How to Write a perfect Thank you Email after an interview

No matter the kind of interview: in-person, video interview, phone interview, panel interview or informal interview, one crucial thing that is common after the interview is the need to send a thank you note to the interviewers. This is an email meant to express your gratitude for an opportunity to be short-listed and meeting the interviewers.It is also an opportunity to express how you match the interviewers expectations from the interview and show your enthusiasm for the job.


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When should you write the thank you note?

A thank you email should be written within 24 hours of attending the interview. You would want to thank the interviewer when they still have a clear impression of you. You also want to create a good impression of yourself before the hiring decision is made.

Whom should it be addressed to?

The thank you note should be addressed to the interviewer. In the case of a panel interview, you need to personalize the note to each person in the panel. That is why it is important to ask for business cards at the end of the interview.

What should be included in the Thank you note?

A thank you note is a way of thanking the interviewer and a way of affirming your interest in the position. You can also use a thank you note to express any information you feel you had left unmentioned in the interview or clarify on questions you feel you may not have answered well.

Hiring managers want assurance that you actually listened during the interview and were attentive enough to note the roles and expectations. You could, therefore, reiterate some of the questions asked in the interview and probably a challenge the company is facing and describe how your experience and skills are relevant to solving the problem.

Please note that you should keep the email concise and proof-read to avoid typos and other errors.

An example of a good Thank you email would be:


Dear (Interviewer’s name),

I take this moment to thank you for the time during the Operations Manager interview yesterday at BATCH LTD. It was a pleasure meeting you and getting to understand the role and the organization.

During the interview, I was able to understand that you are looking for an enthusiastic and self-motivated individual who is able to identify and execute opportunities to improve operations efficiency. From the discussion, you also pointed out that the organization seeks to get into partnership with other governmental and non-governmental organizations in order to fulfill its mandate. This means that there is a need to create relationships both within and outside the company as well as have a good partnership database. I am currently pursuing an MBA in Management Systems and I have a 3 years experience as an Operations Manager. When I was at DAR LTD we faced a similar problem and I was able to come up with a strategy that brought together employees, clients, and partners and cemented a relationship in that everyone felt part of the stakeholders. This is something I would like to implement at BATCH LTD.

I am confident that my skills and past experience are in line with your expectations. I am very enthusiastic about the possibility of being part of your team. Thank you once again.

I look forward to hearing from you.

Kind regards,

(Your name)

(Phone number)

(Email Address)


Expert Advice on Phone Interviews

When job searching, you need to be always prepared for any method the interviewer may use to reach or interview you. Companies use telephone interviews to narrow down the list of candidates who will attend the in-person interviews. Employers may also use a phone interview to reduce expenses in the case where the candidate is distant from the employer.

The employer may, therefore, opt to conduct a phone interview and therefore you should always be prepared to answer the phone professionally each time you are receiving a call especially from an unfamiliar number. In most cases, however, the interview is scheduled in advance and a specific time and date are set.

So how do you ace your phone interview?

Prepare like in an in-person interview

The same questions asked by employers in an in-person interview will most likely be the same questions asked in a phone interview. You need to be prepared for questions such as your strengths and weaknesses, why you would like to work with the company and other questions on your career path. In the same way, you need to do a research on the company and position and have a list of your own questions to ask the interviewer. A phone interview in most cases takes a shorter time than an in-person interview, therefore take the time to match your skill-set and qualifications to the job description so that you are in a better position to present whom you are. It is also advisable to have a copy of your resume and cover letter close to you for reference purposes.

Practice the interview in advance

Have a friend or family member conduct a mock interview with you answering the questions. Make sure you record it to hear how you sound on phone and also to correct where you are probably having the awkward silence of “uuuuuhhm”.You will also identify the answers you can improve on.

During the interview:

Take a good note of the date and time and then make sure you are in a quiet place with zero distractions. You should also have a pen and paper to take note of the important points during the discussion.

It is advisable to use a landline instead of a cell-phone to minimize poor reception. You should also turn ‘Call-waiting’ off so that your call is not interrupted.

