Free Sample Thank You Letter Templates & Useful Tips to Write

This article is all about writing thank you letters along with the sample thank you letter templates.

Searching for a job is not an easy task. You have to keep a lot of things in mind. Your resume, interview and many procedures that make you even more nervous. But if you remain confident throughout, you can nail everything easily. Job interviews are a big investment of your time.

You need to research the company and role, write your resume for the perfect talking points to match you to the position and clear your schedule to meet with the hiring manager. After your interviewers made a time investment in meeting with you, it’s your moral responsibility to formally thank them for it.

Useful Information Related to Thank You Letters

You need to research for the company, write an effective and perfect cover letter and resume, and leave a good impression on the recruiter in the very first interview. It’s important to keep your momentum at its very best.

In order to make the interviewer remember you when it comes time to choose a candidate, a strong thank you letter can help you out. In order to create the perfect thank you letter, you need a complete guide to study the rules of writing a thankyou letter and review the sample thankyou letter templates. Reading this article can be beneficial for you in this regard.

Beyond showing your enthusiasm for the position, a thank-you note also allows you to reiterate why you are the best person for the job. The letter is best sent via email within 24 hours of the interview, while you’re still fresh in the interviewer’s mind. It should be brief, not more than two to three paragraphs and it should reference particular points from the conversation.

For candidates who are wondering whether it’s appropriate to send a handwritten note instead of an email.  Although a handwritten letter may offer a quaint, personal touch, the organization will likely receive it too late for it to have an impact. So an email is a more organized and professional approach.

Tips for writing a Thank You Letter

A thankyou letter is acceptable to be sent via email, but sending a handwritten note is a great personal touch. If you were interviewed by more than one person, you should send separate thank you letters to each interviewer. Below are mentioned some useful tips to keep in mind while writing a thankyou letter and by following these tips, you can write a better and effective thankyou letter.

1. Be Timely

You should consider the fact that the recruiter is not an idle person, and has a lot of tasks to do. There are other candidates interviewing, and so staying in front of the recruiter or hiring manager is crucial. Sending your thank you letter in a timely fashion, within 24-48 hours is a good measure of time, and shows the employer your personality and desire to go above and beyond. So it is a good approach to send a thankyou letter to your hiring manager on time.

It should not be long enough to make it boring and waste the time of the recruiter. Moreover, it should be personalized. Most hiring decisions are made based on group consensus between all involved in the interview process.  Take time to reference a highlight from your interview, and reassert your primary selling points.

2. Look Out for Details

Choose your thank you card with proper attention and stamp it wisely. Don’t go for something too pompous or fancy might give off the wrong impression. Likewise, using a Santa stamp in June will appear careless. The best type of card and stamp are plain, and do not express your personal or religious beliefs. The best approach is to opt for simplicity and decency in design and don’t go personal.

3. Be Inclusive and General

You should write a separate thankyou letter to each person who interviewed you separately. You never know and can never assume who is making the final decision, so including everyone will help you cover all bases. Also send a thank you letter to the recruiter who helped you, if you used one. This casts a good impression of your overall personality.

4. Stay Professional

Remember, you aren’t not to your friend or thanking your friend. Maintain a professional tone and behavior throughout the letter. Write maturely. Avoid using slang overly familiar words and remain cautious in whatever you write. Write clearly and concisely. Remember to double-check for typos and grammatical errors. Express your enthusiasm in writing through selection of good words. Be sincere in what you write and you should not sound artificial. Remember to send it typewritten in business format and use quality paper. Try to make sure the letter is free of both grammatical and spelling errors.

5. Crafting Your Letter

The best place to start with your thank-you letter is by putting yourself in the mindset of your targeted people i.e. the recruiters. Frequently ask yourself these questions:

  • Did the interviewer(s) enjoy the conversation?
  • Where did you connect with them?
  • What kind of interviewing style did they have (friendly or strictly business)?

Make these three main points in your letter:

  • Thank the person for meeting with you
  • Mention something you liked about the interview
  • Repeat your interest in the job

Don’t forget to customize your thank-you note, and check it again and again for grammatical and spelling errors. Any mistake in it can easily ruin the stellar impression you made during the interview. If you met with multiple people, be sure to send one note to each person, if you have his or her contact information.

How to Write a Thank You Letter Professionally

You need to follow this format while writing a thankyou letter:

Your street address

City, State, Zip


Contact’s Name
Contact’s Title
Organization Name
Street Address
City, State, Zip

Dear Mr./Ms./Dr. Last Name [if you are unsure of gender, omit salutation and write full name]:

1. Opening Paragraph

  • Express your appreciation for the opportunity to interview for the position and thank the recruiter for their time.
  • Mention that you enjoyed meeting the recruiter(s) as well as any other members of the organization you met with.
  • Include something specific to your discussion with the individual (or that you enjoyed learning more about the specific needs of the organization or department relevant to the position).

