How to Write Thank You Notes

by Pete Kistler • May 13, 2009 • View Comments

A common question we get asked is how to write thank you notes? Most people don’t send thank you notes at all. Which is exactly why you need to learn how to write thank you notes: so you can leave a better impression than the candidates competing for your dream job.

In fact, not sending a thank you note after an interview makes employers think that you are not serious candidate.

“One manager I spoke with said it’s not that he cares to be thanked necessarily,” says Kathy Milano of Thank-You-Note-Samples.com, “but he believes that someone who doesn’t write a thank you shows a lack of interest in the job, a lack of thoroughness, and is basically not a serious candidate.”

The moral? Don’t lose opportunities by forgetting the vital last step of the job hunting process.

How to write thank you notes - a step by step guide

State the position you want. Company X is probably filling positions beyond yours. So make their lives easier by re-stating the position you’re applying for. When you make their lives easier, they like you more, period.
Confirm you’re still interested. The hiring process can take a few weeks. Company X doesn’t know if you’ve already accepted a job offer at another company. So confirm that you’re still interested in the position.
Mention something specific you talked about. Bring up something to remember you by in a positive way: “I was impressed by the team spirit among the employees I met,” or, “It was great chatting about Harleys when you saw my motorcycle.” Specific items stick in a hiring manager’s mind. Give them a way to differentiate you from the other candidates.
Optional: Provide two references. If you state “references available upon request” on your resume, don’t be afraid to follow up with their info on your thank you. This simply drives home the fact that you’re not afraid to be represented by your colleagues. (Do give each reference a call before hand to let the know they might be contacted, and remind them of any key accomplishments they should mention to emphasize your strengths).
Provide your phone number. Show that you care about their hiring decision and want to hear from them in person. Many applicants kill their chances by hiding behind their email address.
Don’t use “I” more than “you.” The word “you” is one of the twelve most powerful words in the English language. Use it to your advantage. Genuinely express your thanks and make sure “you” appears more than “I.”
Don’t boast about your skills. Company X has your resume. And you literally just interviewed with them. So don’t send them a page describing why you’re a good fit for the company. All they want to see is that you’re serious enough to send a follow-up thank you note – not an essay about why they should hire you.
Begin and end with “thank you.” Open with “thank you” and close with “thanks again.” Drive home your gratitude for their time spent interviewing you.
Write a note to every interviewer involved. If interviewed by a panel, send each individual a thank you note. If you’re brought in for multiple rounds, write thank you notes for each round. You do want this job, don’t you? Show them you’re serious about it!
Have two people proofread it. Seriously. If your thank you note has a typo, hiring managers will laugh with their colleagues about it.
Read it out loud. If your note sounds strong after reading it out loud, cross your fingers and…
Send it via snail mail, not email. Hiring mangers get too much email. Send something tangible to make their day. If competing candidates thank them via email, you are already elevating yourself above the competition.

Sending thank you notes demonstrates professionalism, respect, punctuality, attention to details and politeness. It’s the very last thing a hiring manager sees before making a decision – a decision that decides your working life. Now check out the related posts below to see if the rest of your career toolkit is up to snuff. Good luck! If you have additional questions concerning how to write thank you notes please check out some of our related posts: