How to Write the Interview Thank-You Note

My daughter's friends in college are interviewing for internships and permanent positions. Days after their interviews some of them ask, "Should I have sent a thank-you?" 

To them I say, Yes! And this blog post will help them--and you--write it. 

The purpose of the all-important interview thank-you is to thank the interviewer for his or her time, express your enthusiasm about the position, remind the interviewer of your strengths, and show (by writing the note) that you have social skills. 

These ideas are not mine alone. In a survey of 686 working adults in the United States, 78 percent of respondents who have hired or participated in hiring decisions agreed. They indicated that a thank-you note has had a definite positive influence on their hiring decisions. So write it. 

The interview thank-you note typically has five parts: 

1. The greeting. 
2. The opening thank-you sentence. 
3. One or more sentences stating what you admire about the company, the team, etc. 
4. One or more sentences touching on your qualifications for the position. 
5. A positive close. 

Here are two fictitious examples:

Dear Marla, 

Thank you for the pleasure of meeting with you to talk about the member marketing position. I am very impressed with the systems and programs you have in place to attract and retain members. I believe the club is doing all the right things to grow and thrive. 

As I shared in the interview, I believe my customer service experience prepares me well for the position. I like giving tours, and I am used to handling detailed paperwork and contracts. Also, I thrive in an environment where my efforts lead to measurable success. 

Thank you for the interview. I hope you will choose me for the position. In any event, I wish you and the club continued success. 

Best, 

Kaitlin Smith 

 

Dear Ms. Washington, 

Thank you for the initial interview for the position of product management trainee. I appreciated learning more about the opportunity. I am excited about the challenges you described and would be proud to join such a creative group.  

My university projects and extensive volunteer work have helped me develop strong time management, project management, and communication skills. I have enjoyed working in and leading teams to solve challenging, sometimes ambiguous problems. I believe those experiences are good preparation for the position.  

I would be honored to start my professional career at _____________ [company], and I hope you will move my application forward. Thank you for your time and interest. 

Sincerely, 

Greg Nielsen 

 

The first thank-you note above could be an email or a typed or handwritten note. As long as it is mailed quickly, the effort of sending it by post can make a positive impression. 

The second thank-you message is following up on a telephone screening interview. It needs to go out quickly, and emailing it makes sense. 

If you don't have an interviewer's email address, you can ask for it during the interview. On the phone, you can say, "I would like to follow up with a thank-you note. May I have your email address?" Or you may communicate through LinkedIn. In person, just ask for the individual's business card. 

 

Find the language that works best for you, for the interviewer, and for your relationship. Below are more examples for you to build on.

Sample greetings:

• Dear Dr. Kim, 
• Dear Raymond,
• Hi Joanna, [for electronic messages only]
• Hello Mohammed, [electronic only]
• Good morning, Nathan. [electronic only]

 

Sample opening sentences:

• Thank you for the opportunity to talk with you about the project manager position. 
• Thank you very much for talking with me and giving me a tour of the plant. 
• Thank you for the chance to meet with you and the team. 
• I am very grateful for the time you spent talking with me about the sales rep position. 
• Thank you for the enjoyable interview this morning for the customer-service position.  

 

Sample sentences stating what you admire about the company, the team, etc.:

• In my conversation with you and the team members, I recognized how dedicated and focused everyone is on achieving the common goal. 
• After talking with you, I am very excited about the possibility of working with you and the research team. The work is important and urgent, and I would love to contribute my skills. 
• I thoroughly enjoyed the chance to talk with you and your students. They obviously love being in your class and learning how to speak English. 
• It was a pleasure to learn about the challenges you face and to talk about how I might help you meet them. 
• I was very interested to learn about your goals for the team and about the remarkable progress you have already made. 

 

Sample sentences touching on your qualifications for the position:

• The projects are similar to those I completed in grad school, and I know I would have much to contribute and learn. 
• I am used to dealing with nonstop customer requests, and I thrive on solving problems and keeping customers happy. 
• As we discussed, I am proficient in ______________, and I am very familiar with the two programs you are considering. 
• I was thrilled to work as an assistant in the Global Health department. I would be very happy to use my skills and experience to support Dr. Gomez's research.
• I worked on similar projects using _______________ [software] in my design internship. I am enthusiastic about applying what I have learned at _____ [company]. 

