How important is a thank-you note when it comes to interviewing?

We're all aware of the most critical elements of the job-hunting process: a great resume, efficient networking, excellent interviewing skills, good research skills, and nimble use of LinkedIn, Monster and other on-line tools. As recruiters, we are amazed that the piece that is most often overlooked is the simplest: the thank-you note. If your check-list for interview preparation doesn't include a box that says “send a thank-you note”, then you're making a potentially fatal mistake in the job search process.

Recently, a client expressed disappointment when a candidate we recommended failed to send a thank-you note following his first round of interviews. In fact, our client delayed considering that candidate because they viewed the lack of follow-through as an indication of how that candidate would behave on the job. So, we surveyed over 50 hiring managers and human resources professionals who had hired at least three communications professionals in 2009. Some hired more than 15 people for all kinds of professional positions in various industries.

The results were surprising. Over 75% of the people surveyed did not receive a follow-up note from most of the candidates they interviewed. Only 23% said that they received a thank-you note from everyone they interviewed.

Around 30% of people surveyed decided not to invite candidates for another round of meetings after waiting several days and receiving no follow up. “The follow up is the lynchpin for me,” one hiring manager commented. “If the interview goes well and I feel invigorated and excited about someone, I wait to see what kind of follow up efforts they put forth.” Others still invited candidates back without a thank-you note, but their lack of follow-up sometimes factored into their decision process between finalist candidates. “Although we rarely disqualify a candidate just because they failed to follow up with a thank-you, it would definitely influence our decision. It's a sign that they either don't understand normal business practices or think they are above it and that's worrisome,” said one senior leader from a national public relations firm.

Mail or Email?

To most hiring managers and HR professionals, it doesn't matter whether thank-you notes are sent via email or traditional mail. In today's world, it doesn't matter, “just do something” many of our sources said. However when prompted further, most of our sources did prefer handwritten thank-you notes verses emails. “It's personal and personable, really. A handwritten note that requires an addressed envelope and postage shows effort and class,” one of our surveyed human resources managers commented. “We all get so many emails, a real piece of mail stands out.”

How creative should I be?

A little creativity can help make you stand out, but a lot of creativity can hurt your chances. “Stick to the basics,” says one Director of Communications at a technology company. “Personally, I am less interested in a creative note and more interested in seeing the candidate put pen to paper and send a mistake-free and timely follow up note.” Others are more open to creative gestures as long as they make sense. One source received an email in the form of an e-newsletter, which hit home because the job they were hiring for was to write and distribute employee newsletters. That candidate got the job! You can go overboard though; the candidate who sent a thank-you to us as a message in a bottle only stood out as odd, not as the best communicator.

Amy Segelin, President of Chaloner Associates, recommends a simple, handwritten note composed and mailed within 24 hours of the interview. “If you discussed something personal like dogs or the beach, pick a thank-you note with a relevant theme. Personalized stationery is fine. And don't be afraid to mention one or two points discussed in your meetings, especially if you have something more to add.” “If you're sending notes to more than one interviewer, make sure each note is different and specific to the recipient."

What should I say?

Ted Chaloner, CEO and Founder of Chaloner Associates, feels it's best to communicate interest, confidence and enthusiasm in a follow up note. He recalled one instance where a candidate actually improved her chances of getting the job she was being considered for with her follow up note. She clearly communicated her interest by describing the position briefly and writing, "If this is the job we're discussing, then I'm confident that I am the right candidate. This is exactly what I am looking for and I know I'll be successful." This type of confidence is often what a hiring manager needs to see, especially if the position has been hard to fill. Ted also recalled one impressive gesture when a candidate invited him to a useful MIT Enterprise Forum that he attended and made some great new connections.

Finally, the survey results also revealed a common misconception held by candidates: that they shouldn't communicate directly with clients. There are recruiters who demand that all communication go through them. We disagree. After a candidate has been introduced to our clients and has gone to an interview, it is perfectly appropriate to send a thank-you directly. And it wouldn't be a bad idea to send one to the recruiter, too!

About Chaloner Associates, Inc.

CELEBRATING OUR 30TH YEAR IN EXECUTIVE SEARCH - Chaloner Associates is a national, executive search firm specializing in communications, marketing, advertising, and interactive recruitment. With offices in Boston and New York, we work with corporate, agency, consulting and non-profit clients in all industries across the US and Canada. Our knowledgeable recruiters, team-based approach, and long-term client and candidate relationships distinguish Chaloner Associates as a leader in talent acquisition since 1979.