When to send it
Send your thank you email within 24 hours of the interview — the same day is best, especially if the hiring decision may be made quickly. Sending first thing the next morning is also fine.
If you spoke with several people, send each person their own email. Do not copy-paste the same message word for word; reference something specific from each conversation.
What to include, step by step
- 1
A clear subject line
For example “Thank you — Marketing Manager interview” so it is easy to find and clearly connected to the role.
- 2
Their name, spelled correctly
Check the spelling and title in the invitation or on their email signature.
- 3
A sincere thank you
Thank them for their time and for sharing information about the role and the team.
- 4
One specific detail
Refer to something you discussed, such as a project, a challenge or a goal. It proves you were listening.
- 5
A line on why you are a fit
Briefly connect what you heard to your experience. One or two sentences, not a second cover letter.
- 6
A polite close
Say you look forward to next steps and offer to provide anything else they need.
Interview thank you subject lines
Standard
Thank you — [Job Title] interview
Specific
Thank you for speaking with me about the [Team] role
Short and warm
Thanks for your time today
Follow-up on a topic
Following up on our conversation about [topic]
Template: after an in-person or video interview
💡 About 100 words. Specific topic, short fit statement, offer of more information.
Template: after a phone screen
💡 A phone screen email can be shorter and slightly less formal.
Template: follow-up if you haven't heard back
💡 Send this a few days after the decision date they gave you, or about a week after the interview if they gave no timeline.
Common mistakes to avoid
- Sending a generic message with no reference to the conversation.
- Typos in the interviewer's name or the company name.
- Making it long — keep it under about 150 words.
- Raising salary or benefits in the thank you note.
- Waiting several days. Speed matters.
Skip the blank page
Describe what you want to say and EmailGen AI drafts the subject line and message for you to edit and send.
Write My Email with AIFrequently asked questions
How soon should I send a thank you email after an interview?
Within 24 hours, ideally the same day. If a decision is likely to be made quickly, send it within a few hours.
Should I send a separate email to each interviewer?
Yes. Send each person their own message and mention something specific from your conversation with them.
What if I don't have the interviewer's email address?
Reply to the interview invitation, or ask the recruiter or coordinator to pass your thank you along.
How long should the email be?
Around 100–150 words. It should be quick to read.
Is it too late if I forgot to send one?
No. A thank you sent a few days later is still better than none. Keep it brief and reference the interview date.
Can AI help me write it?
Yes. EmailGen AI can draft the message from the role, the interviewer and a detail from your conversation. Always add your own specifics before sending.