 

Sample positive closes:

• Thank you again for interviewing me. It would be an honor to join the team.
• Please let me know if you need any additional information. I very much look forward to hearing from you. 
• I hope to have the opportunity to help you achieve your impressive goals. Thank you for the chance to talk with you about them. 
• I am very excited about the possibility of working with you, and I hope to hear positive news soon. 
• Whatever your decision, I admire your mission and your vision. Thank you for sharing them with me. 

 

Sometimes after an interview, you may want to share an article or some information that came up during the conversation. Here are sample sentences:

• We talked about the NYT article comparing U.S. and Cuban health outcomes. Here is the link. 
• I have attached my final paper, which won the Cybersecurity Award. Thanks for being interested in it. 

 

Do you want to bounce back from an interview question you answered clumsily? Read "Use a Thank-You Note to Fix Interview Blunders."

Do you have questions about writing a thank-you note for an interview? Please ask them. 

Do you have pointers for job applicants? Please share them. 

Do you have friends and relatives who are interviewing? Please forward this blog post to them.  

Do you need a gift idea for a graduate? Please consider my wise, practical book, Business Writing With Heart: How to Build Great Work Relationships One Message at a Time. 

Lynn
Syntax Training

An Unimpressive Message From My Dentist

I want the best in dentistry--not business writing--from my dentist. But I'm still disappointed when I receive a pointless, error-filled email like the one below. In it, I have changed the name of the dental practice to "Your Favorite Dentist." Otherwise, it's identical to the email I received. What do you think of it?

 

Subject: Your Favorite Dentist -- Updated Hours 

Starting Monday, November 5th, we'll be making some minor changes to our hours. If this effects your upcoming appointment, we'll give you a call.

Thanks for being a patient at Your Favorite Dentist, we look forward to seeing you soon!

 

What's wrong with the email? Read it again if you haven't found problems yet. Then consider my comments below. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

First, the message disappoints me. The subject promises Updated Hours, but there is no information about them. 

Second, I don't have an upcoming appointment. Why did I receive this message? Why not send a clearer message to patients who do have appointments? Or simply call them, as the email states. If my dentist wants the rest of us to know about the new hours, the solution is to send us a message that includes them. 

Third, four errors may distract readers. See whether you can find them. 

 

 

 

 

 

 

 

 

 

 

 

 

 

1. The date should be rendered as Monday, November 5--not Monday, November 5th. Every style manual follows this rule except The New Yorker's. 
2. In the second sentence, the word this is wrong. It doesn't refer to anything in the previous sentence. "These changes" would be correct.
3. In the second sentence, the verb should be affects--not effects. Effects as a verb means "brings about."
4. The last sentence is a run-on, that is, two sentences connected incorrectly. 

 

Beyond those problems, the wording is unclear. "Starting Monday, November 5th, we'll be making some minor changes to our hours" suggests that the changes will be ongoing. This wording is clearer: Starting Monday, November 5, our hours will change slightly. 

 

My dentist's skills in dentistry have earned my confidence and commitment as a patient. Yet I hope the messages I get from the administrative team don't make me grind my teeth. 

 

How did you react to my dentist's email? Did it remind you of any messages you receive? 

Lynn
Syntax Training 

 

 

How Do You Feel About Sloppy Supplier Messages?

A reader named Deborah shared a short email she recently received:

Dear Sirs,
pls let me have by return the supp docs about yr a.m. invoice because we cannot find our shpm.
Thks and rgds

How would you feel if you received this message? Would you care that it's riddled with errors? 

Let's count them:

1. Dear Sirs: Deborah is not a Sir, and neither is half the world. 
2. The sentence doesn't start with a capital letter. 
3. "Let me have by return" isn't wrong, but it's too concise. Return what? 
4. The abbreviations pls, supp, docs, yr, shpm, Thks, and rgds are lazy, and they're not all clear. Does supp mean "supporting," "supplementary," or "supply"? Shpm is probably "shipment," but I don't feel confident of it. I'd like to assume that a.m. means "morning," but with this writer, I'm not so sure. 
5. Thks and rgds is not the way to communicate courtesy and professionalism, and a complimentary close needs a comma after it. (Many Europeans use open punctuation--that is, no marks after the greeting or the close--but this writer used a comma after the greeting and therefore needs one after the close.) 
6. If this is an email, as Deborah said it was, it needs blank lines between the greeting, body of the message, and close. 

