Job search email templates
The emails a job search keeps needing: thank-you notes, follow-ups, and how to answer a no or an offer. Copy one and replace the highlighted parts.
After an interview
Thank-you noteWithin a day of the interview.
Subject: Thank you, [role] interview Hi [name], Thank you for your time [today/yesterday]. I keep thinking about what you said about [a specific thing they said], because [why it matters to you or how it connects to your work]. If it's useful, [one thing you left out, or a link to something you mentioned]. Best, [your name]
Before you use it: The specific thing is the whole point. Without it, this reads as a form letter.
Thank-you to a panelYou met several people. Send each their own, or one to the group.
Subject: Thank you for today Hi [names], Thank you for your time today. [Name], your point about [topic] stuck with me. [Name], I appreciated hearing how the team handles [topic]. I left wanting to do this work more, not less. If there's anything else you need from me, I'm happy to send it. Best, [your name]
Before you use it: Only keep the "wanting to do this work" line if it's true.
Follow-up when you haven't heard backThe date they gave has passed, or about a week if they gave none.
Subject: Checking in, [role] Hi [name], I wanted to check in on the [role] role, after we spoke on [date]. You mentioned [next step or timing they gave]. Is there an updated timeline you can share? I'm still interested, and I'm happy to send anything that would help. Best, [your name]
Before you use it: One follow-up, then maybe one more a week later. After that, the silence is the answer.
You have another offer and need an answerAnother company has given you a deadline.
Subject: Timing on [role] Hi [name], I've received an offer from another company and need to reply by [date]. [Company] is the one I'd most like to hear from first, so I wanted to ask whether a decision is possible by then. If it isn't, I understand. Thank you for telling me either way. Best, [your name]
Before you use it: Send this only if the offer is real and the preference is true.
After applying
Follow-up on an applicationAbout two weeks after applying, to someone you can actually name.
Subject: [role] application Hi [name], I applied for the [role] role on [date]. The part of the job I'd most like to work on is [specific thing from the posting], because I've [one thing you did and how it ended]. Is there someone on the team I should speak with, or anything else I can send? Best, [your name]
Before you use it: Keep it short, and don't attach your resume unless they ask.
Reply to a recruiter who reached outYou're open to it, and want the facts before a call.
Subject: Re: [their subject] Hi [name], Thanks for reaching out. I'm open to hearing more. Before we talk, could you share the salary range, the location or remote policy, and the team this role sits on? If those fit, I'm free [two times]. Best, [your name]
Before you use it: Asking for the range first is normal, and it saves you both a call.
After a no
Ask for feedback after a rejectionYou got far enough to have met someone.
Subject: Thank you, and one question Hi [name], Thank you for letting me know, and for your time during the process. If you're able to share it, is there one thing that would have made me a stronger candidate for this role? Even a sentence would help. I understand if you can't say. Please keep me in mind for [related kind of role]. Best, [your name]
Before you use it: Many companies won't answer. Ask once, and don't argue with what you hear.
Withdraw from a processYou've decided not to continue.
Subject: Withdrawing from the [role] process Hi [name], Thank you for your time on the [role] role. I've decided to withdraw from the process, [because of a short honest reason, or leave this out]. I appreciated meeting the team, and I hope we can stay in touch. Best, [your name]
Before you use it: You don't owe a detailed reason. Short is fine.
After an offer
Ask for time on an offerYou need a few days before you answer.
Subject: [role] offer Hi [name], Thank you for the offer. I'm glad to have it. I'd like to review the details properly. Could I give you my answer by [date]? Could you also send [anything missing, such as the benefits summary or the equity terms]? Best, [your name]
Before you use it: Ask for a specific date. It's easier to agree to than "some time".
Negotiate an offerYou've decided what you'd accept, and have a reason for it.
Subject: [role] offer Hi [name], Thanks again for the offer. I'd like to make this work. Based on [your real reason: market data, a competing offer, or the scope we discussed], I was hoping for [number]. If we can get there, I'm ready to sign. Is there room to do that? Best, [your name]
Before you use it: Only say you're ready to sign if you are. Use a reason you could back up if asked.
Accept an offerYou've decided yes.
Subject: Accepting the [role] offer Hi [name], I'm happy to accept the offer for [role], at [salary], starting [date]. Please send whatever you need me to sign, and let me know the next steps. Thank you to you and the team. Best, [your name]
Before you use it: Wait for the written offer before giving notice anywhere.
Decline an offerYou've decided no.
Subject: [role] offer Hi [name], Thank you for the offer. After thinking it over, I've decided not to accept it. It wasn't an easy call, and I appreciated how the team treated me throughout. I hope we cross paths again. Best, [your name]
Before you use it: Call first if you've built a relationship with them. Keep the door open.
Hey Vitae tracks who you've talked to and what's gone quiet, so you know which of these to send, and when. Create a free account.
Sending these
- Does a thank-you note actually change anything?
- Nobody can promise it does. It takes two minutes, and it's a chance to add the thing you forgot to say, which is the part most worth sending.
- How long should I wait before following up?
- If they gave you a date, the day after it. If not, about a week after an interview and about two weeks after an application. One follow-up, then one more at most.
- Why are these so short?
- The person reading has a full inbox, and every line you add makes the one that matters harder to find. Replace the highlighted parts with something specific, and it won't read like a template.