Post-Interview Thank-You Email: What to Say
Alison Green draws on extensive experience discussing workplace situations, management, and professional relationships. Her practical knowledge focuses on communication, common challenges at work, and the choices people face throughout their careers.
Quick answer
Send a thank-you email within two days of your interview. Thank the interviewer by name, restate your interest in the position, and reference one specific topic you discussed. Then say you look forward to hearing about next steps.
Send It Within Two Days, and Know Why It Matters
The U.S. Department of Veterans Affairs career guidance states plainly: email your interviewers within two days of the interview. That window matters because the hiring team is still forming impressions. A timely note keeps you present in their minds without feeling intrusive.
The email has two jobs. First, it shows professional courtesy. Second, it briefly reinforces that you want the role. A short, focused email gets both jobs done well.
The Four Things Every Follow-Up Email Should Cover
Each element has a specific purpose. Leave one out and the email feels incomplete. Add too much and it becomes a second cover letter nobody asked for.
- Thank the interviewer by name. Address the person directly. If there were multiple interviewers, name each one. Generic openers like “Dear Hiring Team” are weaker than using the name you already know.
- Thank them for their time. One sentence is enough. Focus on the time they gave you, not on how great the organization is.
- Briefly restate your interest in the position. Say clearly that you remain interested and why. One specific reason tied to the conversation is more convincing than a general statement.
- Reference something from the actual conversation. Mention a real moment from the discussion. This shows you were engaged, not just going through the motions. Research on job interviews finds that candidates feel the strongest connection to an organization when they can add information that was not covered during the interview.
When You Want to Add Something You Did Not Cover
If the interview moved quickly and you missed a relevant qualification, the follow-up email is a reasonable place to add it. Keep it to one sentence. Name the skill or experience and connect it to the role.
Do not resubmit your resume or paste in a list of accomplishments. The goal is to fill a gap, not to restart the interview in writing.
If you used the STAR interview method during the interview and ran short on time, you can briefly note the result of a situation you described. One sentence is enough.
How to Ask About Next Steps Without Pressure
The VA’s interview guidance recommends asking about next steps before the interview ends. If you did ask and got an answer, reference that timeline in your email. For example: “I look forward to hearing from you by [date the interviewer mentioned].” This shows you were listening and sets a shared expectation.
If you did not ask during the interview, one low-key sentence works well. Try: “Please let me know if you need anything further from me.” Then add: “I look forward to hearing about next steps.” Two short sentences invite a response without demanding one.
Update Your References Right After You Send the Email
The follow-up email is also your cue to contact your references. The VA’s post-interview guidance says to check that your references’ contact details are current. Let them know they may be contacted. Share the skills that came up in the interview so they can tailor their responses.
A quick message takes two minutes. Something like: “I just interviewed for [role] and mentioned your name. The conversation focused on [competency]. You may hear from them soon.” That preparation makes a real difference in how ready your references sound when the employer calls.
Thinking about how your broader professional strengths come across? The page on transferable skills explains how to identify and frame abilities that apply across roles, which can help you decide what to highlight in a follow-up note.
Illustrative Example: A Short Follow-Up Email
The example below is hypothetical and labeled as such. It shows how the four core elements fit into a brief, professional message.
Subject: Thank You, [Interviewer Name]
Dear [Interviewer Name]
Thank you for taking the time to speak with me today about the [Job Title] position. I enjoyed our conversation about [specific topic from the interview], and it reinforced my interest in joining [Organization Name].
I also wanted to add one detail I did not get to mention. In my previous role, I led a reporting project that cut turnaround time by two weeks. I think that experience connects well to what you described.
I look forward to hearing about next steps. Please reach out if you need anything further from me.
Best regards,
[Your Name]
Notice what this example leaves out: no salary discussion, no pressure for a fast decision, and no personal background details. It stays focused on the role and the conversation. If you are writing to multiple interviewers, send each person a separate message and vary the wording slightly so each note feels personal.
What Not to Include
A few common mistakes weaken an otherwise good follow-up email.
- Do not ask about salary or benefits. That conversation belongs after an offer is made. Raising it in a thank-you note shifts the tone before the employer is ready.
- Do not apologize for answers you gave. If you want to clarify something, frame it as added context, not a retraction. Apologies draw attention to a weakness rather than a strength.
- Do not send a very long email. A follow-up is not a second cover letter. Keep it brief. The interviewer has other candidates to evaluate.
- Do not wait more than two days. A note sent a week later feels like an afterthought. The two-day window exists because the hiring team is most actively discussing candidates right after interviews.
If you are still putting together your application materials, the guide on writing a cover letter covers professional communication principles that apply to follow-up emails too.
Frequently asked questions
Should I send a separate email to each interviewer or one group message?
Send a separate email to each interviewer. A personal note feels more genuine than a group message. Vary the wording slightly between emails, especially the reference to a specific moment from the conversation, since each interviewer likely remembers a different part of the discussion.
What if I forgot to ask about next steps during the interview?
Add a low-key line in your follow-up email. Try: "Please let me know if you need any additional information." Then add: "I look forward to hearing about next steps." This opens the door for the interviewer to share a timeline without putting pressure on them to respond right away.
Can I use the follow-up email to correct a weak answer I gave?
Yes, briefly. One sentence that adds a specific detail or clarifies a point is reasonable. Frame it as additional context rather than an apology. For example: "I also wanted to add that in my previous role I [specific relevant detail]." Keep it to one point only and move on.
Is a handwritten thank-you note better than an email after an interview?
The VA's post-interview guidance addresses email specifically, recommending it within two days. A handwritten note takes longer to arrive and may miss the window when the hiring team is actively discussing candidates. Email is the safer choice for most US hiring contexts, though some industries may have different norms.
What should I do while waiting for a response after sending the thank-you email?
Update your references right away. Confirm their contact details are current and let them know they may be contacted. Share the skills that came up in the interview so they can speak to those directly. This step is easy to overlook but can affect how prepared your references sound when the employer calls.
Sources
- Job interview - Wikipedia · en.wikipedia.org
- The interview process · VA Careers (va.gov)
Prepared from these references and checked against them. References retrieved October 11, 2026.
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