I normally don't have to deal with people who write this way. If you do, I'm wondering how you feel about it. Do you brush the errors off as standard for a quick communication? Do you doubt the writer's ability to handle your orders and think about looking for another supplier? 

When people I don't know write to me seeking a business relationship, I always judge them by their emails. If the greeting is "Dear lynng," I know it's a lazy mass mailing. If it has obvious spelling errors, I know their standards do not mesh with mine. Sometimes I respond to let them know I'm not interested; at others, I ignore the email, which doesn't seem worth my time. 

How about you? How do you handle such messages? 

Deborah, thank you for sharing the email.

P.S. A couple of days after this post, Deborah wrote to tell me that the writer was not a supplier, but a customer. You can read her helpful comment in the Comments section.

Lynn
Syntax Training  

Proofreading Checklist to Avoid "Oops!" Messages

I just received an "Oops!" email from our beloved, prestigious public television station. When I read the subject line, "Oops! Correction for Rick Steves Preview Screening and Q+A!" I instantly knew what the oops must be: a date error. 

Indeed, the email opened "Apologies, there was a date typo in our last email! The Rick Steves event will be taking place on TUESDAY, OCTOBER 16."

The previous email had contained the wrong day of the week. 

Day/date errors like this one are the reason for many oops messages. But other avoidable errors regularly get in the way of effective emails: names spelled wrong, unattached attachments, and dead or vague links, to name a few. (A link is vague when it links to a home page rather than to the specific web page the reader needs.)

Below is my email proofreading checklist. Use it as a tool whenever your email contains details that must be correct. 

EMAIL PROOFREADING CHECKLIST

Check to ensure:

	1. The subject line is precise and up to date.
	2. Email addresses of recipients, including any Cc recipients, are correct.
	3. Names of the recipients and of other persons and entities are correct and consistent throughout.
	4. Pronouns (him, his, her, hers, their, theirs) match their associated names. [Errors creep in when you reuse emails for new recipients.]
	5. Dates and day-date combinations are accurate.
	6. Numbers (cases, phone num­bers, addresses, dol­lar amounts, etc.) are correct.
	7. Attachments are cited cor­rectly in the message, and current versions are attached.
	8. References to documents, page numbers, articles, etc., are cor­rect.
	9. Links are live and correct.
	10. The message makes sense and is complete.
	11. No typos or errors in spelling, grammar, or punctuation exist.

If you'd like systematic practice using this checklist, as well as a document checklist for other kinds of content, take my self-study course Proofread Like a Pro. The free trial gives you a taste of the course content and its value. 

What kinds of oops errors do you encounter? Another oops message I sometimes receive is "Oops--sorry I didn't read your message carefully. Never mind." I guess a Number 12 in the checklist above might be "If replying, I've read the original email first."

I welcome your comments. 

Lynn
Syntax Training

I Should Have Known Better

As a business writing expert, I should have known that I'd get the wrong response. I had written the email in a way that was easy for me but misleading for my reader, a woman named Lea. 

Requesting a tour of a retirement home for my elderly friend, I wrote:

Please let me know if you have any time this week. The only impossible day for us is Wednesday.

Do you see what's wrong with my request? 

 

If you don't see it yet, you will recognize it when you read Lea's reply:

I can do Wednesday. We can have lunch also. Can you both be here by 11:30 a.m.?

And before I even had a chance to respond and clarify, I received another email from Lea:

Sorry, I read it to be the only possible day. How about Thursday at 10:00 a.m.?

With the way I had written the message, Lea had seen Wednesday and chosen that day.

The truth is, I did know better. I knew I should tell Lea when we were available--not when we weren't. I just didn't feel like taking the time to type all the days we were free. But I should have written this:

We are available on Monday, Tuesday, Thursday, or Friday.

Here's a best practice: Tell them when you are available--not when you aren't. Tell them what you want--not what you don't want. Although it may take a moment longer, it will save time for everyone when your clear message gets the right response.

I wrote about this best practice almost 12 years ago here in Make No Exceptions.

Do you have any writing rules you sometimes ignore even though you know better? I welcome your confession.

