Ever find yourself in post-interview limbo, unsure of the next move?
Candidates often go into ‘relaxation mode’ after an interview, but wait, not yet! We still need to send the follow up email.
Did you know that candidates who send a thoughtful post-interview follow-up are more likely to leave an impression on recruiters?
As Employers appreciate the effort, grab the opportunity to express your enthusiasm and professionalism via a simple follow up.
Why? when? and how?
This is your guide! Here we have broken down the art of crafting post-interview emails, providing practical tips and templates.
Key Takeaways
- Sending a follow-up email after an interview is crucial to showcase professionalism and express continued interest in the position.
- The timing of the follow-up is vital, ideally within 24 hours, to maintain engagement and leave a positive impression on the interviewer.
- Personalizing the email with a proper subject line, greeting, and a concise yet impactful body enhances its effectiveness.
- Inquiring about the application status, expressing gratitude, and reiterating interest are key elements of an effective follow-up email.
- The article provides practical templates and tips to guide individuals in crafting successful follow-up emails tailored to various interview scenarios.
Why Should You Send a Follow-Up Email After an Interview?
A follow-up or thank-you email after the interview presents you as a serious and professional candidate. Despite the fact that 91% of employers like to receive follow-up notes, 57% of candidates don’t send them. [1]
It may also serve as an opportunity to speed up the decision-making process and know where you stand. If there is some additional information you want to share with the interviewer or ask questions, this is your chance.
Matthew-Imbard Bouchard, Managing Director with Robert Half Singapore says, “If the employer has no update, candidates should ask about when they can expect to hear back and express their interest in the role once again.” [2]
When to Follow Up Or Send Thank You Email After an Interview?
It is best to send a follow-up the same day or at most the next. It freshens up the interviewer’s memory about you, giving you an edge.
If you have been informed that you couldn’t make it, still send a thank you mail, expressing gratitude for their time and interest in future opportunities. Also, ask for feedback.
How To Write A Follow-Up Email After An Interview
The structure and format of a follow-up email after an interview typically includes the following key sections:
Subject Line
A Subject line should be aligned with the company culture, job position, and tone of interview you have had. A clear and concise subject line that indicates the purpose of your email is highly preferred.
Some subject lines you can use in follow-up emails are:
- “Thank You for the Interview Opportunity”
- “Reaffirming Interest in [Job Title] Position”
- “Follow-Up on Recent [Job Title] Interview”
- “Excited About Joining [Company Name] – Follow-Up”
- “Inquiry Regarding [Job Title] Interview Status”
- “Appreciative of Our Conversation – Follow-Up”
- “Ready for Next Steps in [Job Title] Hiring Process”
- “Continued Interest in [Job Title] Position”
- “Thank You and Inquiry About Application Status”
- “Follow-Up: Clarification and Further Discussion”
Choose a subject line that best fits the tone and content of your specific follow-up email.
The Greeting
Instead of directly using the usual “Sir/ HR/ Team”, we can step up with a polite and personalized greeting, addressing the interviewer by name. If the interviewer’s full name is not known, we can always look into the company’s website or social media handles.
1. Formal Greetings:
- “Dear [Interviewer’s Name],”
- “Dear Mr./Ms. [Last Name],”
- “Hello [Interviewer’s Name],”
2. Slightly Less Formal:
- “Hi [Interviewer’s Name],”
- “Greetings [Interviewer’s Name],”
3. If You Developed a Rapport:
- “Hello [Interviewer’s First Name],”
- “Hi [Interviewer’s First Name],”
4. If Multiple Interviewers:
- “Dear Hiring Team,”
- “Hello [Company Name] Interview Team,”
5. If the Interviewer’s Title is Known:
- “Dear [Title] [Last Name],”
It is appreciated to choose a greeting that matches the level of formality established during the interview and your relationship with the interviewer.
The Body
Avoid writing lengthy paragraphs. Wrap it up in a maximum of three short paragraphs of three to four lines each. Begin by expressing gratitude for the opportunity to interview and thanking the interviewer for their time. Try to include the following parts in the body of the email:
Reiterate Interest:
- Reiterate your interest in the position and briefly mention why you are enthusiastic about the role and the company.
Reference Specifics:
- Reference specific points or topics discussed during the interview to demonstrate your engagement and attentiveness.
Clarify Next Steps:
- Politely inquire about the current status of your application and ask about any anticipated next steps in the hiring process.
Offer Additional Information:
- Mention your willingness to provide any additional information or materials if needed.
Express Readiness:
- Convey your readiness for the next steps in the hiring process and your eagerness to contribute to the company.
