thank you letter for phd interview

Writing a Grad School Interview Thank You Email

• Early Career

So you’ve decided to embark on a new and exciting journey in your education by applying to a graduate school program. You join the ranks of many other scholars who seek to advance their education.

Low and behold, with an exceptional grad school application, you have moved forward in the process of completing an interview with the university. What comes next? You may think that all that is left is to wait and see if you are accepted into your chosen program. However, you may be missing the extra step of sending a grad school interview thank you email.

Why You Should Send a Thank You Email After Your Grad School Interview

Many prospective students do not follow up with the university they interview with either because they don’t believe it is necessary or because they don’t know to. With this extra step of sending a friendly thank you letter after your graduate school interview, you will be on the interviewer’s radar as an enthusiastic candidate. Also, the interviewer will see that you are genuinely interested in their graduate school and take the process seriously. Going that extra mile might mean the difference between acceptance and denial.

Best Time To Send Your Post-grad School Interview Thank You Email

The best time to email your grad school interview thank you is within 24–48 hours after completing your interview.

A grad school interviewer will often interview several candidates in anticipation for the upcoming semester. Email them any later and your email may be out of context from the interview haze. Or worse, the interviewer may get the impression that you are inconsiderate or forgetful.

The clock starts ticking as soon as you leave the interview, but don’t let this timeframe rush you to send a poorly written email. Take some time to evaluate your performance, and make notes on interesting talking points. The following list is a good starting point for compiling ideas.

• What interested you about the degree program
• Some of the strongest answers you had given
• Any information the interviewer provided that stuck with you

This isn’t all of the information that you should put in your thank you email. Keep reading to learn about essential thank you email components.

Information to Include in Your Thank You Email

The point of your post-grad school interview email is to thank the interviewer.

A generic thank you email is inauthentic and won’t cut it, here. Grad school interviewers will often interview several candidates in a small period of time. You must insert unique identifiers that’ll make your interview memorable.

In addition to the notes that you took post-interview, consider adding the following notes to your grad school interview thank you email.

• Elaborate on why you are thankful for the interview
• Show appreciation for the interviewer’s time
• Restate your interest in their grad school program
• Give one fact about why you would make a good candidate

You’re well on your way to writing a thank you email. Review the samples below to guide your writing process.

Winning Grad School Interview Thank You Email Samples

Once you’ve compiled a few talking points, you’re ready to write your thank you email. Don’t be overwhelmed by the task! The email doesn’t have to be a thesis—a few short paragraphs will do. Below we have listed some examples that you can personalize instead of simply copy and pasting.

Sample Grad School Interview Thank You Email #1

Dear Dr. LaCroix,

I wanted to reach out and thank you for taking the time out of your busy schedule to interview me for the Creative Writing Program at Northwestern Arizona University. I appreciate that you were able to go over some of the aspects of the program which make it unique. The most appealing part of the Creative Writing Program that you shared with me is working with publishing houses based in NYC.

Your advice on having me submit more of my creative writing to larger publications helped motivate me to get my work to a wider audience. I enjoyed your feedback on my writing style, and I believe that I would be an ideal candidate for Northwestern Arizona University’s program due to my dedication to the art of storytelling. I look forward to hearing from you once final decisions are made. Once again, thank you for the opportunity to interview with you.

The beginning of this letter starts with thanking the interviewer, then explains specifically what the student was thankful for. The student also touched on specific aspects of the interview so that the recipient would remember the student. The email ends with a call to action and restates the thank you.

Sample Grad School Interview Thank You Email #2

Dear Dr. Scheibel,

I wanted to thank you for generously considering me for the Masters of Biology program at MIT. I know that you have a busy schedule, and I appreciate your time interviewing me and sharing some of what makes MIT unique.

The interview with you shed some light on what I can expect in the program. I especially like how MIT has biology research labs on-site and opportunities for internships. I believe that my background in working in a biomedical research lab for the past two years has prepared me for the next step in my career, which is obtaining my graduate degree to study microbial diseases.

Again, thank you for your consideration, and I look forward to hearing from you on your final decision.

Again, the sample grad school thank you email opens with a thank you. The opening also acknowledges that the interviewer has a busy schedule and is doing you a favor by taking the time to interview you. The email further mentions a specific program detail that the interviewee likes and why. The letter ends with why they would be a good candidate and thanking the interviewer. The call to action motivates the interviewer to maintain contact with the writer.

Sample Grad School Interview Thank You Email #3

Dear Dr. Roderick,

I hoped to reach out and thank you for talking with me about the opportunity to study mathematics at UCLA’s Mathematics Graduate Program. Your dedication to interviewing me with your busy schedule shows me how concerned UCLA is with considering candidates for their graduate programs.

Thank you for explaining how the library at UCLA has its own collection of mathematic resources that I could use while studying. Because of my experience in tutoring math at the undergraduate level, I think that I would be able to accomplish my dream of teaching mathematics at a university.

I am happy to have learned more about the program and hope to hear from you when final decisions are made.

