Thank you notes and emails

Thank you letters or emails are prompt, personal replies to express your appreciation for an interview and to reiterate your interest in and qualifications for the position for which you interviewed. Sending a thank you letter leaves a positive impression and can sometimes be the deciding factor as to who gets offered the position. It is important to send a thank you to each of the individuals you interviewed with within 1-2 days following the interview. The letter should be concise and in a business format and should express appreciation for the interviewer’s time and consideration of you as a candidate. Try to personalize your letter while maintaining professionalism.

If you decide you are no longer interested in the position, it is still common courtesy to send a thank you note as it reflects your professionalism. It also keeps the door open if you should become interested in the organization sometime in the future or if the person you met with knows of another opportunity that might interest you.

Choose one of the following methods

  • A card and hand write your message
  • Use the same paper that your resume was printed on and type it
  • If your previous correspondence with the employer has been via e-mail, it is appropriate to send a thank-you letter via e-mail. It is better to e-mail a thank you letter than to not send one at all


  • Show your appreciation for the opportunity to interview
  • Make a specific reference to the position


  • Reiterate your interest in the job/internship and remind the interviewer of your key skills and experiences that match the position.
  • Refer to aspects of your discussion during the interview that further confirmed your interest in the job and/or company or that increased your confidence that you are a good fit for the position.


Restate your gratitude, clarify the method of follow-up (i.e. “I look forward to hearing from you soon” or “I will call you on Friday regarding your decision”), and close on a positive note.

Sample thank you letter

4444 4th Avenue South
St. Cloud, MN 44444


Ms. Patti Swanson
Sales Manager
Target Corporation
555 5th Avenue South
St. Cloud, MN 55555

Dear Ms. Swanson:

Thank you and your team for interviewing with me yesterday to share details about the Assistant Buyer position at Target.
After talking with you and your staff, I am eager to reaffirm my interest in the position and in a company that supports the local community. I am confident that my knowledge with the product line and strong retail sales experience combined with my educational background would prove to be an asset to your department.

I look forward to hearing from you soon regarding your final decision. Please feel free to contact me if I can provide you with any additional information. Again, thank you for the interview and for your consideration.




Virginia Commonwealth University
Division of Student Success
907 Floyd Avenue, Room 143
Box 842007
Richmond, Virginia 23284-2007

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