Guide to Thank You Messages (How to Write Them and Examples)

By Indeed Editorial Team

Updated November 1, 2022 | Published September 7, 2021

Updated November 1, 2022

Published September 7, 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Sending a thank-you message is a gesture that expresses your gratitude to colleagues and potential employers. These messages show your professionalism and can make a lasting impression on the receiver. By writing an effective and respectful thank-you note after an interview, you can increase your chances of being hired. In this article, we discuss some various phrases you can use to show gratitude, explain how to write thank-you messages, and provide tips and tricks for writing these messages efficiently.

Benefits of sending thank-you messages

When searching for jobs, there are many opportunities to thank potential employers for the opportunity to communicate with them. Writing thank-you messages shows your appreciation for those opportunities. Remember that the employer has spent time and resources considering you for a position. Sending this message also reminds the employer of your various qualifications and skills. These notes also provide you with the opportunity to reconsider or review any answers you provided during your interview.

If you haven't heard from the employer since your interview, consider using a thank-you message to follow up with them. In most cases, employers then respond with the next steps or by thanking you for applying to the position. You can both handwrite or email your thank-you notes. Consider sending a note to any references to express your gratitude.

Related: How To Write A Thank-You Letter

Phrases to use for thank-you messages

Here is a list of phrases to use as thank-you messages:

1. General thank-you notes

You can use general thank-you notes in multiple contexts. Here are some examples of general phrases you can use in a thank-you message:

  • "I appreciate your help and hope to continue working with you in the future."

  • "Thank you for referring me to the Toronto Association for Marketing Executives."

  • "I sincerely appreciate the opportunity to meet with you. Your organization shares many of my values, and I sincerely hope to hear back from you."

  • "Thank you for your assistance when helping me with my job search. Please let me know if there's anything I can do to help you in the future."

2. Personal thank-you notes

Personal thank-you notes typically refer to specific situations. Target these notes to create a bigger impact. Here are some examples of general messages:

  • "I am grateful for the support you provided me when I had questions about the job position. You were a great help, and I was able to prepare for my job interview because of it."

  • "I value the insight you provided me when I was deciding which writing sample to submit. With your help, I obtained the job I wanted, and I am forever grateful."

  • "I appreciate the confidence you showed in me when you let me work for a shift as a test. I had a wonderful time learning about your company and the responsibilities expected of the job position I applied for with your organization. I believe I'm a great candidate and look forward to learning from you."

3. Professional thank-you notes

Professional thank-you notes maintain professional tones. Send these notes to supervisors, upper management, and coworkers. Here are some examples of general messages:

  • "Thank you for reading my application materials and information. As shown in my CV and cover letter, I believe I'm a great fit for your company because I share your values and goals. I have strong writing skills and good communication and interpersonal skills."

  • Thank you for your assistance when I was looking for a job. I recently applied to your company and received confirmation that the company reviewed my application. I sincerely hope we get to be coworkers in the near future."

  • "Thank you for the interview and for taking the time to talk to me. I appreciate the conversation we had about career advancement opportunities and career options. In the future, I hope we get to have more of these discussions."

  • "I noticed you've been putting in a significant amount of work on our recent project. Thanks to you, we've increased production by over 50% this quarter! Thank you for your adaptability and reliability."

  • "I wanted to take this opportunity to thank you for the ideas you provided at yesterday's board meeting. If you have the chance, I would like to discuss some of these ideas with you. Please contact me when you have a moment to talk."

Related: Saying "Thank You for Giving Me the Opportunity to Be Part of Your Team"

4. Reference thank-you notes

Here are some examples of general messages:

  • "I wanted to take this opportunity to thank you for being my reference in my last job search. As always, you're a great friend, and I'm fortunate to have worked with you for so many years. I hope we cross paths professionally in the future."

  • "Thank you for telling me about the job opportunity at Royal Investment Banks. I have a job interview coming up because of your excellent reference letter. Please let me know if there's anything I can do to help you in the future!"

  • "Thank you for telling me to contact Amber Trakes at the Senior Citizens' Club. I have an interview tomorrow and am really looking forward to it."

5. Long thank-you notes

When your interview was particularly successful or when you want to address particular interview details, consider writing longer notes. Here is an example of a longer thank-you note.

Sarah Boice
Montreal, Quebec
September 19, 2021

To: Jace Spiegster
Social worker
Montreal Social Work Association
Montreal, Quebec

Dear Mr. Speigster,

I wanted to take this opportunity to thank you for the interview we had yesterday.

I applied for the social worker position and thoroughly enjoyed speaking with you, meeting your coworkers, and learning about what it takes to work at the MSWA. I am interested in working for your organization because we share common values of empathy and compassion. This job matches my unique skill set and experience. Furthermore, I believe I meet all the academic requirements for this position and, as we discussed, you need an employee who has good theoretical knowledge of behavioural models.

You also mentioned the need for someone who can maintain good case notes and who has strong technological skills. I'm highly organized and familiar with how to write detailed case notes for each of my clients. I frequently attend CASWE's annual conferences and improve my skills by attending online skills classes in my free time for professional development.

Once again, thank you for this opportunity. If you have any questions about my previous experience, you can contact me on my mobile number, 613-313-1313. I look forward to hearing from you.

Best regards,
Sarah Boice
Social worker and crisis interventionist

Related: How To Thank Someone For Their Time

Tips for writing effective thank-you messages

Here are tips to follow when sending a professional thank-you note:

1. Send it quickly

Send your message quickly. This requires you to have the right email address. If you don't, send your employer a handwritten message. Remember that handwriting and mailing your note can take longer to arrive to the employer, but is more personal. If you send the message as a follow-up for the interview and determine the next steps, sending by mail or waiting several days is appropriate.

2. Verify the name and address

Next, remember to verify the hiring manager's name and contact information. When interviewed by multiple people, it's appropriate to ask them for their business cards. These cards typically have the necessary information to provide accurate salutations and send your note to the right recipients. If the business card is unavailable, look up employee information on their website.

Related: How to Write Salutations (With Examples)

3. Consider the paper

If you handwrite your note, consider the quality of the paper you use. You can find good-quality notes in stationery stores. The card needs to be as simple and professional as possible. Make sure the card is big enough for you to fit your message and write clearly. Aim to leave enough space at the end of your message to include your contact information.

Related: Job Interview Thank-You Letters

4. Customize your note

Customize your note depending on the person receiving it. If the hiring manager gave you personal details in the interview, consider adding these details. Doing so reminds the hiring manager of who you are and creates a sense of familiarity. This is also an excellent opportunity to start a good working relationship with future supervisors and coworkers.

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