resume thank you letter template

Writing a Thank You Letter: Tips, Recommendations, & Examples

We’re all taught to say the “magic words” please and thank you from a young age. And as you get older, they never go out of style, especially in a professional setting.

There are plenty of reasons to send a professional thank-you letter .

Most importantly, it helps to build and maintain professional relationships that may help you extend your network and get access to opportunities in the future.

It also is a great way to show employers, colleagues, and vendors that you value their time and to express your intentions in the future. But finally, and perhaps most importantly, it’s just good manners!

In this ResumeGiants guide, we’ll show you how to write a professional thank you letter and give you plenty of tips, recommendations, and examples to get you on your way to building your network and seizing new opportunities.

Table of Content:

How to Write a Professional Thank You Letter

Ready to get your thanking cap on!? Writing a professional thank you letter is more than just putting the words “thank you” in an email and pressing send.

If you really want to wow potential employers, follow these steps to write a killer thank you letter that’ll really show your appreciation.

1. Create a Subject Line

Every great thank you note needs to start with a great subject line. Since most thank you letters come int the form of email these days, the subject line will be the first thing the recipient reads . If it’s not enticing, they may not even read your note at all!

There isn’t much space in a subject line, so make sure you include just enough information to tell the recipient why you’re sending the email. Typically, you just need the words “Thank You” and either your name, job title, or a combination of both.

Here’s a perfectly acceptable thank you letter subject line:

Thank You – FirstName LastName, JobTitle Interview

You’re welcome to mix it up as you see fit, but that’s all you need for a great thank-you letter subject line.

It’s enough to tell the recipient what the email is about and who it’s from. Adding the job title is a good idea for after-interview thank you letters to remind the recipient what they know you from.

2. Start with a Personal Greeting

The first piece of text in your thank you letter should be a personal greeting. You want to address the recipient by name to make your note feel more personal .

Don’t use the old “To whom it may concern.” It’s very impersonal and makes the recipient feel like they’re not important. 

You can start with the classic “Dear,” followed by the recipient’s name, or you can use any other salutation of your choice. Just make sure it’s professional! Here are a few suggestions:

• Hi or Hello (more informal)

You can also simply start with the recipient’s name or with Mr. or Ms. followed by their last name.

If you’re not sure of the recipient’s gender identity, it’s always best to simply use their full name without any gendered terms. 

You should also avoid using the time of day like “Good morning,” since you don’t know what time they’ll actually be reading your letter.

3. Show Your Appreciation

It is a thank you letter, so be sure to show your appreciation right away. Start your body text with a big old “Thank you for…” or “I appreciate…” and express your appreciation in a sincere and authentic manner. 

Let the recipient know that you really appreciate their time, and throw in a few specifics about the position or company to make it more personal. Thank you letters are all about being personal! 

When showing your appreciation in a professional thank you letter, stay away from exclamation points . You’re not writing to your cousin in another state. Keep it professional and avoid abbreviations, slang, or trendy terms.

4. Let Them Know Again That You’re Interested in the Job

Thank you letters are mostly about being polite, but there’s also another motive.

You want to stay top-of-mind for potential employers . When you send a thank you letter or email after an interview, it gives you a little head start over the other candidates.

In your thank you letter, be sure to remind the hiring manager that you’re still interested in the job. This reinforces the idea that you’re serious about the position.

Even if your professional resume didn’t completely wow the potential employer right away, a follow-up letter might make them look back on your resume with fonder eyes.

Of course, if you decided the position isn’t right for you , mention that in your letter, too. The hiring manager will appreciate the honesty, and it’ll save them time in the hiring process.

5. Refer to a Specific Moment of the Interview

When it comes to thank you letters, the more personal the better. Nobody likes a copy/paste thank you note! To add a more personal touch , mention a specific moment from the interview in your letter.

Talk about some part of the interview that was memorable or particularly interesting. This reminds the potential employer about your specific interview, also helping you stay top-of-mind as they go through the hiring process.

And while you’re talking about the specific moment, don’t forget to mention how your skills and experience relate to the position and how you’re going to use them! 

