Respond To Interview Thank You Email In These 5 Steps + Sample Emails

Written By Aleena

How do you respond to interview thank you email? With gracious professionalism, of course!

It’s always a good idea to thank your interviewer for their time, whether or not you get the job.

Respond To Interview Thank You Email In These 5 Steps

When you get a candidate’s thank you note after an interview; you should always write back!

A simple response lets the candidate know that you received their note. And it reinforces your interest in them as a potential employee.

Let’s find out steps to follow and what to write in response to interview thank you email.

When you receive a candidate’s thank you note after an interview, you should:

1. Always Reply No Matter What:

When you receive a thank-you note from an interviewee, it is always good practice to write back.

It is not only polite, but it also shows that you are interested in the candidate. And taking the time to respond is a small way to show that.

Write back - respond to interview thank you email

It does not matter if you have already decided that the candidate is not a good fit for the job. However, taking the time to write a brief response is still important.

Some people believe they should only reply if the interview went well. But, even if it did not, a simple thanks response is still appropriate.

2. Keep It Short And Sweet:

Your response does not need to be long. It is better to keep it short and sweet. A few sentences are all you need.

And, if you still need to make a decision, let them know that you are still reviewing candidates.

With a short response, you show that you are busy. But you still appreciate the candidate’s taking the time to write to you.

3. Reinforce Your Interest In The Candidate As A Potential Employee:

Even if you have not decided, you can still reinforce your interest in the candidate.

This is a good way to keep the door open if you need to reach out to them.

When you write back, thank the candidate for their note and wish them luck in their job search.

A little positive reinforcement goes a long way! And with a response like this, you show that you are still interested in the candidate, even if they are not your top pick.

4. Thank The Candidate For Their Note:

After you have reinforced your interest in the candidate, thank them for their note.

This small gesture goes a long way in making the candidate feel appreciated.

However, make sure your thank you is sincere – don’t just say it for the sake of saying it.

The candidate will be able to tell if you’re being disingenuous.

5. Wish The Candidate Luck In Their Job Search:

End positively by wishing the candidate luck in their job search.

This shows that you are invested in their success, even if they will not work for your company.

Relationships  with potential candidates - respond to interview thank you email

It’s a gracious way to end the conversation and open the door for future interactions.

So, responding to a thank you email may seem small. But it’s an important opportunity to build relationships with potential candidates.

By writing a well-crafted reply, you can make a lasting impression that will pay off down the road.

Sample Response 1:

Thank you for your note, [Candidate Name]. I’m glad you enjoyed the interview and appreciate your interest in our company. Best of luck to you in your job search.


[Your Name]

Sample Response 2:


Thank you for your email and kind words. It was a pleasure meeting you as well, and I’m glad you enjoyed the interview.

Our team will be making decisions in the next few weeks. And I will be sure to keep you in mind. In the meantime, please don’t hesitate to reach out if you have any questions.


Sample Response 3:

Thank you for your email,

I am glad you enjoyed the interview process and appreciate your feedback. With candidates as strong as yourself, it will be a tough decision.

I will let you know as soon as a decision has been made. In the meantime, if you have any questions, please do not hesitate to contact me.


Sample Response 4:

Hi ____,

Thank you so much for taking the time to interview with us yesterday. We enjoyed having the chance to get to know you and are much impressed by your qualifications.

We will discuss our final decision in the next few weeks and will keep you updated.

If you have any questions, please don’t hesitate to reach out.


Sample Response 5:

Hi ____,

Thank you for interviewing with us yesterday. We enjoyed meeting you and are really impressed by your qualifications.

Our decision is expected in the next few weeks. We will be sure to update you as soon as possible.

If you have any questions, please reach out.


How Not To Respond To An Interview Thank You Email

There are some things you should avoid doing when writing a response to an interview, thankyou email.

Here are some tips on how not to respond to an interview thank you email:

1. Don’t Wait Too Long To Send A Response:

You should aim to respond to an interview thank you email within 24 hours. Waiting any longer than that shows a lack of interest and appreciation.

Aim to respond

And, in today’s fast-paced world, timing is everything. So, to make a good impression on the candidate, you must be prompt.

2. Don’t Write A Generic Response:

The candidate took the time to write a personalized email, so you should do the same.

A generic response shows a lack of effort and can appear insincere.

When you take the time to write a personalized response, it shows that you value the candidate and their time.

3. Don’t Be Negative:

Your response should be upbeat, even if you’re not extending an offer.

The candidate is already disappointed, so there’s no need to make things worse.

Your positive response will leave the door open for future opportunities.

4. Don’t Copy Paste A Response:

While it’s fine to reference the thank you note, you should avoid copying and pasting a response.

This can come across as insincere and can make you seem like you’re not interested in the candidate.

Plus, it’s important to personalize your response. It shows that you value the candidate and their time.

Why Is Respond To an Interview Thank You Email Important?

With just a short note, you have the opportunity to make a huge difference. Here are all the reasons responding to an interview thank-you email is so important:

1. It’s The Right Thing To Do:

When someone prepares for interview with you, least you can do is write a short appreciation note. This simple act of courtesy can go a long way in making a good impression.

It shows you’re interested. And while you’re at it, you can also mention anything you didn’t get to cover in the interview.

Ghosting after an interview is unprofessional, and it makes you look bad. So don’t be that person. Instead, responding to a thank-you email is the right thing to do.

2. It’s A Chance To Show Your Company Culture:

Your thank-you email is also an opportunity to show off your company culture.

Let that come through in your note if you have a fun and friendly workplace.

Company culture

You can make the recipient want to work with you with upbeat language.

And while you want to be professional, you also don’t want to sound like a robot. So making it personal is key.

3. It’s A Good Way To Stay In Touch:

Your candidate is not only a potential new hire but also a potential future contact.

You get to stay in touch with them and build relationships, even if they don’t work for you.

Your relationship with them can continue after the interview process.

In the future, they may help you out with something, or you may be able to help them.

4. An Act Of Kindness:

The candidate took the time to interview you. And you should reciprocate by taking the time to respond with a thank you email.

It’s a kind act that will make you stand out from other employers. And it may even come back to help you in the future.

The job market is tough, and candidates have a lot of options. So, if you’re not one of the first to reach out, you may lose them to another employer.

5. Word Of Mouth:

Candidates talk to each other. If you make a good impression on them, they’ll tell their friends and colleagues about you.

And if you make a bad impression, they’ll do the same. So, it’s in your best interest to be polite and responsive after the interview.

Final Word:

How to respond to a thank you email? Candidate thank you email should always get a respond to, regardless of the outcome.

And keep in mind to be professional, polite, and positive in your response.

Last Updated on 2 months by Aleena


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