Thank You Notes Instructions And Sample


School of Public Health
Sending a thank you note to people who have given you informational interviews, networking time, and
certainly job interviews will distinguish you as a courteous and professional person, and gives you a
chance to reiterate skills and strengths that you want to emphasize.
What are a few basic guidelines for writing thank you notes?
When you send your thank you notes depends to some extent on when your interview is
scheduled compared to other candidates. If you are one of the first people interviewed, you
may want to send an immediate emailed "thank you" followed by one sent through the postal
service towards the end of the interviewing schedule. If your interview is towards the end of the
schedule, send your note within 24 hours of the interview.
Take very brief notes during the interview so you can personalize your note for each person
who interviewed you. Ask each interviewer for a business card so you use the proper spelling
of each person's name, title, and correct address on the thank you notes.
Continue to be formal, unless otherwise instructed by the interviewer. For example, say "Dr.
Jones" rather than "Jeremy" in your communications.
State your appreciation of their time and your continued interest in the position. Identify the
specific job.
Even if you were turned down for the job, use the thank-you letter to express your appreciation
for being considered and your interest in future opportunities. (You never know when and where
you may see someone again, so always be respectful.)
Email or hard copy?
If you choose to use your computer to write your note, use the same format for your contact
information as you used for your resume. Have your name be the first thing the prospective
employer sees; it is professional and consistent; and it makes it easy for the reader to know how
to reach you, since your email address and telephone number are right there. You may send it
as a hard copy through the postal service, or attach as a Word document or PDF to an email
message. If you opt for email, put your name and thank you in the subject line, e.g., "Thank you
from Your Name."
If you have legible handwriting, and would prefer to send a handwritten note, you may use pre-
printed, formal thank you cards.
If you know that the interview process will continue for a few weeks, you could send an email
thank you immediately after your interview, followed by a hard copy thank you toward the end of
the first round of interviews. If you are invited for a second interview, send thank you notes
again (usually email are sufficient for the second round, since they are closer to making a
Career Services – School of Public Health, University of Minnesota
The University of Minnesota is an equal opportunity educator and employer.


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