6. Offer to Bring More Information (In Case They Need It)

The last body section of your thank you letter should be an offer to provide more information.

Even after looking through your resume and going through an interview, there’s still more a hiring manager might want to know about your qualifications.

Your offer can be something as simple as, “Feel free to contact me for more information.”

It doesn’t need to be a long, drawn-out paragraph. Just a sentence or two mentioning that you’re available to answer any questions they might have.

7. Close and Sign Your Thank You Letter

With your letter coming to a close, thank them again and finish it with a professional and sincere sign-off .

Don’t forget to include your full name and contact information like your phone number and email address. You can also add extra links to your LinkedIn, website, or portfolio — but those are completely optional.

Your close and signature should look something like this:

Thank you for your time. 

FirstName LastName

Email | Phone | portfolio.com

8. Proofread, Proofread, and Proofread Some More

The final step to any professional thank you letter before you hit the send button (or lick the stamp) is to proofread your letter.

Nothing will ruin the power of a thank-you letter like a silly spelling or grammar mistake. It might even hurt your chances of getting hired!

Once you finish writing the letter, go do something else for a few minutes. Come back and reread it with fresh eyes. Correct any mistakes you find. Then, repeat the process.

When you’re absolutely sure there aren’t any mistakes, you’re ready to send!

Thank-You Letter Template and Examples

Now that you know the parts of a great thank you letter, let’s take a look at some examples of what you might send after a job interview, meeting a networking contact, and a generic letter that’s short and sweet.

Example: Thank You Email After Interview

First, let’s see an example of thank you email after interview:

Subject: Thank you – John Smith, Accountant Interview

Dear Ms. Susan Coffey,

Thank you for taking time out of your busy schedule to meet with me about the accountant position yesterday. I genuinely enjoyed learning about your business.

Learning about your organization made me even more excited about the opportunity to join your team at ResumeGiants Accounting Firm. I was particularly interested with how your team worked together using project management software in real-time. I used similar software in my previous accounting role and look forward to using my experience to ensure further success at your company.

If you need any additional information about my background or experience, feel free to reach out. I look forward to talking to you about the position.

Thank you for your time.

[email protected] | 443-555-2165

Example: After a Networking Contact Thank You Letter

Here you can read an example of a letter to say thank you to a networking contact:

Hello Mr. Westfall,

Thank you for taking the time to talk to me yesterday at the conference. It was a pleasure to learn about what you do, and I’m excited for the opportunity to potentially work together in the future. I believe my firm’s 20 years of experience will make us the ideal vendor for your business’s needs.

During our talk, you noted that your company needs a better way to manage your thousands of client contacts and send marketing emails in an efficient manner. Our platform is designed to make CRM and email marketing campaigns simple, and our dedication to customer service will ensure you and your team will have all the support you need to ensure marketing success.

If you or your management team have any further questions about my background or experience, or about our platform’s features and usability, don’t hesitate to reach out. I look forward to potentially working together in the future.

Thanks again for your time.

Marjorie Bauer

[email protected] | 805-555-6541 | company.website

Example: Simple and Short Thank You Letter

For last, let’s see a simple and short thank you letter:

Dear Allison Maybach,

Thank you for writing such a positive job reference for my position at ResumeGiants Software Company. I appreciate you taking time from your busy schedule to think of me and help me create a better future as a software developer. 

Your guidance has been instrumental in my success thus far, and I look forward to developing our professional relationship further.

Thanks again.

Robin Banner

[email protected] | 848-555-6546

Always Be Thankful  

You’d be surprised how far a simple thank you can go.

Whether you just finished a job interview or just want to say thanks for a simple favor, writing a professional thank-you letter is a great way to show your appreciation, acknowledge your intentions, and keep yourself top-of-mind for potential opportunities.

A professional thank you note doesn’t have to be super in-depth. As long as you keep it personal and sincere, your thanks will be well-received. 

With plenty of hard and soft skills filling your resume, you’ll be able to land your dream job in no time!

