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Thank you email after an interview in Germany: when, how and 5 templates

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A thank you email after an interview is less common in Germany than in the US. It is still a good idea. A German university career service calls it usual in the US and "still rather unusual" in Germany, but says it lets you repeat your interest in the job (Leuphana University Lüneburg, retrieved 31 Oct 2026). Two other German universities recommend sending one within 24 hours (LMU Jobline; European University Viadrina, Aug 2024, both retrieved 31 Oct 2026).

ContentsIs a thank you email usual in Germany?

So: send a short, formal email the same day or the next day. Below you find the rules for Germany and five full templates, each in English and in German. If you track several applications at once, follow-up reminders on the Joblumi board, which comes with the Pass, help you send each email and each check-in on time.

Key points

  • A thank you email is optional in Germany, but it does not hurt and can help you stand out.
  • Send it within 24 hours, to the people who interviewed you, by name.
  • Keep it short and formal. Use “Sie” in German unless the interviewer offered “du”.
  • If you hear nothing, wait for the date they gave you. With no date, wait about one to two weeks, then ask once.
  • After a rejection, reply politely. Sometimes the first choice says no and the next person moves up.

Is a thank you email usual in Germany?

Not as usual as in English-speaking countries. LMU Munich’s career guide says companies in the US, Canada, Australia and New Zealand expect a thank you letter or email soon after an interview, while in Europe it is “not common” (LMU Jobline, Thank you letters, retrieved 31 Oct 2026). The same page advises you to find out what is expected in the country where you apply.

For Germany, the answer from career services is clear enough. Leuphana University says it is “noch eher ungewöhnlich” (still rather unusual), but presents it as a positive way to show that the interview made you want the job even more (Leuphana). LMU and Viadrina both list it as a normal step after the interview (LMU Jobline, Viadrina).

What this means for you: a German recruiter will not expect your email, so a short and specific one is easy to notice. A long or pushy one is also easy to notice, in the wrong way.

The rules at a glance

Question Answer for Germany Source
Send one at all? Yes, it is optional but positive Leuphana
When? Within 24 hours LMU Jobline, Viadrina
To whom? The person who interviewed you. Thank the others in the same message LMU Jobline, Thank you letters
Email or letter? Email is fine, with the same level of formality as a letter LMU Jobline, Thank you letters
What to say? Thanks for their time and the information, your interest, how you fit LMU Jobline, Thank you letters, Viadrina
Form of address “Sie”, unless the interviewer offered “du” University of Siegen

When to send it

Send it within 24 hours (LMU Jobline). LMU’s guide also warns against a quick message typed on your phone as you walk out of the building, because it does not show that you thought about the interview (LMU Jobline, Thank you letters). A good moment is the same evening or the next morning.

Tip: Don’t type the email on your phone as you walk out. Send it the same evening or the next morning, and after a panel interview the same day.

After a panel interview, the decision can come very fast. LMU notes that you may not have time to send a letter before the panel decides (LMU Jobline, Thank you letters). If you want to send one, send it the same day.

Who gets it

Write to the person who interviewed you. If several people were there, you can thank the others in the same message (LMU Jobline, Thank you letters). In practice, that often means one email to the hiring manager with HR in copy, or one email to your HR contact that names the others. Write their names correctly, with the right title (for example “Dr.”), because the email is short and every detail shows.

Tip: If you don’t have an email address for the interviewer, reply to the email that invited you to the interview.

How long it should be

Short. A few lines that someone can read on a phone screen. LMU sums up the content in three parts: thank them for their time and the information, repeat your interest, and say how your skills fit what they need. You can also add something you forgot to say or answer a concern they raised (LMU Jobline, Thank you letters). Don’t ask whether you got the job (LMU Jobline, Ending and follow-up).

Subject line

Make it easy to find later. Name the role and, if there is one, the reference number from the job ad. For example:

Template: Subject line (English)
Thank you for the interview: Project Coordinator (Ref. 2026-114)
Template: Subject line (German)
Vielen Dank für das Gespräch: Projektkoordination (Kennziffer 2026-114)

Tone: formal, with “Sie”

German job interviews use the formal “Sie”. You switch to “du” only if the interviewer offers it (University of Siegen, retrieved 31 Oct 2026). Keep the same form in your email. If the interviewer offered “du”, you can use “du” too.

Write in the language of the interview. If the interview was in English, write in English. If it was in German, or it switched to German, write in German. Start with “Sehr geehrte Frau …” or “Sehr geehrter Herr …” and end with “Mit freundlichen Grüßen”. In English, “Dear Ms …” and “Kind regards” match that level.

Key point: Formal and short wins. Use “Sie” unless they offered “du”, and write in the language of the interview.

