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How To Write A Thank You Letter: The Definitive Guide (With Example, 4 Benefits, & 5 Common Mistakes) + FREE Template

Last Updated on November 1, 2022 by

‘Thank you’ …I know you have heard the phrase a couple of times, but when it comes to Job Applications and Interviews, a Thank You Letter makes ALL THE DIFFERENCE.

In fact, thank you letters are relevant after an interview and after networking events and other professional events that relate to job search and application.

With the increasing competitiveness of different job industries, the letter serves as the best way to cement relationships that will later enhance your career.

This definitive guide explores;

BONUS: FREE Thank You Letter Template.

Step-by-Step Guide For Writing A Thank-You Letter

This type of letter should never be long and tiresome to read. It should just be precise to the point.

Here is our definitive guide;
Part 1: Letterhead
Part 2: Date
Part 3: Recipient’s Contact Information
Part 4: Title
Part 5: Introduction/Purpose
Part 6: Offer to Provide More Information When Required.
Part 7: Conclusion

The Definitive Example of a Thank-You Letter

Figure One: Sample Thank-you Letter.

Benefits of a Thank-You Note/Letter

This note/ letter is linked to myriad benefits. In fact, a Survey by Talentinc indicated that 68% of hiring managers admitted that ungrateful job seekers tend to jeopardize their candidacy.

With that being said, here are some of the significant benefits;

Benefit 1: Acts as a way of showing your interviewer that you are courteous and respectful


A Thank-you note/letter serves as a way of acknowledging your interviewer’s time and efforts. This increases your chance of you being hired.

“Failing to send an appropriate and precise post-interview thank you letter/ post hurt’s your chances of landing the job.”

Benefit 2: Makes you stand out


Most job seekers/ applicants do not send post-interview thank-you letters or posts. Even though most of them have reasons for not doing so…the Bottom line is that doing so makes you stand out.

Benefit 3: Presents an Opportunity for You to Reiterate Some of the Information that You had Shared During the Interview.


Sometimes forgetting to say or demonstrate detailed information about yourself during an interview is inevitable. In this regard, you can reiterate such information based on your hiring manager’s needs in the letter/note.

Benefit 4: Acts as a Way of Demonstrating Your Written Communication Skills and Etiquette


Writing the aforementioned letter or note serves as a perfect way of showcasing your written communication skills which are crucially based on the fact that the current advancements have shifted most work online.

5 Common Thank You Letter/Note Mistakes

Taking too Long to Send the Letter

Conventionally, thank you letters should be sent within 24 hours after the interview or networking event. In the case of a handwritten note, the issue might be different. However, the faster you send the letter, the better the chances of it impacting your job application process.

Writing A Lengthy Letter

Based on most of the letters that we have encountered, job applicants get tempted to include additional information that at times might be unnecessary… “just to re-emphasize some of the information that they feel was inadequately addressed during the networking event or the interview.”

REMEMBER: The interviewer/ recipient has limited time when it comes to reading all the details in the letter or note. In this regard, keep it ‘short and sweet.’  

Failure to Fine-tune the Letter to the Company Culture

Before writing this type of document, ensure that you have researched the company and its culture. This approach helps in understanding their traditions in relation to professional notes. For instance, if they encourage a casual tone, fine-tune your document to match that.

Professional Tone Mistakes

Sometimes you can get confused about the best tone to embrace, especially when the employer/company embraces a relaxed or casual culture as well as tone.

In this case, the Bottomline is … try always to maintain a professional tone.

HINT: build a professional tone by being attentive to words and phrases that you use as well as the emotions that they evoke.

Remember, the document is still professional; therefore, you should also embrace a professional tone.


As much as proofreading could be perceived as a typical convention, it significantly impacts your letter and other job application documents such as the resume, resignation letters, and cover letters.
Always proofread your letter to ensure that it is free of grammatical errors, punctuation mistakes, and typos.

Here’s what you should know;

Thank-you letters are not mandatory, but their impact on the job application and interview process is commendable.
Comment, share and let us know what you think about this type of letter and its impact.

Remember we can help you revamp your resume and cover letter, and prepare you for your next job opportunity. Just click here to get started

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