There are two kinds of thank-you letters: The first is for a position you won't be pursuing, either because the interviewer volunteered that you weren't a strong candidate or the job was of no interest. In both cases, show courtesy and send the interviewer a brief note in which you express your appreciation for his time. It's best not to use the actual words thank you, though; you don't want to put yourself in a subordinate role.
Being courteous, however, isn't the only reason for writing this letter; a new position could arise at a future date. Also, during the process of conducting interviews, companies sometimes redefine their needs and the type of person they want to hire. This letter will make a favorable impression and ensure that you're actively remembered.
The other kind of thank-you letter is designed for interviews that went more positively and where you want to pursue the position with the hiring manager. Begin this letter by expressing how much you enjoyed meeting the manager. Then summarize the job's most important responsibilities and your pertinent strengths and accomplishments. Conclude by stating your interest in the job and the company.
This letter serves several purposes. Along with showing courtesy, it reinforces your understanding of the company's needs and your proven ability to fill them. It also provides the opportunity to present key information you may have omitted during the interview or to discuss a point that requires clarification. Most importantly, though, it allows you to keep an open line of communication with the manager. One week after writing to him, you're going to call him "to make sure he received your letter." After he tells you that he did, wait to see what he says next. The following are the responses you'll hear most often and the procedures to follow:
The manager tells you that he's decided to hire someone else. Use this as an opportunity to get feedback on your interviewing and to obtain referrals to managers at other companies. First, ask where you fell short of the manager's requirements and if you might be able to improve your presentation in any areas. Then ask for leads.
If this is a company you're extremely interested in working for, you might try calling back every four to six weeks to see if there are any new openings for which your background is better suited. This call will ensure that the manager remembers you in the event that the right position comes along. Your enthusiasm for working for the company will also serve you in good stead. If you have reservations about making this kind of follow-up call, ask the manager if you may call him periodically to check on the possibility of new positions in his department.
The manager mentions a reservation about you. Always try to counter an objection. The manager's response will indicate whether or not you were successful and if you should ask for leads at this time.
The manager states that you're a strong candidate. This is the response you were hoping for. Try to engage the manager in conversation in order to build more rapport and enhance your relationship with him.
What you choose to talk about will depend on the amount of rapport you've already established. Several topics, though, are always appropriate: You can ask a question about the position, the department, or the company If the manager has divulged a problem he's been trying to solve, discuss your ideas for a possible solution.* If you've noted a recent business development or news item on the company, inquire about the effect it might have on the position or the organization.
The actual subject you discuss isn't that important so long as it sparks an interest in the manager. Ideally it will prompt him to suggest getting together to continue the conversation in person. (You can even make this suggestion yourself!) If you're successful in arranging this appointment, you'll have set up a second interview and gained a competitive advantage over the other applicants.
Although all managers won't schedule this meeting, this call will never be a waste of time. At the very least you will strengthen your relationship with the person who can hire you. You may also advance yourself from being one of several candidates to the leading contender.
If you have an offer from another company, always tell the manager, especially the date by which you have to give your decision. Not wanting to risk losing a qualified individual, he could expedite matters and make you the offer.
Writing this thank-you letter and placing this call are the minimal follow-up activities you should conduct when a position interests you. When you want to pursue an offer vigorously, however, and you are certain the interview went favorably, you should proceed in a slightly different fashion.
* Here you must be aware of two potential pitfalls: (1) offering a solution that has already been tried and that failed; (2) disclosing the extent of your ideas and risking that they'll be adopted without your being hired.
First, write the manager the appropriate letter. Next, conduct further research on his company or its industry. Then call to verify that the manager received your correspondence. After he tells you he has, advise him of your research, explain that there are questions you would like to ask, and try to set up a time to discuss this in person.*
The chances are now excellent that the manager will see you. Someone who is under consideration for hire has investigated his company and has questions to ask. It's in the manager's best interest to set up this meeting.