Lynn
Syntax Training

Do You Give Readers the "Why" They Need?

The other night I was traveling from Boston to my home, Seattle. When I arrived at my connection city, Denver, at 7:15 p.m. I received this text message:

Your Flight ___ on August 6 from DEN now departs at 11:55 p.m. We're sorry for the delay. Please visit [website]. 

The website gave only the new departure time, no additional information. 

But I wanted more information. Why was the plane going to take off 90 minutes late? 

No one was available at the gate to tell me the reason for the delay. I learned much later from a gate attendant, whom I approached, that the reason for the delay was severe weather in a connecting city. 

Weather is something an airline cannot affect, yet not knowing the reason for the delay, and not having a way to find out, made me blame the airline. I felt taken for granted. Instead of getting me to Seattle just after midnight, they'd get me there around 2 a.m.--with no explanation. 

A simple addition to the text message (and one deletion) would have satisfied me:

Your Flight ___ on August 6 from DEN now departs at 11:55 p.m. because of severe weather conditions. We're sorry for the delay. Please visit [website]. [Don't send me to a website unless it has more information.]

That brief explanation--that why--would have made all the difference. 

 

Do you include the why that your readers need? 

• When you cancel or postpone a meeting, do you include why? People who planned to attend will want to know.
• When you inform customers of a price increase, do you explain why? If you don't, they may think you are simply greedy. 
• When you make a change in procedure or policy, do you tell why? Readers may see you as unpredictable or secretive if you don't explain. 
• When you want feedback, do you mention why? For example, do you tell readers what you will do with the feedback? Otherwise, why should they take the time to share it?
• When you hire a new employee, do you tell why you chose him or her? Readers won't know the value of the new hire unless you communicate it. 

Whenever you write, be sure to consider the reader's need to know why. Ask yourself, Have I included enough why to satisfy my readers? 

 

Do you have an example of a missing why and how it affected you or others? If so, please share it. 

Take my Business Writing Tune-Up. Why? To learn ways to take your writing skills to a higher level. 

Lynn
Syntax Training

T-F Test on Formatting Business Letters and Emails

The standards of writing change. What was once correct in business messages now comes across as old-fashioned--or does it? Take this true-false test to check your knowledge of basic formatting standards for business letters and emails.

Note: The questions and answers apply to business writing in Canada and the United States. Standards may be different in other countries.


1. In business letters, paragraphs should be indented. True or false?

2. In business emails, paragraphs should be indented. True or false?

3. In a business letter "Dear" is the standard way to greet the reader. True or false?

4. Business letters should be single-spaced. True or false?

5. Business emails should be single-spaced. True or false?

6. In business emails, dates should be expressed like this: 5/12/18. True or false?

7. In emails and letters, normally one space--not two--should be inserted between sentences. True or false?

8. Emails require a subject line. True or false?

9. Business letters require a subject line. True or false?

10. It is standard in emails to include the writer's name at the end of the message. True or false?

11. If a business letter does not fit on one page, it is acceptable to have only the closing content (complimentary closing, signature block, etc.) on a second page. True or false?

12. If a business letter is short, it is acceptable to widen the margins and increase the space between the date and the inside address. True or false?

 

 

 

Answers
Note: I used The Gregg Reference Manual, 11th Edition (2011), to verify the answers.

1. False. Although it is acceptable to indent paragraphs in the modified-block style of business letters, it is no longer the predominant style. Paragraphs are commonly not indented in business letters.

2. False. Paragraphs are not indented in email.

3. True. "Dear" is the standard salutation in a business letter. In the simplified letter style, no salutation is included.

4. True. Business letters are single-spaced, with a blank line between paragraphs.

5. True. Emails are single-spaced, with a blank line between paragraphs.

6. False. Although formatting the date that way (5/12/18) is acceptable, it is not the standard because it can be interpreted two ways: as May 12, 2018, and December 5, 2018. When readers may misinterpret the date, spell it out.

7. True. One space between sentences has become the standard. I know of no current U.S. or Canadian style guide that recommends two spaces.

8. True. Every email should have a subject typed on the subject line.

9. False. Although a subject line is a good way of indicating what a letter is about, it is not required. Note: In the simplified letter style, a subject line replaces the greeting.

