Follow-Up Letters


These are some of the trickiest documents to write to a hiring manager.  You want to say thanks, express sincere gratitude for his time and consideration without sounding redundant or hackneyed.  In any case, Thank-you’s are always required.  If you don’t thank people, they’ll remember how thankless you were.  That is the thing about negative thinking, when people do it they often do it to destroy your image.  It is rarely done in measure.

But you’re not just thanking someone of influence at a company.  There are very specific reasons why you send a Thank you letter.

One, to remind the hiring manager/owner of your talents, skills, and experience as the solution to their problems.  The letters don’t always have to be such formal documents. They need to be written on 8 x 11, white paper but they can actually be quite brief.

You have to send a thank-you letter after every interview. You don’t have to send one after a phone interview, but you can send a polite thank-you email message instead, like this:

Dear Samantha,

Thanks for chatting with me on Thursday evening about the Database Administrator job at Angry Chocolates. I was especially grateful for your explanation of the database integration project that Angry is going through now. I’m excited to learn more. Thanks again for your time,

Charlotte Bronte

The reason Charlotte thanked Samantha for explaining the database integration at Angry Chocolates is not just that Charlotte wants to be polite. She also mentioned the integration project to bring herself back into Samantha’s mind. Samantha is a busy recruiter. Who knows how many candidates she may have talked to this week?

The key takeaway is this, “She also mentioned the integration project to bring herself back into Samantha’s mind.”  That’s it.  You are reminding people.  To make decisions, people need to be nudged. A little nudging does not hurt.

1.  Following face-to-face interviews.  This was good.

A face-to-face interview requires a written thank-you I recommend that you thank your hiring manager twice — once in a quick written thank-you note card and again in a longer, more substantive email message. If you think that two follow-ups is too many, keep in mind that managers are information-overloaded at all times.

Your quick note card thank-you shows that you know how to write and how to be polite. Your more substantive email follow-up can get into the areas you and your manager spoke about in more depth. Here is an example of each . . .

Well this certainly surprised me.  You can make a series of follow-up letters if you like the company and staff enough.  Check this out.

Email Follow-Up (Sent Three Or Four Days After Your Interview):

Dear James,

Thanks again for meeting with me on Monday to chat about your Database Administrator job. I’ve been thinking about the logistics for the integration of the product and customer databases in connection with the Irritated Mints and Candies acquisition and would love to share my ideas when we speak again.

When I integrated the customer and product databases for the Acme Explosives/Toontown Dynamite merger, I was responsible for maintaining the two existing databases and project-managing the integration without downtime during the six weeks following the merger. We got it done and trained the combined team on the new database and report creation within three months. I’d be excited to bring that learning to your team at Angry Chocolates.

All the best,

Charlotte Bronte

Looking for sample Thank-you letters.  Check this out

POSTED Wednesday, January 13, 2018 
Liz Ryan says to write down a quick summary to include the names, the comments, attitudes, and statements of each staff member involved in the interview.  Liz Ryan says that when you get home, start writing immediately so that you don’t lose important details due to the vortex or rush of job hunting.  

You can capture your interview  notes in bullet form, like this:

• Front-desk lady Annie, kind of mean

• Lobby clean but harsh, antiseptic

• Looks like they do a lot of hiring

• HR guy Nate young, casual, didn’t have my resume

• Manager Sue very sweet, talked about fast growth, how she got promoted, they need people who can write, do a little coding and manage social media.

That’s good advice.  Perhaps more importantly, she suggests telling a friend about the interview.  This does two things.  One, it helps you assess it better by putting it to words with a friend.  The emotional resonance should tell you about that fire in your belly.  How badly do you want this job should be answered.  

Walk your friend through the whole story, leaving out no details.

Share your impressions of the people you met, the questions you were asked and the job you interviewed for.

Choose a down-to-earth, honest friend who will tell you when they hear something “off” or sketchy about the interview.

You need that kind of feedback! The Vortex is strong.

The Vortex is the pull or pressure you may feel to pursue any job opportunity that seems the least bit viable.

Each thank-you note you send must be slightly different. You can’t send two or more people the exact same note, or the effect of the thank-you note will be lost completely.

It’s an exercise in paying attention, listening to people and being polite, and it requires a personalized note for each interviewer.

Here’s what one of your thank-you notes might look like:

Dear Randy,

Thanks for chatting with me about the Marketing Analyst role at Acme Explosives on Thursday. I appreciate you sharing the story of your start in the warehouse at Acme and how you moved into Marketing through Inventory Control. I enjoyed our talk and look forward to more conversation in the future –


Erica Sayyed

Randy is an employee at Acme Explosives who will be Erica’s co-worker if she is offered and accepts the job she interviewed for.

Erica sent two slightly different notes to her hiring manager Philippe and Acme’s HR Manager, Basia.


Erica began her note to Philippe by mentioning a story he told her during her interview — to bring herself and their conversation back into Philippe’s mind.


 “Thanks for the great conversation”