How to Write the Best Follow-Up Email After the Interview
Learn how to write the best follow-up email after an interview to show strong interest, reinforce your qualifications, and leave a lasting impression on potential employers.
By Amelia C.
Posted September 26, 2024
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Table of Contents
You've nailed the interview, but your work isn't over yet. The follow-up email after an interview can be a game-changer in your job search. It's your chance to stand out, show your enthusiasm, and reinforce why you're the perfect fit for the role. But crafting the right message can be tricky. How soon should you send it? What should you include? And what if you don't hear back?
This guide will walk you through the ins and outs of writing an effective follow-up email after a physical or phone interview. We'll cover everything from timing your message to personalizing your content. You'll learn how to structure your email, what to avoid, and even how to follow up if you don't get a response. Whether you're a seasoned pro or new to the job market, these tips will help you make a lasting impression and boost your chances of landing that dream job.
Timing Your Follow-Up Email
When to Send the Follow-Up Email
The timing of your follow-up email can make a significant difference in how it's received. Ideally, you should send a thank you email within 24 hours of your interview. This shows your enthusiasm and keeps you fresh in the interviewer's mind. Some experts even suggest sending it within a couple of hours after the interview to display urgency and confirm your interest level.
How Soon is Too Soon?
While promptness is appreciated, you don't want to appear overeager. Waiting a few hours after your job interview before sending the email allows the interviewer to digest everything you said. If you didn't get a chance to ask about the decision-making timeline during the interview, it's acceptable to inquire about it in your thank you email.
What if You Don't Hear Back?
If you haven't received a response after a week, whether from your interviewer or hiring manager, it's appropriate to send another follow-up email. This is a chance to reiterate your interest and ask for an update on the hiring process. Remember, it's not uncommon for candidates to not receive an immediate response. Hiring processes can take time, and decisions may not be made immediately after a job interview.
If you still don't hear back after two weeks, you might consider sending another email. You could include additional questions that came to mind after the interview, which can serve as a natural way to re-engage the interviewer. However, always maintain a professional and patient demeanor, as delays are not uncommon in the recruitment process.
| Pro tip: If your interviewer has given you specific details about the job interview process and a timeline for updates, make sure to follow that schedule. Avoid reaching out if it’s too early or too late compared to the timeline they provided. Many recruiters and hiring managers will tell you when to expect news. Reaching out outside of that timeframe could hurt your chances rather than help. |
The Importance of Post-Interview Follow-Up
Following up after an interview is a crucial step in your job search journey. It's not just about good manners; it's a strategic move that can significantly impact your chances of landing the job. You must pay attention to every detail that is crucial – from your subject line to crafting your thank you note. Let's explore why post-interview follow-up is so important and how it can benefit you.
Impact on Hiring Decisions
A thoughtful follow-up email can have a positive influence on the hiring decision. It demonstrates your continued enthusiasm and engagement with the process, which hiring managers often view favorably. While it may not directly secure you the job, it can certainly set you apart from other candidates, especially if the decision is a close call. Remember, when a hiring manager interviews multiple candidates in a day, your follow-up can help you stand out in their mind.
Demonstrating Professionalism
Following up shows your professionalism and attention to detail. It's an opportunity to express gratitude for the interviewer's time and reiterate your interest in the position. A well-crafted thank-you note or email within 24-48 hours of the interview is considered good follow-up etiquette. This simple act can leave a strong final impression and showcase your communication skills.
Staying Top-of-Mind
By following up, you keep yourself at the forefront of the hiring manager's mind. It's a chance to reinforce why you're the best fit for the role and to highlight key qualifications discussed during the interview. You can even share additional thoughts or ideas that came to you after the interview, showing that you're still actively thinking about how you can contribute to the company.
Remember, following up shouldn't hurt your chances if done right. In fact, it can often help by demonstrating your continued interest and motivation. Just be sure to keep your follow-ups concise, professional, and not too frequent to avoid appearing pushy.
