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How to Write a Thank You Note that Makes an Impression

I received the following thank you note this week from a candidate I interviewed.

Dear Veanne,

Thank you for your time.  After our discussion, I am confident I can contribute to your organization.  I look forward to speaking with you soon.



While this note was not very impactful, I appreciate the time this candidate took to follow up with me.  In today’s job market, the standards for professional communication and follow-up seem to be diminishing. However, top candidates recognize the value of every interaction and relationship. They’re aware that even after the interview concludes, their follow-up actions remain under scrutiny and play a crucial role in the hiring decision.

The importance of a sincere ‘thank you’ often goes unnoticed in the professional world. With the prevalence of emails, instant messages, and quick communication methods, many job seekers underestimate the impact of a heartfelt thank you note. But crafting a thoughtful thank you can distinguish you from the crowd and give you a competitive edge.


Tips to enhance your thank you note

Timeliness is Key

While some candidates wait until the end of the interview process, it’s essential to act quickly. Aim to send your thank you note within 24 hours, ideally on the same day of the interview. While handwritten notes exude a personal touch, they might arrive late. So, always accompany it with an immediate email.

Highlight Your Value

Go beyond generic gratitude. Reflect on the pain points or challenges discussed during the interview. Illustrate how your experience and expertise can address those issues. Instead of rehashing your resume, demonstrate, using concrete examples, how you’ve tackled similar challenges in the past.

Personalization Over Template

While templates can provide a foundation, ensure your note doesn’t sound like a carbon copy. Personalize it based on the specific conversation you had with the interviewer.

Individual Notes for Individual Interviews

If you’ve met multiple interviewers, send separate, tailored notes to each one. Often, interviewers will share received notes with colleagues. Diverse and unique notes will further emphasize your attentiveness and interest.

Impeccable Presentation

Your thank you note is an extension of your professional communication. Any typos, misspellings, or grammar errors can tarnish your impression. Always double-check, and if possible, have someone else review your note for clarity and accuracy.

Express Gratitude at Every Step

Whether it’s a telephonic round, a group discussion, or a panel interview, send a thank you note after each phase. Consistent appreciation reinforces your keen interest in the role and the organization.


Declining with Grace

If you decide the position isn’t a fit for you, express gratitude anyway. Circumstances change, and there could be future opportunities more aligned with your aspirations. Ensure your last impression is as polished as your first.

The Bigger Picture

Sending a thank you note is more than just a formality. It’s about building lasting professional relationships. Even if you’re not selected for the current role, a thoughtful note can pave the way for future opportunities.

Beyond Thank You – Questions & Engagement

To make your note even more memorable, consider ending with a relevant question or a topic of mutual interest discussed during the interview. This not only showcases your active listening skills but also encourages a continued dialogue.

Feedback and Continuous Learning

If you’re comfortable, consider asking for feedback on your interview performance. It demonstrates your commitment to growth and can provide invaluable insights for your career journey.

In today’s highly competitive job market, details matter. Your ability to communicate effectively, express gratitude, and build meaningful connections can significantly impact your professional trajectory. Use every opportunity, including thank you notes, to showcase your best self. And always remember, it’s not just about getting the job, but about building a career filled with positive relationships and continuous growth.

Are you seeking a new opportunity? Check out our current job openings here:

Veanne Smith

Co-CEO & Co-Founder


Veanne Smith serves as the co-CEO and co-founder of SOLTECH – Atlanta’s premier software development, technology consulting and IT staffing firm.

Prior to founding SOLTECH, Veanne spent more than 10 years in the technology industry, where she leveraged her software development and project management skills to attain executive leadership responsibilities for a growing national technology consulting firm. She is passionate about building mutually beneficial long-term relationships, growing businesses, and helping people achieve their personal life goals via rewarding employment opportunities.

Outside of SOLTECH, Veanne is considered a thought leader in Atlanta’s IT community. Currently, she serves on the Advisory Board for The College of Computing and Software Engineering at Kennesaw State University. In addition, Veanne helped launch the AxIO Advisory Council, has been a member of Vistage for 20 years, and created Atlanta Business Impact Radio – a podcast that showcases some of Atlanta’s most innovative businesses and technology professionals.

As an influential figure in the technology and IT staffing industry, Veanne consistently produces insightful articles that address both the opportunities and challenges in IT staffing. Through her writing, she offers valuable tips and advice to businesses seeking to hire technical talent, as well as individuals searching for new opportunities.

She holds a degree in Computer Science from Illinois State University.

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