2. Middle Paragraph

  • Briefly reiterate your key selling points for the position, incorporating knowledge gained from the interview.
  • Remind the recruiter of some of the top ways you “fit” their needs.
  • Highlight 3-4 relevantskills you have for the job. Use examples of related coursework, projects, activities, or work experience that would be of most interest to the organization and would enable you to contribute to and/or meet the needs of organization.

3. Last Paragraph

  • Offer to provide any additional information needed to support your candidacy.
  • Based on any follow up arrangements or timeline discussed in the interview, confirm any next steps in the process.
  • Finish by thanking the employer for their time and consideration and state that you look forward to speaking with them again soon.

4. Closing


Your signature (leave 3-4 blank spaces for this; for email messages just type your name)

Your name in print

One or two well-spaced follow-ups is plenty. Never contact the person daily, or even weekly, asking for a decision.

Formatting a Thank You Letter

After an interview, the best way to restate your interest in the job is by sending a thank you letter. Always start the letter by thanking the interviewer for his or her time. It is a recommended approach to use a formal salutation. Express your excitement for the position and use an example from your time together to show the interviewer that you listened. State your desire to hear back from the interviewer, and then end the thank you letter by wishing the person continued success.

Common Thank You Letter Mistakes

Below are mentioned a few mistakes that are made by the candidates while writing a thankyou letter. You need to avoid these mistakes by overcoming them.

1. Sending Flowers to the Recruiter

Don’t try surprising your recruiter with beautiful flowers to express your gratitude. Do not ever try to get creative by sending flowers or plants as a thank you. Employers tend to become angry upon a gift, as it can appear to be a bribe.

2. Adding the Interviewer on Social Media

Never add the interviewer on social media e.g. Facebook, Instagram etc. Connecting with the interviewer on social media is inappropriate and totally non-professional. Crossing a professional boundary like this could show the interviewer that you do not respect boundaries, and that could negatively affect your chances of securing the position.

3. Saying “No thank you” in Case You Don’t Want to Continue

There may come a situation, where you may interview for a company and after the interview, you don’t feel like pursuing the opportunity. It’s ok to not send a thank you letter in this scenario. But probably not a good idea to send a letter that explains you do not want to proceed. Therefore it is not recommended to send a letter explaining that you don’t want to pursue the opportunity.

What to do After Writing the Thank You Letter?

After sending the thank you letter, the ball is in the employer’s court. The worst case that may occur in this particular scenario is that your letter isn’t read by the employer. Whereas, the best case scenario is that your thank you letter can strengthen your candidacy, cast your good impression on the recruiter, and get you a second interview!

These are the two possibilities that may occur after sending a thankyou letter to your recruiter. If the second possibility is fulfilled, then it’s good for you and up to you how you impress your recruiter after getting the chance.

Sample Thank You Letter Templates

Let’s have a look at the thankyou letter template. First one is a thankyou letter sent to the scholarship donor.

Scholarship donors are generous and caring people who unselfishly give to support the educational endeavors of students like you.  They typically ask for nothing in return, but receiving a well written thank you letter from a student is always special and lets the donor know that his or her scholarship was greatly appreciated.  Your letter reminds them why they gave in the first place and often help secure continuing gifts for future students.

This is the letter sample below that you should send in order to thank the donor. You were awarded a scholarship because your personal qualities and academic abilities stood above all other applicants.  Sending a typed thank you letter confirms that this scholarship was important enough to you to take the time to present yourself in a professional manner.  The sample letters provided below are to help you compose your own thank you letter in a professional business format

Sample Thank You Letter 1


[Mr./Mrs. First and Last Name of Donor or Name of Organization ] 
[Name of Scholarship] 
[City, State, Zip]

Dear [Donor Name or Organization Name],

First paragraph:   State the purpose of your letter.

I am writing to thank you for your generous $500 [Name of scholarship] scholarship. I was very happy and appreciative to learn that I was selected as the recipient of your scholarship.

Second paragraph:  Share a little about yourself and indicate why the scholarship is important.

I am a Biology major with an emphasis in physiology and anatomy. I plan to pursue a career in pharmacy upon graduating from Fresno State. I am currently a junior carrying 17 units, and plan to graduate in the fall of 2007. After graduation, I will attend San Francisco Pharmacy School to earn my pharmaceutical degree. Thanks to you, I am one step closer to that goal.

Third paragraph:  Close by thanking the person again and make a commitment to do well with the “donor’s investment.”

By awarding me the [Name of scholarship], you have lightened my financial burden which allows me to focus more on the most important aspect of school, learning. Your generosity has inspired me to help others and give back to the community.  I hope one day I will be able to help students achieve their goal s just as you have helped me.