The opening paragraph is focused on thanking the interviewer and why the writer is thankful. The second paragraph details a few of the interviewer’s talking points to show that the writer was paying attention during the interview. The author then writes a background sentence on why they should be admitted to the graduate program. The last paragraph summarizes the grad school interview thank you in just one sentence.

Connect with the Best Resources for Grad School Interviews

Whether you are at the point of sending out that professional thank you letter after your grad school interview or still going through the process of interviewing, InterviewFocus has the tools you need to make the best impression possible.

Future graduate students already know the definition of hard work and dedication. This also translates to how much effort and preparation you put into an upcoming grad school interview. With InterviewFocus, you can take advantage of their mock interviews , which give you personalized feedback on your eye contact, filler words and even facial expressions.

Get interview ready for graduate school with InterviewFocus !

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How to Write a Thank You Email After an Interview

• Christopher Littlefield

Advice on what to say — and what not to — along with sample email templates.

You’ve updated your resume, written your cover letter, and prepared for your interview. Now it’s time for your thank you note to seal the deal. In this piece, the author outlines what to say — and not to say — in your thank you email to interviewers and answers common questions like: How much detail should you include? When should you send it? And why is it important to do? He also includes three sample emails to use as a guide.

You’ve just finished an interview for a job opportunity you’re really excited about. You know you should send a thank you note to your interviewers, but you’re not sure what to write. How much detail should you include? Should you send an email to every person you interviewed with? And what’s really the best way to follow up ?

• Christopher Littlefield is an International/TEDx speaker specializing in employee appreciation and the founder of  Beyond Thank You . He has trained thousands of leaders across six continents to create cultures where people feel valued every day. He is the author of 75+ Team Building Activities for Remote Teams—Simple Ways to Build Trust, Strengthen Communication, and Laugh Together from Afar . You can follow his work through his weekly mailing  The Nudge .

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Sending a Thank You Note after an Academic Interview

Have you considered sending a thank you note after an academic interview? If you sent one, did you feel awkward, hopeful or optimistic once you have written it?

The idea of sending a thank you note after an interview is nothing new. Many of us, however, consider it solely a gesture to win the interviewer’s favour. According to Peter Steyger, Professor of Otolaryngology at Oregon Health & Science University:

“Sending a thank you note is a good courtesy to have. In practice… it does not and should not sway the interviewer. However, it helps to reinforce an interviewer’s initial opinion of the applicant. It can also help to refresh the interviewer’s memory whilst alleviating any worries that they may have about fitting into the department.”

Professor Steyer affirmed that thank you notes can be useful. They can ease doubts about the applicant. They can be a polite gesture. And they can affirm the interviewer’s opinion of the candidate.

Who to send it to?

Before you find yourself in front of an academic interview panel, you should already know who your interviewers are. This will help you to prepare your answers by tailoring them to their individual areas of interest. Knowing who is on the panel will help you to prepare your thank you note prior to the interview. Be sure to send a personalised note to each interviewer and do include the HR representative (if they are present at the interview).

How to send it?

Ideally you should send off your thank you notes on the day of the interview. Some candidates prefer to email their notes after the initial sessions and others like to send a handwritten note after the final interview. Consider the type of organisation you are applying to. Is it a well-established and formal organisation or is it a young, entrepreneurial and informal organisation? The more formal the organisation, the more you could be expected to send thank you notes after the interview(s).

What content to include?

Keep it clear, concise and bespoke. Aim for less than a page. Show appreciation of the interviewers’ time and paraphrase the discussion. You could reiterate your existing and proposed research to refresh their memory. You could relate your research to their specialties to show the mutual benefit for both applicant and interviewer or the department. If you are applying for a teaching position, reiterate your skills and experience, and include any relevant achievements.

Professor Steyger reminded me to be sincere and genuine. With the right approach, thank you notes can be received in the best possible light.

For more interview tips see:

• Video Interviews – How to Prepare
• Succeeding in Academic Interviews
• Top Ten Tips for Preparing for Academic Interviews
• Top 5 Academic Interview Answers

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Henrietta Nagy

Henrietta Nagy is a seasoned portfolio worker with over 10 years’ experience in the UK education sector. Henrietta writes educational content, designs academic courses, delivers university lectures, mentors entrepreneurs, and provides career development coaching. One of Henrietta's recent organisational clients is the Oxford University where she has facilitated over 100 hours of learning events. With 9 years of higher education studies internationally (including an MBA), she has worked with CEOs, academics, scholars, managers, women entrepreneurs, academic administrators and other consultants.

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How to Write the Perfect Interview Thank You (with Examples!)

Lisa Freedland is a Scholarships360 writer with personal experience in psychological research and content writing. She has written content for an online fact-checking organization and has conducted research at the University of Southern California as well as the University of California, Irvine. Lisa graduated from the University of Southern California in Fall 2021 with a degree in Psychology.

