How To Write a Letter After an Interview: A Comprehensive Guide

So, you’ve aced the interview. You felt a connection with the interviewer, you articulated your skills perfectly, and you left feeling confident. Now what? The next crucial step is crafting a follow-up letter. This isn’t just a formality; it’s a strategic move that can significantly impact your chances of landing the job. In this guide, we’ll break down everything you need to know about writing a compelling letter after an interview that will set you apart from the competition.

The Importance of a Post-Interview Letter

Why bother with a letter? In today’s digital age, a quick email might seem sufficient. However, a well-crafted letter, whether digital or physical (depending on the company culture), demonstrates professionalism, genuine interest, and attention to detail. It allows you to:

• Reiterate your interest in the position.
• Thank the interviewer for their time.
• Reinforce your qualifications.
• Address any points you may have missed during the interview.
• Leave a lasting positive impression.

This is your chance to solidify your candidacy and separate yourself from other applicants. It’s a golden opportunity to remind the hiring manager why they should choose you.

Timing is Everything: When to Send Your Follow-Up

Timing is critical. You want to strike the right balance between showing promptness and avoiding appearing overly eager. The general rule of thumb is to send your letter within 24-48 hours of the interview. This timeframe allows you to:

• Gather your thoughts and write a thoughtful letter.
• Capitalize on the fresh memory of the interview.
• Show you’re proactive and organized.

Waiting too long can diminish the impact of your letter. Sending it too soon can appear rushed. Aim for that sweet spot.

Formatting Your Post-Interview Letter: Structure and Style

The structure of your letter should be clear, concise, and easy to read. Here’s a recommended format:

The Header: Contact Information

Start with your contact information. This typically includes your name, address, phone number, and email address. Align this to the left or right, depending on your personal preference and the overall aesthetic you’re aiming for.

The Salutation: Addressing the Interviewer

Use a professional salutation. If you know the interviewer’s name, use “Dear Mr./Ms./Mx. [Last Name]”. If you had multiple interviewers, consider addressing the most senior person or the person you felt the strongest connection with. If you don’t know the name, a general greeting like “Dear Hiring Manager” is acceptable, but try to find out the name if possible.

The Body: The Heart of Your Message

This is the core of your letter, and it’s divided into three key paragraphs:

• Paragraph 1: Expressing Gratitude and Reaffirming Interest. Begin by thanking the interviewer for their time and the opportunity to interview. Then, immediately reaffirm your strong interest in the position.
• Paragraph 2: Reinforcing Your Qualifications and Adding Value. Briefly reiterate why you’re a good fit for the role. Mention specific skills or experiences discussed in the interview. This is also a good place to address anything you might have forgotten to mention during the interview or to provide further clarification on a point.
• Paragraph 3: Call to Action and Closing. Reiterate your enthusiasm and express your eagerness to hear about the next steps in the hiring process. End with a professional closing, such as “Sincerely” or “Best regards.”

The Closing: Professional and Polished

Choose a professional closing like “Sincerely,” “Best regards,” or “Thank you for your consideration.” Then, type your full name. If you’re sending a physical letter, leave space for your signature above your typed name.

Crafting Compelling Content: What to Include

The content of your letter is what truly sets you apart. Here’s what to include:

Expressing Gratitude: The Foundation of the Letter

Start by expressing your sincere appreciation for the interviewer’s time. Thank them for the opportunity to learn more about the position and the company. This shows respect and professionalism.

Reaffirming Your Interest: Show You Really Want It

Clearly and enthusiastically state your continued interest in the position. This is not the time to be shy. Let them know you’re excited about the opportunity.

Highlighting Key Skills and Experiences: Tailor to the Role

Refer back to the interview conversation and mention specific skills or experiences that align with the job requirements. Use this opportunity to reinforce the value you bring to the table. This is where you demonstrate how your qualifications match the company’s needs.

Addressing Unanswered Questions or Providing Clarification: Show Initiative

If you realized you missed an important point during the interview, or if you have additional information that would strengthen your application, include it here. This shows that you are thoughtful and proactive.

Mentioning Specifics from the Interview: Personalize the Message

Refer to specific topics discussed during the interview. This personal touch demonstrates that you were engaged and that you paid attention. It also helps the interviewer remember you more easily.

Adding Value: Go the Extra Mile

If you have additional relevant information, provide it. This could be a relevant article, a link to your online portfolio, or a brief example of your work.

Avoiding Common Mistakes: Pitfalls to Sidestep

Be mindful of these common mistakes:

• Generic Content: Avoid using a generic, cookie-cutter letter. Tailor each letter to the specific role and company.
• Typos and Grammatical Errors: Proofread your letter carefully for any errors. A polished letter reflects attention to detail.
• Excessive Length: Keep your letter concise and to the point. Aim for one page.
• Negative Comments: Avoid criticizing previous employers or making negative comments about the competition.
• Overly Enthusiastic Tone: While enthusiasm is important, avoid sounding overly desperate or demanding.

Digital vs. Physical Letters: Choosing the Right Approach

The choice between a digital (email) and a physical letter depends on the company culture and the nature of the role. In most cases, an email is perfectly acceptable and often preferred due to its speed and convenience. However, if the company values formality or if you are applying for a more traditional role, a physical letter might be more appropriate. Consider the following:

• Company Culture: Research the company’s communication style. Do they primarily communicate via email or do they value a more traditional approach?
• Industry: Some industries, like law or finance, may still prefer physical letters.
• Job Level: Senior-level positions may warrant a physical letter.

If you opt for a physical letter, use high-quality paper and a professional font.

Editing and Proofreading: The Final Polish

Before sending your letter, proofread it meticulously. Check for any typos, grammatical errors, and formatting issues. It’s also a good idea to have a friend or colleague review your letter for clarity and impact. A fresh pair of eyes can catch mistakes you might have missed.

Frequently Asked Questions

What if I don’t remember the interviewer’s name?

Do your best to find out the name. Check LinkedIn, the company website, or even call the company and politely ask the receptionist. If you absolutely can’t find the name, use “Dear Hiring Manager” or “Dear [Department] Team.”

Is it okay to send a letter even if the interviewer didn’t explicitly ask for one?

Yes, absolutely. Sending a follow-up letter is always a good idea, regardless of whether the interviewer requested it or not. It’s a proactive step that demonstrates your interest and professionalism.

How much should I personalize the letter?

Personalize the letter as much as possible. Reference specific aspects of the interview conversation, show that you understand the company’s needs, and highlight your unique skills and experiences. The more personalized the letter, the more impactful it will be.

Should I include my resume with the follow-up letter?

You don’t typically need to include your resume again unless the interviewer specifically asked for it. If they already have your resume, it’s unnecessary to resend it. However, you can reference specific skills or experiences from your resume in your letter.

What if I haven’t heard back after sending the letter?

If you haven’t heard back within a week or two, it’s generally acceptable to send a brief follow-up email. This allows you to reiterate your interest and inquire about the status of your application.

Conclusion

Writing a compelling letter after an interview is a crucial step in the job search process. By expressing gratitude, reaffirming your interest, highlighting your qualifications, and personalizing your message, you can create a lasting positive impression on the interviewer. Remember to adhere to the recommended timing, use a professional format, and meticulously proofread your letter. Following these guidelines will significantly increase your chances of landing the job and achieving your career goals. Good luck!