How to Write a Follow-Up Email After an Interview
How to Write a Follow-Up Email After an Interview
In today’s tough job market, the interview doesn’t finish when you leave the room or end the video call.
A very important step that lots of job hunters forget is the follow-up email after the interview.
This simple but strong message can make you stand out from other applicants, show your continued interest in the job, and make a good impression on the hiring manager.
In this guide, we’ll look at how to write the perfect follow-up email, including when to send it, how to structure it, what to say, and how to be polite.
The Importance of a Follow-Up Email
Before we dive into the specifics of writing a follow-up email, let’s understand why it’s so important:
a) Demonstrates professionalism:
Sending a follow-up email shows that you’re proactive, courteous, and genuinely interested in the position.
b) Keeps you top of mind:
In a sea of candidates, a well-crafted follow-up email helps you stand out and remain memorable to the interviewer.
c) Provides an opportunity to address any concerns:
If you feel you didn’t fully express yourself during the interview, a follow-up email allows you to clarify or expand on your answers.
d) Shows your communication skills:
A well-written email further demonstrates your ability to communicate effectively, a skill valued in almost every job.
e) Allows you to reiterate your interest:
It’s another chance to express your enthusiasm for the role and the company.
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Timing: When to Send Your Follow-Up Email
The timing of your follow-up email can be just as important as its content.
Here are some guidelines:
a) Same day:
Send a brief thank-you email within a few hours of the interview. This should be a quick note expressing your appreciation for the interviewer’s time.
b) Within 24-48 hours:
Send a more detailed follow-up email one or two days after the interview. This gives you time to reflect on the conversation and craft a thoughtful message.
c) After a week:
If you haven’t heard back within a week of the interview (or by the date they said they’d make a decision), it’s appropriate to send a polite check-in email.
Remember, these are general guidelines. If the interviewer gives you specific instructions about follow-up communication, always adhere to those.
Structure of a Follow-Up Email
A well-structured follow-up email should include the following elements:
a) Clear subject line
b) Appropriate greeting
c) Expression of gratitude
d) Reiteration of interest in the position
e) Reminder of your qualifications
f) Additional information or clarification (if necessary)
g) Next steps
h) Professional closing
Let’s explore each of these elements in detail.
Crafting the Perfect Subject Line
Your subject line should be clear, concise, and professional. It should immediately remind the recipient of who you are and why you’re writing.
Some effective subject lines include:
- “Thank you for the interview – [Your Name], [Position]”
- “Follow-up regarding [Position] interview”
- “Great speaking with you about the [Position] role”
Avoid vague subject lines like “Hello” or “Following up,” as these may get lost in a busy inbox.
The Greeting
Start your email with an appropriate salutation. If you’ve been communicating on a first-name basis, it’s fine to use the interviewer’s first name. Otherwise, use their title and last name.
For example:
- “Dear Mr. Smith,”
- “Hello Sarah,”
- “Good morning Dr. Johnson,”
If you interviewed with multiple people, send individual emails to each person or address the main interviewer and mention the others in the body of the email.
Expressing Gratitude
Begin the body of your email by thanking the interviewer for their time and the opportunity to learn more about the position and company. Be specific and sincere.
For example:
“Thank you for taking the time to meet with me yesterday to discuss the Marketing Manager position at XYZ Company. I truly appreciated the opportunity to learn more about your team’s goals and the exciting projects you’re working on.”
Reiterating Your Interest
After expressing gratitude, reaffirm your interest in the position and the company. This shows that the interview has only strengthened your desire to join their team.
For instance:
“Our conversation reinforced my enthusiasm for the role and my desire to contribute to XYZ Company’s innovative marketing strategies. I’m particularly excited about the possibility of leading the upcoming product launch campaign you mentioned.”
Reminding Them of Your Qualifications
Briefly remind the interviewer why you’re an excellent fit for the position. Reference specific points from your conversation to show that you were actively engaged and to jog their memory about your qualifications.
For example:
“As we discussed, my experience in developing data-driven marketing campaigns aligns perfectly with your team’s focus on ROI-centric strategies. I’m confident that my track record of increasing conversion rates by 30% in my current role would translate well to the challenges of this position.”
Providing Additional Information
If there were any questions you feel you didn’t answer fully during the interview, or if you’ve thought of additional relevant information, this is your chance to address it. Keep it brief and relevant.
For instance:
“After our conversation about the importance of social media in your marketing mix, I realized I didn’t mention my experience with influencer marketing. In my current role, I’ve successfully managed campaigns with micro-influencers that resulted in a 25% increase in engagement rates.”
Addressing Any Concerns
If you sensed any hesitation or concerns from the interviewer about your qualifications, you can tactfully address these in your follow-up email.
For example:
“I understand that you’re looking for someone with experience in the healthcare sector. While my direct experience is in the tech industry, I believe many of the challenges are similar. I’m a quick learner and am confident in my ability to rapidly get up to speed on healthcare-specific regulations and best practices.”
Next Steps
Conclude the main body of your email by mentioning the next steps in the process. If the interviewer provided a timeline, reference it. If not, you can politely ask about the expected timeline.
For instance:
“You mentioned that you expect to make a decision by the end of next week. I’m looking forward to hearing from you about the next steps in the process. Please don’t hesitate to contact me if you need any additional information.”
The Closing
End your email with a professional closing followed by your full name.
Some appropriate closings include:
- “Best regards,”
- “Sincerely,”
- “Thank you again,”
- “Looking forward to hearing from you,”
Follow this with your full name and, optionally, your contact information.
Proofreading and Formatting
Before hitting send, take the time to carefully proofread your email. Check for any spelling or grammatical errors and ensure that you’ve spelled the interviewer’s name and the company name correctly.
Consider the following formatting tips:
- Use a professional font like Arial or Calibri
- Keep the font size between 10 and 12 points
- Use short paragraphs for readability
- Avoid using excessive formatting, colors, or emoticons
Sample Follow-Up Email
Here’s a sample follow-up email that incorporates all the elements we’ve discussed:
Subject: Thank you for the interview – Jane Doe, Marketing Manager position
Dear Mr. Smith,
Thank you for taking the time to meet with me yesterday to discuss the Marketing Manager position at XYZ Company. I truly appreciated the opportunity to learn more about your team’s goals and the exciting projects you’re working on.
Our conversation reinforced my enthusiasm for the role and my desire to contribute to XYZ Company’s innovative marketing strategies. I’m particularly excited about the possibility of leading the upcoming product launch campaign you mentioned.
As we discussed, my experience in developing data-driven marketing campaigns aligns perfectly with your team’s focus on ROI-centric strategies. I’m confident that my track record of increasing conversion rates by 30% in my current role would translate well to the challenges of this position.
After our conversation about the importance of social media in your marketing mix, I realized I didn’t mention my experience with influencer marketing. In my current role, I’ve successfully managed campaigns with micro-influencers that resulted in a 25% increase in engagement rates.
You mentioned that you expect to make a decision by the end of next week. I’m looking forward to hearing from you about the next steps in the process. Please don’t hesitate to contact me if you need any additional information.
Thank you again for your time and consideration.
Best regards,
Jane Doe
(555) 123-4567
Following Up After No Response
If you don’t hear back within the timeframe the interviewer specified (or after about a week if no timeframe was given), it’s appropriate to send a polite follow-up email.
This email should be brief and to the point:
Subject: Following up on Marketing Manager interview
Dear Mr. Smith,
I hope this email finds you well. I wanted to follow up on our interview for the Marketing Manager position, which took place on [date]. I’m still very interested in the opportunity and was wondering if you could provide any updates on the hiring process.
If you need any additional information from me, please don’t hesitate to ask.
Thank you for your time and consideration.
Best regards,
Jane Doe
Common Mistakes to Avoid
When writing your follow-up email, be sure to avoid these common pitfalls:
a) Being too casual:
Maintain a professional tone, even if the interview was informal.
b) Being too pushy:
Express your interest, but don’t demand an immediate response.
c) Sending a generic email:
Personalize each email to reflect the specific conversation you had.
d) Writing a novel:
Keep your email concise and to the point.
e) Forgetting to proofread:
Typos and grammatical errors can leave a poor impression.
f) Sending the same email to multiple interviewers:
If you met with several people, personalize each email.
Following Up After a Phone or Video Interview
The principles of following up after a phone or video interview are similar to an in-person interview, but there are a few additional considerations:
a) Thank them for accommodating your schedule, especially if there were time zone differences.
b) Mention any technical difficulties if they occurred and thank them for their patience.
c) If you felt that the remote format limited your ability to express yourself fully, you could briefly address that in your email.
Following Up After a Second or Final Interview
If you’re writing a follow-up email after a second or final interview, you can be a bit more forward in expressing your interest:
a) Reiterate how your skills align with their needs based on the more in-depth discussions you’ve had.
b) Express your excitement about potentially joining the team.
c) If appropriate, you could mention that you’re ready to move forward with the next steps, such as discussing an offer.
The Importance of Persistence vs. Knowing When to Move On
While following up is important, it’s equally crucial to know when to stop. If you’ve sent an initial thank-you email, a more detailed follow-up, and perhaps one or two polite check-ins without receiving a response, it may be time to focus your energy elsewhere. Remember, no response is often a response in itself.
Leveraging Your Follow-Up Email for Networking
Even if you don’t get the job, your follow-up email can be a valuable networking tool. If you’ve built a good rapport with the interviewer, consider connecting with them on LinkedIn or asking if they’d be open to staying in touch. This can lead to future opportunities, either with their company or through their professional network.
Final Thoughts
Sending a good follow-up email after an interview is super important for finding a job. If you follow the tips in this guide, you can write emails that show how awesome you are, make a good impression, and maybe even help you get the job.
Remember to be on time, organize your email well, write nicely, and be professional. Say thank you, remind them why you’re great for the job, share any extra info they might need, and keep it all super classy.
Keep practicing and you’ll get really good at writing follow-up emails that fit each interview perfectly, making it more likely you’ll get your dream job.
Good luck with your job hunt!