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Had an interview that went well? That’s great, but you’re not quite done yet. Following an interview, it’s of utmost importance to send a thank-you email or letter to those who interviewed you. These not only show that you truly want the position, but also indicate that you’re organized and diligent. Both are qualities that employers look for in new hires. To learn how to write that perfect interview thank-you, keep on reading!

Related: Scholarships360’s free scholarship search tool

Why should you write a thank-you letter after an interview?

Not only are thank-you letters a show of an applicant’s interest in the position, good manners, and organization, but some employers even expect them. Ultimately, they are another chance to influence your employer’s decision before they actually make one, and they typically work in your favor. 

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In fact, approximately 68% of U.S. hiring professionals found thank-you emails to take on a greater importance when evaluating a candidate. Considering that most candidates tend to not send them out after interviews, sending a thank you will make you stand out from the crowd!

Although handwritten letters are certainly more personal, they take much longer to write and send out than emails. Thus, by the time your letter finally reaches your interviewers, they may have already decided on a hiring candidate.  So, even if you’re planning on sending a handwritten letter, we highly recommend also sending a thank-you email within 24 hours of your interview. This will reach your interviewers far quicker, and they will likely still appreciate the gesture.

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How to write an interview thank-you letter.

Writing the perfect post-interview thank-you letter (or email) is all about knowing the steps (or, generally, what to include in it). What are these steps, and what should be included in the email?

Take a look at our outlined steps below to find out how to write the best possible interview thank-you letter and secure your new position.

1. Write a clear subject line

The first thing that employers (or anyone) see before opening an email is the sender and, more importantly, the subject line. Thus, it’s best to choose a subject line that clearly conveys your message. If you want to go with something a little more formal, consider something like:

• “Thank you for your time”
• “Thanks for the interview yesterday” (or today, depending on when it was)
• “I enjoyed learning more about [ Company name ]”

Alternatively, if you want to go with something a little more casual, feel free to choose one of these options:

• “Thank you, [ Interviewer’s Name ]!” 
• “Great meeting you [ yesterday/today ]!”
• “Thank you!”

And that’s it for the subject line! What’s next?

2. Start with a greeting

Once you’ve gotten your subject line down, it’s time to get into the actual content of the email. Wondering about the best way to do that? Start off with a personal greeting!

There are a few common ways of doing this, including “ Hello [Interviewer Name] ” or “ Dear [Interviewer Name] .” When greeting your interviewers, remember to address them with the name they provided to you, which is typically either their first name or title.

If you were interviewed by more than one person, it’s best to send thank-you notes to each of them (each with their own, unique personal greetings).

3. Show that you’re appreciative

After your greeting, it’s always best to start with an expression of gratitude. Thank your interviewer(s) for taking the time to meet with you, and for considering you for the position. Remember to be genuine and include the specific job title, as employers or hiring managers may be assessing applicants for multiple positions at once.

And, if you have anything else you want to thank your interviewer(s) for, you can do that here too.

4. Re-emphasize your interest in the position

While it’s important for your employer to know that you’re qualified and ready for the position, they also want candidates who are eager and enthusiastic about joining the company. So, when writing your thank-you email (or letter), be sure to re-emphasize your interest in the position.

Alternatively, if the interview helped you realize that you’re actually not as interested in the position as you thought you would be, make sure to state that in your email instead! This will help employers narrow down candidates, and your honesty will certainly be appreciated.

5. Mention something specific you discussed in the interview

Thank-you emails are written for many reasons. Most of all, though, they are written to stand out from other applicants. So, how can you make sure your email does just that?

Well, one way is by personalizing your thank-you email. This can, and ideally should, extend beyond the greeting. To make your email as individualized as possible, mention something specific that was discussed in the interview. This may be something that was particularly interesting to you about the position or the company itself, but be sure to explain why it stood out to you. If possible, elaborate on how your skills and experiences can help the employer reach company goals (especially if they’re relevant to what you just mentioned!).

6. Let them know that they can contact you for further information

Close off your thank-you letter by prompting your interviewer(s) to take the next step and let them know that they can contact you for further information (or a reference, another interview, etc.). Something along these lines will do the trick:

“ Please feel free to contact me should you need any additional information that could assist with the decision-making process. ”

7. Sign-off, professionally

Finish off your thank-you email by once again thanking your interviewers. Then, sign off with a “Sincerely,” (or “Best,” “Warmly,” “Thank you for your time,” etc.) followed by your full name. 

Be sure to list your basic contact details (i.e. email address and phone number) below your name, to make it easier for the hiring team to contact you if any further information is needed. 

And with that, you’re done! Let’s take a look at what such emails should look like when each step is completed.

Related: 15 scholarship interview questions (and how you should answer them)

Sample thank-you email examples

Thank-you emails typically come in one of three forms: short and sweet, formal, and informal. Whichever you decide to do is up to you, but choose wisely! To help you figure out which type may be best for your circumstances, take a look at our examples down below.

Remember: Do NOT simply copy and paste these into your email! The more individualized your thank-you email is, the better. In addition, you don’t want your potential employer to think that you are prone to plagiarism. Without further ado, let’s get into the examples!