If you are new to German business email

Many internationals are unsure about two things: who to address and which language to use.

Who was in the room. Make it in Germany says you usually meet a manager from the department and someone from HR (Make it in Germany, retrieved 1 Nov 2026). Write to your main contact and thank the other person by name in the same email, as Template 1 shows.

Which language. If the interview was in English but your interviewers spoke German among themselves, English is still fine. If the interview switched to German, write in German, even if it takes you longer. Keep the sentences short and close to the templates below. That is safer than long sentences with mistakes. As a rough check, the Council of Europe describes B1 as being able to write simple connected text on familiar topics (Council of Europe, CEFR global scale, retrieved 1 Nov 2026). A short thank you email is within that range if you stick to a template.

Where to practise. The free vhs-Lernportal of the German adult education centres has online courses in job-related German at A2 to B1 and B2 level. Applications and job interviews are among the topics (vhs-Lernportal info sheet, retrieved 1 Nov 2026).

English habit German equivalent
“Hi Anna,” “Sehr geehrte Frau Weber,” (unless she offered “du”)
“Thanks so much!!” “Vielen Dank für das Gespräch.” One thank you, no exclamation marks
“Best,” “Mit freundlichen Grüßen”
First name of the interviewer Title and surname, for example “Frau Dr. Weber”

Tip: Check the spelling of names with umlauts (ä, ö, ü) and ß against the invitation email. A wrong name is the most visible mistake in a short email.

Timeline after an interview: the interview, then a thank you email within 24 hours, then wait for the date they gave you. With no date, ask once after about one to two weeks. Interviewthe day itselfThank you emailwithin 24 hours Waitfor the date they gaveAsk onceno date: after 1–2 weeks
Thank you within 24 hours. Then wait for their date, or about one to two weeks, and ask once. Source: LMU Jobline; AMS

Template 1: after the first interview

Use this after a first interview with HR or the hiring manager. Replace everything in brackets. The names and details are examples.

With the Pass, Joblumi drafts a thank you email for your job ad and interview.

Write my thank you email
Template: After the first interview (English)
Subject: Thank you for the interview: Project Coordinator (Ref. 2026-114)

Dear Ms Weber,

Thank you for taking the time to speak with me today about the Project Coordinator role. I enjoyed learning more about [the planned launch in Hamburg / the team's current project].

Our conversation made me even more interested in the role. In particular, [your plan to standardise reporting across the three sites] matches the work I did at [previous employer], where I [one concrete result, for example: set up a weekly report for 12 project leads].

Please also pass on my thanks to Mr Becker.

I look forward to hearing from you about the next steps.

Kind regards,
Sam Okafor
[phone number]
Template: After the first interview (German)
Betreff: Vielen Dank für das Gespräch: Projektkoordination (Kennziffer 2026-114)

Sehr geehrte Frau Weber,

vielen Dank für das freundliche Gespräch heute und die Zeit, die Sie sich für mich genommen haben. Es war spannend, mehr über [den geplanten Standort in Hamburg / das aktuelle Projekt des Teams] zu erfahren.

Das Gespräch hat mein Interesse an der Stelle noch verstärkt. Besonders [Ihr Plan, das Reporting an den drei Standorten zu vereinheitlichen] passt gut zu meiner Arbeit bei [früherer Arbeitgeber], wo ich [ein konkretes Ergebnis, zum Beispiel: einen wöchentlichen Bericht für 12 Projektleitungen aufgebaut habe].

Bitte richten Sie auch Herrn Becker meinen Dank aus.

Ich freue mich darauf, von Ihnen zu hören.

Mit freundlichen Grüßen
Sam Okafor
[Telefonnummer]

Template 2: after the second interview or assessment centre

A second round often means more people: a team lead, a future colleague, sometimes a full assessment centre with group tasks. Thank everyone in one message and name one thing from the day. If you want to know what an assessment centre in Germany involves, read our guide to the assessment centre.

Template: After the second interview or assessment centre (English)
Subject: Thank you for the second interview: Project Coordinator (Ref. 2026-114)

Dear Ms Weber, dear Mr Becker,

Thank you for inviting me to the second interview yesterday and for the chance to meet the team. The case study on [the supplier delay] was a good look at the real work, and the talk with [Ms Schulz] helped me understand how the team works together.

After the day, I am sure that I would like to join you. My experience with [planning across several sites] would help me get started quickly.

If you need anything else from me, such as references or certificates, I am happy to send them.