How to Write a Compelling Thank You Email
Writing a compelling thank you email is a good practice that shows strong interest and professionalism. In the email body, if you’re trying to look for the right words to say, just think of a way to express genuine gratitude and reiterate your enthusiasm for the opportunity.
Personalization Tips
To make your thank you email stand out, personalization is key. Address the interviewer by name, using the name they preferred during the interview. Reference a specific topic or detail from your conversation to show you were attentive and engaged. For instance, you could mention an interesting subject discussed or a personal anecdote shared by the interviewer. This personal touch demonstrates your attention to detail and genuine interest in the role.
Addressing Interview Highlights
Begin your thank you note by expressing gratitude for the interviewer's time and consideration. Next, briefly summarize why you're excited about the job role and how your skills align with the position. Identify a problem or opportunity discussed during the interview, and highlight how your experience can address it. This approach not only reinforces your interest in the role but also shows that you're focused on providing value to the company as they process forward with their hiring decisions.
Showcasing Enthusiasm
To showcase your enthusiasm, reaffirm your interest in the position and the company. Share your thoughts on a specific aspect of the conversation that you found particularly interesting. You could also include a relevant article or resource related to a topic discussed during the interview. Conclude by expressing your eagerness to continue the hiring process, either by restating the next steps discussed or inquiring about them. Remember, your email should be concise, sincere, and sent within 24 hours of your interview.
How to Follow Up After No Response
Appropriate Waiting Periods
When you don't receive a response after an interview, it's crucial to time your follow-up correctly. If the interviewer provided a timeline, respect it and wait for the specified period to pass. In cases where no timeline was given, wait at least a week, but no more than two weeks, before following up. This allows for unexpected delays in the hiring process while showing your continued interest.
Crafting a Polite Reminder
When crafting your follow-up email, keep it brief and professional. Start with a clear subject line, such as "Follow up - [Your Name] / [Job Title]". In the body, express your continued interest in the position and politely ask for an update on the hiring process. Offer to provide any additional information if needed. Here's a sample template:
Subject line: Follow-Up on [Position Title] Interview
Dear [Interviewer's Name],
I hope this message finds you well. I wanted to thank you for the chance to interview for the [Job Title] role on [Interview Date]. It was great to learn more about [Company Name] and the team.
I’m excited about the possibility of joining [Company Name] and working on [specific project or team]. After our chat, I’m even more confident that my [mention a relevant skill or experience] would be a good fit for the role.
I’d appreciate any updates on the hiring process or next steps. Please let me know if you need any more information from me.
Thanks again for your time. I’m looking forward to the possibility of working with you.
Best,
[Your Name]
When Should You Move On?
If you don't receive a response after two follow-up attempts, it's time to consider moving on. Send a final, polite email restating your interest but acknowledging that the company may have moved forward with other candidates. Use this as an opportunity for self-reflection and growth. Consider asking for interview feedback if possible, and continue applying for other relevant positions. Remember, lack of response often indicates the company is no longer considering you for the role. While disappointing, it's best to redirect your energy towards new opportunities.
How to Personalize Your Follow-Up Email
Referencing Specific Interview Points
To make your follow-up email stand out, add a personal touch by referencing something you and your interviewer bonded over during your conversation. This could be a shared hobby or a detail they revealed about their life outside of work. Briefly mentioning this shows you were attentive and helps reinforce the connection.
For example, you might say, "Hope you had a nice trail run this morning!" or "I was just reading about a new wood-burning technique – thought you might be interested".
Addressing Company Needs
Use the main body of your email to clearly state why you're following up and address the company's needs. Reiterate your interest in the position and explain how your skills align with the role. Identify a problem or opportunity discussed during the interview and reinforce how your experience can address it. This approach demonstrates that you're focused on providing value to the company.
To further personalize your email, include additional resources like links to recent articles, case studies, or data that emphasize your case. This proactive approach can help you gain a competitive edge and build brand awareness. Remember to keep your email concise and professional, sending it within a couple of hours after the interview to display urgency and confirm your interest level.