1. Short and sweet thank-you email

Subject Line: Thank you [Interviewer’s Name]! Hello [Interviewer’s Name], Thank you so much for taking the time to meet with me to discuss the [position name] position today. It was a pleasure to learn more about the position and about working with the consulting team. Our discussion made me even more excited to join [Company name]. I was particularly interested in [something you discussed during the interview]. Considering this, I think that my [relevant skills and experiences] would make me an excellent candidate for this role. I look forward to discussing this position with you more in the future. Please don’t hesitate to reach out if you need any additional information. Thanks again for your time! Best, [Your name] [Your email address] [Your phone number]

2. A more formal thank-you email

Subject Line: Thank you for meeting with me Dear Mr./Ms. [Interviewer’s Last Name], I just wanted to take a moment to thank you for taking the time to meet with me to discuss the [position name] position with [Company name] earlier today. It was incredibly meaningful to have such a conversation with someone who took the same path as I did and who holds the same business beliefs that [mention something specific you discussed]. Our conversation convinced me that this position would be a perfect fit for me, considering my [relevant skills and experiences]. The [mention something you discussed] that was mentioned is very similar to work I excelled at my previous company. Thus, I deeply believe that I could make a valuable contribution in this position, if given the opportunity.  I look forward to discussing this opportunity with you more. Please don’t hesitate to contact me should you need any further information. Thank you, [Your name] [Your email address] [Your phone number]

3. An informal thank-you email

Subject Line: Thank you for the opportunity! Hi [Interviewer’s Name], I really enjoyed talking with you yesterday and learning more about the [position name] position at [Company name]. Our conversation about the [position name] was inspiring and made me even more excited to join the team and help [increase profits/attract new customers/anything else you’d be doing]. The [mention something discussed in the interview] you mentioned was very similar to work I did at my previous role. Thus, I think this position would be a perfect fit for me, considering my [relevant skills and experience]. Please don’t hesitate to contact me should you need any further information. Thanks so much again! Best, [Your name] [Your email address] [Your phone number]

Additional resources

We offer plenty of resources for students who seek advice on how to get internships and also how to turn an internship into a job after you have one. Read our step-by-step networking guide so that you make the most of your college connections. Maybe you recently earned your degree and need some tips on how to find a job after graduation ? We can help with that as well! Thinking of going to grad school for a master’s degree? Weigh out the pros and cons first, and if you do attend, make sure that you apply for all the graduate scholarships you qualify for! We wish you the best of luck on your journey! 

Frequently asked questions about writing an interview thank you 

When should you send a thank-you email after an interview, what happens if you do not send a thank you email after an interview, how late is too late to send a thank you email after an interview, scholarships360 recommended, trending now.

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Your chance of acceptance, your chancing factors, extracurriculars, grad school interview thank you email tips.

Hey there, even though I'm still in high school, I'm already thinking about grad school interviews (planning ahead, haha). I've heard about sending a thank you email after a grad school interview, but I'm not sure what it should include. Could you guys share some tips or examples? Thanks!

It's good to see that you're planning ahead for your graduate school interviews! Sending thank you emails after your interviews is a professional and courteous way to show your appreciation for the opportunity and to solidify a positive impression. Here are some tips to help you craft an effective and memorable thank you email:

1. Be prompt: Aim to send your thank you email within 24-48 hours after the interview. This timely follow-up shows that you are proactive and genuinely interested in the program.

2. Be concise and clear: Keep your email brief and to the point. Use proper spelling, grammar, and punctuation. Remember, this is a formal communication, not a casual text message. Aim for a message of about 3-6 sentences in length, broken up into short paragraphs for clarity.

3. Personalize the email: Address the email specifically to the person or people who interviewed you. Use their name(s) and title(s) to show respect and acknowledge their time and effort.

4. Express your gratitude: Start the email by expressing your gratitude for their time and the opportunity to learn more about the program. Be specific about what you enjoyed most about the interview.

5. Reinforce your interest and fit: Briefly remind the interviewer of your interest in the program and how you could potentially contribute to the academic community. Be careful not to rehash your entire resume—instead, focus on one or two key points that showcase your enthusiasm.

6. Mention a relevant takeaway: If there was something insightful or particularly memorable from the interview, mention it as a positive takeaway. This demonstrates active listening and can create a connection between you and the interviewer.

7. Close professionally: End the email with a courteous closing, such as "Sincerely" or "Best regards," followed by your full name.

Here's an example thank you email for a graduate school interview:

Subject: [Your Name] – Thank you for the [Program Name] Interview

Dear Dr. [Interviewer's Last Name],

I wanted to express my sincerest gratitude for the opportunity to interview for the [Program Name] at [University Name] yesterday. I thoroughly enjoyed our conversation about [specific topic or question from the interview], and it has further solidified my interest in pursuing my graduate studies in this program.

