Interview Follow Up: Thank You Notes

by Brenda L. Peterson, The Layoff Lady

Adding Value Through Communication

It’s amazing how much of the job search process involves waiting to hear back and trying to communicate with the hiring team in a way that adds value. One easy way to strengthen your relationship with the hiring team is by sending a thank you note.  While you could send a paper thank you note, I usually opt for a thank you email message given the prevalence of virtual interactions. 

But Why?

During the interview process, your main goal is to position yourself as someone who would be an excellent direct report to the hiring manager and an awesome team member for your future coworkers. One easy way to be more likable is to be grateful and appreciative of people and their time. Sending a thank you email is a great way to do just that.

Thank You Message Basics

Sending a thank you message is another chance for your interviewers to see your name and have a positive experience with you. Who doesn’t like to be thanked for doing a thing? 

Here are key details to include in your post-interview thank you message:

• Their first name
• Names of other people in your interview
• That you are still interested in the role
• The position for which you applied and when you interviewed
• Your contact information

Here’s the core content to include in a thank you message:

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Hi, Peter.

Thanks so much for meeting with me earlier this week to discuss the Super Cool Support Manager position with Best Company Ever. It was great getting a chance to talk with you, Paul, and Mary about the support team and this opportunity. I am definitely interested in learning even more about the role.

If you have additional questions, feel free to contact me via email at [email protected] or via text/phone at 555-555-5555.

Thanks again!

--Brenda

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Next Level Thank You Message Magic

In addition to the basic message, without writing a full-on manifesto, take the time to add a little more relevant information. This is an excellent opportunity to add more details and value to the interaction. This will also help make you more memorable. Here are a few suggested points to cover:

• Include something you discussed during the conversation or detail they mentioned about themselves or the role.
• Send a separate thank you email to each of your interviewers. Add details specific to each person.
• Include a list of skills you bring to the table.
• Include work samples or follow up on any questions they had during your interview.
• Share a resource to follow up on a topic you discussed.

Here's what the message to the hiring manager might look like:

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Hi, Peter.

Thanks so much for meeting with me earlier this week to discuss the Super Cool Support Manager position with Best Company Ever. It was great talking with you, Paul, and Mary about the support team and this opportunity. Learning about your new knowledge base and help desk ticket prioritization model was great. I’m excited to join an organization committed to documentation and continuous process improvement.

As we discussed, here are a few relevant skills I bring to the table:

• Technical writing and setting up knowledge base categories and hierarchies
• Implementing informal mentoring programs 
• Leveraging projects as developmental opportunities for call center staff
• A methodology for keeping KB articles current

In addition, here is the link to the article I mentioned entitled “18 Knowledge Base Examples That Get It Right." ​Chapter 9 in this article covers some of the metrics we were discussing:

https://www.helpscout.com/helpu/knowledge-base-examples/

If you have additional questions, please feel free to contact me via email at [email protected] or by text/phone at 555-555-5555.

It was great getting a chance to talk with you—and I hope you have a great time on your fly-fishing trip this weekend!
​
--Brenda

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Here's what a message to one of your future coworkers, Mary, might look like:

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Hi, Mary.

It was great meeting you earlier this week to discuss the Super Cool Support Manager position with Best Company Ever. I enjoyed talking with you, Paul, and Peter about the support team and this opportunity. My experience working at Not Quite As Cool Company will help me add value to the team.
 
I also hope you have fun on your upcoming trip to Minneapolis. As a fellow coffee lover, I suggest you stop at Dogwood Coffee Company. It’s honestly the best cup of coffee I’ve ever had and well worth the trip. It sounds like you’ll be staying not too far from their Northeast location. Here is the address:

https://www.dogwoodcoffee.com/pages/locations
 
If you have additional questions for me (professional or coffee related), feel free to contact me via email at [email protected] or via text/phone at 555-555-5555.
 
Thanks again!

--Brenda

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Thank You Note Timing

I used to quickly send thank you messages right after I completed an interview. That way, the message would arrive in each person's inbox within a half hour after our conversation.

​Now, I wait until the next day, or even two days, to send the thank you. This puts time between our initial conversation and when they get this "remember me--I exist, and I'm awesome" message. Much like commercials, ads, or billboards remind you of the existence of a product or service you might want, I used my thank you messages as a second touchpoint with that person. 

Learn More

• ​The Layoff Lady: Interview Preparation - The Initial Phone Screen
• The Layoff Lady's Ultimate Guide To Answering The Question, "I Just Got Laid Off--Now What Do I Do?"​
• The Layoff Lady Book: Seven Lessons From Seven Layoffs: A Guide​