Can you remember a time when you sent the “perfect” gift and waited anxiously for a follow-up response? The person is under no obligation to contact you; however, it is a courtesy to do so.
Another way to look at it is to imagine you have sent two gifts to two friends. One of these friends has reached out to thank you generously, but the other has not responded. Which one leaves you with a more favorable impression?
The same is true when seeking employment. Sending a thoughtful thank you email as a follow-up after your job interview sends the same message to the employer. And in this competitive job market, giving yourself every added advantage makes all the difference.
That’s where a well-crafted, timely follow-up email comes into the picture. It’s a small gesture with the potential for big results!
Follow along as I provide you with specific tips on how, when, and what to write in your follow-up email to make yourself a standout candidate.
But, first things first. Exactly what is the function of a follow-up email anyway? I mean, besides being a nice gesture, does it have any real purpose? Absolutely!
Basic Functions of a Follow-Up Email
Demonstrates Interest: Your interest in the position confirms your eagerness to take on the position, which keeps you on the hiring team’s mind.
Gratitude: Sending an email serves as an acknowledgment that you were grateful for the interviewer’s time and opportunity.
Professionalism: It showcases your promptness, politeness, and professionalism, all key qualities that employers admire.
Your follow-up email conveys a gentle, respectful nod, saying, “I’m still interested. Thank you for our conversation, and I’m eager to contribute my skills and abilities.”
Follow-Up Email Timing
How Long After the Interview
In order to stay fresh on the interviewer’s mind and not appear overly eager, it is ideal to send a follow-up email within 24 to 48 hours of the interview.
Time of Day to Follow-Up
Emails should be sent during normal business hours; therefore, avoid sending them late at night or early in the morning.
Format of a Follow-Up Email
Your follow-up email after an interview makes a significant difference in establishing a positive impression.
Header
- Subject line – keep it simple, direct, and professional
- Recipient – the interviewer (spell their name correctly)
Content of the Email
- Greeting – professional and warm
- Body of email – thank the interviewer, reiterate interest in the position, and highlight key interview moments
- Sign-Off – keep it professional (regards, sincerely)
Conclusion of Your Email
The respectful conclusion includes closing remarks and your signature. After signing off, provide your full name, phone number, and, if applicable, LinkedIn or personal website for easier contact.
Sample Email
Subject: Follow-Up on Marketing Manager Interview
Dear Mr. Smith,
I appreciate the opportunity to speak with you yesterday to discuss the role of Marketing Manager at XYZ Corporation. I enjoyed our conversation about the integral role marketing plays in your company and how my background aligns with it.
Should you need any further information or have additional questions for me, I’m readily available. I’m looking forward to the potential of further contribution to your team.
Sincerely,
[Your Name]
[Your Phone]
[Your LinkedIn or Personal Website]
Effective Subject Lines & Titles for Follow-Up Emails
Be Clear
Convey the purpose immediately. Never be vague or nondescript. For example, say something like:
“Follow Up on (Job Title) Interview.”
Use the Date or Job Reference Number
Make sure the date of the interview or job reference number is included. Some recruiters interview many candidates for various positions, so including this information makes it much easier for them. To illustrate:
“Follow up: (Job Title) Analyst Interview dt. (Date)”
Include Your Name
Your name, since this is about you, is vital. Example:
“John’s Interview for (Job Title) – A Follow-up”
Show Appreciation
Display a sense of appreciation in the subject line. This makes a good impression. For instance:
“Thank You for the (Job Title) Interview – (Your Name) Follow-up”
Be Enthusiastic
Show your interest in the role with an exciting subject line. Try this:
“Excited about next steps after the (Job Title) interview!”
Content of the Follow-Up Email
Express Gratitude
Always begin by expressing your gratitude. This demonstrates your respect for the interviewer’s time and professional courtesy. Example:
“Thank you for giving me the opportunity to discuss the role of Data Analyst with your team.”
Re-Emphasize Your Interest in the Position
This will impress on the interviewer’s mind how excited you are about the position. Example:
“My conversation with the team further reinforced my interest in contributing to XYZ Company’s innovative work.”