10. True. It is standard in emails to include a first (given) name or a full name, depending on the degree of formality. Some authors type their first name above a signature block that includes their full name. Even in back-and-forth threads between people, closing with one's name helps to identify who's writing (or wrote) each message. 

11. False. It is standard to include at least two lines of the body of the letter on the second page.

12. True. To make a short letter appear more attractive on the page, margins may be widened and space may be added after the date.

If you don't agree with particular answers, please let me know which reference books support your preferred formatting. I would be happy to change the answers based on new style guides. 

 

Lynn 
Syntax Training

Be Nice and Make Less Work for Your Reader

The other day at my health club I asked an employee what time the bank parking lot was available for club members' use. I knew I could use the bank lot when the bank closed, but I wasn't sure what time that was. The employee responded, "You'll have to ask at the bank." 

The health club has arranged with the bank for club members to use the parking lot. Why wouldn't the club employee want to know about the closing time herself? Why make individual club members find out from the bank? 

I didn't give any flak to the employee because I'm trying to spread joy rather than annoyance. Instead, I thought about how the situation relates to writing. How can people avoid coming across as uninterested and instead take the next step for their readers? Below are a few ideas I thought of. Please add yours. 

If someone: 

1. Asks for something and you aren't the right person to provide it, forward the email to the person who can. But before forwarding, make sure there's nothing in the original email that the writer would not want forwarded.  

2. Emails a question and you can't answer it now, reply anyway. Let them know when you will have the information, so they don't have to worry that you didn't get the message. 

3. Will need to schedule a meeting with you, email suggested meeting times rather than waiting for them to do it. If you work with them, add the meeting to their calendar. 

4. Needs to take a step forward on a project, offer suggestions of next steps instead of just asking "What do you want to do?" 

5. Wants to connect with an associate of yours, don't just provide the person's email. Introduce them by email to make the job easier for both of them. Read How to Introduce Two People in Writing for tips and examples. 

6. Needs information from a website, give them a specific link within the site, not just to the home page. 

7. Needs an answer from you--and your answer is no--reply promptly. Don't make them ask again. Here are tips on How to Say No.

Can you think of other ways to make life easier for readers? If you share them, you may make life easier for readers around the world. 

This week a Vogue.com article "How to Send Stern Work Emails Without Burning Bridges" featured some of my ideas. Check it out!

Lynn 
Syntax Training

What's Wrong With This Complimentary Close?

Today I received an unsolicited email with this as the close:

Can you identify what's wrong with it? Think about what you would change before scrolling down to my ideas. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

I'd change several things. But what's definitely wrong is the capitalization. Only the first word of the complimentary close should be capitalized. It may be hard to accept that capitalization rule since so many people capitalize all the main words in the close. But the style manuals agree--capitalize only the first word of the close. There's simply no reason to capitalize the others. 

What did you think of the combination of "Thanks" and Best regards"? I'd change that too so the sentiments don't compete for attention. If the writer wants to express gratitude, the thanks can come across more sincerely in a closing sentence such as "Thank you for considering my request." 

If the writer insisted on combining "Thanks" and "Best regards," I'd do it this way: 

With thanks and best regards, 

Without the interrupting comma, that close flows better. And it feels more sincere to me. What do you think? 

These blog posts also deal with complimentary closes: 

With Best Wishes includes a list of closes for letters.

"Thanks" As a Close Has Gone Too Far highlights ways to end emails. 

Complimentary Closes That Aren't discusses text-speak in closes, and it features lots of reader comments. 

What Is a Salutation? It's Not a Close! defines salutations and closes and tells and how to punctuate both. 

 

Do you see strange complimentary closes in the messages you receive? Please share them.

Grammarly approved this blog post. Try it. 

Lynn
Syntax Training
New Self-Study Classes

 

Is Your Writing Too Abrupt?

You work against deadlines. Often you have to write quickly, even when the message is complex and somewhat delicate. It’s not surprising that you occasionally come across as abrupt when you thought you were being efficient. This problem is especially true in email.

For the past few weeks, I've been getting web design help from an excellent graphic designer, Barb Rowan. When we go back and forth in email, not yet coming to agreement (perhaps with me resisting a new idea), I can feel my stress level rising, and I want to be sure my tension doesn't come across in my writing. In situations like that, it's time to slow down and breathe.