After hearing about the [unique aspect of the program], I am more convinced than ever that [University Name]'s [Program Name] aligns perfectly with my academic and professional goals. I believe my background in [relevant experience or skills] will enable me to contribute positively to the program and its community.

I appreciated the opportunity to learn more about [a memorable takeaway from the interview], and I am excited about the possibilities that the [Program Name] may hold for me.

Thank you once again for your time and consideration. I look forward to the opportunity to join the [Program Name] at [University Name].

[Your Full Name]

Remember, the key to an effective thank you email is to be sincere, concise, and personalized. Best of luck with your future grad school endeavors!

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Writing Thank-You Emails After Research & Insights Interviews

In this post, we wanted to cover a key, but often overlooked, step in the interview process: how to follow-up after your interview! If you missed them, you can also check out our previous articles on questions to ask your interviewers as well as research skills that can keep you competitive .Once you’ve gone through a few rounds of interviews, you might be tempted to think that the next step is to wait (especially if things went well), but remember it’s not over until it’s over! You always want to leave a positive impression on a potential employer throughout the process, and that includes how and when you follow-up with them.

Tips for Post-Interview Follow-Up

The art of the thank-you email.

First things first: after interviews (and yes, even virtual interviews!) it is always appreciated when the interviewee (you!) follows up with thank-you emails to their interviewers. We’ve pulled together some tips for how to send thank you emails, what to write, who to include, and the ideal timeframe:

1. Try to collect emails as you go

Throughout the interview process, do your best to collect emails from any interviewers that you speak with so you can send them a thank-you email afterwards. If you missed getting contact info from someone, try to reach out to your company contact (or recruiter, if applicable) to get any missing email addresses.

2. Write separate, personalized emails to each interviewer

Do not write the same message to everyone! Short, 4-5 sentence emails are fine, but always write unique notes to each person who interviewed you. One of the best ways to stand out is to send thank-you emails tailored to the specific conversations you had. If you had a panel interview and spoke with several people at once, each of them should still get a different email.

3. Reiterate your interest, provide specific research/insights examples if relevant

A great starting point for what to write in a thank-you email is to emphasize your interest in the company and particular role based on your conversation (i.e. “I’m excited that your research team is {implementing specific tools? leveraging certain methodologies? building out a function or area within the practice?}, and to put my expertise to use!”).If appropriate, you could also provide a link to a project or work sample that supports your note (i.e. “I know we talked about my work with Nike, here’s a quick example of some of that from my portfolio!”). Make sure not to bombard your interviewers with too many links or irrelevant information – one or two specific project examples should be enough.

4. Send the emails ASAP, ideally within 24 hours of your interviews

In terms of timing and when to send thank-you emails, the sooner you can send out thoughtful and personalized notes, the better! We always advise sending emails instead of traditional paper (snail) mail – the last thing you want is for the hiring team to have already made their decision before your note even arrives. The decision process often moves faster than the postal service, so an email that arrives same-day or the next morning is the way to go!

Managing Post-Interview Expectations

After you’ve completed the interview process and sent your thank-you notes, you may need to be patient and wait to hear back (we know this can be the toughest part!). Here are some additional tips regarding the post-interview process:

1. Look to your potential employer’s timeline for follow-up guidance

With so many teams hiring research & insights professionals , most employers are aware that the market is competitive and will try to give you a sense for timing around when they will have feedback or a decision after the interview.After you’ve sent your thank-you emails, wait to send any additional follow-up notes until after the timeline the employer has provided. If you’re working with a recruiter, they should be a good resource for letting you know when to expect a response!

2. Do your research on salary expectations

Before the job offer and negotiation process, make sure to do ample research on realistic salary expectations for your field. Burtch Works has published salary reports for research & insights professionals , but also keep in mind the targeted salary range the company has in place for the role and how compensation can vary depending on industry and location.

3. Keep your contact apprised of other interview activity or job offers

Dealing with an active interview schedule or multiple job offers can be a tricky situation, but transparency is the best policy. If you’ve been actively interviewing and things seem to be moving along quickly or your status changes with another company, make sure to let your contact know so that they can take that into consideration and try to keep pace if possible.Timing can play an integral role in any job search, especially in an active job market. Hopefully these tips provide you with a good starting point for putting together thoughtful correspondence after interviews. Best of luck in your job search, and keep an eye on the blog for more job search tips!

Interview Follow-Up: Thank-You Notes

Thank-you notes are a key part of following up after an interview. Always write a thank-you note or email within 24 hours after your interview. Check out OPIA’s  Job Search FAQs  for even more information.

