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Can you send a thank you letter via email?

Author

Olivia Shea

Updated on March 04, 2026

Can you send a thank you letter via email?

You don't want to be sending the same note every time,” says King. Almost all, 94%, of HR managers say it's appropriate to send a thank-you note via email, according to that same Accountemps survey. Occasionally, you may need to go old-school and snail-mail it. If they've emailed you, you're fine emailing.

Keeping this in view, is it OK to send a thank you note by email?

3 Times It's Okay to Send a Thank You Email

“Email is definitely appropriate in some instances,” says Swann. Or, if you want to step it up a little, but not too much, she isn't opposed to e-cards. Email them. Just a quick “Thanks so much, you're a lifesaver” lets people know you appreciate them, Swann advises.

Also Know, when should you send a thank you email? The best time to send your thank-you letter for a job interview is within the first 24 hours following the interview. Hiring decisions can be made quickly, and you also don't want to risk making a poor impression by being the last candidate to get your thank-you email through the door.

Considering this, how do you send a thank you email?

No matter what form you use to send your thank you note, there are certain components you should always include.

  1. Address the person appropriately.
  2. Say thank you.
  3. Give (some) specifics.
  4. Say thank you again.
  5. Sign off.
  6. Send it as soon as possible.
  7. Be positive but sincere.
  8. Personalize each letter.

Should you mail or email a thank you letter after an interview?

The hiring process can move quickly so it's recommended to always send a thank-you email, even if you decide to also send a handwritten letter. When you email, you can connect with the hiring team much more quickly and influence their decision before they complete the hiring process.

Do interviewers usually respond to thank you emails?

Thank you messages sent from candidates to the interviewer are not common and they are not part of the official conversation between a candidate and the prospective employer. If an interviewer answers and provides enthusiastic feedback, sure, it's a good sign. If (s)he doesn't, it's a non-sign. Interviewers are busy.

What is etiquette for thank you notes?

Be specific about what you are thanking the person for. You don't want to simply say, "Thank you for the gift." That may give the impression that you can't remember what the person gave you. Even if you didn't care for the gift, you should send a thank you note. State how you will use or have used the gift or service.

Is it ever too late to send a thank you card?

The answer is that while it's always best to express your gratitude as soon as possible, it's never too late to say thank you.

Is it rude not to send thank you cards?

If the person thanked you in person or over the phone etc. then a follow up note shouldn't be required. If they haven't thanked you in another manner then yes they should send a thank you note. If they make a habit of not thanking others for gifts, they may find that people don't want to give to them.

How do you send a thank you email after getting the job?

Thank you sincerely for offering me an opportunity to work at The Good Company. I appreciate the time and effort spent by your team to interview me and review my application. I'm pleased to inform you that I feel that this position is an excellent fit for me and I'm happy to accept.

How do you send thank you email after interview without email?

You can say something like the below: “Hi [scheduling contact], Thank you so much for setting up my interview today. It was great meeting with [person] and I really enjoyed our conversation.

How do you acknowledge an email?

Reply, Acknowledge, Answer

Acknowledge − An acknowledgement of an email means that you received it, read it and the recipient acknowledges the content. Acknowledgement can be simple, like thanks, got it or I am not sure or we will have meeting about this next week or you can write I will circle back after that.

How do you express gratitude in email?

Get in, say thanks, and get out.
  1. 1 You can show your appreciation as part of a closing line. The closing line tends to encapsulate a key takeaway from your message, as in this example:
  2. 2 Alternatively, show your gratitude in your sign-off.
  3. 3 Thank you.
  4. 4 Thank you!
  5. 5 Thanks.
  6. 6 Thanks!
  7. 7 Thanks again.
  8. 8 Thanks in advance.

How do you send a professional email?

Six steps for writing professional emails
  1. Identify your goal. Before you write an email, ask yourself what you want the recipient to do after they've read it.
  2. Consider your audience.
  3. Keep it concise.
  4. Proofread your email.
  5. Use proper etiquette.
  6. Remember to follow up.
  7. Subject line.
  8. Salutation.

How do you end a professional email?

Here are a few of the most common ways to end an email:
  1. Best.
  2. Sincerely.
  3. Regards.
  4. Kind regards.
  5. Thank you.
  6. Warm wishes.
  7. With gratitude.
  8. Many thanks.

How do you write a message of appreciation?

A thoughtful, well-written and sincere letter of appreciation is the simplest and most impactful way to let someone know you're grateful for them.

How to write a letter of appreciation

  1. Be prompt.
  2. Choose the appropriate format.
  3. Write a greeting.
  4. Express the letter's purpose.
  5. Be specific.
  6. Conclude and sign.
  7. Proofread.

How do you respond to a professional email?

  1. Begin with a greeting. Always open your email with a greeting, such as “Dear Lillian”.
  2. Thank the recipient. If you are replying to a client's inquiry, you should begin with a line of thanks.
  3. State your purpose.
  4. Add your closing remarks.
  5. End with a closing.

How do you say thank you for the opportunity?

Examples of ways to say, "thank you for giving me this opportunity"
  1. "Thank you for giving me the opportunity to interview."
  2. "I really appreciate the opportunity."
  3. "I am really grateful for this opportunity."
  4. "Thank you for making time to speak with me today."
  5. "Thank you for the learning experience."

How do you write a short thank you note?

WHAT
  1. Greeting. Don't forget to make sure you're using the correct form and spelling of the person's name, as well as anyone else's mentioned in the note.
  2. Express your thanks. Begin with the two most important words: Thank you.
  3. Add specific details.
  4. Look ahead.
  5. Restate your thanks.
  6. End with your regards.

Can I send a thank you email at night?

The recipient can chose to read/not read and respond whenever (or if at all). That said - you sending it the same day vs. a day later isn't going to matter either. The time of day doesn't matter at all.

How do you write a follow up email?

How to Write a Follow Up Email
  1. Add Context. Try to jog your recipient's memory by opening your email with a reference to a previous email or interaction.
  2. Add Value. You should never send a follow-up without upping the ante and demonstrating your worth.
  3. Explain Why You're Emailing.
  4. Include a Call-to-Action.
  5. Close Your Email.

Can I send one thank you email to multiple interviewers?

For group interviews you typically only need to send one thank you letter as it's common for there to be one interviewer and many candidates however, you should send individual thank you letters in the circumstance that there is more than one interviewer.

How do know if interview went well?

How to tell if a job interview went well
  1. The interview went longer than expected.
  2. The interviewer introduced you to other team members.
  3. The interviewer provided you with a lot of details about the company or open position.
  4. The interviewer talked a lot about future opportunities.
  5. The interview flowed naturally.
  6. You were asked about hiring logistics.

Should I send an email after an interview?

After your job interview, the first follow-up should be a thank you note; preferably a handwritten letter sent through the mail, which is more likely to be read, but an email on time is better than nothing. You should always send a note to every person you interviewed with, no later than 24 hours after the interview.

Should I send thank you email 2 days after interview?

Send a thank-you email immediately after the interview. Keep it short and let them know you are mailing a note as well. If you didn't ask during the interview about the follow-up process, send a follow-up email about 7 - 10 days after the interview. Longer if you know they are interviewing candidates for two weeks.

What if I forgot to send a thank you after an interview?

Acknowledge that you are late sending it and apologize but only once, don't linger on your mistake. Also with a thank you be specific about the interview and why you are thankful. Short and personal and honest.

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