Speed is not efficient when the result is an abrupt, unkind message. It can take hours or days to resolve misunderstandings and repair morale when something has come across as tactless and abrupt.

Here are 10 simple ways I recommend to warm up your message and reduce the risk of hurt feelings.

1. Use a greeting.
Rather than going straight to your point, start with “Hi,” “Hello,” “Good morning,” “Greetings,” or another opener. A greeting acknowledges that you are communicating with another human being—not a machine. In a quick exchange of messages you can, of course, skip the greeting. But when you write again the following day, include one.

2. Use the person’s name.
Virtually everyone appreciates being addressed by name. Although it may seem sufficient to start a message “See inline,” when you begin with the person's name, you acknowledge him or her. It is a simple gesture that can have a profound positive effect. For up to four readers or so, use everyone’s name. For a larger group, use a group name, for example, “Thanks for your fine work, Customer Service Team.”

3. Use your own first name.
In email, many people use automatic signatures with their full name. Others use no name at all—they just end the message. But signing (typing) your first name warms up the message, creating a connection between you and the reader.

These tips come from my award-winning book, Business Writing With Heart. It’s a great gift for a new college grad or for someone reentering the workforce. Get it from me at Syntax Training, buy it on Amazon, or order it from your favorite bookseller.

 

4. Use complete sentences to avoid sounding cold or sarcastic.
“Thanks” or “Thanks a lot,” can sound sarcastic, especially in sensitive messages. Instead, write “Thanks for handling this. I really appreciate it.” Rather than “See me” or “We need to talk,” write “Let’s talk soon. I’d like to hear your thoughts on these images.”

5. Include words and phrases that communicate warmth and connection.
A message without positive language can seem cold and abrupt. Use these words and phrases for a warmer tone:

thank you for     pleased to    welcome     looking forward    pleasure    value    I’m honored     glad    happy to    grateful    glad to     thoughtful    delighted    terrific

6. Avoid cool, canned language.
Some phrases, such as “I look forward to meeting you,” may be canned, but they aren’t cold. Others are canned and cold: “Thank you in advance for your cooperation in this matter.” To warm up your message, write as though the reader is your friend or valued colleague: “I would really appreciate your help with this research” or “Thanks so much for considering my request.”

7. Be clear when you are agreeing with the person or echoing their views.
In a quick exchange of messages, you may be tempted to write a simple sentence repeating what your reader has already written. But this action may lead your reader to think That’s exactly what I said! To avoid such a response, write “I agree with you that Constanza is the best person for the job” rather than “Constanza is the best person for the job.” That way, you head off this response: “Didn’t he read what I wrote? I was the one who recommended her!”

8. Avoid the word immediately or now when you are writing with a request or assigning a task.
Your reader may have several other immediate jobs, and your request may seem pushy and unreasonable, even if you are the boss. If something must be done immediately, stop by in person, phone, or email to ask whether the individual has time available. Assume that the other person is as busy as you—even busier.

9. Read your message aloud—exactly as it is on the page or screen.
Reading aloud helps you recognize how your writing may sound to others. You may have merely stated a fact when you wrote “Handling the Walters account is your responsibility.” Reading it aloud, though, you may notice a hint of criticism that you did not intend. When you can, wait at least a few minutes between writing your note and reading it aloud. That way, your impression will be fresher—similar to your reader’s fresh view.

10. Have someone read your message before you send it.
This step can be especially helpful when your communication will go to a group and when the reaction to it may not be positive. Your test reader can think about the people in the group and how to help them react positively to your message.

Often abruptness is accidental. But sometimes it comes across because of the writer’s underlying feeling of resentment, irritation, or entitlement. At all times, do your best to focus on the big picture, the higher goal, and the long term when you write. While it might feel good to put down, unsettle, or get the best of a colleague in writing, resist that temptation.

When you are hurt or angry, write a retaliatory message in your mind, have a big laugh (or cry) about it, and then do the right thing: behave generously and professionally. The cost of repairing the damage of a rude or abrupt message—in time, money, morale, and frustration—is just too great.

Do you have tips to reduce abruptness? Please share them. 

Would you like to take your business writing to the next level? Try out my online course Business Writing Tune-Up. 

Lynn
Syntax Training