Top Tips on Writing a Thank You Letter to a Potential Employer

Something that you may have missed out on when previously applying for jobs is the all important thank you letter. 

Wait, what? This is a real thing? 

If your stomach has just dropped and you are starting to feel like it makes sense why you never got called back for all of those great jobs; don’t fret. Many people don’t really know about the power that comes with sending a thank you letter. 

In fact, over 65% of hiring managers and recruiters say that they are more likely to choose a candidate who sends over a thank you letter. 

It’s not too late! If you are applying for jobs at this very moment, this is something that you simply need to add to your process. 

We thought we would take a look at what a thank you letter is, when you need to send it and what makes up the content. Let’s dive right in shall we?

What Exactly is a Thank You Letter?

This is the correspondence that you need to send through to the hiring manager, and anyone else that was involved in your face to face interview. You will need to make sure that you get it off to them at least 24 hours after the interview to express your gratitude for them taking their time to see you. 

What you need to keep in mind is that you are essentially pitching yourself to the company to work for them. They are investing their time and resources in you, so the whole process is about being humble and thankful for their time spent on you. 

So, a thank you letter needs to be a humble thank you for them spending their time with you. 

Who Do You Send it To?

It is important to take note of everyone who was involved in the interview process with you. Address it directly to the hiring manager, but try and cc in anyone else who was in the interview. 

Sometimes an interview can include at least ten different people, and it is tricky to keep up with all of their names. The rule of thumb is to always take a notepad into the interview and note down specifics throughout the course of the session. Make sure to note down everyone’s names and address them by name in the interview. 

This will make it easier to write the thank you letter and address them all by name. When confirming the interview dates and times, and scheduling the interviews, the hiring manager or recruiter will usually cc them in the email, so you can capture their email addresses from there. 

What Goes in a Thank You Letter?

This may sound like a really dumb question, but it is important to know how to structure the letter. 

Obviously the first thing to include is a heartfelt thank you, but what else do you have to include? 

We are going to give a great example, and break it down for you to know what the different aspects are of the letter. 


Dear Michael and Dwight,, 

As mentioned above, make sure you get in everyone’s names who were in the interview. It is important to address them personally and make it heartfelt. 

Thank you for taking the time out of your day to meet with me yesterday. I really enjoyed spending time with you hearing more about the role at Dunder Mifflin. 

Here it is important to include the company's name and let them know that you enjoyed hearing about the role. 

I was especially impressed with the strategy that the company is implementing when it comes to customer retention. I believe that, when implemented correctly, it will be a great success for the company. It is certainly an exciting project to be a part of. 

Make sure that you note something important in the interview about a project that they are rolling out, or what the role will be coming in to do. It will show them that you are firstly paying attention and secondly that you will be a passionate, enthusiastic addition to the team. 

I believe I would be a great addition to the team as I would be bringing my five years of customer retention experience from my current role. I am incredibly passionate about the customer journey and believe that it takes a special candidate to really connect with the customer and convert them to loyal fans. 

You can mention how your skills and experience will benefit the company and how their investment in you will benefit them in the long run. 

Our conversation reignited my excitement for joining your dynamic team, and I look forward to joining you in the near future. 

Add in one more simple paragraph about your passion and excitement, and then move to signing it off. 

Looking forward to our next conversation. 

Jim Halpert

Last Thoughts

As you can see, the letter is short, concise and enthusiastic. Make sure it is personalized as well as covers what you can bring to the table. 

If you would like to, you can even go as far as sending them some extra information about your achievements or even ideas to contribute to the project in future. They can choose whether they would like to use the information to make their decision or not. Just be weary here that they do not use it in the business without hiring or giving you credit.