Format for Writing an Interview Thank You Letter

Thank You with Pen
Copyright T_kimura/E+/Getty Images

You can use a format for writing an interview thank you letter to make the best impression possible with the hiring manager. It is important to include and reiterate information about why you are a strong candidate for the position, as well as to express your thanks for the interviewer’s time and consideration.

It’s also an opportunity to clarify or mention things you talked about in the interview, or wish you had brought up.

Your letter is your chance to reinforce your candidacy for the job as well as to show your appreciation for the meeting.

Thank You Letter Format

Contact Information: (Your contact information)

Your Name
Your Address
Your City, State, Zip Code
Your Email Address
Your Phone Number

Date

Contact Information: (The person you are writing to)

Name
Title
Company
Address
City, State, Zip Code

Greeting:

It’s best to use a formal greeting: “Dear Mr./Ms. Lastname.”

Body of Thank You Letter:

Keep it simple and focused. Single space your letter and leave a space between each paragraph. Use the typical left justification. A plain font like Arial, Times New Roman, or Verdana is recommended for clarity. Select a font size of 10 or 12 points. Any smaller can be difficult to read, and larger will either put you over the recommended one page limit, or make it look like you didn’t have anything substantial to say.

The first paragraph of your letter should thank the hiring manager for taking the time to interview you.

You should also mention the position you interviewed for. If there were multiple people in the room, mention the others by name and express your thanks to them as well. You’ll likely be sending them each a personalized note, but it’s good practice to acknowledge everyone.

The second paragraph of your thank you letter will include the reasons why you are a strong candidate for the position.

List specific skills that relate to the job you interviewed for, and provide concrete and quantifiable examples for illustration. You probably discussed most of the best reasons during the interview, but it’s a good opportunity to remind the hiring manager of just how much value you would add to the company if they hire you.

The third paragraph, if you need it, would include information about your qualifications that you wish you had mentioned during the interview, but didn't get a chance to discuss. Maybe you wanted to provide some percentages or numbers to clarify your contributions, and needed to verify them- including them here is your opportunity to increase your chances of moving to the next phase of the hiring process.

In your closing paragraph, reiterate your appreciation for being considered for the job and let the hiring manager know you are looking forward to hearing from him or her soon. If you plan to follow up, you can let them know here when and how you will do so.

Closing:

Use a formal closing like: Best Regards, Regards, Sincerely, or Sincerely Yours.

Signature:

Handwritten Signature (for a mailed letter)

Typed Signature

Pay Attention to the Details

Leave a blank line after the salutation, between each paragraph, and before the closing.

Make sure to proofread carefully, and if you can, have a friend look it over as well. Typos and grammatical errors look sloppy and can cost you the job.

Email Thank You Messages

When the company is making a hiring decision quickly, it's appropriate to send an email thank you message. That way you'll be sure the hiring manager gets it in a timely manner. You will format your email slightly differently than you would a formal letter. 

  • Start with the Subject, which should be “Thank You - Your Name.” You might want to include the title of the job you interviewed for as well.
  • Omit all the contact information and the date, and begin with your greeting.
  • The body of your letter will be the same, as will the closing.
  • Your signature will include your contact information.
  • It’s important to remember that an email is still professional correspondence, and should not include abbreviations, slang, or emojis.

    Handwritten Thank You Notes

    Handwritten thank you notes are also an option, if time permits.

    • Use a simple embossed or monogrammed blank card.
    • The addresses will be included on the envelope, so your note should begin with the date, followed by the greeting on the next line.
    • The body of your letter will be the same.
    • In your closing paragraph, you should include your contact information: “I can be reached by email at joesmith@email.com or cell phone 555-666-1212.”
    • Your closing is followed by your signature.
    • Make sure your handwriting is impeccable, and your grammar and spelling are correct.

    More About Saying Thank You

    Writing Thank You Letters
    How to write a thank you letter including who to thank, what to write and when to write an employment-related thank you letter.

    Thank You Letter Samples
    Thank you for a job interview, internship thank you letter, thanks for the informational interview, thanks for job search help and a variety of additional interview thank you letter samples.