Thank-You Notes: Individual Interviews

• A brief but enthusiastic thank-you note written soon after the interview can be particularly effective and should be done automatically
• Always write thank-you notes within 24 hours of your interview
• Emailing a thank-you note is common and perfectly acceptable
• Show appreciation for the interviewer’s time
• Reference key parts your conversation
• Reiterate interest in the organization/position
• Invite requests for additional information and provide grounds for follow-up
• Do not send thank-you notes to government employers, as their mail system will likely cause significant delay
• The thank-you note below is intended to serve as an example:

Dear Attorney Smith,

Thank you for taking the time to meet with me yesterday to discuss my strong interest in the internship at the Housing Rights Center. I enjoyed learning about the organization’s recent efforts to protect the housing rights of low-income tenants in Los Angeles. As an L.A. native, I am keenly aware of the challenging circumstances many residents face and admire HRC’s efforts to address the city’s persistent socioeconomic injustice. Our conversation yesterday further strengthened my interest in working for HRC this summer. Please let me know if I can provide you with additional information. Thank you again for your consideration and I look forward to hearing from you soon.

Sincerely, James Henry

Thank-You Notes: Group Interviews

• Remember to write down the name of each interviewer and later locate each person’s email address online; if possible, request a business card from each participant following the interview
• Send personalized notes to each participant, thanking each person for his or her time; or
• Send a collective note to the group
• If your interview was held by phone or video and drafting individual or collective notes and that poses a challenge, write a single note to your primary interviewer, referencing the other participants

Dear Mr. Jones,

Thank you for taking the time to interview me yesterday. I enjoyed learning about the internship at the Housing Rights Center and appreciated the opportunity to meet with you and other members of the staff. Please thank Mr. Johnson, Ms. Jones, and Mr. Williams for speaking with me about their efforts to address predatory lending practices. My experience working with recent immigrants at the Harvard Legal Aid Bureau has affirmed my commitment to working with those who encounter socioeconomic and linguistic barriers. I am very excited about the possibility of joining HRC next fall. Please let me know if I can provide you with additional information. I look forward to hearing from you.

Sincerely, Jessica Adams

Related OPIA Resources

• Sample Emails to Employers for Applications, Interview Requests, and Offers
• Application Procedures
• Evaluating Offers and Communicating with Employers

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• Ablebits blog
• Outlook templates

Thank you letter samples: after interview, for recommendation, for scholarship, and more

On this page, you will find a few examples of thank you letters as well as tips to write your own notes, email messages and letters of thanks in a professional manner.

A thank you letter, also referred to as a letter of thanks means a letter or email in which one person expresses his or her appreciation or gratitude to another person. Most of such letters are typed in the form of formal business letters and their length is not expected to exceed one page. Less formal letters that are meant for friends, acquaintances and relatives can be handwritten.

6 tips to write effective thank you letters

• Write it promptly . Send out your thank-you letter as soon as possible after the event (for a job interview, you'd better do this within 24 hours).
• Make it personal . A standard message will be lost among other job-seekers' letters. Address your letter to one person, not just the company or organization in general, and mention details from the event, it will make your thank-you letter stand out.
• Make it short and stick to the point. Make your letter short, direct, clear and concise.
• Sound natural . Express your gratitude and make the thank-you letter sincere, heartfelt and tactful.
• Proofread it before sending . Always carefully check your spelling and grammar. Errors and typos are unprofessional, but nothing could be worse than misspelling of someone's name. Take a minute to double check the spelling of all names in the letter.
• Handwrite, hard copy or e-mail ? In general, typed (paper or email) thank you letters are recommended. Some managers, however, like hand written letters. In the tech industry, a thank-you email is appropriate. E-mails are also fine in less formal situations or if time constraints require it.

On what occasions is it appropriate to send a thank you note? Here are just a few quick examples:

• After a job interview or a business appointment
• When you receive a scholarship, gift or donation
• When you receive a recommendation
• When you establish a new contact

Tip. If your need to write a persuasive request letter , you'll find lot of useful information about the business letter format as well as tips and samples in the above-linked tutorial.

Thank you letter examples

If you have found yourself in a situation when you know that you need to send a thank you letter but cannot come up with the right words, our examples might set you on the right track.

Thank you letter after the job interview (from employee)

Dear Mr./ Ms.,

I want to thank you for taking the time to interview me yesterday for the position of [position name]. I sincerely enjoyed meeting with you and learning more about the [job name] and your Company.

After our conversation and observing the company's operations I am convinced that my [area of experience] experience fits me out more than adequately for the job, and my background and skills can take the Company to new heights of success. I believe I can make a significant contribution to the [new process or project name]. I am excited by your interest in [idea you suggested] and I also have a number of great ideas for [you have great ideas for…]. I feel confident that my experience in [your experience in …] would enable me to fill the job requirements effectively.

As you know (I neglected to mention during my interview that), my work as [previous position] at [previous working place] provided an excellent background as well as understanding of all the aspects of this kind of job. In addition to my enthusiasm, I will bring excellent qualifications, skills, assertiveness and the ability to [your ability] to this position. I am more convinced than ever that I will fit in beautifully as a member of the team and contribute my skills and talents for the benefit of your company.

Please feel free to contact me if I can provide you with any further information. I can make myself available for any further discussions of my qualifications that may be needed.

Follow up thank you letter after the interview (less formal)

Thanks for taking the time to discuss the [Position] and my experience in [area of experience] with me. I really enjoyed speaking with you yesterday.

