hours of the night.
The best time to send your thank you email would be around the time when the interviewer would arrive at their workplace and open their emails.
How to Write a Thank You Email After Interviews?
Subject Line- Start your email by adding the subject line. You should not try and sound too unique or creative in this line. Keep it short and to the point, and make sure to add ‘Thank you’ so that the interviewer knows what the email is about.
Salutation- The safest bet is to stick to a simple salutation like, “Dear Mr./Ms./Dr. …..”.
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In case you are sending a Thank You mail to several interviewers, make sure that you double or even triple-check that you have put in the appropriate names and spelt them correctly.
Another thing to remember is that if your interviewer is female, you should stick with ‘Ms.’ Instead of ‘Mrs.’, even if you know, the interviewer is married.
Opening Paragraph- This will be the essential part of your Thank You email. Sound as sincere as possible in your email, and avoid using thank you email templates of the net, as the interviewer will be smart enough to tell the difference.
Thank the interviewer for the time they spent talking to you. You may add one line about something about the interview process which interested you or stood out to you.
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After this, you may add something about the position being offered to you in the company or just something about the company which seems interesting or exciting to you. You can end the opening paragraph by adding a line about how you feel confident in yourself about how well you would fit into the company.
Body of the letter- For this part of the email, it is best to keep it brief. However, this part of the email also helps you in building a rapport with your interviewer, so make sure that you word it well.
For the body of the letter, you can add points like:
- Your strengths or strong points which can help you in this company
- Adding a strong point about yourself, you may have forgotten to add in the interview or wish to remind the interviewer of
- Refer to some specific point in your interview (this will show the interviewer that you were paying attention during the interview process)
- You can mention to the interviewer how the interview process made you more interested in the company, or maybe add an open-ended question in this last line.
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Conclusion- Finally, to wrap up your thank you email, add another ‘thank you’ in some way, and express your interest in working for the company. In case the interviewer has mentioned during the interview a specific time frame within which you would hear back from the company.
You can specify this in your conclusion like- “I look forward to hearing from you next week.” However, if no time frame was mentioned, it is best to completely avoid this line so that you don’t sound pushy.
Sign Off- Sign off the email using the format- Sincerely, Your First Name, Your Last Name. Make sure that you add your personal contact information so that the interviewer can get back to you if they have any further questions for you.
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You can also add any other relevant information in this last line, such as a link to your LinkedIn profile, or any different online portfolio you might want to share.
A few important things to remember while writing your Thank You email are;
- Keep your tone professional at all times. However, you also don’t want to come across like a robot. Keep the office culture in mind and go through any Thank You email templates online to get an idea of how your tone should be.
- Don’t make your Thank You note too lengthy. Your interviewer might skip through most of the portions of it, so it is best to keep your Thank You note short, crisp and to the point.
- Always remember to recheck the interviewer’s email address, name and spelling before you send the Thank You email. Once you submit the email, there is no turning back!
- Don’t send the Thank You email immediately after your interview, however, avoid sending it during odd hours of the night as well, as it is just inappropriate to do so.
- Avoid adding any personal details or information which is not relevant to the interview or the job.
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It is always a good habit to send a Thank You email to your interviewer after the interview, and it can help you create a good, lasting impression in the interviewer’s mind. Of course, be careful of what you are putting into the email, proofread it, check the spelling and grammar, and only then send it to your interviewer!