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Interview Thank You Letter

Writing a thank you note after an interview is far easier than creating a resume and chasing interviews. Use our free Interview Thank You Letter Template to help you get started. Continue reading below for several interview thank you letter samples, additional tips and links to other helpful resources.

Interview Thank You Letter Template

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Description.

Use this template to help you get a start on writing a thank you letter after an interview. The information and sample interview thank you letters on this page will help you get ideas for what to say and how to say it.

Author : Brent Weight and Jon Wittwer

License : Limited Use

Writing a Thank You Letter after an Interview

Formal interview thank you letters are always appropriate after an interview. Use the letter to convey your thanks for the chance to interview and your excitement about the position. You can even use the occasion to communicate additional information about yourself, to reemphasize your strengths or to smooth over a less than ideal interview. If you feel that a formal thank you letter format is not appropriate, consider sending a hand-written thank you note instead. Regardless, your thank you letters or notes should be sent within the first 24 hours and not later than 48 hours.

Other Times to Consider Sending a Thank You Note During a Job Search

Being thankful isn't just for after an interview. Consider these other job search scenarios where expressing appreciation can go a long way. You can use the interview thank you letter format as a starting point and customize it to the circumstances.

• Consider sending a Thank You Letter for Internship as soon as your internship ends. This may help if you decide to apply for a full time job or help others who come after you to secure an internship.
• Don't forget to send letters of appreciation to all those who helped you get an interview – those who have connected you to the right people or provided mentoring during your job search.
• Make sure you send a thank you letter after a second interview or a group interview.
• You should seriously consider sending thank you letters to each member of an interview panel.
• When that job offer finally comes, don't forget to send a Job Offer Thank You Letter or perhaps even a more formal Letter of Intent (link) if you are planning on accepting it.
• If you are considering turning down a job, write a Job Rejection Letter .

Tips for Writing an Interview Thank You Letter

• Do your homework before leaving the office complex to get all the needed names and mailing addresses. Better yet, bring a thank you card with you and write it before leaving the premises.
• Make sure you personalize your interview thank you letter – include specifics about your interview and let your personality show.
• Keep a box of Thank You Notes and stamps handy so you can quickly get them out the door.
• If you believe a decision is imminent, then send an Email thank you letter and follow it up with a handwritten note.
• Handwritten notes are great; just make sure they are legible. If concerned, dictate the note and have someone else (of the same gender) scribe the note for you.
• Be sure to spell names, titles and business names correctly. Misspelling your interviewer's name would likely counter the benefit of sending the thank you letter.

Interview Thank You Letter Samples

Sample thank you letter after an interview.

Bill Stevenson 123 Anywhere Street Somewhereville, Best State 88889

Mr. Ryan Francom IT Manager XYZ Company 456 Somewhere Road Best Town, Best State 88888

Dear Mr. Francom,

Thank you for the meeting with me today to discuss the IT Development position. I really enjoyed talking about the position, meeting your team and seeing the facilities. I am very excited by the prospects of joining XYZ Company and becoming part of the IT Development team.

After speaking with you, I am very positive that I will be a great addition to your team. My background in SQL Databases will allow me to provide real value in your efforts to migrate database technologies. Additionally, I am a very fast learner and a self starter which will enable you to put me to work almost right away.

You also mentioned during our discussion that many of your new projects are time sensitive. I want to reassure you that I am accustomed to working extensive hours and under tight deadlines, something I will continue to do at XYZ Company.

Thank you again for your time and for bringing me out to XYZ Company. I look forward to hearing from you once decisions have been made. In the meantime, should you have further questions, please feel free to contact me at (123) 456-7890.

Bill Stevenson

Example Interview Thank You Note

Nancy Thompson 123 Anywhere Street Somewhereville, Best State 88889

Ms. Emily Smith Sales Manager XYZ Company 456 Somewhere Road Best Town, Best State 88888

Dear Ms. Smith,

I wish to take a moment to thank you for your time today. Meeting with you and your staff only made me even more excited to work for you as a sales manager.

