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.