Reinforce Why You Are a Good Fit For the Job
Bring up a key point discussed during your interview. Example:
“Our discussion about leveraging data to drive business decisions confirmed that my experience aligns with the desired qualifications for this role.”
Invite Future Correspondence
In an email, you might conclude with, “If you need any further information, do not hesitate to reach out.”
Types of Follow-Up Emails and When to Use Them
- The Immediate Thank You Email
This email is sent within 24-48 hours after the interview. Here, you reiterate your appreciation and why you are the perfect match for the position. Here is an example:
Subject: Thank you for the Opportunity, [Interviewer’s Name]!
Dear [Interviewer’s Name],
It was an honor to discuss the [Job Title] role yesterday. I enjoyed learning more about your team’s upcoming projects and how my skills in [insert specific skills] can contribute to the company’s success.
Thank you once again for considering me for the role. Honestly, I am excited about the possibility of joining your esteemed team and look forward to any next steps.
Best regards,
[Your Name]
- The Follow-Up Inquiry Email
If a week has elapsed since your interview, it’s a good idea to check in to determine the status of your eligibility. Here is an example:
Subject: Following up on [Job Title] Interview
Dear [Interviewer’s Name],
I hope this email finds you well. I wanted to follow up about the [Job Title] role I interviewed for on [Interview Date]. I remain very interested in the opportunity and am eager to hear any updates that you might have.
Thank you, and I look forward to your positive response.
Best regards,
[Your Name]
- The Networking Email
When it becomes obvious that you were not selected for the position, sending a networking email is appropriate. It aims to keep the lines of communication open and continues to express your enthusiasm. Here is an example:
Subject: Looking Forward to Future Opportunities
Dear [Interviewer’s Name],
I hope this finds you well. I wanted to extend my thanks again for the chance to interview with your team for the [Job Title] role.
While I understand the role has been filled, I’m still very interested in [Company Name] and would appreciate any future opportunities to contribute to your team. Let’s please keep in touch. I look forward to potentially working with you in the future.
Best regards,
[Your Name]
It is not just about following up – it is also about building relationships, so ensure that each message is authentic, professional, and reflective of your personality.
Templates for a Follow-Up Email After an Interview
When crafting your follow-up email, the structure and tone are paramount.
- Short and Direct Template
Subject: Thank You – [Your Name]
Dear [Interviewer’s Name],
I want to thank you for the opportunity to interview for the [Job Title] position. It was a pleasure discussing the role with you and learning more about [Company].
I am highly interested in the opportunity to bring my [specific skills] to your team and contribute to [specific company goal or tackle a specific problem discussed in the interview].
It is a pleasure to speak with you about my suitability in more detail, and thank you for considering my application.
Best Regards,
[Your Name]
- Detail-Oriented Template
Subject: Thank You – Insightful Conversation on [Job Title]
Hello [Interviewer’s Name],
I sincerely appreciate the time you spent discussing the [Job Title] position with me. Your insights into the role and its potential to [impact/change/develop something specific in the company] were fascinating and affirmed my deep interest in the role.
Our conversation particularly got me excited to contribute to [a specific project or task discussed], leveraging my experience in [specific skills or experience]. I believe I could bring a lot to the table and make a meaningful impact.
I am looking forward to the subsequent steps in the process. Please feel free to reach out if you need any more information from my end.
Kind regards,
[Your Name]
- Job Role-Specific Template
Subject: Thank You – [Job Title] Interview
Hi [Interviewer’s Name],
Thank you for offering valuable insights into the [Job Title] role during our conversation. I particularly enjoyed learning about [specific aspects of the role or project] and how it aligns with my skills and experiences.
As mentioned, my background in [specific experience related to the job] has equipped me well for such a challenge. I am excited to perhaps bring my [specific skills] and my passion for [industry] to your team at [Company].
Again, I appreciate the opportunity, and I’m interested in contributing to your team further.
Best,
[Your Name]
Infuse your follow-up emails with a personal touch to highlight your unique personality and voice. These templates are simply guides, not rigid formulas.
