Writing In Style

Business Interview Thank You Letter

In today’s competitive marketplace many people are interviewing for the same position as you, and you all want the job.   Sending an email is easy – and easy to delete!   Stand out from the crowd and follow best practices by following up with a business interview thank you letter.  It’s easy.  It’s sincere.  And it’s a great way to showcase your interpersonal communication skills to a potential employer.

How to Write A Letter

The basics of how to write a letter are the same whether you plan on sending a handwritten letter or note or even a printed follow-up piece.

First and foremost – be prepared.  Show up on time and dressed appropriately for the situation. Be sure to bring with you a professional binder, a notepad and a working pen (plus a back-up!) to the interview.  Write down the names of the people with whom you meet.  Interviewing can be stressful, and you may forget the exact names or spelling of your interviewers’ names which makes it difficult to follow up with a thank you note after the interview.  You can also keep track of any buzzwords or vocabulary the company uses, and action items that the interviewer may ask of you; like a list of three professional references, or your former employer’s telephone number.

No better time than the present!  Do not wait a week to send the letter.  No matter how nervous, excited or desperate you may feel at the moment – sit down the same day after your interview with a cup of tea, champagne or your favorite beverage in a quite location and collect your thoughts.

Bullet out what you’d like to say in the interview thank you letter on a piece of scrap or notebook paper first.  Think through the high-points of the interview before putting pen to paper on the actual letter or note you’re going to send. This will help you organize your thoughts and get the right message across.

Know your audience!  Focus on the skills you bring to the table and how you would add value to the team.  Put yourself in the mind of the interviewer for a moment and imagine why they would or would not be inclined to hire you.  Then zero in on the top reasons why you are the best candidate for the position and speak to how you would solve the business problems the interviewer is looking to address with a new hire.

TIP!  Cindy recommends, “Don’t be shy about asking how someone spells their name. Be complimentary but polite and write down the spelling in your notepad as you engage the interviewer in conversation.”

Letter Wording

Ready to put pen to paper?  Start your letter off by properly addressing the recipient “Dear [recipient's given name]”, followed by a comma.   Do not write “To whom it may concern”, as it is impersonal and inappropriate in this instance (you should know and have documented the interviewer’s name already in your notebook).  Include the date in the upper right hand corner.

Keep your business interview thank you letter brief, more polite than you might be in standard conversation and refer back to key selling points in your conversation.   Avoid slang and key terminology or vocabulary you heard the interviewers say.  Speak their language.

Include a call to action.  Let the recipient know that you’re happy to provide references or come in again to meet with other team members.     Finish your letter with an appropriate business valediction like “Best regards”, “Kind regards” or even the tried and true “Sincerely”.

Sign the letter and include your contact information again for easy reference.  Regardless of whether you’re printing a typed note or sending a handwritten letter after the interview, always add a personal touch with your handwritten signature.

TIP!  Cindy recommends, “Thinking back to the interview, remember key points on the conversation where you felt you really connected with your interviewer and highlight those in your interview thank you note.”