The job is a great fit with my background and skills. My experience with retail sales will allow me to connect to your customers and my background in electronics helps me to better understand and communicate your products advantages. My strong written and verbal skills will also be valuable as I communicate with your customers and work internally with the sales and development teams.

I am very interested in becoming a part of your team and working with you. I look forward to hearing from you soon.

Nancy Thompson

More Sample Interview Thank You Letters and Resources

• Example Interview Thank You Letter - monster.com - Another great example letter from an employment search website.
• Job Search Thank You Notes - thebalancecareers.com - More job interview thank you letter information and samples for various job search activities.

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Write an Effective Resume Thank You Letter

Table of Contents

What does a thank you letter have to do with a resume? A resume thank you letter is a follow-up email to the employer after sending your resume.

Prospective employers usually need to sift through hundreds of resumes. If they haven’t had the chance to review your resume yet, a thank you letter can bring it to the top of the file.

This article is a quick guide to learning more about writing a thank you letter for a resume.

What Is a Resume Thank You Letter?

A resume thank you letter is a document sent by the applicant to employers to confirm the company has received the resume. Also, sending a thank you letter is an effective way to express gratitude to the employer for taking the time to review your resume.

It also gives the recipient a sense of awareness that you care about the job and are a professional. Applicants also tend to send a thank you letter after an interview with the employer.

Why Should You Write a Thank You Letter?

A thank you letter is an easy, personal, and convenient way to thank someone for the time, skill, or effort they’ve given to you. It’s a perfect way to build professional relationships and networks.

Writing a thank you letter to confirm your resume was well-received is good professional etiquette. And it’s a great way to make your resume stand out from the competition. It’s also an official form of communication to remind potential employers that you appreciate their time and mean business.

When Should You Follow up on Your Resume?

When you get in touch with the employer, keep in mind that the employer can be busy. You should wait at least a week before contacting or emailing the company or employer about your resume.

Although your resume is significant to you, the employer is likely doing her job reviewing other cover letters in addition to yours. So, you must be patient. However, it is perfectly acceptable to inquire about your job application materials a week or so after submission.

Tips for Writing a Thank You Letter for a Resume

Writing a resume thank you letter is a commitment of your gratitude. This little thank you letter will show your employer how you are grateful for their time. If your employer didn’t get the time to go through your resume yet, a thank you email can bring it to the employer’s attention.

Here are some tips to keep in mind if you decide to follow up with a thank you letter for your resume:

• To avoid coming across as impatient, wait at least a week after your resume is received before writing a thank you letter. The process of scheduling interviews may take some time if there are many applications.
• Keep your letter brief and to the point.
• Include all necessary information, such as your name, contact details, the position you are applying for, and the date you submitted your resume.
• Describe briefly why you are the ideal candidate for the job.
• Attach a second copy of your resume.
• Thank the person for taking the time to consider you for the position.

The resume thank you letter is meant to bring a personal touch. It shows that you are grateful for having received an opportunity to be a part of this company.

So follow up with your thank you letter and share your appreciation with the recruiter. This article explains why and when you should follow up with a thank you letter. It also includes some practical tips to keep in mind while crafting the letter.

Pam is an expert grammarian with years of experience teaching English, writing and ESL Grammar courses at the university level. She is enamored with all things language and fascinated with how we use words to shape our world.

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Thank You Letter

Don’t miss an opportunity to wow a potential employer: You should always send a thank-you note after an interview.

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SEAL THE DEAL

You've come this far. a thank-you letter can make or break your chances of getting the job..

68% of hiring managers and recruiters say a thank-you note impacts their decision-making process. Some interviewers have even dismissed a candidate because they didn’t receive a thank-you note. Sending a simple, sincere thank-you note is one more way for you to show you’re the best person for the job.

CUSTOMIZE & ELABORATE

A thank-you note can restate your goals.

Beyond thanking your interviewer for their time, seize the opportunity to share what you’ve learned about the company and why you’re the top candidate. You can even include skills and achievements you may have left out of your resume, cover letter, and interview. And don’t forget to proofread!

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