The Closing Remarks
Close the email with a polite thank you and a professional closing phrase like
- “Best regards”
- “Warm regards”
- “Looking forward to the next steps”
- “Eagerly awaiting your response”
- “Thank you to the entire interview team”
- “Excited about the possibility of joining [Company Name]”
- “Appreciatively”
- “Hoping for a positive update”
- “Respectfully”
- “Thank you, [Title] [Last Name]”
Pro Tip to write an impactful follow-up email post interview: Remember to keep the email concise, focused, and professional. Customize it based on the specifics of your interview and the company culture.
The Ultimate Checklist To Write Post-Interview Follow-Up Emails
Still confused? What to write and what not to write?
What mistakes to avoid while following up post-interview?
Review this checklist before sending your next follow-up or thank-you mail.
Done with the checklist? Now don’t overthink and press the send button.
Got no time to craft one for yourself? No worries! We have got you covered! Here are ready-to-use follow-up sample templates, simply edit a few essential details, and you’re ready to send them post-interview.
Sample Follow-Up Email Examples And Templates
General Follow-Up Email Template
Subject: Checking In on [Job Title] Position
Dear [Interviewer's Name],
I hope this email finds you well. I wanted to follow up on the status of my application for the [Job Title] position. I remain enthusiastic about the opportunity to contribute to [Company Name] and am eager to learn about the next steps in the hiring process.
Thank you for your time and consideration.
Best regards,
[Your Full Name]
—
Post-Interview Follow-Up Email Template
Subject: Follow-Up on [Job Title] Interview
Dear [Interviewer's Name],
It was a pleasure speaking with you during the recent interview for the [Job Title] position. I wanted to express my continued interest in the role and inquire about the current status of the hiring process. I am eager to contribute my skills to [Company Name] and am available for any additional discussions.
Thank you,
[Your Full Name]
—
After Additional Materials Submission Email
Subject: Follow-Up on Additional Materials
Dear [Interviewer's Name],
I hope this message finds you well. I recently submitted the requested additional materials for the [Job Title] position. I wanted to confirm their receipt and inquire if there are any further details needed. I appreciate your time and consideration.
Best regards,
[Your Full Name]
—
Networking Follow-Up Email
Subject: Follow-Up from Networking Event
Dear [Contact's Name],
It was a pleasure meeting you at [Event/Networking Event]. I wanted to follow up and express my gratitude for the insightful conversation. I am interested in continuing our dialogue and exploring potential opportunities for collaboration. Please let me know if there are any upcoming events or if you would be available for a coffee chat.
Thank you,
[Your Full Name]
—
Follow-Up on Application Status Email
Subject: Inquiry Regarding Application Status
Dear [HR or Hiring Manager's Name],
I hope this email finds you well. I am writing to inquire about the status of my application for the [Job Title] position. I remain very interested in the opportunity and am eager to contribute my skills to [Company Name]. Any update on the hiring timeline would be greatly appreciated.
Thank you,
[Your Full Name]
—
Follow-Up on Project Discussion Email
Subject: Further Discussion on [Project/Topic]
Dear [Recipient's Name],
I trust this email finds you well. Following our recent discussion on [Project/Topic], I've had time to reflect on our conversation. I'm eager to delve deeper into the details and explore potential collaboration opportunities. Would you be available for a follow-up meeting next week to continue our conversation?
Thank you,
[Your Full Name]
—
Follow-Up on Information Request Email
Subject: Further Clarification on [Topic]
Dear [Recipient's Name],
I appreciate your prompt response to my inquiries about [Topic]. However, I would greatly benefit from additional clarification on [specific points]. Can we schedule a brief call or exchange emails to address these queries?
Thank you,
[Your Full Name]
—
Follow-up Email After No Response
Subject: Follow-Up on [Job Title] Interview
Dear [Interviewer's Name],
I hope this email finds you well. I wanted to follow up on my recent interview for the [Job Title] position. I am still very enthusiastic about the opportunity and would appreciate an update on the current status of my application. Thank you for your time and consideration.
Best regards,
[Your Full Name]
—
Follow-up Email After Short Interview
Subject: Gratitude for the Short Interview
Dear [Interviewer's Name],
Thank you for the concise yet insightful interview for the [Job Title] position. I appreciate the opportunity to discuss my qualifications. If there are any additional details or materials needed from my end, please let me know. Looking forward to the next steps.
Best regards,
[Your Full Name]
—
Follow-up Email After Long Interview
Subject: Appreciation for the Extensive Interview
Dear [Interviewer's Name],
I wanted to express my appreciation for the thorough interview process for the [Job Title] position. Our extensive discussion further solidified my interest in joining [Company Name]. If there are any follow-up questions or materials required, please feel free to let me know. Thank you for your time and consideration.
