Do you know the right things to do after you have an interview with a new company? It pays to think about details such as a thank you note which serves as a way to reiterate your interest and keep your name at the top of their minds. Even though it is perfectly appropriate to send an email there are some rules of formal letter writing that not only apply but will also leave the reader with a lasting impression. Here is a template you can follow when you’re writing your follow-up letter.
- Include your contact information. Always include your name, address, and phone number in the letter. In today’s culture it is also important to include your email address and perhaps your LinkedIn profile URL. On a formal written letter you may add this information at the top of the page and justify this text to the right, before you start the body of your letter. If you are emailing, this information can be included as part of your signature at the bottom of the page.
- Include a formal and direct salutation. “To Whom it May Concern,” is no longer considered professional or polite. Before you even leave the interview ask for a business card so you have the full name of your interviewer. If you met with more than one person, write a separate letter customized for each of them. Always address people formally by their last name such as “Mr. Smith,” or “Ms. Jones.”
- Crafting the first paragraph. This is where you can show how knowledgeable you are about the specific job and express you unique interest in it. For example, “Thank you for taking time out of your busy schedule to meet with me. As we discussed I have extensive experience as a call center representative and I am eager to begin working with your organization. I feel that my past experience and my personal motivations are a good fit with your company culture.”
- Crafting the second paragraph. This is where you can stand out from the crowd. “I fully understand that over the phone customer care is not a one-size-fits-all solution. I understand how to handle an irate customer as much as I can keep a happy customer feeling engaged. I can easily diffuse a volatile situation and, as my former manager can attest, turn them into loyal customers because of the attention they received for their concerns.”
- Write a powerful conclusion. This is your opportunity to remind the readers that you are interested and give them the tools and the reasons to call you back. “I believe that you will see that my background and experience are a good fit for your organization. I am excited about an opportunity within your call center and I look forward to hearing back from you. Feel free to contact me at this number to discuss the next steps in the process.” Close your letter with “sincerely” or “thank you,” and sign at the bottom. If you are emailing, your formal signature line is enough.