A thoughtful thank-you email can be the final detail that turns a good interview into a great impression. It signals professionalism, emotional intelligence, and genuine enthusiasm for the role.
To understand what hiring managers really look for, we spoke to Christine McKelvie, Founding Talent Lead at Fyxer. With years of experience reviewing thousands of candidate follow-ups, Christine shared what makes a thank-you email memorable, when to send it, and how AI tools can help.
So why does this small gesture still make such a big difference?
Why Thank-You Emails Still Matter
Christine explains that while not every hiring manager expects one, most appreciate the effort:
Some managers love them because they see them as a sign of good EQ (emotional intelligence) and reflection.
Research supports this: more than 80% of hiring managers say receiving a personalized thank-you note influences their perception of a candidate.
Yet, as Christine points out, the majority of applicants still don’t send one.
Around 70% of people don’t send thank-you emails. And of those who do, about 30% tend to be more senior. Perhaps earlier generations think it’s too formal or even a bit cringe — but in my view, it can never be seen as a negative.
A well-timed thank-you note can even redeem a candidate who left an interview unsure how they performed.
If you think there was something you didn’t answer fully, acknowledge it - you can use the follow up as a chance to cover any extra points, add clarification and get ahead of the curve. If a hiring manager is 50:50 and you follow up thoughtfully, that can tip things in your favor.
Christine also notes that authenticity matters far more than perfection:
You can tell when someone’s message is genuine — it has warmth and curiosity. Reference something you discussed on the interview e.g "The current stage of the company is incredibly exciting to me—I'm eager to help build and contribute, and I truly appreciate the chance to learn from your perspective and insights."
Once you understand the impact of a thank-you note, the next question is when to send it.
When to Send a Thank-You Email
Timing is important: you don't want to come across rushed, or too late. Christine recommends giving yourself space to think before hitting send:
Don’t send it five minutes after the call — let it breathe. Think about what you actually want to say and reflect, instead of thinking of it as a box-ticking exercise. Within 24 to 48 hours is perfect.
The sweet spot, she says, is soon enough to show enthusiasm, but not so soon that it feels automatic.
If you hit send right after the call, the hiring manager may think it was pre-prepared, or that it's just a formality. You want to come across as if you've really had time to reflect.
Which brings us on to what to include in your email.
How to Write a Great Thank-You Email
A thank-you email should feel genuine and personal — not like a template you’ve copied from Google. Follow this simple structure:
- Subject line: Thank you – [Job Title] interview
- Greeting: Use the interviewer’s name.
- Opening: Express gratitude for their time.
- Body: Reference something you discussed or learned.
- Closing: Reaffirm enthusiasm and offer any extra information.
Christine particularly values messages that show reflection or ownership:
I respect it when people show self-awareness — maybe they say, ‘I realised afterward I didn’t fully answer that question.’ That kind of honesty reads as confidence, not weakness.
If there’s something you wish you’d clarified better, it’s fine to include a few follow-up lines — just avoid over-explaining or apologizing. You want a brief, reflective and personalized email.
Follow-up emails can be daunting, if you're struggling try one of the templates below.
Thank-You Email Templates
Here are three simple templates you can personalize for your situation.
1. General Post-Interview Thank You
Subject: Thank You – [Job Title] Interview
Hi [Interviewer’s Name],
Thank you for taking the time to meet with me about the [Job Title] position. I really enjoyed learning more about [topic] and how your team approaches [specific challenge].
After reflecting, I wanted to add [brief clarification or extra detail]. I’m genuinely excited about the opportunity to contribute my [skill/strength] to [Company Name].
Thanks again for your time and insight.
Best regards,
[Your Name]
2. Panel or Virtual Interview
Subject: Thank You for the Discussion – [Job Title]
Hi [Team or Name],
Thank you for today’s conversation about [Job Title]. It was great hearing everyone’s perspectives on [topic]. The team’s collaborative culture really impressed me.
I’m excited about the possibility of joining [Company Name] and contributing to [specific initiative].
Warm regards,
[Your Name]
3. When You Want to Clarify a Point
Subject: Follow-Up and Thanks – [Job Title] Interview
Hi [Interviewer’s Name],
Thanks again for our chat yesterday. I’ve been reflecting on one of your questions about [topic] and wanted to expand slightly on my answer. [Add one short clarifying sentence.]
