In the competitive world of job interviews, sending a thank you note following an interview is imperative. Regardless of if the interview was over the phone or in person, hiring managers are always looking for candidates who take the time to send a thank you email. In this article, we will discuss when to send a thank you email following a phone interview, as well as how to write a proper thank you email and what to avoid.
Read more: Guide to Thank You Notes
When to send a thank you email after a phone interview
Sending a thank you email directly following a phone interview is the best plan. Where it used to be standard etiquette to send a note in the mail, thank you emails are widely acceptable in today's technology-driven society.
As an email is delivered immediately, you should draft and send it within 24 hours of the phone interview. Sending a thank you note any later than that can make it appear that the position and interviewer's time wasn't important enough to warrant a quick email of gratitude.
How to send a thank you email after a phone interview
When drafting a thank you email, use the following guidelines to create a professional and personalized outline.
- Keep the subject line clear.
- Personalize the greeting.
- Express your gratitude.
- Restate your interest and qualifications.
- Offer to provide additional information if needed.
- Carefully proofread your message.
- Use a professional closing.
1. Keep the subject line clear.
Choose a straightforward subject line, always including "thank you". This should ensure the email actually gets opened. Some sample options include:
- Thank you for the interview!
- Thank you, [Interviewer's Name]!
- Thank you for your time!
2. Personalize the greeting.
It is best to address the hiring manager by name. If you interviewed with more than one person, you should send emails to each of them personally.
3. Express your gratitude.
This is where you show your full appreciation for the hiring manager taking the time to speak with you. Begin with a "thank you" and be sincere in your wording. Let them know that you are grateful they chose you among the masses of other applicants to call for an interview.
4. Restate your interest and qualifications.
Here you can outline your qualifications and how they match up to the position you're interviewing for. You should show your genuine interest in joining their organization by stating your excitement over the possibility of working with them. The hiring manager wants to be sure you are the right fit for their company and this position.
5. Offer to provide additional information if needed.
If there is any additional information you think the hiring manager may need, such as writing samples or a link to your portfolio, offer to send it once requested. For example:
Should you require any further information from me that might be of assistance, feel free to contact me.
6. Carefully proofread your message.
Making sure your email is free of typos and grammatical errors are of utmost importance as this showcases your work and suitability for the position. Proofreading your message is the easiest way to ensure you are properly presenting yourself. You can install a proofreading extension on your computer or have a friend read over the email to check for errors.
7. Use a professional closing.
Be sure to include a "thank you" in your closing. Sign off with a professional yet personal "sincerely" or "best regards," followed by your full name. Add your basic contact information below your name, including telephone number and email address.
What to avoid in a thank you email after a phone interview
Keep in mind the following items to avoid when drafting a thank you email:
Waiting too long
As an email is received immediately, you should send it as soon as your interview is complete. Your conversation is still fresh on the mind of the hiring manager and a properly-written thank you email received soon after the phone call solidifies your qualifications.
Using an unprofessional email address
You should have a professional email address, usually a variation of your name, with a reputable email provider. Do not use a work email address (if you are currently employed) as this looks unprofessional and disloyal to your current employer.
Sending it from your phone
Emails sent from phones can more easily contain typos or grammatical errors. It also looks unprofessional to see the phrase "Sent from my iPhone" at the bottom of the page.
Sounding too casual or informal
You want your thank you note to sound genuine but not informal. Don't try to sound cute or funny. You also should never CC: everyone you interviewed with on one single email. Send out personalized emails to each person you interviewed with.
Examples of thank you emails
Use the following examples of properly worded thank you emails to assist in drafting your own:
Hello Mr. Smith,
Thank you for taking the time to speak with me today. It was a pleasure to learn more about the Communications Director role at Lemon Media Group and the opportunity to bring in new accounts.
I look forward to hearing from you regarding the next steps, but if you require any additional information, please feel free to reach out.
Hello Ms. Brown,
Thank you for taking the time to talk with me about the open position of Sales Manager yesterday. I really enjoyed learning about your sales initiatives and how they assist in reaching your sales quotas.
Our discussion excited me as to the possibility of joining ABC Media. What interested me most was your conversion numbers following the new sales tactics implemented last spring.
I'm confident that my experience can easily translate to the role of Sales Manager on your team. If you need any additional information, please don't hesitate to contact me. I look forward to hearing back from you next week.
Thank you for your time!