After meeting with you I am sure that my background and skills fit your needs. Your plans for [plans of your employer for] sound exciting and I hope I can contribute to your future success. I think my background in [background in] makes me an asset to your company. I was impressed with your department's energy and positive attitude. I know I would enjoy working with you and your group.

I look forward to hearing from you concerning your hiring decision. If I may be of any assistance, feel free to email or call me again at [your phone number].

Scholarship thank you letter

Dear [Scholarship Donor],

My name is [Name] and I am honored to be one of this year's recipients of the [Scholarship name]. I would like to take this opportunity to thank you for your generosity and willingness to help me achieve my goals. Thanks to your donation, I am able to continue my education at the [College / University].

I am currently [Degree or Program] with an emphasis in [Subjects]. I plan to pursue a career in [Industry] upon graduating the [Institution].

By awarding me the [Scholarship name], you have reduced my financial burden allowing me to focus more on learning and motivating to complete my degree. Your generous contribution has also inspired me to help others reach their goals in higher education and give back to the community once I begin my career. I thank you again for your generous support that made my scholarship possible.

Thank you for recommendation (from employer)

I wanted to thank you for recommending [person you recommended] to a position of [position]. I am sure that [person] will bring along some great ideas and will be a valuable employee in our department.

Thank you for recommendation (from the person recommended)

I wanted to let you know how much I appreciate the recommendation letter you wrote for me.

I know you put a great deal of time, energy and effort into it and hope you know how much I appreciate your support as I begin this next stage in my life.

I enjoyed working with you, and I am truly thankful for the complimentary things that you said about me. As I have searched for a job in my field, your letter has opened doors and provided opportunities that will be a good start for my new career. I hope I can do the same for someone else one day.

I will keep you updated on any responses I get.

I appreciate your time and would like to call upon you again for future opportunities.

Personal thank you letter

I'm writing this note to let you know that your input and assistance contributed greatly to the success of [process or event they helped with]. I especially appreciate [what you especially appreciate].

Your expertise, the information and frank advice you have given, as well as the contacts you have shared with me have been invaluable to me during this process.

It's wonderful to have good friends like you, who are always willing to pitch in when we need you most. Even though you said it was not a problem, you still deserve to know that the favor is truly appreciated. As always, it was a pleasure working with you.

Personal thank you letter (less formal)

Email templates for thank you letters.

In case you plan to send your thank-you letters or notes by email, our Shared Email Templates can save your time enormously. Instead of typing or copy-pasting a message for each recipient, set up a template just once and reuse it whenever you want!

With the help of the built-in macros, you can quickly personalize your letters - automatically populate the To, Cc, Bcc and Subject fields, enter recipient-specific and context-specific information in predefined places, attach files, and more.

Your templates are accessible from any of your devices, whether you use Outlook for Windows, for Mac, or Outlook Online.

You may also be interested in

• How to use Outlook Copilot to draft and summarize emails
• Emojis in Outlook: how to get and use
• How to import contacts into Outlook
• How to backup Outlook emails and other items
• How to archive in Outlook automatically or manually
• How to delay email sending in Outlook

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How to Write a Professional Thank-You Email

I n a competitive job market, every little detail counts. So, while a thank-you email may seem like a small gesture, a well-written one can set you apart from the sea of competition and showcase your interest in the position.

Crafting the perfect email can be tricky. But don’t worry. We’ll guide you through the essentials of writing a professional thank-you note to help you leave a lasting impression on your potential employer.

Why Send a Thank-You Email?

• Being polite is a professional superpower. A recent survey by Zety found that conscientiousness and agreeableness are the two top qualities employers look for in potential new hires and job candidates. To demonstrate your thoughtfulness, good manners and ability to follow up, always send a thank-you letter after any interaction during the hiring process.
• Demonstrated interest. Given the volume of applications and interviews hiring managers have to sift through to find their ideal hire, sending a thank-you letter helps you stand out from the crowd and showcase your genuine interest in the company. Certified career and resume strategist Victoria Morneau recommends sending a thank-you note even if you've been rejected for the job, as circumstances can change, and you might still be considered for future opportunities. “Back when I interviewed for my first real job upon graduating post-secondary, I was told I was the only candidate to send a thank-you note. Needless to say, I was hired.”

When Should a Thank-You Letter Be Sent?

The general rule of thumb is to send a thank-you letter to everyone you've interacted with during the hiring process. This means not just the interviewer from the first round but also those who participated in subsequent rounds – even if you've already met and thanked them before.

To ensure that the person receives your thank-you letter while the interview is still fresh in their memory, Morneau says it’s best to “send a thank-you email within 24 hours of the interview, during office hours (8 a.m. to 4 p.m.).”

And if you haven't heard back from your desired company after a week, it may be appropriate to check in on the hiring process. Beyond that, she advises that you refrain from further follow-ups. “I once dealt with a candidate who kept pushing and pushing for more information on why they weren't hired. I think it's appropriate to ask for constructive feedback, but after that, you need to know when it's time to move on.”

