Thank-You Email Samples: Referees, Professors and Interviewers

When to use this

A short thank-you costs you two minutes and is one of the easiest ways to stand out. Teachers rarely hear how their students' applications turned out, and professors remember the applicants who were courteous. You may need the same referee again next year, for a PhD, a job or another scholarship.

Send a thank-you:

• To a referee, right after the letter is submitted, and again when you hear the result, whatever it is
• To a potential supervisor, the same day or the next day after a video call or meeting
• After a scholarship or admissions interview, only if you have an email address for the panel or coordinator, and keep it very short

What makes a good thank-you:

• It thanks the person for one specific thing they did
• It tells them what happens next, or the result
• It is short: three to five lines
• It asks for nothing new

The sample

1. To a referee, after the letter is submitted

Subject: Thank you for the reference

Dear Dr [Surname],

Thank you very much for writing my reference for the [programme] at [university]. I know how busy the end of term is, and I really appreciate the time you gave it.

I have now submitted my application and will let you know the result as soon as I hear.

With thanks,

Usman Tariq

2. To a referee, with the result

Subject: Good news about my [scholarship name] application

Dear Dr [Surname],

I wanted to let you know that I have been [awarded the scholarship / admitted to the programme / shortlisted for an interview]. Thank you again for your reference. Your support made a real difference.

I start in [month, year] and will keep you posted on how it goes.

With gratitude,

Usman Tariq

If the result is a rejection, still write. Thank them, say you are applying again or what you will try next, and ask whether you may request their help again.

3. To a potential supervisor, after a video call

Subject: Thank you for today's call

Dear Professor [Surname],

Thank you for taking the time to speak with me today about PhD positions in your group. Your suggestion to focus the first year on [topic they mentioned] was very helpful.

As discussed, I will send a revised one-page research summary by [day]. Please let me know if you would like anything else in the meantime.

Kind regards,

Usman Tariq

4. After a scholarship interview

Subject: Thank you: [scholarship name] interview, [date]

Dear [Name of coordinator or panel chair],

Thank you for the opportunity to interview for the [scholarship name] today. I enjoyed discussing my plans for [field or project], and I am grateful for the panel's time.

Kind regards,

Usman Tariq

Usman is fictional. Write your own thank-you in your own words.

Template you can fill in

Subject: Thank you for [the reference / today's call / the interview]

Dear [Title] [Surname],

Thank you for [the specific thing they did]. [One sentence on why it helped or what you appreciated.]

[One sentence on what happens next, or the result.]

With thanks, [Name]

How to adapt this

• Be specific. "Your suggestion about the first-year focus" means more than "your valuable time".
• Send it quickly: the same day for a call or interview, and within a day or two of a referee submitting.
• Close the loop on references. The result email is the one referees remember.
• Keep interview thank-yous neutral. Don't add new arguments for why you should be selected, and don't ask about the result.
• A small gift is not needed. A sincere email, or a visit to your old department with good news, is enough.

Common mistakes

• Forgetting to thank a referee until you need another letter.
• Long, emotional emails that read like a speech.
• Using the thank-you to ask for something new in the same message.
• Sending a thank-you to an interview panel through social media.
• Copying the same message to every referee without changing a word.

Related samples

• How to ask a professor for a recommendation letter
• Follow-up email when a professor hasn't replied
• PhD recommendation letter sample