Sending an executive thank you letter after an interview is a keystone piece of the interviewing and hiring process. It can set you apart from the competition, help you develop a positive professional relationship, and allow the hiring manager to keep you in mind for other opportunities. 

Read more below for tips on writing the best executive thank you letter after an interview:

The Basics: When, Where, and Why

As a job candidate, there are two major points you should focus on during an interview:

First is how you can build a positive, professional relationship with those involved in the hiring decision. Second is how you can stand out from the other candidates who are up for the same job.

Sending an executive thank you letter after an interview is a great way to accomplish both. This valuable piece of correspondence might help you seal the deal since it’s overlooked by 76% of job seekers!

The interview process doesn’t end once you shake the interviewer’s hand and walk out the door. Hiring managers at top companies say they pay very close attention to how and when candidates follow up after an interview. Most expect some sort of thank you. In fact, failing to send one actually could cost you the job offer.

Let’s look at the hiring data: Studies show that close to 80% of hiring managers feel that thank you notes are helpful when deciding between candidates; 22% of employers are less likely to hire a candidate who does not send a thank you, and 91% actually like being thanked. This means if you are one of the 24% of job seekers who actually take the time to send a thank you note after an interview, your chances of getting hired are sure to increase. 

So how soon should you send an executive thank you letter after an interview?. Many recruiters caution that you don’t send it too fast. This could give the interviewer the impression that it was pre-written ahead of time and did not require much thought. On the other hand, if you send it too late, you might risk missing the decision deadline. The rule of thumb is within 24 hours. This way, you’ll have ample time to craft a custom thank you letter and the interview is still fresh in the mind of the recruiting manager.

You should also consider the format in which you send an executive thank you letter after an interview. According to the data, email and handwritten letters are the most appropriate ways to say thanks. While emails can be easily sent anytime within that 24-hour period, handwritten letters should be dropped off the next day in person. Sending them via snail mail could take a few days and might fall outside of the decision-making timeframe. 

If you are connected on LinkedIn or have the interviewer’s cell phone number from a business card, it is still strongly advised that you don’t use social media and text messages for professional correspondence. 

Toward the end of the interview, make sure you ask for an email address or a business card. Doing so will show that you have a high level of interest for the position and that you intend to follow up with them. 

How to Write an Executive Thank You Letter After an Interview

Be Specific

It is important to know that developing a relationship with the hiring manager starts at the interview. You want to show that you are the right person for the job while also making a personal connection with the interviewer. Your conversation should help them to create a positive association with you in their mind. 

We encourage taking notes during your interview. Write down any important details that stand out to you. What makes you light up and get excited about this job opportunity? What did you learn about the company that makes you want to work there? These details will help you craft a  very specific executive thank you letter so you can stand out. It also shows how well you paid attention during the interview.  

Most importantly, be specific in recapping how your experience and skills make you the right fit for the job. 

Be Professional

Hiring takes a lot of time. Recruiters sift through resumes and portfolios, as well as interview candidate after candidate to find the right fit. Be sure to respect their time by getting straight to the point and helping them to move along in the process. 

Do this by starting with “thank you.” Yes, this seems obvious, but many people will build up to the actual statement of appreciation. Respect their time by getting straight to the point. 

Include an Action Step

Finally, your closing paragraph should include a call to action. You can simply add, “I look forward to talking to you again soon about this position.” If you have provided a portfolio or other materials, you might want to say, “Please let me know if I can provide any additional information” instead. 

In both cases, an action step lets the recruiter know that you will be eagerly waiting on a response from them. 

Examples of Executive Thank You Letters After An Interview

Example #1

Hi Leo,

Thank you so much for your time today. I enjoyed meeting you and discussing the Head Baker opportunity with Sweet Dreams Bakery. 

I’m particularly excited about your plans to expand into event catering. I love the challenge of creating custom cupcakes for a themed party. It’s so rewarding when you get to wow the clients with the finished product. I hope to assist you with that venture. 

Please let me know if you need any more information. I look forward to hearing from you about this position!

Best Regards,
Kendra Collins

Example #2:

Dear Jasmine,

Thank you for taking the time to chat with me today regarding the Database Manager position. I believe my experience in finding enterprise-level data solutions for national companies makes me a great addition to your team.

It was also a pleasure to hear about the mentorship program at Dynamic Inc. With the ever-changing landscape of Data Architecture, continuous learning is something that can’t be overlooked, and mentorship is such a unique way to approach it. I hope to take part in that program if I’m selected for this job. 

Thank you again; I look forward to hearing back from you about this opportunity. 


Ted Rose

In Conclusion

The executive thank you letter after an interview sets the stage for how the professional relationship continues. Be sure you don’t miss it. If you are selected for the job, you’ve established a foundation for a relationship with your new employer. If you are not selected for the job, consider asking for feedback, or even staying in touch for future opportunities.