[Sign your name here]

[Type your name] 
[Your address] 
[City, State, Zip]

Sample Thank You Letter 2


[Mr./Mrs. First and Last Name of Donor or Name of Organization ] 
[Name of Scholarship] 
[City, State, Zip]

Dear [Donor Name or Organization Name],

First paragraph:   State the purpose of your letter.

I am writing to express my sincere gratitude to you for making the [Name of Scholarship] possible.  I was thrilled to learn of my selection for this honor and I am deeply appreciative of your support.

Second paragraph:  Share a little about yourself and indicate why the scholarship is important.

I am currently majoring in Early Childhood Education with hopes of becoming an elementary teacher.  The financial assistance you provided will be of great help to me in paying my educational expenses, and it will allow me to concentrate more of my time for studying.

Third paragraph:  Close by thanking the person again and make a commitment to do well with the “donor’s investment.”

Thank you again for your generosity and support.  I promise you I will work very hard and eventually give something back to others, both as teacher and possibly a scholarship to future students like myself.


[Sign your name here]

[Type your name] 
[Your address] 
[City, State, Zip]

Sample Thank You Letter 3

4 Spartan Village
East Lansing, MI 48825
February 19, 1994

Adam Spartan
Appreciation Manifestation Company
6 Collingwood Drive
East Lansing, MI 48824-1113

Dear Mr. Spartan:

I want to thank you for interviewing me yesterday for the position of thank-you letter writer. I was very impressed with the description you provided of your organization, and I am excited about the prospect of working for you.

My qualifications are well-matched with the position we discussed, and I have a real interest in this area of work. My experience specifically with thank-you letter writing and the good interpersonal skills I possess are among my strongest attributes. They would certainly enable me to make a valuable contribution to the Appreciation Manifestation Company.

Again, thank you for the interview and your consideration. I am eager to have an opportunity of working on your staff. I look forward to hearing from you. Please feel free to call me at 000-000-0000 if you have any further questions.


Thomas Perfect

Sample Thank You Letter 4

John Smith
14 Elm St. | Sometown, CA 55555 | 555-555-5555 | [email protected]


Ms. Amy Lin
ABC Company
1 Corporate Way
Sometown, CA 55555

Dear Ms. Lin:

Thank you for meeting with me this morning to discuss the executive assistant position. I enjoyed our conversation, and I am very excited about the possibility of joining your team.

I know what it takes to run a busy and successful insurance office. In my last position as an administrative assistant for XYZ Company, I helped manage all aspects of the operation, handling tasks such as bookkeeping, customer service, claims processing, report preparation and ongoing communications with the district manager.

You mentioned that you need an assistant who has strong “people” skills, and this is an area in which I excel. At XYZ Company, I helped the manager build a loyal client base by consistently providing excellent service. My last supervisor said, “John is one of the hardest-working employees I have known. His friendly and professional customer-service skills helped the firm achieve a 20 percent revenue increase last year, and I couldn’t have done it without him.”

I don’t see the executive assistant role as a punch-the-clock, 9-to-5 job; I will be your “right hand”—helping you manage the day-to-day operations, volunteering for special projects, and ensuring the company is positioned for growth and increased profitability.

Again, thank you for considering me for this exciting opportunity. As you requested, I’m enclosing a list of professional references. Please feel free to call me if you need additional information, have any questions or would like to offer me the job! Thank you for your time, and I look forward to hearing from you.


John Smith

Sample Thank You Letter 5

Good afternoon, Jeanette,

Thank you for taking the time to speak with me yesterday about the staff writer position with Business News Daily.

It was a pleasure meeting with you, and I truly enjoyed learning more about the role and the company. After our conversation, I am confident that my skills and experiences are a great match for this opportunity.

I am very enthusiastic about the possibility of joining your team and would greatly appreciate a follow-up as you move forward with the hiring process. If you need any further information, please do not hesitate to contact me by email or phone. Thanks again, and I hope to hear from you in the near future.

Best regards,
Nicole Taylor


It is necessary to write a thankyou letter for expressing your gratitude towards anyone. Writing a thank you letter or a thank you note, after an employment interview can be the key to getting a job offer. The better and recommended approach to send a thankyou letter is via email. In these days of email and online communication, is it appropriate to send thank you letters by email.

Through email-messaging, you can get your thank you letter out immediately, rather than having to wait for the postal service to deliver it. A thankyou letter provides you an opportunity to interact and re-connect with the recruiters, and keeps your candidacy top of mind. Moreover, written correspondence gives you another chance to sell your strengths and enables you to address points you neglected to discuss during the interview. Last, but not the least, a thankyou letter helps to increase the comfort level between the recruiter and the candidate and can prove to be a forum for demonstrating your consultative problem-solving skills.

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