If you believe that thank you letters and emails are a thing of the past, we’ve got news for you. These simple gestures and acts of courtesy not only showcase how gracious and well-mannered you are but can go a long way in helping you create a stellar reputation in the professional world.
According to a survey, 68% of interviewers and employers in the software field said that a thank-you note after an interview could change how they perceive the candidate.
Many software and IT staffing firms rule out candidates for the simple reason that they don’t resonate with them. Sending a thank-you email can instill familiarity and help interviewers remember particular candidates from the lot, ultimately affecting the hiring decision.
Surprisingly, thank-you emails haven’t caught in with most candidates, with only 57% of interviewees sending any note of appreciation after interviews. So, a simple thank-you email can go a long way and make the difference between landing you a coveted job or getting your resume dumped.
The ideal time to send a thank-you email is within the immediate 24 hours after you give your interview. Doing this highlights your profile to the hiring team, and they remember your face long afterward.
Sending in that email of appreciation and gratitude for accommodating you can distinguish you from the other lot of candidates and leave a positive impression in the eyes of your potential employers.
If an agency handles your correspondence with prospective employers, ask them to pass your thank-you email to the hiring manager.
Tips To Make Your Thank You Email Stand Out
Remember to start your email with the first name of the interviewer. Be authentic, and don’t try to come across as disingenuous in your writing. Make sure that the sentiment of gratitude shows through in your email.
If multiple managers have interviewed you, it would be worthwhile to send a thank-you email to each of them, provided they’ve given you their contact information. If the circumstances allow for it, you can ask them for their business card or ask for the company email.
It’s important to acknowledge and make a good impression on all the people involved in your hiring process, which is why sending an email of gratitude can put across a favorable impression and show that you care about this job. Here are some ways you can distinguish your thank-you emails:
Reference A Specific Point Of Conversation
To make your email more specific and personalized, you can mention a particular moment in the interview, such as an IT skill that you talked about or feel the hiring manager needs. Make sure to emphasize your strong points and drive home how you would be a valuable addition to the company.
If you’ve mentioned any specific skill in the email, make sure to elaborate on how you can use it to achieve success in that particular job position.
Express Interest
Employers and hiring managers look out for interested candidates who express ambition, particularly when it comes to software. Therefore, it’s essential to show your interest in the job position.
Following up after an interview is crucial, and what better way to do it than with an email of gratitude? A thank-you email doesn’t seem intrusive but conveys that you’re interested in this job opportunity.
Ask If They Have Any Final Questions
Employers often get caught up in the interviewing process and forget to ask key questions essential to the hiring process. Asking them if they have any questions they missed out on is an excellent opportunity to win some brownie points and allow them to cross those questions off their list.
Inquire About The Next Step In The Hiring Process
Make sure to sign off with correct contact information, including your phone number, postal address, and email address. Some employers prefer to contact candidates through emails, while others prefer a phone call or a quick text. You should be available on all the contact avenues you mentioned, and remember to check your voicemails regularly during this time.
Compared to other modes of communication, an email is the best way to send a note of gratitude after an interview. They’re delivered instantly, while a hand-written posted letter could take many days to reach your employers.
Ideally, you should send the thank-you email within the first 24 hours of speaking to your interviewers. However, if you miss the timeline, it’s never too late to send it regardless if you’re truly serious about this position.
What Should You Include In Your Thank You Email?
You must include a few standard elements in your thank you email if you wish to make it effective. Some key features your thank-you email should have are:
- Email subject line
- Personalized greeting
- Note of gratitude
- A short recap of your credentials
- Action prompt for follow-up
- Your full contact information
For emails, you need a concise subject line that conveys the context and purpose of your message. It doesn’t have to be overly formal; even a simple “thanks for your time” or “good to meet you today” is good enough.
It’s unprofessional to start your message right away. So instead, break the ice and begin your email with a personalized greet.
