When you've just finished an interview for a job, it's critical to send an email follow-up so that the employer doesn't forget about you. A simple thank-you message demonstrates your enthusiasm for the position and paves the way for future opportunities.
Here are a few things to keep in mind when sending the post-interview follow-up email.
Timing
The follow-up email should be sent when the interview is fresh in the recruiter’s mind. Hence, it should reach the recruiter within 24-48 hours after the interview. Any later, and it will not have the same effect, because a delayed follow-up email could be construed as your lack of interest in the position.
Gratitude
This is also the time to express your gratitude for the interviewer's time and reiterate your interest in the position. A lot of job-seekers do not do this because they think that, after all, the interviewer is just doing his/her job. But you will be surprised at how a little ‘thank you’ can make the recruiter view you differently.
Personalization
Your follow-up email should not look like a template, so personalize it. Make sure to address the interviewer by name and reference the specific topics discussed during the interview. This shows that you were attentive and engaged during the interview.
Clarity
Be clear about your intentions. Tell them you enjoyed the interview and look forward to speaking with them again. If possible, ask when they would like to schedule additional interviews (if any) with you.
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Professionalism
Keep your tone professional and avoid using emoticons or abbreviations.
Proofread
Make sure to proofread your email before sending it to avoid any typos or errors.
Follow-up only once
Sending multiple follow-up emails in quick succession can be perceived as pushy or desperate. If you don't hear back after your initial follow-up, it's best to wait a week or two before following up again.
In the following sections, we will cover not just what the follow-up email should contain but also a few good examples.
What should your follow-up email include?
Follow this guide to create a basic, yet impactful message that will get you the most responses.
The subject line
There is no need to spend hours pondering over a concise subject line. Responding to the most recent email exchange between you and the HR manager or interviewer is the most efficient strategy to get your message opened as soon as possible.
If this is not possible (for example, if you've always communicated through a talent scout rather than directly with the questioner), simply include your name, the date, and the reason for the meeting.
For instance,
Michael Scott: Re: XYZ job interview on Monday
If you are on first-name terms with the person, it is acceptable to begin your follow-up email by using their first name; since you may have exchanged multiple emails and spoken face-to-face by this point. If this is not the case or if you are unsure, keep their title and surname (e.g., Mr. or Mrs. Jones).
Body text
The simpler, the better. The subject line itself will alert the interviewer about the purpose of your email, so the primary reason you're sending it is to request a status update. Be pleasant yet concise:
- Thank them for taking the time to speak with you.
- Explain that you're following up on your interview; be specific about the job, including the job title and interview date.
- Reiterate your interest in the position and express your eagerness to learn about the next steps.
- Request an update on progress, explaining that any information they can provide would be greatly appreciated.
Final words
Make your point in the body of your follow-up email and invite the interviewer to ask any additional questions. Finish with a simple "I look forward to hearing from you," followed by "Thank you" and your full name.
Last-minute checks
Even though it may seem obvious, read over your follow-up email before sending it. Ensure that it is well formatted, and error-free. Spell-checking will be useful.
Example of a Follow-Up Email after an Initial Telephonic Interview
Thank you for this opportunity, [Interviewer's Name]!
Dear [name of interviewer],
Thank you for taking the time to speak with me today. I got a new perspective about [company name’s] approach to business. I especially liked some of the specific insights you shared about the company, during the interview.
I am eager to meet with you in person and discuss the opportunity further. I am keen to know the next steps of the hiring process.
Best,
Your Name
OR
Subject line: Pleasure to learn more about [company name]
Dear [Interviewer’s Name],
I am deeply appreciative that you took the time to speak with me this morning about the position. It was a joy to get familiar with your innovative system, corporate beliefs, and industry insights.
Your brief about the position has given me clarity about the contributions I can make to [company name] with my abilities and experience.
I also thought about your perspective on [a particular issue that was discussed during the interview.] That [data-backed explanation of how you would approach the issue in question] was something I discovered in my previous position as [your current or most recent position].
Last but not least, the specifics of a few of the projects we discussed are included in the attachment. If you require any additional information, I'd be happy to share it. I am looking forward to our scheduled call next week.
Thank you once again.
Best regards
Your name
So here’s all you need to know about following up on a job interview:
Do you have any additional questions on this topic?
Want to learn more about writing the perfect interview follow-up email? Write to us in the comments, and we’ll get back to you.
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