Your voice should sound confident and not squeaky or too low to be heard on the other end, Have a glass of water nearby so that you can take a quick sip in case your mouth gets dry or you get a cough. However, avoid chewing or drinking while on call.

Answer the phone yourself and start by introducing yourself with your name so that the interviewer knows they are speaking to the right person.

Smile while speaking as this creates a positive change of tone in your voice. You may think that body language is not important in a call interview, but your voice reflects and the caller can tell. Standing instead of sitting or slouching will also help in bring out energy and enthusiasm in your voice.

Give precise answers and do not interrupt the interviewer. In the case where you don’t hear clearly, ask for clarification so that you answer correctly, the time to compose your answer and then speak slowly and precisely. Do not take too much time to answer hence creating an awkward silence, but at the same time do not be too quick to answer.

Have your questions ready to ask the interviewer and at the end of the interview, thank the caller for the time. After the interview, review the notes you made during the call and then send a thank you note on email and any other follow-up questions you may have.

How to nail an informal interview

You applied for a position in a company, instead of getting an interview invitation, you get a phone call from your potential employer for a meeting in a park or coffee place. It sounds out of place, right? No, it’s not, nowadays companies are shifting from much-formalized interviews to more casual and relaxed ways of getting to know their potential employees. Employers also take this opportunity to observe how the candidate behaves in an informal setting as well as ask questions to evaluate their personality and culture fit within the organization.

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How do you dress?

Since the interview is probably going to be in an informal setting, you need to ensure that you are neither too dressed up nor under-dressed. The employer does not necessarily expect you to dress up like in a formal interview. Use your own judgment based on the venue, day of the week and time, but make sure you look presentable.

Research well on the company and other related issues

This point cannot be overemphasized. You need to know about how the company works and the culture fit. Remember that unlike in a formal interview, an informal meeting will not involve questions and answers from the employer. Instead, it will be a conversation where you would be expected to express your ideologies, beliefs, and perspectives on the company, industry and other issues.

Make a good impression by your thoughts and speech

An informal environment may make it hard to know what to say and how to say it. Be open enough to show your personality and perspective on the various issues, however, do not speak too much. Take time to organize your thoughts and to know what to say.

Remember to be polite throughout the interview and don’t interrupt when the interviewer is speaking. Instead, wait for your turn and speak slowly maintaining eye-contact.

Observe and follow the interviewer’s lead

It is quite unpredictable to know how to behave in an informal setting. You should be quick to observe the interviewer’s body language, the tone of voice and behavior. This sets the nature of the company’s culture which you should similarly portray.

What do you carry?

Carry a pen and a notebook to jot down important points you will discuss. You can also carry a copy of your resume in case it might be needed. Most importantly, carry with you an enthusiastic and positive attitude.

Who pays the bill?

This may be an awkward moment where you are not sure on who clears the bill. You should be keen to see if the employer offers to clear the amount. If not, you should be prepared to pay your own share. If the employer pays, don’t fight over the bill or ask questions, instead show appreciation by saying  “thank you”.

Follow up after the meeting

When the meeting is over, thank the employer for giving you the chance to meet. Then ask for a business card. You could then send a thank you note and also use the contact to follow up. Remember, this is not an assurance that you have the job though in some cases you could get on-the-spot offers.

Take every meeting professionally, be there on time, speak wisely and just like a formal interview, you need to be equally prepared and give the best impression.


How to Ace the video interview

Advanced technology and globalization are revolutionalizing the recruiting process. Most multinational companies are adopting video interview as a hiring technique. You may think its easier to have interviewers virtually compared to the traditional form of interviewing but it’s not. A lot has to be put into consideration. Video interviews carry as much weight as in-person interviews therefore proper planning is key.

The interviewers objective for a video interview is the same as in-person interviews. You will be asked the same kind of questions and you will also be expected to ask the right questions.

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What are some of the tips to consider for your next video interview?

Do a trial run of the equipment

Whether the equipment is yours or belonging to the office, you need to test run the equipment a day or two before the interview. This will make you sure on how to use the equipment and also to avoid installation issues or password problems in the last minute.

