Best Ways to Follow up After An Interview
After a job interview, the waiting period can be stressful, but following up is a crucial step in the process. It’s an opportunity to reaffirm your interest in the role and showcase your professionalism. A well-crafted follow-up can leave a lasting impression on the hiring team and potentially set you apart from other candidates.
Why Following Up After a Job Interview Matters
Following up demonstrates that you're proactive and genuinely interested in the position. It also gives you the chance to address any points you may have missed during the interview and reinforce your qualifications. This gesture of professionalism helps keep your application top of mind for the interviewer, increasing your chances of securing the role.
1. Preparing for Your Follow-Up
Before sending your follow-up, it’s important to reflect on the interview and gather all relevant information. Taking a little time to prepare ensures that your follow-up is thoughtful, organized, and personalized to the discussion you had with the interviewer.
2. Check Your Interview Notes
Review the notes you took during the interview. This will help you remember key details discussed, such as company culture, job expectations, and specific projects. Referencing these points in your follow-up can show that you were engaged and attentive, and it allows you to provide clarity or expand on topics that were touched upon.
3. Interview Preparation
Effective follow-up starts with solid interview preparation. Understand the company’s goals, the job requirements, and how your skills align. When writing your follow-up, reference these aspects to show that you're well-prepared and thoughtful in your approach to the role.
4. Timing is Everything
Sending a follow-up at the right time is key. Too early, and you might come across as impatient; too late, and you may miss your opportunity to make an impact. A general rule of thumb is to send a follow-up email within 24 to 48 hours of the interview.
How to Write a Follow-Up Email After an Interview with Examples
Crafting a follow-up email after an interview is important in maintaining a positive connection with the employer and reaffirming your interest in the position. A well-written email can make a lasting impression and sometimes be the difference between moving forward or being forgotten. Here's a detailed guide on effectively structuring and writing your follow-up email.
1. Choose the Right Subject Line
The subject line is the first thing the interviewer will see when they open your email, so it needs to be clear and professional. It should immediately remind the recipient who you are and why you're emailing. A simple and effective subject line could be something like:
These subject lines are concise, polite, and to the point. They also ensure the recipient knows exactly what the email is about before opening it.
Related Read: 15 Tips to Write Catchy Email Subject Lines [+ Examples]
2. Open with a Polite Greeting
Always start your email with a professional greeting that acknowledges the interviewer by name. If the interview was conducted by a panel, address the email to the primary interviewer or the person you had the most interaction with. A typical greeting might look like:
This maintains formality and shows respect. Avoid overly casual greetings like "Hey" or "Hi" unless you were explicitly told to do so during the interview process.
3. Say Thank You to the Interviewer
Expressing gratitude early in your email sets a positive tone. Thank the interviewer for taking the time to meet with you and for considering you for the position. This can be done in a sentence or two, such as:
This reinforces that you respect their time and effort, and it shows you value the opportunity.
4. Remind Them of Your Value
After thanking the interviewer, remind them of what you can bring to the position. This is a chance to briefly recap key qualifications or points you discussed during the interview. Mention specific skills or experiences that make you the ideal candidate for the role. For example:
By restating your qualifications, you not only remind them of why you’re a strong candidate but also reiterate your interest in the position.
5. Distinguish Yourself from Other Candidates
This is your chance to highlight any unique qualities or experiences that set you apart from other candidates. Mention something specific that came up during the interview, or share an extra detail about yourself that you didn’t have time to discuss. For example:
Showing that you have a unique edge, whether it's a specific skill or perspective, can make you more memorable and boost your chances of being considered further.
6. Add Your Signature and Contact Information
End your email professionally by signing off with your full name and ensuring your contact details are easy to find. This ensures that the interviewer can reach you if needed. A common closing might look like:
If you have a professional website or LinkedIn profile, you can include links to those as well. Just make sure your signature is clean and professional to leave a good final impression.
Example of a Follow-Up Email After an Interview
Subject: Thank You for the Interview – Jane Doe
Dear Mr. Smith,
Thank you so much for taking the time to meet with me yesterday to discuss the IT Manager role at TechSolutions. I truly appreciate the opportunity to learn more about the exciting projects your team is working on and the company’s vision for the future.
Our conversation about optimizing IT infrastructure was particularly exciting to me. I am confident that my experience in managing cross-functional teams and leading technology upgrades aligns with the needs of your organization. I am eager to bring my skills in project management and system optimization to help your team achieve its goals.
Additionally, my experience in implementing cloud solutions will allow me to contribute to your ongoing migration project. I believe my proactive approach and problem-solving skills will make me a strong addition to your team.
Please feel free to reach out if you have any further questions or need more information. I look forward to hearing from you regarding the next steps in the process.
Sincerely,
Jane Doe
(555) 123-4567
[LinkedIn Profile]
Also Read: 21 Confirmation Email Templates and Examples
Structuring Your Follow-Up Email (Template)
Writing a follow-up email after an interview is an art that can help you stand out as a candidate and leave a lasting impression. Below is a detailed explanation of how to structure your follow-up email to make sure it’s professional, clear, and impactful.
1. Introduction: A Concise, Polite Opening
The introduction of your follow-up email should be brief yet professional. Start by thanking the interviewer for their time and the opportunity to meet with them. This sets a positive tone and acknowledges their effort in considering you for the position. Be sure to mention the specific position you interviewed for, so there is no confusion. Here’s an example:
This opening is polite, straightforward, and immediately reminds the interviewer who you are.
2. Body: Highlighting Key Points from the Interview and Reaffirming Your Enthusiasm
In the body of the email, focus on the key points that were discussed during the interview. This is your chance to remind the interviewer of your qualifications, highlight any unique skills or experiences, and demonstrate how you are a great fit for the role. It’s also a good opportunity to reiterate your enthusiasm for the position and the company. For example:
Here, you’re reaffirming your interest in the role while tying it back to specific points from the interview, which shows that you were engaged and paying attention.
3. Conclusion: Signing Off with a Professional and Courteous Note
In your conclusion, be polite and express your openness to any further questions or follow-ups. End the email by thanking the interviewer again and expressing your eagerness to hear about the next steps in the process. For example:
Close the email with a professional sign-off, such as “Sincerely” or “Best regards,” followed by your name and contact information. Including your phone number and email ensures the interviewer has multiple ways to reach you.
4. Final Checks: Proofreading and Ensuring Proper Tone
Before sending your follow-up email, take a few moments to proofread it carefully. Look for any spelling or grammatical errors, and make sure the tone is polite, respectful, and professional throughout. You want your message to be clear and free of mistakes, as this reflects your attention to detail and professionalism. Additionally, double-check the interviewer’s name and title to ensure everything is correct.
Here are a few final questions to consider:
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Once everything is in order, you can confidently send your email, knowing it will leave a positive impression.
Examples of Follow-Up Emails
After an interview, sending a well-crafted follow-up email is crucial to maintaining a positive connection with the hiring manager and reinforcing your interest in the position. Here are three detailed examples of follow-up emails tailored for different scenarios, each demonstrating professionalism and courtesy.
Example 1: Follow-Up Email for IT Manager Position
This email is tailored for someone who has interviewed for an IT Manager role, highlighting relevant skills and expressing continued interest.
Subject: Thank You for the Interview – [Your Name]
Dear [Interviewer's Name],
Thank you for taking the time to meet with me last Thursday to discuss the IT Manager position at [Company Name]. I greatly appreciated the opportunity to learn more about your team and the exciting projects you’re working on. Our conversation about optimizing the IT infrastructure and enhancing network security was especially inspiring.
I am confident that my extensive experience in managing cross-functional teams, coupled with my technical expertise in IT systems and infrastructure development, aligns well with your team’s goals. I am particularly enthusiastic about contributing to [specific project or initiative] and helping the company achieve its objectives.
If you need any further information, please feel free to contact me. Thank you again for considering my application, and I look forward to hearing about the next steps in the hiring process.
Best regards,
[Your Full Name]
[Your Contact Information]
[LinkedIn Profile]
Example 2: Follow-Up Email After a Phone Interview
This email is suited for candidates following up after a phone interview, emphasizing the key points discussed and a prompt but polite closure.
Subject: Thank You for the Phone Interview – [Your Name]
Dear [Interviewer's Name],
Thank you for taking the time to speak with me earlier today regarding the [Job Title] position at [Company Name]. I appreciated the chance to discuss how my experience in [mention a specific skill discussed] could contribute to your team.
Our conversation about [specific point discussed during the interview] was very insightful, and I’m excited about the opportunity to bring my expertise in [relevant field] to support [Company Name]'s goals. I am confident that my background in [relevant area] and passion for [mention an aspect of the company or role] make me a strong fit for your team.
Please let me know if you require any additional information, and I look forward to hearing about the next steps in the process.
Kind regards,
[Your Full Name]
[Your Contact Information]
[LinkedIn Profile]
Example 3: Follow-Up Email After Attending an Interview
This email is crafted for after a formal, in-person interview, thanking the interviewer and reiterating key qualifications.
Subject: Follow-Up on [Job Title] Interview – [Your Name]
Dear [Interviewer's Name],
I wanted to take a moment to express my gratitude for the opportunity to interview for the [Job Title] position at [Company Name] earlier this week. It was a pleasure learning more about the team’s initiatives and the company’s forward-thinking approach.
Our conversation reinforced my enthusiasm for the role, and I believe my background in [specific area] and experience with [specific tool or technology] align perfectly with the needs of your team. I am particularly excited about the opportunity to contribute to [specific project or goal discussed].
Thank you again for your time and consideration. I look forward to hearing from you regarding the next steps. Please feel free to reach out if you need any additional information.
Sincerely,
[Your Full Name]
[Your Contact Information]
[LinkedIn Profile]
Alternatives to Sending a Follow-Up Email
While sending a follow-up email is a common practice, there are alternative ways to maintain communication after an interview. Depending on the situation, these alternatives can also be effective in demonstrating professionalism and reinforcing your interest in the role.
1. LinkedIn Message: How to Reach Out via LinkedIn
Reaching out via LinkedIn can be a more personal approach, especially if you’ve connected with the interviewer or company representatives during the process. To send a LinkedIn message, start by sending a connection request if you haven’t already. In the message, be professional and brief, thanking them for their time and expressing your interest in the position. This approach works well if the company culture embraces digital networking or if email follow-ups feel too formal for the environment.
Example message:
Hi [Interviewer's Name],
Thank you again for the opportunity to interview for the [Job Title] position at [Company Name]. I really enjoyed our conversation about [specific project or topic discussed]. I’m excited about the possibility of contributing to your team and look forward to hearing about the next steps. Best regards,
[Your Name]
2. Phone Call: When and How to Make a Follow-Up Call
A phone call can be a more direct way to follow up, especially if you’ve built rapport with the interviewer during the process. However, timing is crucial. Wait at least 3-5 business days after the interview before calling to avoid coming off as too eager. During the call, thank the interviewer for their time, briefly reiterate your interest, and ask if they need any further information from you. Keep the conversation short and respectful of their time.
Example phone script:
Hello [Interviewer's Name],
This is [Your Name], and I wanted to follow up on our recent interview for the [Job Title] position. I truly appreciated the opportunity to speak with you and am excited about the possibility of joining your team. Please let me know if you need any additional information from my side. Thank you for your time, and I look forward to hearing from you soon.
3. Handwritten Note: When a Handwritten Note Might Be Appropriate
A handwritten note is a thoughtful, personal way to follow up, especially if the company or interviewer values traditional communication or you want to stand out. This approach can leave a lasting impression due to its uniqueness in the digital age. You should send a handwritten note within a day or two of the interview to ensure it arrives promptly. In the note, express your gratitude for the opportunity, briefly restate your qualifications, and include your contact information.
Example:
Dear [Interviewer's Name],
Thank you so much for the opportunity to interview for the [Job Title] position at [Company Name]. I enjoyed our conversation and learning more about the role and your team. I am excited about the prospect of contributing my skills in [specific skill] and [specific skill] to [Company Name].
Best regards,
[Your Name]
[Your Contact Information]
Common Mistakes to Avoid in a Follow-Up
A follow-up is an important part of the interview process, but there are some common mistakes that candidates should be careful to avoid. These mistakes can negatively impact how you are perceived by the hiring team.
1. Following Up Too Soon or Too Often: Understanding the Balance
Following up too soon after an interview can make you seem impatient or pushy. Give the hiring team sufficient time to evaluate candidates before reaching out. A good rule of thumb is to wait at least 2-3 business days after the interview before sending your first follow-up. Similarly, avoid sending multiple follow-ups too frequently, as this can be seen as aggressive. If you haven’t heard back after your initial follow-up, wait at least a week before reaching out again.
2. Lying About a Competing Offer: Why Honesty is Always the Best Policy
Sometimes candidates are tempted to lie about having a competing offer to speed up the decision-making process. However, this can backfire. If the employer finds out the offer doesn’t exist, it can damage your credibility and cost you the opportunity. It’s always better to be honest about your situation, and if you do have another offer, communicate it respectfully without applying undue pressure.
3. Skipping the Follow-Up Entirely: The Risks of Not Following Up
Skipping the follow-up altogether is a common mistake that can hurt your chances. Following up shows professionalism, enthusiasm, and interest in the role. It also provides an opportunity to reinforce your qualifications. Not sending a follow-up may give the impression that you’re not fully committed or that you lack attention to detail. Always make the effort to follow up, whether via email, phone, or another method.
Conclusion
In conclusion, following up after a job interview is a crucial step that reinforces your interest and professionalism. Whether through an email, LinkedIn message, phone call, or handwritten note, a thoughtful follow-up can set you apart from other candidates and keep your application top of mind. Avoid common mistakes such as following up too soon or skipping the follow-up entirely. By showing gratitude, reiterating your value, and maintaining professionalism, you enhance your chances of landing the job. A well-timed and well-crafted follow-up demonstrates your eagerness and dedication to the position.