Kind regards,
Sam Okafor
Template: After the second interview or assessment centre (German)
Betreff: Vielen Dank für das zweite Gespräch: Projektkoordination (Kennziffer 2026-114)

Sehr geehrte Frau Weber, sehr geehrter Herr Becker,

vielen Dank für die Einladung zum zweiten Gespräch gestern und die Möglichkeit, das Team kennenzulernen. Die Fallstudie zu [der Verzögerung beim Lieferanten] hat mir einen guten Einblick in die tägliche Arbeit gegeben, und das Gespräch mit [Frau Schulz] hat mir gezeigt, wie das Team zusammenarbeitet.

Nach diesem Tag bin ich sicher, dass ich gern bei Ihnen arbeiten möchte. Meine Erfahrung mit [standortübergreifender Planung] würde mir helfen, mich schnell einzuarbeiten.

Wenn Sie noch Unterlagen von mir benötigen, zum Beispiel Referenzen oder Nachweise, sende ich sie Ihnen gern zu.

Mit freundlichen Grüßen
Sam Okafor

“Nachweise” here means certificates, for example your degree or a language certificate. “Referenzen” are people from former jobs who can speak about your work.

Template 3: after a video interview

The rules for a video interview are the same as for an interview on site (University of Cologne, version 01/2025, retrieved 31 Oct 2026). Your email can be the same too. One extra point: if something went wrong with the connection, or you could not finish an answer, the email is a calm place to add it. LMU says you can use the thank you note to add information you forgot (LMU Jobline, Thank you letters).

Template: After a video interview (English)
Subject: Thank you for the video interview: Project Coordinator (Ref. 2026-114)

Dear Ms Weber,

Thank you for the video interview this morning. I appreciated the clear overview of the role and the next steps.

Because the connection dropped for a moment, I would like to add one point to my answer about [stakeholder reporting]: at [previous employer], I [short concrete example].

I remain very interested in the position and look forward to hearing from you.

Kind regards,
Sam Okafor
Template: After a video interview (German)
Betreff: Vielen Dank für das Videointerview: Projektkoordination (Kennziffer 2026-114)

Sehr geehrte Frau Weber,

vielen Dank für das Videointerview heute Vormittag und den klaren Überblick über die Stelle und die nächsten Schritte.

Da die Verbindung kurz unterbrochen war, möchte ich meine Antwort zu [der Berichterstattung an die Stakeholder] noch kurz ergänzen: Bei [früherer Arbeitgeber] habe ich [kurzes konkretes Beispiel].

Ich bin weiterhin sehr an der Stelle interessiert und freue mich, von Ihnen zu hören.

Mit freundlichen Grüßen
Sam Okafor

If the connection worked fine, just delete the middle paragraph and name one topic from the talk instead.

Template 4: following up when you hear nothing

First, wait for the date they gave you. LMU advises you to ask at the end of the interview what the next steps are and whether you can follow up if you haven’t heard back by a certain date (LMU Jobline, Ending and follow-up). Our guide to the job interview in Germany covers what else to ask before you leave. Leuphana says that if the employer does not get back to you as agreed, you can ask about the status (Leuphana). Viadrina gives the same advice: follow up with a polite email if you haven’t heard back within the timeline they gave you (Viadrina).

How long to wait if they gave no date: Austria’s public employment service, AMS, suggests about one to two weeks after the interview. If the interviewer named a time frame, it says you should wait for it (AMS, retrieved 31 Oct 2026). We found no German university that names a fixed number of days, so treat one to two weeks as a guide, not a rule.

Key point: Wait for the date they gave you. With no date, wait about one to two weeks, then ask once.

Note the follow-up date on your job board, part of the Joblumi Pass.

Track my applications

Email or phone? Both work. AMS notes that an email lets you word your question calmly, while a call can get you an answer straight away (AMS). IHK Pfalz recommends a phone call when you have waited a long time for an answer to an application (IHK Pfalz, retrieved 31 Oct 2026). A simple plan: one polite email first. If that stays unanswered for a few more days, one short call.

Template: Following up when you hear nothing (English)
Subject: Application status: Project Coordinator (Ref. 2026-114)

Dear Ms Weber,

I hope you are well. On [date], we spoke about the Project Coordinator role, and you mentioned that you expected to decide by [date].

I am still very interested in the position and would like to ask whether there is any news on the process, or when I can expect to hear from you.

Thank you for your time.

Kind regards,
Sam Okafor
Template: Following up when you hear nothing (German)
Betreff: Stand meiner Bewerbung: Projektkoordination (Kennziffer 2026-114)

Sehr geehrte Frau Weber,

am [Datum] hatten wir ein Gespräch über die Stelle in der Projektkoordination. Sie hatten erwähnt, dass Sie bis [Datum] eine Entscheidung treffen möchten.

Ich bin weiterhin sehr an der Stelle interessiert und möchte mich erkundigen, ob es schon Neuigkeiten gibt oder wann ich mit einer Rückmeldung rechnen kann.