Generally, a personalized greeting should start with a ‘Hello’ or ‘Dear’ followed by the interviewer’s name. Be sure to use the name they gave you when you met or the name mentioned on their contact information, which could be their title or first name.
After that, you want to start with an expression of gratitude, which should form the first part of your message body. Thank your interviewers for giving you time and accommodating you for the interview.
For clarity, mention the job title you were interviewed for since hiring managers are interviewing multiple positions at one time.
Frame your note of appreciation as follows, “ I appreciate you taking the time to discuss the software engineering position with me today.”
Then, follow your note with a quick recap of your credentials and background. The hiring manager would have your resume with them, so this recap should be short and merely serve as a reference for your resume to make it easier for them to remember you.
Link your work experience and qualifications with the job position, clarifying how you are an excellent fit for the job. With this, you should look towards closing your thank-you email by prompting them towards the next step.
Also, encourage them to follow up with the next step in the hiring process. For example, you can say, “Please don’t hesitate to email me for the next round of the hiring process.”
Lastly, give your complete contact information. These details will already be in your file and resume, but providing them in the interview can make things easier for the hiring manager. Remember to include your phone number and email address for easier reference.
Samples For Thank-You Emails
If you’re confused about how to go about writing your thank-you email, have a look at some of these sample emails we’ve included as a guide for writing your thank-you letters or messages.
Sample #1
Subject line: Thanks for interviewing me
Hello Dan,
Thank you for taking out time to meet me today for the software engineering position. Meeting you was a wonderful experience, and I appreciate getting to know more about your software development and marketing team.
The position seems like a fulfilling role, particularly the opportunities for advancement and creative growth. In addition, my experience and qualifications are sure to make me the right candidate for this position.
I would appreciate it if we could discuss this opportunity in detail. Also, please feel free to get in touch with me if you’d like to see my references.
Thank you,
John Watson
John.watson@email.com
443-545-7567
Sample #2
Subject line: Thanks for meeting with me
Hello Diana,
I want to thank you for taking out the time for our meeting today. It was a fruitful experience talking with you about the software engineering position, and I got to learn what the particular role entails at the organization. The close synergy between the software development and design teams seems ideal for optimizing performance and growth, and I’d love to be a part of it.
This role seems particularly rewarding in light of the liberty for creative application and leadership opportunities. Fortunately, my Masters in Software Engineering from Carleigh University and decade-long experience leading software teams make me an ideal fit for this role.
I hope to discuss this opportunity with you in detail. Don’t hesitate to contact me for a second interview.
Thank you,
Diana Lee
Diana.lee@email.com
235-542-2457
Sample #3
Subject line: It was great meeting you
Hi Penny,
Thanks a lot for taking out the time to meet me today. Our discussion about software engineering was fun, and I feel inspired by your organization’s passion and dedication to this field of study.
The job seems engaging, and I believe I would be the perfect candidate, given my decade-long experience in this field and my software degree. Don’t hesitate to contact me if you want to discuss further.
Thanks for this opportunity,
Thomas Bowd
Thomas.bowd@email.com
222-555-7777
Sample #4
Subject line: Thank you for the interview
Dear Dr. Richards,
Thank you for dedicating time to our meeting yesterday regarding the post of software development head. It was an educational experience to learn about IT metrics, and I enjoyed hearing your insight into the industry.
The scope of the job and the details you mentioned convinced me that this role matches perfectly with my prior experience and qualifications, and I feel I can deliver the utmost in this position, drawing upon my work in the software industry. In addition, my educational background and extensive industry experience allow me to contribute to this organization.
Thank you,
Harry Min
Harry.min@email.com
212-245-5547
Wrapping Up
Thank-you emails can be sent to multiple people in the organization. For example, if a team of people conducted your interview, it’s better to send individual emails to each of them.
Post-interview emails express gratitude, are simple and short, and can also be sent after phone interviews, follow-up interviews, or other times within the hiring process.
A well-crafted, concise follow-up email after the interview that expresses your gratitude and interest in the job position can make all the difference in whether potential employers select you over other applicants.
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