Structuring Your Follow-Up Email
Opening Lines
To start your follow-up email effectively, use a clear and concise opening line that immediately reminds the recipient of your previous interaction. You could begin with phrases like "I wanted to circle back on our previous conversation regarding..." or "This is a follow-up to my previous email". These opening lines help jog the recipient's memory and set the context for your message.
Body Content
In the body of your email, keep your message brief and focused. Personalize the content by referencing specific points from your previous interaction, showing that you were attentive and engaged. If you're following up on a previous email, consider replying to the original message and removing yourself from the recipient list to provide full context. This approach saves the recipient from searching for the original email and ensures they have all the necessary information.
Closing Remarks
Your email closing is crucial as it's the last thing the recipient reads, potentially impacting their response. Structure your closing with four key elements: a closing line, a sign-off, your name, and your signature. For the closing line, you might use phrases like "Thank you for your attention to this matter" or "I look forward to hearing from you again". Follow this with an appropriate sign-off such as "Best regards" or "Sincerely," depending on the level of formality required. Remember to include your full name and, if appropriate, your email signature with relevant contact information.
How to Write an Interview Follow-Up Email After 2 Weeks
Crafting Your Message
When two weeks have passed since your interview, it's appropriate to send a follow-up email. This approach can help you get an update on your application and demonstrate your continued interest in the position. Research shows that follow-up emails generally have better open and response rates than initial emails. In fact, emails with at least one follow-up achieve an average response rate of 27%, compared to 16% for those without.
When crafting your message, keep it brief and focused. Begin by expressing your continued interest in the position and the company. Reference specific points from your job interview to show you were attentive and engaged. It's also important to acknowledge that decision-making takes time and that you're not trying to rush the process.
Sending a 2nd Follow-Up Email Sample
Here's a sample second follow-up email template:
Subject line: Follow-Up on [Job Title] Interview
Dear [Interviewer's Name],
I hope this email finds well. I understand you’re busy, and I appreciate the time you've already given to my application.
I’m reaching out to follow up on our [Job Title] interview from [Interview Date]. I’m still very excited about the chance to join [Company Name] and contribute to your team.
I know these decisions can take time, and I want to respect your process. However, I remain very interested in the role and would appreciate any updates on my application or the next steps.
If you need any more information or documents from me, please let me know.
Thanks again for your time. I look forward to hearing from you and hopefully joining the [Company Name] team.
Sincerely,
[Your Name]
Remember, the key is to be polite, concise, and professional in your follow-up email. In your message, briefly express your gratitude for the opportunity and your continued interest in the role. Mention the interview process and your enthusiasm for the next steps. If you had a chance to meet with the hiring manager during the first interview, reference your discussion and how it reinforced your interest in the position.
Keeping your follow-up email clear and to the point will help you stay top of mind as the hiring team moves forward with their decision.
Follow-Up Email After Interview Sample Template
We have provided two follow-up email templates that you can use below: Follow-Up Email Template #1
Subject line: Thank you for the [Job Title] interview - [Your Name]
Dear [Interviewer Name],
Thank you for discussing the [Job Title] role with me. I enjoyed learning about [mention something specific from the interview]. I am very interested in the opportunity and believe my skills in [mention relevant experience] would greatly benefit your team.
Please let me know if there's any other information I can provide to assist in your decision-making process.
Thank you again for the opportunity.
Sincerely yours,
[Your Name]
Follow-Up Email Template #2
Subject line: Thank You for the Interview
Dear [Interviewer's Name],
Thank you for spending time to speak with me about the [Job Title] role. It was a pleasure to meet you and learn more about the job.
I’m very excited about the chance to join [Company Name], especially after hearing about the upcoming [Special Project]. I’m eager to contribute to the project management and apply my experience in coordinating cross-functional projects.
Our conversation made me confident that my marketing background and interest in brand growth make me a good fit for this role. If you need any more information or work samples from me, just let me know. I look forward to hearing from you.