Setting up the equipment

The camera should be at eye-level. It should not be above or below your eye-level to avoid shadows or unflattering double-chins.

The place should be quiet. If you are interviewing at home, you need to make sure that at the time of the interview, you are in a quiet surrounding.

Make sure the sound is crystal clear. You need to ensure that both the headphone’s speaker and microphone are working perfectly to avoid response hitches during the main interview.

Be Keen on the Appearance

Dress like you would for an in-person interview. Ideally, the camera should show from the waist upwards, however, if you may need to stand up, you need to ensure that you are still presentable.

Have a tidy Background. You need to take a keen look at the background that shows up in the video. Is it tidy and professional or does it look distracting? It is recommended to have a plain wall or an office-like setting.

Maintain eye-contact. During the interview, you need to look straight at the camera and not the picture image of yourself on the screen. You also need to minimize on the hand gestures which may be distracting.

Be well-set on time

You need to be well-prepared and set 15 minutes or more before the interview. There is nothing as bad as the interviewer realizing you are not ready for the interview and it’s time to start. That is why you need to test and set up the equipment in advance and settle before the starting time.

Send your documents in Advance

Make sure you send your resume, CV or any other documents needed to the interviewer in advance.

In conclusion, the video interview is equally important to an in-person interview. Prepare well in advance. Remember, that the surrounding you choose matters, so make it professional and present yourself well like you would in a normal interview.


Preparing for a Panel Interview

You enter an interview room and you find not just one interviewer, but a group of individuals waiting to interview you. What do you do? You were already anxious enough for the interview but here you are feeling intimidated and feeling like it’s unfair to be alone on this other side of the table.

Nowadays most organizations opt to conduct panel interviews for a number of reasons:

  • It saves the company time and money as a group of people get to know you quickly.
  • The panel evaluates how you interact with different personality types and individuals.
  • The panel can see how you handle pressure and stress.
  • A panel interview helps a corporation to get a consensus among several individuals when hiring for a particular position.
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So which skills should you bring with you for a panel interview?

A good memory for names

The panel will do a round of introduction, which with the anxiety it’s very easy to forget the names or even worse to call someone by the wrong name. The best way to deal with this is to have a pen and a piece of paper to quickly draw a seating chart with their names. It will be very impressive to respond the questions with personalized answers.

Project Confidence

In a panel interview, the pressure is real. However, you need to maintain eye-contact and have the perfect body language. The goal of the interview is to prove that you are the perfect candidate for the job. You need to show that you are comfortable to be there and confident enough for the position.

Portray stress management and thoughtfulness

It might be overwhelming to have a group of people all trying to ask you a number of questions within a limited time frame. You need to remember that there is no prize for answering the questions the fastest. Each time a panelist asks you a question, take a breath, formulate the answer then keep your response brief and focused.

Remain neutral and friendly

In a panel interview, you are bound to meet interviewers with different personality types. There will be someone who will appear friendly and easy to deal with and another will appear tough. You need to resist showing inclination and impressing a particular person. Instead, remain neutral and friendly to every person in the room.

Now that we know that there is a high likelihood that the next interview might be a panel interview, how do you prepare?

Preparing for a panel interview is quite similar to preparing for an interview with the basics being: Research on the company, dress well for the interview, prepare for behavioral questions, ask the right questions and arrive on time for the interview. In addition to that you should:

Know your interviewers in advance

If possible, ask for the names of the people in the interview panel and get to know them in advance. However, some hirers may not be willing to give the names and also last minute changes may lead to substitutions. You could do a background check of potential interviewers by checking the staff on the company website. This will not only prepare you psychologically for whom you will meet but also you will be in a better position in knowing whom to address your questions.

Bring extra copies of your CV

There is a high probability that each interviewer will have a copy of your CV, but it’s good to be prepared by bringing extra copies that you could hand out to them.

In conclusion, while it might be tasking to handle a panel interview, preparation and remaining calm and collected is key. Remember, your aim is for the panel to arrive at the consensus that you are the most suitable candidate, so be your best authentic self throughout the interview.