How to write a thank you letter after an interview

Show your appreciation and express enthusiasm after an interview with a professional thank you letter. No matter what the interview is for, create a well-written letter of thanks to share with hiring managers or HR to help your application stand out and demonstrate interest.  

Let’s learn how to create an appreciation letter with a ready-to-personalize template in Microsoft Word. We’ll also explore everything you need to know about thank you letter formatting, writing tips, common mistakes, and benefits.  

Why should you send a thank you letter after an interview?

Writing a thank you letter after an interview is the perfect way to express your gratitude and strengthen your relationship with the interviewer. The letter represents a thoughtful way to show your professionalism, initiative, and address any key points that you would like to further emphasize. Not only does a letter of thanks further express interest, but it helps distinguish yourself from the other applicants who may not have taken the extra step of giving thanks. If you would like to leave a positive and lasting impression, a thank you letter is the best way to compliment your existing documentation and interview.  

How to format an interview thank you letter

• Subject line (for letters sent via email): if you’re sharing an after interview thank you email, ensure the subject line of the email is clear and concise. Depending on the nature of the interview, the subject line can be formal or informal, but always professional. 

• Personalized greeting: in the introduction, write a short opening greeting addressing who the letter is to. If you know the hiring manager’s name, reference their name here. If not, try to use a generic greeting like ‘Dear hiring manager’ or ‘To whom this may concern’. 

• Note of appreciation: detail a short summary to share thanks for the interview and the opportunity to apply for the open position within the company.  

• Recap of qualifications and experience: list the standout experiences and qualifications that you hold that relate to the position while summarizing the main talking points within the interview. 

• Highlight next steps of the interview process: if the next steps of the hiring process were mentioned in the interview, now is a good time to add a prompt to show eagerness. Write a brief callout to the employer asking if they have any further follow-up questions about experience or qualifications. 

• Signature and contact details: don’t forget to sign the thank you letter with your signature, either electronically or by hand. Under your signature, write your name and main contact details even though the interviewer has them on file. Include both your email address and contact phone number so the hiring manager can easily contact you about your progress.  

Interview thank you letter formatting guidelines

Here are some important formatting guidelines to consider when creating an interview thank you note to send to hiring managers.  

Choose a clear font and professional size

Just like any other business letter, write a thank you letter using a suitable font and readable size in Microsoft Word. Use popular and professional fonts like Arial or Calibri in font size 12 –14.

Adjust spacing and margins

If you have never written a letter of thanks before, it’s best to use the recommended margins that are automatically applied to a Microsoft Word document. The ‘normal’ margin leaves a one-inch space at the top, bottom, and sides of your page. Keep spacing at 1 or 1.5 between paragraphs to form consistency.

Keep to a recommended length

Similar to a recommendation letter and cover letter format, keep a letter of thanks to a one-page maximum. Any letter longer than one page can lose its value and become less effective.  

Name your letter correctly

Before saving the letter file, make sure to rename the document in an appropriate format. For example, applicantname_thank_you_letter_date.

Export completed letter in the right file format

After writing a thank you letter, export and download the letter as a PDF file for easy sharing via email. You can also print your letter directly inside the Word app.

Interview thank you letter writing tips and common mistakes to avoid

Take a look at some essential writing tips and common mistakes when creating appreciation letters from experts at Microsoft Word.

Writing tips for interview thank you letters:

• Keep the letter short and sweet: ensure the message of your letter and appreciation isn’t lost in lengthy text by keeping to a single page in length.  

• Tailor to the recipient: try to connect with the recipient and tailor your letter to suit their needs. For example, if the letter is addressed to the company executive, emphasize important aspects like success measures and your determination rather than day-to-day work tasks. 

• Be authentic and professional: it’s important to express your true authentic self, while staying professional when writing your letter. After your interview, reflect back in internal language and terms used within the company to reference in the letter. For example, milestones, deadlines, or protocols when describing a workflow.  

• Actually say thank you: express your gratitude and appreciation within the letter, but don’t forget to actually say ‘thank you’ as well.  

Mistakes to avoid when writing interview thank you letters:

• Being too generic: try to stay away from generic thank you notes. Avoid copying and pasting an existing letter or using external platforms to write them for you. Instead, generate a letter from scratch in Word or with the use of AI via Copilot for help. You can also use the Word Editor to help your copy with its flow, ease of readability, and spelling. This will ensure all details are captured and communicated smoothly throughout the letter. 

• Sending the letter too late: try to write and share a thank you letter within 24 to 48 hours of the interview to keep the interaction in front of mind. Sharing a letter too late risks losing credibility with the hiring manager. 

• Lack of proofreading and editing: double-check the spelling, grammar, structure, and format of the letter before saving and sharing. Not effectively proofreading can risk not leaving a positive impression with the hiring manager even if the interview went well.  

• Missing contact information: always include a reference to contact information either at the header or footer of your letter. Write a personal email address, full name, and contact phone number if possible. 

How to write an interview thank you letter in Word

Write a thank you letter with a template

1. Open Microsoft Word on your device. 

2. Search ‘letter’ in the search bar then click on the templates category. 

3. Click on a letter template to begin. 

4. Customize the template with your personal information.  

5. Proofread your document with Microsoft Editor. 

6. Export as a PDF for easy sharing. 

Write a thank you letter from scratch

1. Open Microsoft Word on your device. 

2. Create a new document. 

3. Type your thank you letter in the correct format. 

4. Proofread your document with Microsoft Editor or enhance copy with Microsoft Copilot. If you don't have a Microsoft 365 subscription, you can still leverage the power of Copilot at copilot.microsoft.com.

5. Export as a PDF for easy sharing. 

Thank you letter after an interview template examples

Let’s explore the top four letter templates you can customize in Word.

General professional appreciation letter

Express your gratitude and enthusiasm after an interview by personalizing this simplistic thank you letter template. The refined format can easily convey your message without having to start from scratch. Don’t forget to customize your contact details too.

See it in action: General professional thank you letter template.

Post interview thank you letter

Convey your appreciation and reinforce your interest with this classic thank you note template. The blue background color can symbolize sincerity and calmness, helping your letter generate positivity.

See it in action: Post interview thank you letter template.

Interview follow-up letter

Write a unique and stylish appreciation letter using this artistic template. Swap in and out color schemes and fonts to suit your aesthetic, personalize the letter text, then easily share online so you don’t have to print in color.

See it in action: Interview follow-up letter template.

Thank you letter after interview

Show your personality through a colorful and sleek thank you note. This modern look gives your letter a playful yet formal touch. If you’re not too sure about the pink color scheme, easily adjust the background color to suit your needs.

See it in action: Thank you letter after interview template.

Reinforce your interest while showcasing good manners by creating a thank you letter after an interview using a free template by Word.  

Explore more helpful business letter blogs like how to write a resignation letter.