The custom of sending a thank-you note following an interview continues to be the subject of some debate. A candidate recently mentioned that his friend told him sending a thank-you note after a second round of interviews would make him seem desperate. I disagree. Sending such a note is a good move and can help you remain top of mind during an extended interviewing process.

When I interview a candidate, regardless of the position or the level, I expect that we both are serious about exploring the opportunity and the fit. I also expect that each of us respects that we are devoting time and energy to the interview and the decision making process. The absence of the conventional follow-up would make me wonder why a candidate did not acknowledge that time and effort and it might tip the scales in favor of someone who did send a thank-you note. It might be difficult to calculate the upside benefit, but the downside risk is clear.

And what should this note say? Perhaps you are familiar with the term ‘bread-and-butter-note’. Traditionally a bread-and-butter-note was sent as an expression of gratitude for hospitality, especially in gratitude for a lovely weekend in the English countryside (we wish). These notes were written by hand on elegant paper and delivered either by one’s footman or via some form of post. They were an expected expression of good manners; the omission of such a note was considered gauche and almost certainly signaled the end of any future lovely weekends at that particular English country house for a guest who omitted this gesture of appreciation.

But back to present day… an interview is, or should be, an expression of hospitality. The candidate is being welcomed into the interviewer’s environment and a thank-you is indicated. It is also a great opportunity to re-state key points without the pressure of being on the spot and with the benefit of hindsight regarding the interview conversation. If you left the interview wishing you had said something just a bit differently or feeling that you did not get a key point across, the thank-you note is a perfect chance to rectify the situation.

Since handwritten notes are time-consuming, although I take special notice of them and (sadly) no one really expects them anymore, email will suffice. A sample note follows the list of tips below.

• Length: short enough so that the reader sees the entire message on one screen without having to scroll down.
• Content: express your gratitude for the meeting. If possible refer to something specific that was discussed so they know you really heard them. Emphasize one or two reasons that demonstrate why you are the best choice. Make a statement that clearly indicates you want the job.
• Format: a few sentences in short paragraphs. No bullets or lists - this is a note, not a restated resume.
• Tone: professional but friendly. Read it aloud to be certain it sounds like a conversation.
• Closing: simple and sincere, keeping the door open for next steps.

Dear Hannah,

It has been a real pleasure meeting with you and your colleagues over the past two weeks.

The information regarding your business strategy and the ways in which you envision this position leading the implementation of the plan gave me a clear picture of the role I would play. I especially appreciate your candor regarding both the cultural and business ramifications of the merger.

I hope you agree that my career experience in merger situations and my understanding of what needs to be done to move the new organization forward make me the best fit for this position. I am truly excited about helping to shape the new organization and confident that I will deliver the results you need.

Please let me know if you need any additional information. I look forward to the next steps and hope to hear from you soon.

Sincerely,
Sharon

Naturally, you will use your own wording, but you get the idea. Although a thank-you note does not guarantee an offer, it’s not worth the chance of being seen as inconsiderate if you do not send one. If you cannot take even the few minutes needed to compose and hit ‘send’ you may plant a seed of doubt that you might not follow through on more significant commitments. Dig around for that butter knife and spread the bread carefully and sincerely. Send a thank-you note promptly after the first interview and as the process moves forward send a second note to remain top of mind and confirm your interest. It’s a good move.