Mastering the Post-Interview Thank-You Email: 10 Mistakes to Avoid

In the age of automated recruitment, is it still necessary to send a post-interview thank-you email?

Short answer: Yes. 

Sure, technology has become an integral part of the hiring process. Gartner, in fact, predicts that AI-driven recruitment will be a top trend in 2025. But that’s one of the main reasons why you should take that extra step. In a highly technological era, you need to set yourself apart on a human level. That starts with an interview where you demonstrate excellent interpersonal skills. Sending a thank-you note reinforces these qualities—qualities you will bring to the team. 

Why Send a Post-Interview Thank-You Email?

First and foremost, sending an email after your interview is proper etiquette and courteous. Many interviewers expect one (yes, even in the modern era). You may stand out if you don’t send one—for all the wrong reasons.

The email is also an opportunity to keep yourself on the hiring manager’s mind. You’ll remind them of your qualifications and keep the conversation going. This helps build rapport and boost your candidacy. 

10 Mistakes to Avoid When Sending a Thank-You Note

1. Waiting Too Long to Hit Send

The hiring process can move quickly. Tech hiring usually moves even faster than many other industries. For all industries, the average hiring time was 44 days across the board but just 20 days in tech and media in 2023. 

So, you need to send your email quickly, too. If you wait too long, you could risk being overlooked in favor of another candidate. Generally, you should take no longer than 24 hours to follow up. 

2. Not Personalizing the Email

Tailor the message to the role and the interviewer. Use the name they asked you to call them—that is, how they introduced themselves in the interview and/or how they sign their emails. 

Send individual messages to each person who interviewed you. Panel interviews are a possible exception. Depending on the circumstances, you might send one email to all the members of the panel.

3. Being Overly General

Hiring managers can spot an email you’re sending to the same companies again and again. Avoid being generic and using the same phrases repeatedly. Instead, use specific details from the interview, such as an anecdote the interviewer told or an article the two of you discussed. Add examples to demonstrate that you were paying attention and engaged in the conversation. That shows that you’re enthusiastic about the company and role.

4. Badgering the Interviewer

It’s natural to be anxious about an interview. After you’ve sent a thank-you note, you may be tempted to follow up the next day to gauge the temperature of the room. But doing so is inadvisable. It comes across as desperate and over-eager.

In the interview (usually at the end), ask for a timeline for the next steps. Wait until at least a couple of days after they’ve told you they’d be following up to contact them again. If you don’t have a timeline, then wait at least a week until your next email. 

5. Being Too Informal

An informal tone could come across as disrespectful. Even if you got along with the interviewer like you’ve known them for decades, remember that this is still a professional context.

It’s best practice to match the tone of the interviewer. Observe how they communicate with you. For example, do they start emails with “Dear” or “Hi”? Do they sign off with their first name or their entire name? Follow their lead as much as possible. 

6. Asking About Salary

It’s inappropriate to ask about salary and benefits at this stage. Wait until you actually get an offer to negotiate your compensation package. Bringing it up now is presumptuous. It’s simply not the time or place. 

7. Apologizing for Mistakes

Apologizing for mistakes only draws more attention to them. Period.

8. Complaining

Negativity leaves a, well, negative impression. If you complain in a thank-you note, you’ll put a bad taste in the interviewer’s mouth. You want to show them that you’re easy to work with.

Don’t complain about the interview process (or really anything). If you do, you could come across as someone who’s not a team player.

9. Forgetting to Proofread

Typos, grammatical errors, or misspelled words demonstrate a lack of attention to detail. This is a negative quality for any employee. Proofread every piece of communication you have with the hiring manager or company. It may not seem fair, but even a small error could adversely affect your candidacy.

10. Failing to Send One at All

Of course, the biggest mistake you can make with the post-interview thank-you email is not sending one at all. Perhaps you think it’s not a big deal, but to many hiring managers and interviewers, it still is. By not sending one, you could come across as unprofessional and impolite. 

An email may not always help you, but the absence of one could hurt you. Is that a risk you’re willing to take?

How Are Thank-You Emails Different in Tech Jobs?

In a cutting-edge industry like tech, are thank-you notes really necessary? Whether or not it seems like an outdated process, it’s still a positive thing. 

For one, this is an opportunity to demonstrate your soft skills. In tech roles, where most applicants have the technical qualifications, a well-crafted thank-you email can give you an advantage. For example, you’ll show strong communication skills—a must for engineers who must articulate complex information to technical and non-technical stakeholders. 

Given the competitive nature of the tech world, a thank-you note can also set you apart from other candidates. If you and another candidate have similar technical qualifications, a well-crafted email could give you the edge.

Ultimately, there aren’t any downsides to sending a post-interview thank-you email—so why not do it?

Post-Interview Thank You-Email Template

Hi [Name],

Thank you for taking the time to speak with me today. I’m so excited about the [role] opportunity! I enjoyed hearing about [2-3 specific team/company goals or projects] and would be thrilled to be part of such a dynamic team. 

Also, this [insert link] is the [article/film/book/interest/something else] I was telling you about. I found it so inspiring, and I hope you do, too. What a great coincidence that you’re a [activity/writer/film director/etc.] fan, too!

I’m looking forward to hearing from you. Feel free to let me know if you’d like more information from me.

Best regards,

[Your name]

Conclusion

Thirty-seven percent of job seekers don’t follow up after an interview. Don’t be part of that statistic. A thoughtful post-interview thank-you email isn’t just common courtesy—it’s also an opportunity to demonstrate your soft skills, professionalism, and enthusiasm for the job. 

Your follow-up message isn’t solely about showcasing your own professional qualities and leaving a good impression. It gives you a forum for asking questions, clarifying anything, and developing a stronger rapport with the interviewer. That’s essential in any hiring process.