I appreciate the chance to follow up — and I’m very enthusiastic about the role and team.
Kind regards,
[Your Name]
What to do when you don't know the interviewer's email?
Sometimes, you might not have direct contact details for the person who interviewed you — especially if the process was arranged through a recruiter or talent partner.
In these cases, Christine suggests sending your thank-you email to your talent contact, while referencing your experience with the interviewer. “Your talent contact can always pass your message along,” Christine explains. “It still reaches the right person and shows that you’ve taken the time to follow up.”
You can write something like:
“I spoke with [Interviewer’s Name] today, and the conversation only reinforced my belief that [Company] is a fantastic place to work. Please let me know about any next steps or timelines. I’m happy to be flexible — whether you’d prefer a remote call or an in-person meeting next week, just let me know what works best.”
This approach is professional, polite, and ensures your gratitude reaches the right person — even if you don’t have their direct email address.
Using AI to Polish (Not Replace) Your Email
AI tools can help you review tone and grammar, but they shouldn’t replace your voice. Christine’s warning is clear:
“If you put into ChatGPT, ‘Write me a thank-you email,’ I guarantee I’ve seen that same version 10 or 20 times. It all sounds the same — formal, overpolished, and slightly soulless.”
Instead, she suggests using AI tools that learn your tone of voice — tools like Fyxer, which adapts to your personal writing style.
Use AI to tidy your email, not to write it for you without knowing your tone. The best emails sound human, warm, and curious. It’s obvious when someone uses ChatGPT, or AI that doesn’t understand their tone.
Common Mistakes to Avoid
Even with good intentions, many candidates miss the mark.
Christine shares the biggest pitfalls she sees:
- Sending the thank-you email too quickly after the interview.
- Copy-pasting generic AI-generated text.
- Forgetting to personalize for each interviewer.
- Using overly formal or robotic language.
- Not sending one at all.
“It’s about curiosity, not choreography,” Christine says. “If you sound human, curious, and open, we remember you.”
Conclusion: Thoughtfulness Over Template
A great thank-you email isn’t about ticking a box — it’s about connection. As Christine shares:
Writing anything already puts you in the top 70%, and is better than those who don't make the effort. If you make it very thoughtful that puts you in the top 90%.
It shows gratitude, reflection, and self-awareness — all qualities employers value highly.
Christine sums it up simply:
The candidates who reflect, clarify, or ask smart follow-ups — they stand out. It tells us you’re engaged and emotionally intelligent.
In short: keep it brief, make it personal, and send it with sincerity.
Frequently Asked Questions (FAQ)
1. Should I send a thank-you email after an interview?
Yes. It’s considered best practice across most industries. Many hiring managers factor it into their impression of a candidate.
2. When should I send it?
Ideally within 24 to 48 hours. Christine advises letting it “breathe” overnight before writing, so you can reflect on what stood out and personalize your note.
3. What should I include?
- A thank-you line for their time.
- One detail from the conversation.
- A short sentence clarifying interest or a missed point.
- A polite closing.
4. How long should it be?
Aim for 150–200 words. Shorter, well-written emails are more likely to be read in full.
5. Can I use AI to check or improve my email?
Yes — to polish grammar — but avoid letting AI write the entire message without knowing your voice. Christine cautions: “We can spot ChatGPT instantly.”
6. What if I forgot to send one?
It’s still worth sending, even if it’s late. A belated thank-you note still shows professionalism and respect for the process.
7. What subject line should I use?
Keep it clear and professional:
- Thank You – [Job Title] Interview
- Appreciated Our Conversation Today
- Follow-Up and Thanks for Your Time
8. Should I email the hiring manager directly?
If you have their contact details, yes. If not, send it through the recruiter or talent contact to maintain protocol. The talent contact can then choose to send it through to the hiring manager. Some hiring managers may be open to receiving follow-ups, and if so they will likely tell you on the call itself. If you're unsure, send it to the recruiter / hiring contact.
If you're interested in careers at Fyxer, check out our Careers Page.