Samples of Good Follow-Up Emails
Sample 1
Subject: Thank You, [Interviewer’s name]
Dear [Interviewer’s name],
Thank you for giving me the opportunity to meet with you earlier today. Our conversation about the [Position Name] truly sparked excitement, and I’m eager to contribute my skills and experience to the team potentially.
Thank you,
[Your name]
[Your contact information]
One of the things that makes this sample stand out is its simplicity. It speaks directly to the point and demonstrates both gratitude and enthusiasm for joining without being overly long.
Sample 2
Subject: Re: Interview for the [Position name]
Dear [Interviewer’s name],
I wanted to extend a big thank you for taking the time to discuss the [Position Name] with me. I especially enjoyed learning about [specific details discussed in the interview]. I believe my background in [your experience] aligns well with this role, and I’m excited about the possibility of being a part of your team.
Looking forward to any updates, and feel free to reach out if you need more information from my end.
Best,
[Your name]
[Your contact information]
By personalizing the interview experience, you not only show that you were paying attention during the interview, but you also reinforced your qualifications, making you stand out from the crowd.
Sample 3
Subject: Continued Interest in [Position name]
Hello [Interviewer’s name],
Thank you for the opportunity to interview for the position of [Position Name]. As we discussed, my prior experience in [mention relevant field] makes me a strong candidate. Our conversation further solidified my interest in this role.
Feel free to reach out should you require more information. I am looking forward to potentially contributing to your team.
Best,
[Your name]
[Your contact information]
The strongest aspect of this email is its demonstration of ongoing interest in the position. It includes previous conversations, relevant qualifications, and eagerness to contribute.
Do’s and Don’ts When Writing a Follow-Up Email
Do Personalize Your Email
Your attention to detail will help establish a connection with the recipient, and it will ensure they feel respected.
For example, “Dear Mr. Smith” is always better than a generic “Hello.”
Do Keep It Professional
Keep your emails professional and respectful, even if you felt a personal connection during the interview.
Do Proofread
A poorly written or typo-filled email can destroy your credibility. Always proofread your email twice to ensure that it is free of errors.
Do Reiterate Your Interest
Your enthusiasm for the role and the opportunity to work with them should be evident to them.
Don’t Be Anxious
Waiting for a response can be a challenge; however, keep in mind that hiring processes often take longer than expected. Don’t let the lack of a reply worry you.
Don’t Be Too Formal
To strike the right balance, keep a polite, professional, but conversational tone.
Don’t Overdo the Follow-Ups
If there is no response to your initial follow-up, send another one after a week or two. Remember, less is more. Being persistent can be a virtue, but being persistent too much can be annoying and counterproductive.
Don’t Neglect the Subject Line
It’s the subject line that’s the first thing the employer sees, so make it crystal clear, engaging, and concise.
Wait – Before You Hit Send!
Show Understanding of Your Job Role
Demonstrate in your communication that you also understand the role’s requirements and how you might contribute. Assemble your skills and experiences in line with what the employer is looking for. The key is to be relevant.
Maintain a Positive, Professional Tone
It doesn’t matter if it’s been weeks since your interview; do not let your impatience or frustration lose its impact on your message. Focus on keeping an optimistic outlook.
Follow Your Instincts
When a prospective employer tells you to wait for a week before following up, respect their preference. An early follow-up could be perceived as pushy while waiting too long could indicate disinterest.
Final Touches
In the dance of job seeking, the follow-up email is your final flourish—a chance to leave a lasting impression and sway the hiring decision in your favor. Crafting this electronic encore requires finesse, brevity, and a touch of charm. So, seize the opportunity to express gratitude, reiterate your enthusiasm for the position, and subtly remind them of the value you bring to the table.
A well-timed follow-up isn’t just a courtesy; it’s your encore performance that might just land you the starring role in your dream career. Be the maestro of your professional destiny—compose that email with confidence and let the symphony of success play on.
By the way, why not boost your chances by fine-tuning your communication with the help of our career coaches? Let’s work together, polish that follow-up email, and make your standout impression count.
