How to Thank An Interview Candidate Via Email

After conducting an interview, it’s standard procedure to get in touch with the candidates in some way to let them know what the results of the interview were. Whether or not they will be moving on with you, an interviewer should always offer some kind of response.

To thank a candidate for an interview, you should state in the subject line whether or not they will move forward. In the body of the email, thank the candidate for their time, outline any next steps there are to complete, and offer your contact information.

Here’s how to write a thank you email to a candidate after an interview.

How to Thank An Interview Candidate Via Email

When responding to a candidate after an interview, it is courteous to let them know in the subject line if they will be continuing with the interview or hiring process or if they will not. This can help them establish expectations for the remainder of the message and allows you to be transparent.

Begin your message by thanking the candidate for their time and acknowledging when the interview took place. This establishes that you remember the client personally.

If they are not continuing with the interview process, inform them of your reasoning. If you don’t want to share specifics, you can simply say that they were not the right fit for the position.

If they are continuing with the interview or hiring process, offer specific praise for their conduct and qualifications, then outline the next step they should take. Explain who their next interview is with or when they can expect to hear back about an offer. You should then ask them to confirm the details.

In either instance, you should include your contact information in your closing statements so that candidates can get in touch with you should they have any questions or comments.

It’s also a good idea to sign off with your position in the company so that candidates can verify the legitimacy of the email they are receiving and appropriately address any responses they may want to give.

Email Templates

Here’s what a sample thank you email to a candidate may look like.

SUBJECT: Thank You For Interviewing With [Company] – Next Steps [or] Not Moving Forward

Hello [Name],

Thank you for meeting with me on [Date]. I appreciate your taking the time to do so.

[Not continuing] Unfortunately, we will not be moving forward with your interview process, as [Reason].

[Continuing] We would like to move forward with your interview process given [Reason]. The next phase of the process will include [Details]. We would like to schedule your next interview for [Date] at [Time] at/via [Location/Method]. Please reply to this email to confirm this appointment.

[Hiring] We would like to move forward with the hiring process for you given [Reason]. Please expect an offer in your inbox with further details on [Timeframe].

Please let me know if you have any questions or concerns. I am available via [Method] at [Contact Information] during [Availability]. Once again, we thank you for your time.



[Title], [Company]