Thank You for Responding to My Job Application Guide

This guide will help you write an email after receiving a response to a job application.

How you respond will be dependent on the response you received:

  • An interview is being scheduled
  • You will not be interviewed
  • or there is currently not an open position.

Tip #1: If you receive an email response immediately after submitting sending your email, it’s very likely an auto-response. I suggest waiting until you get a reply that wasn’t automatically generated before you reply.

Tip #2: If you are contacted by email to set up an interview, thank the person for choosing you and confirm that the date and time of the meeting works for you. If they give you multiple options, be sure to include the date and time that works best for you.

Tip #3:When you receive a rejection email, you can still respond with a short thank you note.

Regardless of the situation (interview or not), your note can be short, as the main goal is to say thank you and confirm any details.

The example messages below are split into sections for when you are offered an interview, declined for an interview, or when the response is that the position has been filled.

Responding when an interview is set up

Here are a few examples of how you can respond when the company wants to interview you.

  1. Thank you! I am excited to come in for an interview and will see you on [Date] at [Time]. I am looking forward to meeting you and your team.
  2. Thank you for your interest in me. I will look forward to meeting you on [Date].
  3. I can come in for an interview at [time] on [date]. Please let me know if you have any questions before then. Thanks in advance for setting aside time to meet with me.
  4. Thanks for granting me an interview! I will expect your call at 10:00 AM next Monday for the phone interview.
  5. Thank you for the interview! I will see you next [Day] at [Time]. If you have any questions for me before then, please feel free to call or email me!

Responding when you are not granted an interview 

Here are a few examples of how you can respond when the company doesn’t want to interview you.

Tip #1: Being gracious when you are rejected for a position is a good idea. You never know when you might want to apply again or cross paths with someone you interacted with at a different business.

  1. Thank you for letting me know that I am not in the running for the position. I appreciate that you reviewed my resume. I look forward to applying to other openings in the future.
  2. I appreciate that you let me know! I will stop sending follow-up emails regarding this position. Have a great day!
  3. Thank you for taking the time to let me know that I am not being considered for the position. If there is another position that is open and is a fit for my skills, I would appreciate being considered for that position as well.
  4. Thank you again for considering me. I am grateful that you let me know that I’m no longer in the running. I will move on with my job search.
  5. Thank you for responding and notifying me that I will not be granted an interview.

Responding when there is not an open position 

Sometimes a company isn’t able to interview you now, but they are willing to keep your resume on file for future open positions.

  1. Thank you for replying to my inquiry about [topic/situation/etc.]. I am sorry to hear that the position has already been filled. Thank you for letting me know!
  2. Thank you for taking the time to let me know that you are not currently hiring. Is it okay if I follow up again in 6 months?
  3. Thanks for letting me know there is not an open position at this time. I appreciate the response and will keep an eye on your website for future openings as [company name] seems like a wonderful place work from what my friends that work there have shared.
  4. I appreciate your response to let me know that you do not have an open position that fits my resume.
  5. I am sorry to hear that they are not currently any open positions. Thanks for the response.

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Author: Heidi Bender

Title: Writer

Expertise: Thank You Notes


Heidi Bender is a writer and author who founded Tons of Thanks. She aims to help people write thank-you notes by providing examples and tips. She is the author of She is the author of A Modern Guide to Writing Thank-You Notes.