A thank you email after an interview should be 150-300 words to make a positive impression without overwhelming the hiring manager. According to TopResume and SHRM research, 68% of hiring managers say thank-you notes influence their hiring decisions, and one in five interviewers have dismissed candidates specifically for not sending one.

This guide covers the ideal length for different interview scenarios, what to include in your message, timing best practices, and ready-to-use templates.

Quick Reference: Thank You Email Length by Interview Type

Why Thank You Email Length Matters

The length of your post-interview email directly impacts whether it gets read and how it shapes the hiring manager’s perception of you.

Too short (under 100 words):

• Appears generic or insincere
• Misses opportunity to reinforce qualifications
• May seem like an afterthought

Too long (over 400 words):

• Unlikely to be read completely
• Can appear desperate or overeager
• Buries key points in unnecessary detail

Just right (150-300 words):

• Respectful of the reader’s time
• Sufficient space to add value
• Demonstrates communication skills

Hiring managers review dozens of applications and conduct multiple interviews. A concise, well-structured thank you email shows you understand professional communication norms and can express yourself efficiently.

Ideal Length Breakdown by Scenario

Standard In-Person Interview: 150-300 Words

For traditional face-to-face interviews, aim for 150-300 words. This length allows you to express gratitude, reference specific conversation points, and reaffirm your interest without being excessive.

Structure your 150-300 word email:

• Opening gratitude: 1-2 sentences
• Specific reference to discussion: 2-3 sentences
• Value reinforcement: 2-3 sentences
• Closing and next steps: 1-2 sentences

Phone Interview: 150-200 Words

Phone interviews are typically screening calls, so your thank you should be proportionally shorter. Keep it to 150-200 words that acknowledge the conversation and express continued interest.

Focus on:

• Thanking them for their time
• One key point from the conversation
• Enthusiasm for moving forward
• Brief closing

Panel Interview: 100-200 Words Per Person

When you’ve interviewed with multiple people, send individual emails to each panel member. Each message should be 100-200 words and personalized based on that person’s questions or area of focus.

Important considerations:

• Reference something specific each person discussed
• Vary your wording between emails (they may compare notes)
• Send all emails within the same timeframe
• Include relevant points based on each interviewer’s role

Second or Final Round: 200-350 Words

Later-stage interviews warrant slightly longer thank you emails because you have more to reference and higher stakes. Stay within 200-350 words while addressing multiple interviewers or complex discussions.

What to Include in Your Thank You Email

Every effective thank you email contains these essential elements, regardless of length.

Required Elements

1. Personalized greeting Use the interviewer’s name and the title they introduced themselves with. If you’re unsure, default to Mr./Ms. and last name.

2. Specific gratitude Thank them for their time and mention something specific about the interview or company.

3. Conversation reference Recall a specific topic, project, or challenge discussed during the interview. This proves you were engaged and listening.

4. Value statement Briefly connect your skills or experience to their needs. Reference how you can contribute to a specific goal or challenge they mentioned.

5. Forward-looking close Express enthusiasm for next steps and invite further communication.

Optional Elements (Space Permitting)

Additional qualification: If you forgot to mention a relevant skill or experience, briefly include it.

Clarification: Address any question you feel you could have answered better.

Attachment reference: If you discussed portfolio pieces or work samples, offer to provide them.

Thank You Email Templates by Scenario

Template 1: Standard Interview (200 words)

Subject: Thank You - [Position] Interview

Dear [Interviewer Name],

Thank you for taking the time to meet with me today about the [Position] role. I enjoyed learning about [specific project or initiative discussed] and [Company]'s approach to [relevant area].

Our conversation about [specific challenge or topic] reinforced my enthusiasm for this opportunity. My experience with [relevant skill/project] aligns well with your team's goals, and I'm confident I could contribute meaningfully to [specific outcome discussed].

I was particularly drawn to [something about company culture, team, or mission mentioned in interview]. The collaborative environment you described matches how I work best.

Please don't hesitate to reach out if you need any additional information. I look forward to hearing about next steps.

Best regards,
[Your Name]
[Phone Number]
[LinkedIn URL - optional]

Template 2: Phone Interview (160 words)

Subject: Thank You for Today's Call

Dear [Interviewer Name],

Thank you for speaking with me today about the [Position] opportunity at [Company]. I appreciated learning more about the role and how the team operates.

Your description of [specific aspect discussed] was particularly interesting, and I'm excited about the possibility of contributing my [relevant skill] to support [team goal or project].

I remain very interested in this position and would welcome the chance to discuss my qualifications further. Please let me know if there's any additional information I can provide.

Thank you again for your time and consideration.

Best regards,
[Your Name]

Template 3: Panel Interview (150 words per person)

Subject: Thank You - [Position] Interview

Dear [Individual Interviewer Name],

Thank you for taking the time to speak with me about the [Position] role. I especially appreciated your insights on [specific topic that person discussed or asked about].

Your question about [specific question they asked] made me think more deeply about [topic], and I wanted to add that [brief additional point or clarification if applicable].

Based on our conversation, I'm confident that my experience in [relevant area they focused on] would allow me to contribute effectively to [specific aspect of their department/focus].

I look forward to the possibility of joining your team and contributing to [Company]'s goals.

Best regards,
[Your Name]

Template 4: Second Round Interview (280 words)

Subject: Thank You - Second Interview for [Position]

Dear [Interviewer Name],

Thank you for the opportunity to meet again and discuss the [Position] role in greater depth. I'm grateful for the additional time you and the team invested in our conversation.