Best regards,
[Your Name]
Common Follow-Up Email Mistakes to Avoid
Being Too Pushy
While following up is crucial, it's important not to bombard your audience with a constant flow of emails. A study found that it takes eight touchpoints to get a prospect to conversion. However, striking the right balance is key. Consistent contact is essential, but send the right amount at the right time to avoid appearing overly aggressive.
Sending Generic Messages
One common mistake is not personalizing your follow-up emails. Using a generic greeting like "To Whom It May Concern" can make your email seem impersonal. Instead, address the email to a specific person whenever possible. Tailor your message to the company's needs and reference specific points from your previous interaction to show you were attentive and engaged.
Overlooking Proofreading
Proofreading is crucial for maintaining professionalism. Grammatical errors, typos, and incorrect syntax can create a negative impression and make you appear careless. Always proofread your emails before sending them. Pay close attention to punctuation, spelling, and sentence structure. If possible, have a colleague review your email to ensure it's error-free and conveys your message clearly and concisely.
What NOT to Put in Your Follow-Up Email
When crafting your follow-up email after a job interview, it's crucial to avoid certain pitfalls that could harm your chances of landing the job. Here are some key things to steer clear of:
- Pushy or demanding language: Avoid pressuring the hiring manager for an immediate response. Remember, the decision-making process takes time.
- Excessive personal information: Keep your email professional and focused on the job opportunity. Avoid sharing unnecessary personal details.
- Errors or typos: Always proofread your email carefully. Spelling mistakes or grammatical errors can create a negative impression.
- Lengthy messages: Keep your follow-up email concise and to the point. A brief, well-crafted message is more likely to be read and appreciated.
- Inappropriate timing: Don't send your follow-up immediately after leaving the job interview. Wait at least 24 hours before sending your email.
By avoiding these common mistakes, you'll increase your chances of making a positive impression and moving forward in the recruitment process.
Conclusion
Mastering the art of follow-up emails after an interview can have a significant impact on your job search success. By timing your message well, personalizing your content, and striking the right balance between enthusiasm and professionalism, you can leave a lasting impression on potential employers. Remember to keep your emails concise, error-free, and focused on how you can add value to the company.
While a well-crafted follow-up email won't guarantee you the job, it can certainly set you apart from other candidates and show your continued interest in the position. Whether you're sending a thank-you note or checking in after a period of silence, the key is to be respectful, genuine, and proactive. By following the guidelines outlined in this article, you'll be well-equipped to navigate the post-interview communication process with confidence and increase your chances of landing that dream job.
FAQs
What should be included in a follow-up email after an interview?
- In your follow-up email, express your appreciation for the interview opportunity, reiterate your interest in the position, and highlight any key points or discussions from the interview. Mention your qualifications and how they align with the role's requirements. Offer to provide additional information if needed.
How long should I wait to send a follow-up email after an interview?
- It's advisable to send your follow-up email within 24 to 48 hours after the interview. If specific timelines were discussed during the interview (e.g., the employer mentioned a decision timeline), adjust your follow-up accordingly to show that you are respectful and attentive to those details.
What is the appropriate way to inquire about the outcome of an interview?
- Craft a polite and concise follow-up email. Address it to the interviewer, thanking them for the opportunity, and inquire about the status of your application. Ensure to personalize the email with details from your interview to remind them of your conversation.
Is it appropriate to send a follow-up email after an interview?
- Yes, sending a follow-up email is recommended. It demonstrates your enthusiasm for the position, professionalism, and courtesy. The follow-up should thank the interviewer for the opportunity, express your continued interest, and recap any important aspects of your interview discussion.
What are some key tips for writing a follow-up email?
- When writing your follow-up email, keep it professional and brief. Personalize the email by referencing specific details discussed during the interview. Highlight how your skills and experiences align with the job's requirements and the company's goals. Lastly, ensure to proofread your email before sending it to avoid any errors.
Preparing for consulting interviews? Here are some additional resources to help:
