How to Follow Up After an Interview: Email Samples Included

Following up after a job interview is a critical yet often overlooked step in the job application process. It’s an opportunity to reinforce your interest in the position, showcase your professionalism, and keep yourself top-of-mind with the hiring manager. Done correctly, a follow-up can leave a lasting positive impression and potentially tip the scales in your favor. In this comprehensive guide, we’ll explore the art of following up after an interview, including when to follow up, how to craft the perfect follow-up email, and common mistakes to avoid. We’ve also included sample emails to help you get started and 10 FAQs to address common concerns.

Why Following Up After an Interview Matters & How To Follow Up After An Inteview

Following up after an interview serves multiple purposes. First, it demonstrates your enthusiasm for the role and the company, showing that you’re proactive and genuinely interested. Second, it allows you to reiterate your qualifications, address any points you may not have fully covered during the interview, or clarify any misunderstandings. Finally, it keeps the lines of communication open, ensuring you remain on the hiring manager’s radar.

A well-crafted follow-up email can differentiate you from other candidates who may not take this step. According to a 2023 survey by CareerBuilder, 22% of hiring managers are less likely to hire a candidate who doesn’t send a thank-you note or follow-up email, as it signals a lack of interest or professionalism.

Read Also: Work from Home Jobs for College Students in Summer: Seasonal Remote Gigs That Pay

When to Follow Up 

Timing is critical when following up after an interview. Sending your follow-up too soon can seem overly eager, while waiting too long may make you appear disinterested. Here are some general guidelines:

• Thank-You Email: Send a thank-you email within 24-48 hours of the interview. This shows promptness and keeps the conversation fresh.
• Follow-Up Email: If you haven’t heard back after the timeline provided by the interviewer (typically 1-2 weeks), send a polite follow-up email. If no timeline was given, wait about 5-7 business days after the interview.

Always consider the company’s hiring process. Larger organizations with multiple interview rounds may take longer to respond, while smaller companies might move more quickly.

How to Write a Follow-Up Email

A follow-up email should be concise, professional, and tailored to the specific interview and role. Here’s a step-by-step guide to crafting an effective follow-up email:

1. Use a Professional Subject Line

Choose a clear and professional subject line that references the interview or position. Examples include:

• “Thank You for the [Position] Interview”
• “Follow-Up on [Position] Interview – [Your Name]”
• “Checking In on [Position] Application”

2. Address the Interviewer by Name

Personalize your email by addressing it to the person who interviewed you. If you interviewed with multiple people, consider sending individual emails to each, tailoring the content slightly to reflect your interaction with them.

3. Express Gratitude

Start by thanking the interviewer for their time and the opportunity to discuss the role. This sets a positive tone and reinforces your appreciation.

4. Reiterate Your Interest

Briefly restate your enthusiasm for the position and the company. Highlight why you’re excited about the role and how it aligns with your skills and career goals.

5. Reference the Interview

Mention a specific moment or topic from the interview to show you were engaged. This could be a discussion point, a shared interest, or a question you answered particularly well.

6. Add Value (Optional)

If appropriate, include a brief point that reinforces your fit for the role. This could be an additional idea, a clarification of a point you made, or a relevant accomplishment you didn’t mention during the interview.

7. Close Politely

End with a polite request for an update on the hiring process and express your willingness to provide additional information. Include a professional sign-off, such as “Best regards” or “Sincerely,” followed by your full name and contact information.

8. Proofread

Before hitting send, double-check your email for spelling, grammar, and tone. A polished email reflects your attention to detail.

Sample Follow-Up Emails

Below are three sample follow-up emails tailored to different scenarios. Feel free to adapt these to your specific situation.

Sample 1: Thank-You Email (Sent Within 24-48 Hours)

Subject: Thank You for the Marketing Manager Interview

Dear [Interviewer’s Name],

Thank you for taking the time to interview me for the Marketing Manager position at [Company Name] on [Interview Date]. I enjoyed learning more about the company’s innovative approach to digital marketing and the exciting projects your team is working on.

Our discussion about [specific topic, e.g., the upcoming product launch] was particularly inspiring, and it reinforced my enthusiasm for this role. I believe my experience in [specific skill/experience] and my passion for [specific interest related to the company] make me a strong fit for this position.

Please don’t hesitate to reach out if you need any additional information. I look forward to the possibility of contributing to [Company Name]’s success.

Best regards,
[Your Full Name]
[Your Phone Number]
[Your Email Address]

Sample 2: Follow-Up Email After No Response (Sent After 5-7 Days)

Subject: Follow-Up on Marketing Manager Position – [Your Name]

Dear [Interviewer’s Name],

I hope this email finds you well. I wanted to follow up on my interview for the Marketing Manager position at [Company Name] on [Interview Date]. I remain very enthusiastic about the opportunity to join your team and contribute to [specific company goal or project].