What to Include in a Thank-You Email

Here are five elements to include in your thank-you emails:

• Conversation reminder. Joseph Liu, career change consultant and host of the "Career Relaunch" podcast, says, “For example, you could include one key learning, a memorable takeaway or a reminder of why you’re excited about the role.” By mentioning specific points from the interview, you demonstrate your engagement and attentiveness to the discussion. 
• Your gratitude. In a few sentences, thank the interviewers for their time and for allowing you to interview for the role. While this may seem obvious, Liu says it’s important to explicitly include the words "thank you" in the email. 
• The value you could provide. Ideally, you want to demonstrate your ability to add value to the company. To do so, Liu says you could “build on an idea you discussed, share a resource or even offer to introduce the interviewer to a helpful contact.” However, don't stress too much if you're struggling to come up with something valuable to share. It's better to skip this step than to force something into your email that feels inauthentic or forced. 
• Your interest in the company. In the thank-you email, reiterate why you’re interested in the role and why you’re the right person for it. For example, you could explain how your current skills transfer to the position you interviewed for. 
• Next steps. Following an interview, Liu says you should send a thank-you email “explicitly stating you hope the hiring manager will give you the opportunity to progress to the next round of interviews.” And if you don’t hear back from the company after a week, send a follow-up email to show your eagerness to pursue this opportunity.

Professional Thank-You Email Samples

Refer to these samples to get your creative juices flowing before crafting thank-you emails following different stages of the interview process.

Thank-You Email After a Phone Screen:

Here’s what you could send to a recruiter after an initial phone screening interview :

Thank you for discussing the (insert job title) position at X Company with me today. I was glad to hear my background is an ideal match for the team, and I look forward to the next steps in the process.”

“Dear Mr. Smith,

Thank you so much for taking the time to speak with me today about my interest in joining X Company as an (insert job title). I understand you must engage with many talented applicants, and I appreciate your eagerness to delve into my background and skills.

I’m confident that my previous experiences in various areas, namely A, B and C, are directly in line with the responsibilities that come with this position, and I’m thrilled at the prospects of adding value to your organization.

I remain very interested in this position and look forward to taking the next step of an in-person interview. Please don't hesitate to be in touch if you need any further information."

Thank-You Email After an Interview:

A thank-you email is a customary gesture that speaks volumes about your character. So, regardless of how you fared in your first round of interviews, always send a thank-you email within 24 hours. Doing so shows the hiring team you appreciate the opportunity and highlights your professionalism and interest in the position.

Here are two templates to help craft your thank-you emails after an interview:

“Dear Miss Adams, 

It was a pleasure meeting you today at X Company. I genuinely appreciate you taking the time out of your hectic schedule to introduce yourself and hear about my qualifications. Your question on A was excellent, as it allowed me to explore the topic of B with you.

After our meeting, I took some time to reflect upon our conversations, and it dawned on me that while responding to your question on C, I failed to elaborate on D. I believe that providing you with this additional information will help your assessment of my candidacy.

Finally, I hope my background and experience in A, B and C will help demonstrate my ability to offer unparalleled value to your company.

Thank you once again for your valuable time and consideration. Please don't hesitate to contact me if I can provide any other information that will help to make an appropriate evaluation of my candidacy."

Thank you so much for your time today. I truly enjoyed learning more about the growth and future goals of the X team at (insert company name). I believe the knowledge I gained from my previous company's experience with a similar growth spurt could be of great value to your team.

Please let me know if I can provide any additional information to demonstrate my qualifications. I’m very interested in continuing in the interview process and appreciate your ongoing consideration.”

Professional Email for a Status Update:

In most cases, you should hear back from the company within one week (two weeks max) after the first round of interviews. Unless the hiring team has specifically informed you that it’ll take longer, consider sending a follow-up email to check the status. Here’s what it could look like:

“Hi Mary, 

I really enjoyed meeting with you on (insert date) and wanted to express my gratitude for the opportunity to discuss my qualifications and skills for the position of (insert job title).

As you know, I’m very interested in becoming a part of (insert company name), and I’m both excited and eager to potentially join your team. I understand that the selection process can take time, and I would like to follow up with you on the status of my application.

May I kindly ask if there are any updates on the position I applied for? It would be helpful if you could give me a rough timeline for when I can expect to hear back from you.

Again, thank you so much for your consideration. I hope to hear from you soon."

Check Your Work

Your thank-you email shows the hiring manager how you communicate, so double-check it and ensure the spelling and grammar are correct. Loren Margolis, certified career coach and founder of TLS Leaders, says it’s also important to “match the tone of your thank-you emails to the tone of the organization.” For example, if the company has a formal culture, start your greeting with “Dear (name)” or “Hello (name)” instead of “Hey (name).” But if it’s a more casual startup, using “Dear (name)” may make you appear too formal.

Also, remember that some hiring managers might share notes with other team members, so don’t forget to customize your emails based on the person's title, department and interests to avoid looking like you’ve copied and pasted the same message multiple times.

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