Vielen Dank für Ihre Zeit.

Mit freundlichen Grüßen
Sam Okafor

If they gave no date, replace the second sentence with “I wanted to follow up on our conversation” or “Ich möchte gern an unser Gespräch anknüpfen.”

Template 5: replying to a rejection

A rejection after an interview hurts, especially when you already liked the job. The University of Cologne’s career service reminds you that a rejection has many reasons and you are not responsible for all of them. Other applicants may have been more qualified, the job may already have been promised, or there was a personal recommendation (University of Cologne).

A short, polite reply still makes sense. Leuphana points out that a rejection can sometimes still lead to success: the first choice may turn down the offer or not work out, and then the next applicant moves up (Leuphana).

Example: (made up) Sam gets a rejection, replies with the short email below and thanks the team. A few weeks later the first choice turns the offer down, and the next applicant on the list moves up.

You can ask for feedback, but don’t expect much detail. Because of the General Equal Treatment Act (AGG, § 1), employers avoid naming concrete reasons and often word rejections neutrally on purpose (Leuphana). Ask one short question and accept any answer.

Template: Replying to a rejection (English)
Subject: Re: Your application: Project Coordinator (Ref. 2026-114)

Dear Ms Weber,

Thank you for letting me know. Of course I am disappointed, but I appreciated the interviews and the insight into your team.

If you have a moment, I would be grateful for a short comment on what I could improve for future applications.

I am still very interested in working for [company]. If the situation changes or a similar role opens up, I would be happy to hear from you.

Kind regards,
Sam Okafor
Template: Replying to a rejection (German)
Betreff: AW: Ihre Bewerbung: Projektkoordination (Kennziffer 2026-114)

Sehr geehrte Frau Weber,

vielen Dank für Ihre Nachricht. Natürlich bin ich enttäuscht, aber ich habe die Gespräche und den Einblick in Ihr Team sehr geschätzt.

Wenn es Ihnen möglich ist, freue ich mich über eine kurze Rückmeldung, was ich bei künftigen Bewerbungen verbessern kann.

Ich bin weiterhin sehr an einer Tätigkeit bei [Unternehmen] interessiert. Falls sich die Situation ändert oder eine ähnliche Stelle frei wird, freue ich mich, von Ihnen zu hören.

Mit freundlichen Grüßen
Sam Okafor

“AW:” is the German short form for “Antwort” (reply). German email programs often show it in place of “Re:”.

Mistakes to avoid

  • MistakeSending the same text to every employer

    BetterName one real topic from your interview

  • MistakeTyping a quick note on your phone as you leave

    BetterSend it later that day or the next morning (LMU Jobline)

  • MistakeAsking “Did I get the job?”

    BetterThank them and show interest (LMU Jobline)

  • MistakeSwitching to “du” on your own

    BetterKeep “Sie” unless they offered “du” (Siegen)

  • MistakeFollowing up before the date they gave you

    BetterWait for it (AMS)

  • MistakeFollowing up again and again

    BetterAsk once by email, then once by phone

  • MistakeBlaming your old employer to explain a weak answer

    BetterNever speak badly of former bosses or colleagues (Bundesagentur für Arbeit, version 2025, retrieved 31 Oct 2026)

  • MistakeArguing with a rejection

    BetterReply politely and ask once for feedback

  • MistakeWrong name, wrong title, typos

    BetterCheck names and the “Dr.” against the invitation

Before you hit send: checklist

0 of 9 done

How Joblumi helps after the interview

On the Joblumi job board, you move each job to “Interview” once you are invited. The board then reminds you to follow up, so no check-in slips through when you run several applications at once. The board is part of the Pass. With the Pass, Joblumi also writes a thank you email tailored to the job ad and your interview. If your interview is still ahead, our guide on how to answer “Tell me about yourself” helps you prepare the first answer.

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FAQ

Should I send a thank you email after an interview in Germany?

Yes, if you keep it short. It is less common than in the US, but a German career service describes it as a good way to repeat your interest (Leuphana).

How soon should I send it?

Within 24 hours (LMU Jobline, Viadrina). The same evening or the next morning works well.

Should I write in English or German?

In the language of the interview. If the interview switched to German, write in German. Interviewers in Germany may switch to German even for a job advertised in English (University of Siegen).

Can a thank you email hurt my chances?

A short, polite email is unlikely to hurt. A long one, a pushy one or one with the wrong name can. Keep to the points in the checklist above.

How long should I wait before I follow up?

Wait for the date they gave you. With no date, about one to two weeks after the interview is a common guide (AMS).

Will they tell me why I was rejected?

Often not in detail. Many employers word rejections neutrally because of the General Equal Treatment Act (Leuphana).

Sources