I understand you may still be in the decision-making process, but I wanted to reiterate my interest and see if there are any updates regarding the next steps. Please let me know if there’s any additional information I can provide to assist in your decision.

Thank you again for the opportunity, and I look forward to hearing from you.

Sincerely,
[Your Full Name]
[Your Phone Number]
[Your Email Address]

Sample 3: Follow-Up Email After a Second Interview

Subject: Thank You for the Second Interview – [Position]

Dear [Interviewer’s Name],

Thank you for the opportunity to participate in the second round of interviews for the [Position] at [Company Name] on [Interview Date]. I truly enjoyed our discussion about [specific topic, e.g., the company’s expansion plans] and learning more about how the team collaborates to achieve [specific goal].

I’m even more excited about the possibility of joining [Company Name] and contributing my skills in [specific skill] to support your team’s objectives. Please let me know if there’s anything further I can provide to help with your decision-making process.

I appreciate your time and consideration and look forward to any updates regarding the position.

Best regards,
[Your Full Name]
[Your Phone Number]
[Your Email Address]

Common Mistakes to Avoid

While following up is important, doing it incorrectly can harm your chances. Here are some pitfalls to avoid:

1. Being Too Pushy: Avoid sending multiple follow-ups in a short period or demanding an immediate response. This can come across as desperate or unprofessional.
2. Generic Emails: Sending a generic, untailored email can make you seem disinterested. Always personalize your message.
3. Overly Long Emails: Keep your email concise. Aim for 100-200 words to respect the interviewer’s time.
4. Ignoring Instructions: If the interviewer provided specific follow-up instructions (e.g., “Don’t contact us, we’ll reach out”), follow them.
5. Spelling or Grammar Errors: Typos can undermine your professionalism. Always proofread before sending.
6. Not Following Up at All: Failing to send a thank-you or follow-up email can signal a lack of interest or initiative.

Additional Tips for Effective Follow-Ups

• Use LinkedIn: If you haven’t already, connect with the interviewer on LinkedIn with a personalized note. This can keep you visible without being intrusive.
• Be Patient: Hiring processes can take time, especially in large organizations. Respect the timeline provided.
• Tailor for Virtual Interviews: If your interview was virtual, mention something specific about the virtual experience, such as a discussion prompted by a shared screen or a virtual tour.
• Follow Up After a Rejection: If you don’t get the job but want to stay in touch, send a polite email thanking the interviewer and expressing interest in future opportunities.

Read Also: Work from Home Jobs for Stay-at-Home Dads: Flexible Careers for Full-Time Fathers

Conclusion

Following up after an interview is a powerful way to demonstrate your professionalism, enthusiasm, and fit for the role. By sending a timely, thoughtful, and personalized email, you can strengthen your candidacy and leave a positive impression. Use the sample emails provided as a starting point, but always tailor your message to reflect your unique experience and the specifics of the interview. With the right approach, your follow-up can help you stand out in a competitive job market.

FAQs

1. How soon should I send a thank-you email after an interview?

Send a thank-you email within 24-48 hours to show promptness and keep the conversation fresh.

2. What if I don’t know the interviewer’s email address?

If you don’t have their email, check the company website, ask the HR contact, or use a professional networking platform like LinkedIn to send a message.

3. Should I follow up if I was told not to contact the employer?

Respect the employer’s instructions. If they explicitly ask you not to follow up, wait for them to reach out.

4. Can I follow up more than once?

Yes, but space out your follow-ups (e.g., every 7-10 days) and keep them polite and concise to avoid seeming pushy.

5. What if I forgot to send a thank-you email?

If it’s been a few days, you can still send a combined thank-you and follow-up email, acknowledging the delay but expressing your continued interest.

6. Should I send a follow-up email after a phone interview?

Yes, a thank-you email is appropriate after any type of interview, including phone or virtual interviews.

7. What if I interviewed with multiple people?

Send individual emails to each interviewer, tailoring each message to reflect your interaction with them.

8. Can I follow up via phone instead of email?

Email is typically preferred, as it’s less intrusive. Only call if the interviewer indicated it’s acceptable or if you haven’t received a response after multiple emails.

9. What if I don’t get a response to my follow-up email?

If you don’t hear back after 1-2 follow-ups, assume the employer has moved forward with other candidates. Focus on other opportunities, but keep the door open for future roles.

10. How can I make my follow-up email stand out?

Personalize the email by referencing specific interview moments, aligning your skills with the company’s needs, and keeping the tone professional yet enthusiastic.