Learning more about [specific project, challenge, or initiative discussed] has strengthened my enthusiasm for this opportunity. The [specific detail about team structure, goals, or approach] particularly resonates with my professional experience and working style.

I've given additional thought to our discussion about [challenge or question raised], and I'm confident that my approach to [relevant skill or method] would help address this effectively. In my previous role at [Company], I [brief relevant accomplishment], which I believe translates directly to your team's needs.

Your vision for [department or project goal] is compelling, and I would be excited to contribute to achieving it. The culture of [specific cultural element discussed] aligns with how I collaborate best.

I remain very interested in joining [Company] and would be happy to provide any additional information that would be helpful for your decision. Please don't hesitate to reach out with any questions.

Thank you again for your consideration.

Best regards,
[Your Name]
[Phone Number]

Timing Your Thank You Email

When you send your thank you email matters almost as much as what you write.

The 24-Hour Rule

Send your thank you email within 24 hours of your interview, ideally the same day. According to hiring experts, waiting longer diminishes impact and may miss the window when decisions are being discussed.

Best timing practices:

• Same-day delivery: Optimal for strong impression
• Within 24 hours: Expected professional standard
• 24-48 hours: Acceptable but less impactful
• After 48 hours: May seem like an afterthought

Time of Day Considerations

Morning interviews: Send your thank you by end of business day Afternoon interviews: Send that evening or early next morning Evening interviews: Send the following morning

Avoid sending in the middle of the night, as timestamps can create odd impressions. If you write your email late, schedule it to send during business hours.

Multiple Interview Days

If your interview spans multiple days or includes multiple rounds, send a thank you after each significant interaction. Keep subsequent emails fresh by referencing different aspects of each conversation.

Common Mistakes to Avoid

Length-Related Errors

Copying and pasting templates verbatim: Hiring managers recognize generic templates. Customize the middle section with specific conversation references.

Including your entire resume: Your thank you email should complement your application, not repeat it. Focus on one or two relevant points.

Writing a novel: Exceeding 350 words signals poor communication skills. Edit ruthlessly.

Content Mistakes

Forgetting to proofread: Typos and grammatical errors undermine your professionalism. Read your email aloud before sending.

Being too casual: Maintain professional tone even if the interview felt conversational. Avoid slang, emojis, or overly familiar language.

Asking about salary or benefits: Save compensation discussions for appropriate stages. Thank you emails should focus on mutual fit.

Sending identical emails to panel members: Interviewers often compare notes. Personalize each message.

Technical Errors

Using the wrong name: Double-check spelling and correct titles. Getting a name wrong is memorable for the wrong reasons.

Replying to the wrong email thread: Send a fresh email with a clear subject line rather than replying to scheduling correspondence.

Forgetting attachments you promised: If you mentioned sending additional materials, include them or reference when you’ll send them separately.

Frequently Asked Questions

How long should a thank you email be after a phone interview?

Phone interview thank you emails should be 150-200 words. Since phone screens are typically shorter and more focused than in-person interviews, your follow-up should be proportionally concise while still expressing gratitude and interest.

Should I send separate thank you emails to each interviewer?

Yes, send individual emails to each person who interviewed you. Personalize each message based on that person’s questions or discussion topics, and keep them to 100-200 words each. Vary your wording since interviewers may compare notes.

What if I don’t have the interviewer’s email address?

Contact the recruiter or HR representative who scheduled your interview and request the interviewer’s email. If that’s not possible, send your thank you to the recruiter and ask them to forward it. You can also connect on LinkedIn with a brief thank you message.

Is it okay to send a thank you email on the weekend?

While you can write your email over the weekend, consider scheduling it to send Monday morning during business hours. Some experts suggest Saturday morning is acceptable for Friday interviews, but avoid Sunday delivery.

How do I write a thank you email if the interview went poorly?

Keep it shorter (100-150 words) and focus on gratitude and interest rather than trying to overcome a negative impression. Address any specific concern briefly if relevant, but avoid over-explaining or appearing desperate.

Should I send a handwritten thank you note instead of email?

Email is the expected standard for interview thank yous due to speed. A handwritten note takes days to arrive and decisions are often made quickly. If you want to stand out, send an email within 24 hours and follow up with a handwritten note as a secondary touchpoint.

Key Takeaways

• Post-interview thank you emails should be 150-300 words for standard interviews, shorter (150-200 words) for phone screens
• 68% of hiring managers say thank-you notes impact their decisions, and 1 in 5 have dismissed candidates who didn’t send one
• Send your thank you within 24 hours, ideally the same day as your interview
• Personalize each email by referencing specific conversation topics or questions
• For panel interviews, send separate 100-200 word emails to each interviewer with varied content
• Avoid common mistakes like generic templates, excessive length, typos, and identical messages to multiple interviewers

Conclusion

A well-crafted thank you email can be the deciding factor between you and another candidate. By keeping your message to 150-300 words, sending it within 24 hours, and including specific references to your conversation, you demonstrate professionalism and genuine interest in the role.

The key is balancing thoroughness with respect for the hiring manager’s time. Include essential elements like gratitude, conversation references, and a value statement without padding your message with unnecessary content.

Try our free letter counter → to ensure your thank you email hits the ideal word count before you send it.