Hubspot Guide to Writing Interview Thank You Emails
Sending a thoughtful interview thank you email is a proven way to stand out, and the original Hubspot resource on this topic provides a clear framework you can follow. In this guide, you will learn how to write a professional, memorable message that helps you move from interview to job offer.
Why Hubspot Recommends Thank You Emails After Interviews
Based on the Hubspot approach, a thank you email is not just polite; it is a strategic follow-up that:
- Shows professionalism and attention to detail
- Reinforces your interest in the role
- Reminds the interviewer of your key strengths
- Gives you a chance to clarify or add important points
Hiring managers often meet multiple candidates in a short time. A clear and timely message helps them remember who you are and why you are a strong fit.
Hubspot Timing Rules for Your Thank You Email
The original Hubspot article emphasizes that timing is critical. Follow these guidelines for best results:
- Send your email within 24 hours. This keeps you fresh in the interviewer’s mind.
- Prefer business hours. Aim to send your message during the workday rather than late at night.
- Adjust for multiple rounds. For a full-day or multi-round process, send your email the same day if possible.
Sending your message quickly demonstrates enthusiasm and reliability while the conversation is still top of mind.
Hubspot Structure for an Effective Thank You Email
The Hubspot article breaks a strong interview thank you email into clear sections you can reuse every time. Use this simple structure:
1. Hubspot-Style Subject Line
Your subject should be short, specific, and professional. Examples inspired by the Hubspot guide include:
- “Thank you – [Job Title] interview”
- “Thank you for your time today”
- “Great speaking with you about [Team/Role]”
Keeping the subject line concise and relevant helps ensure your email is opened quickly.
2. Professional Greeting
Address your interviewer by name. Use a formal salutation unless they explicitly invited you to be informal.
- “Hi Ms. Lee,”
- “Hello Jordan,”
- “Dear Mr. Patel,”
Confirm spelling and titles using the calendar invite, company site, or LinkedIn before sending.
3. Clear Expression of Thanks
The Hubspot recommendation is to start your first line by thanking them for their time and the opportunity. For example:
“Thank you for taking the time to speak with me today about the Account Executive role.”
This anchors the email in gratitude and reminds them which conversation you are referencing.
4. Specific Callbacks to the Conversation
Next, reference one or two concrete details from your meeting. The Hubspot article stresses that specificity proves you were engaged and listening. You might mention:
- A project they described that excited you
- A challenge the team is facing that matches your experience
- A product, customer, or initiative you discussed in depth
For example: “I especially enjoyed learning about your new onboarding process and how the sales and marketing teams partner to improve conversion.”
5. Reaffirmation of Your Fit
After recalling key details, Hubspot suggests you briefly restate why you are a strong fit for the role. Focus on two or three relevant strengths such as:
- Specific technical or industry expertise
- Results you have achieved that align with their goals
- Soft skills that match the team’s culture
Keep this part concise and tied to what they shared in the interview.
6. Polite Close and Next Steps
The close should signal appreciation and an interest in moving forward without sounding pushy. The Hubspot framework recommends lines such as:
- “I am excited about the possibility of contributing to your team.”
- “Please let me know if I can provide any additional information.”
- “I look forward to hearing about next steps.”
End with a professional sign-off like “Best regards,” or “Sincerely,” followed by your full name and contact details.
Hubspot Email Templates You Can Adapt
Taking inspiration from the Hubspot article, here is a simple template you can customize for most interviews:
Subject: Thank you – [Role Title] interview
Hi [Interviewer Name],
Thank you for taking the time to speak with me today about the [Role Title] position. I appreciated the chance to learn more about [team, product, or initiative].
I especially enjoyed our discussion about [specific topic or project]. It confirmed my excitement about the opportunity to bring my experience in [relevant skill or area] to your team.
With my background in [briefly list 1–2 strengths or achievements], I am confident I could help [specific outcome or goal they mentioned].
Thank you again for your time and consideration. Please let me know if I can share any additional information.
Best regards,
[Your Name]
[Phone]
[LinkedIn or portfolio link]
Use this core layout for phone screens, virtual conversations, and on-site interviews, adjusting the level of detail to match the seniority of the role.
Hubspot Tips for Different Interview Scenarios
The original Hubspot resource also highlights how to tailor your email to different formats and stages of the process.
Phone or Video Screen
For early-stage screens, keep your message short while still following the Hubspot structure:
- Thank them for the conversation
- Mention one key topic or requirement
- Briefly link your skills to that requirement
- Express interest in next steps
Panel or Multi-Interviewer Meetings
When you meet multiple people, Hubspot suggests sending separate, personalized emails where possible. To do this effectively:
- Follow up with each person you met directly
- Mention something unique from your conversation with them
- Keep the core message consistent but not identical
If you only have one email address, you can send a single note and thank everyone collectively, while still referencing key points from the discussion.
Second-Round or Final Interviews
For later rounds, your email can be slightly more detailed. Take the Hubspot framework and add:
- One or two specific examples of past results tied to their goals
- A brief recap of how you would approach a challenge they mentioned
- Stronger language around your enthusiasm for the role
Stay concise, but use this chance to reinforce that you clearly understand the role and are ready to contribute.
Common Mistakes Hubspot Helps You Avoid
By following the Hubspot guidelines, you can steer clear of frequent errors that reduce the impact of a thank you email:
- Being too generic: Avoid sending the same message to every company without specific references.
- Overly long emails: Keep it focused and easy to scan.
- Informal tone: Stay professional even if the interview felt casual.
- Typos and formatting issues: Proofread carefully before sending.
- Making demands: Show interest in next steps without pressuring the interviewer.
Next Steps and Additional Resources
Using the structure and tips drawn from the Hubspot article, you can build a repeatable system for writing strong interview thank you emails. Save one or two templates, customize them after each conversation, and send them within 24 hours to maximize your impact.
For broader sales, marketing, and interview messaging strategies, you can explore additional guidance and services available at Consultevo. To review the original resource that inspired this guide, visit the Hubspot article at this link and compare your draft messages with their examples.
With a consistent process based on the Hubspot framework, every interview can end with a polished thank you email that leaves a lasting positive impression.
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