Follow-up email after a job interview: How to write one
You may have just had an interview, or you may be waiting to hear from the hiring manager for an interview you attended a while back. In either situation, you can send a follow-up email to show your interest in the position and demonstrate professionalism. You may also want to send an email to stay in touch with someone you met during the interview process. Preparing a well-crafted email can help you create a lasting impressionand stand out from other job seekers. We look at various aspects to pay attention to, such as the timing to send the email and the structure and content of the message.
Table of Contents
- Why are follow-up emails important?
- When to send a follow-up email after a job interview
- How to write a follow-up email
- Conclusion
- FAQs
Why are follow-up emails important?
Here are some reasons why sending follow-up emails might be important.
Shows your enthusiasm for the role
Sending a follow-up email demonstrates that you're a serious applicant and emphasises your continued interest in the position and company. You can show that you're willing to go the extra mile to secure the role. Your email can also communicate that your job search is ongoing and that other companies may want to hire you.
Employers also like follow-up emails because they show that the job seeker is proactive, organised, and detail-oriented. The quality of your follow-up message may influence their hiring decision. It could be a deciding factor between two equally qualified applicants. Even if the company doesn't hire you for the role, sending a follow-up email can keep your application on the radar of hiring managers. They may be more likely to remember you and consider you for other suitable positions when future opportunities arise.
Quickens the decision-making process
Let's say, for example, that you attended an interview a month ago, but you've still not heard back from the hiring manager. You may have received offers from other companies but can't decide whether to continue waiting for a response or accept a job offer. Sending a follow-up email can help you take control of the job search process.
The recruitment process can be lengthy because companies work to hire the most suitable person for the role and company culture. They want to avoid making a costly hiring mistake. The hiring manager may decide to review your resume and cover letter and discuss your interview responses. Sending an email can help you understand where they are in the decision-making process.
The hiring manager may have told you that you can expect to hear back after a certain period. If you haven't had a response, it's best to follow up so that you can make informed decisions about your job search. Think about how interested you are in the position and if you're willing to wait for the decision or accept another offer instead.
Demonstrates professionalism
A follow-up message helps you remain professionally connected with the hiring manager or potential employer. This makes it easier for you to contact them for another opening in the future. Maintaining positive relationships with hiring managers is essential to building your professional network. For example, if the hiring manager moves to another company, they may offer you a role there. Research shows that 70% of jobs don't appear publicly on job sites, and nearly 80% of hiring comes through personal and professional connections.
Ask additional questions
You may have missed asking particular questions during the interview, such as how the interview process works. Or you may want to clarify some questions or concerns after reflecting on the interview. You can ask these questions in your follow-up email. For example, you may want to know more about the rounds of interviews you'll need to go through or check if you need to submit additional application materials.
When to send a follow-up email after a job interview
At the end of the interview, ask the hiring manager when you can expect to hear back from them with an update. If you forget, you could include this question in your email. It's best not to send the thank-you email on the same day as the interview, as the hiring manager may be busy with other interviews throughout that day. At the same time, you don't want too much time to pass, such that they forget you. Ideally, send a thank-you note the next morning so they can see it when they start their day.
Usually, hiring managers respond within one to four weeks regarding the outcome of your interview. If that time has passed and you still haven't heard back from them, send a polite follow-up email on the same email thread. If they tell you your application has been unsuccessful, thank them for their time and consideration. Also, mention that you would like to stay in touch.
If the interviewer shares that your application is still under review, you can send a second follow-up email in one or two weeks. Then, decide if you still want to wait for their response or pursue another opportunity you may have a better chance of getting.
How to write a follow-up email
Follow these steps to craft a winning follow-up email.
1. Create a clear email subject line
First, decide on an email subject line to capture the hiring manager's attention. If you're sending an email after an interview, you can use "Thank you for your time" or "Interview follow up". If you know there were multiple applicants for the role, you can include your name and interview date and time. For example, your subject line could be "Nadia Ali - Re: Interview on 15 May at 4pm".
If you're sending a follow-up email because you haven't heard from the interviewer in the time frame they mentioned, you can use subject lines such as "Checking in", "Following up", or "Application status check". It's best to reply directly to an existing email thread you have with the hiring manager.
