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Follow Up Email

Writing a follow up email

The main purpose of a follow up email (thank you letter) is to have a potential employer remember who you are and what the highlights of your discussion were during a meeting or an interview. It is also the place to ask for a second meeting.

A follow up email should:

  • Thank the employer for their time
  • Highlight specific topics of the previous discussion/meeting
  • Ask for the next step
  • Be tailored to each employer

General Guidelines

Why send a Thank You Email?

  • To distinguish yourself from other candidates
  • To help maintain positive relationships with employers while they are making hiring decisions
  • To demonstrate your courtesy and professionalism to the employer

When do you send a Thank You Email?

  • Normally 24 to 48 (maximum!) hours after the interview

What to write in a Thank You Email?

  • First paragraph: Thank the employer for the time spent with you; mention the date and time of your interview and the position title for which you were being interviewed.
  • Second paragraph: Again, highlight how your skills match the employer’s requirements; mention anything pertinent to the position that you might have forgotten to bring up during the interview, i.e. an experience that is specifically related to the employer’s needs; make sure you also let the employer know that you are still very interested in the position; convey your willingness to provide any additional information to support your application.
  • Closing paragraph(s): Express your confidence in your ability to do the job in question; propose future communications, i.e. a follow-up phone call to monitor the status of your application; thank the employer again and finish with a sincere closing, i.e.
    • Thank you for your time and consideration.
    • I look forward to hearing from you soon.
    • Sincerely,
    • I look forward to speaking with you again.

General Example of Letter

Thank you Letter - Example [PDF]

Guidance from the Career Centre

  • You can book an appointment for a Thank You Letter critique by contacting us at This email address is being protected from spambots. You need JavaScript enabled to view it. or by phone bat 613-562-5656.
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