Best regards,
[Your Full Name]
—
Follow-up Email After Phone Interview
Subject: Thank You for the Phone Interview
Dear [Interviewer's Name],
I wanted to express my gratitude for the recent phone interview regarding the [Job Title] position. It was a pleasure discussing my qualifications, and I am eager to contribute to [Company Name]. If there are any additional steps or information needed, please don't hesitate to reach out. Thank you for considering my application.
Best regards,
[Your Full Name]
—
Detailed Thank You Note After Interview
Subject: Detailed Thank You for the Interview
Dear [Interviewer's Name],
I wanted to extend my heartfelt thanks for the comprehensive interview for the [Job Title] position. Our discussion further convinced me that my skills align well with the needs of [Company Name]. I appreciate the opportunity and am eager to contribute to your team. If there are any additional details required, please feel free to contact me.
Best regards,
[Your Full Name]
—
Formal Thank You Note After Interview
Subject: Formal Thank You for the Interview
Dear [Interviewer's Name],
I wanted to formally express my gratitude for the interview for the [Job Title] position. I am genuinely excited about the possibility of contributing to [Company Name]. If there are any additional steps or information needed, please let me know. Thank you for considering my application.
Best regards,
[Your Full Name]
—
Informal Thank You Note After Interview
Subject: Thanks for the Interview!
Hi [Interviewer's Name],
Just wanted to drop a quick note to say thank you for the interview. I enjoyed our conversation and am even more excited about the prospect of joining [Company Name]. Looking forward to the next steps!
Thanks again,
[Your First Name]
—
Follow-Up Email To Check Application Status
Subject: Inquiry Regarding Application Status
Dear [Hiring Manager's Name],
I hope this email finds you well. I wanted to follow up on the status of my application for the [Job Title] position. I am still very interested in the opportunity to contribute my skills to [Company Name] and am eager to learn about the current status of my application.
If there are any updates or additional information needed from my end, please let me know. I appreciate your time and consideration throughout the hiring process.
Thank you for your attention to this matter.
Best regards,
[Your Full Name]
—
Second Follow-Up Email After Interview
Subject: Gratitude and Follow-Up on Second Interview
Dear [Interviewer's Name],
I hope this message finds you well. I'm sincerely grateful for the insightful second interview for the [Job Title] position. It strengthened my enthusiasm for contributing to [Company Name]. Could you kindly provide an update on the current status and share any next steps in the process? I'm ready to provide any additional information if needed.
Thank you for your time and consideration. I look forward to potentially joining the [Company Name] team.
Best regards,
[Your Full Name]
—
Follow-Up Email After Second Interview
Subject: Follow-Up on [Job Title] Interview
Dear [Interviewer's Name],
I hope this message finds you well. Thank you for the valuable second interview opportunity. I appreciated our insightful discussions about the [Job Title] role at [Company Name].
As I eagerly await news on the application status, I am ready to provide any additional information or materials you may require. Your updates on the current status and any anticipated next steps would be greatly appreciated.
I look forward to the possibility of contributing to the success of [Company Name].
Best regards,
[Your Full Name]
—
FAQs
Should you send a follow-up email right away?
Yes, sending a follow-up email within 24 hours after the interview is impactful in expressing gratitude and maintaining engagement.
How important is it to send a follow-up note after an interview?
It is crucial to send a follow-up note as it reinforces your interest, expresses gratitude, and leaves a positive impression on the interviewer.
What should I say in a follow-up email for an interview?
In a follow-up email, express appreciation, reiterate your interest in the position, mention a key point from the interview, and express readiness for the next steps.
How do you politely ask for an update after an interview?
Politely inquire about the application status by expressing continued interest and kindly asking for an update on the hiring process.
How do I ask HR for an update?
Reach out to HR with a polite email expressing your continued interest in the position and requesting an update on the status of your application.
Is it appropriate to follow up more than once if I still haven’t received a response?
While it’s acceptable to send a follow-up, multiple attempts should be spaced out and remain polite. If there’s no response after a reasonable period, exercise patience.
Can I include additional achievements or skills in a follow-up email that I didn’t mention during the interview?
It’s generally best to focus on reinforcing points discussed in the interview. However, if relevant, you can subtly mention additional achievements in a concise manner.
Should I follow up after an initial thank-you email if I don’t receive a response?
Yes, it’s appropriate to send a polite follow-up if you haven’t received a response to your initial thank-you email, expressing ongoing interest.
Wrapping Up
Done with the interview, what next?-Follow up Email. Take a few minutes to express your gratitude, and interest in the position to get an edge over the competition. Here we have curated guides and samples for different scenarios to ensure you have a versatile toolkit for your post-interview follow-ups.
Sources
- Career builder. Follow-up email
- CNA. How long recruiter hiring manager get back job interview
Manisha is a digital writer providing guidance in career development and growth. She facilitates skill development and implementation of the right strategies for advancement. At Jobera, She documents content around the latest market trend analysis, insights, and career planning.