2. Begin with a professional greeting
You may be on first-name terms with the interviewer or recruiter, as you may have exchanged several emails and spoken in person by this time. In this case, it's acceptable for you to open your follow-up email using their first name. Otherwise, use their title and surname. For example, your professional greeting may be, "Dear Mrs Lim" or "Dear Mr Balakrishnan".
3. Write a concise body paragraph
In the body of the email, express your appreciation for the interviewer's time and consideration. Mention the job title you're applying for to help them remember, as they may be interviewing for several roles simultaneously. It's also good to specify the company name to show that you've customised the follow-up email.
Reiterate your interest in the role and the company. You can specify something you discussed during the interview to personalise the email. Maintain a positive, courteous, and professional tone throughout the email. Avoid any small talk and be clear about the purpose of the message.
4. Have a strong closing
As you close the email, include a call to action For example, you could ask when to expect a response or what additional documents to submit. Sign off professionally with "Best", "Best regards", or "Thank you". Use your full name in case another job seeker has the same first name as you.
Sample follow-up emails
Here are a few examples of different messages you can use as a guide to craft your own.
Follow-up email after job interview
Here's a follow-up email after an interview sample you can use:
Subject line: Thank you for the opportunity
Dear Mr Lee,
Thank you for your time yesterday. It was great to speak to you about the sales director role. I enjoyed connecting with you and learning more about the position and company. As we discussed during the interview, I'm attracted to the collaborative and supportive company culture. I'm confident I'm the right fit for the role, given my skills in building customer relationships and experience crafting successful sales strategies.
Please let me know if there's anything else I can send to enhance my application. I look forward to hearing from you in the coming two weeks.
Thank you,
Abdul Azman
Follow-up email after interview with no response
If you haven't heard back from the interviewer, send a concise email to ask for more information without sounding overly eager. You should only send this email if you haven't heard back two weeks after the interview. Here's a sample follow-up email when you haven't heard back from the interviewer:
Subject line: Checking in RE: mobile app developer role
Dear Ms Nurin,
I hope you're well. I'm checking in as you mentioned that you'd be making the final recruitment decision for the mobile app developer role by 10 January.
Please let me know if you have an update and if there are any additional details I can provide to assist in the decision-making process.
Best,
Jaslyn Chan
Follow-up email to stay in touch
If you didn't get the job, you can still make the best of the interview by building professional connections. Consider reaching out to someone you met during the interview process to see if they want to keep in touch, especially if you got along with them. They could also be a potential mentor if you want to grow in the field. Here's an example you can follow:
Subject line: Staying in touch
Dear Mr Karthik,
It was great speaking with you during the interview process for the English curriculum specialist role. You inspired me by how you equipped yourself with the latest learning methodologies. Even though the role didn't work out, I'd love to stay in touch.
Would you like to meet for coffee sometime in the next few weeks? I'm interested in learning about your career path and how you developed and applied your skills. I'm always looking for ways to diversify and strengthen my skill set.
Best,
Gary Chee
Conclusion
In today's competitive job market, it's essential to differentiate yourself from other job seekers to secure the role you're aiming for. You can do this by sending a follow-up email after an interview to show your continued interest in the position. You can also learn about the interview outcome if you haven't heard back. A follow-up email also helps you stay in touch with the interviewer for other opportunities in the future. Craft professional emails to impress the interviewer and advance in your career.
FAQs
Here are answers to common questions about follow-up emails.
- What should you say in a follow-up email after an interview? Thank the interviewer for their time. Mention that you're interested in the role and keen on working for that company. You can also ask any additional questions about the interview process, role, or company that you didn't get to ask during the interview. Offer to keep in touch if you feel you connected with them during the interview.
- How long should you wait after an interview to follow up? It's best to drop a thank-you note within 24 hours of the interview. If you don't hear back from the interviewer regarding the outcome of your application within the time frame they specified, it's good to send a second follow-up email.
- How do you politely ask for an update after an interview? Specify the role you applied for, and mention that you would like to check the application's status. Add that you're happy to submit additional documents to help with the decision-making process.
- Is four days too soon to follow up after an interview? It's too soon if you're asking for the interview outcome. You can first send a thank-you email and wait until the time frame the interviewer gave you has elapsed.
- Is it normal to wait two weeks after an interview? Yes, some companies have a long hiring process. You can reach out after two weeks if the company hasn't responded to you with the outcome.
