How to Write a Follow-Up Email

It is important that job seekers know how to write polite, timely, professional follow-up emails after interviews. We’ll go over some follow-up email writing tips, look at what some experts have to say about following up and we’ll show you several examples so you can make the best impression.

You did it: You chose your dream job. You found an amazing company to work for and discovered they were hiring. You got an interview. You hit a home run on the tougher interview questions. You think it went well — you know it went well.

Now you’re in the post-interview territory.

The job application process is stressful. Résumés and cover letters need to be crafted to precisely fit recruiters’ job postings, and if you plan to apply widely that means, in terms of the time it takes to do so, applying to jobs is a full-time job in itself.

For many, the worst part is just waiting on a post-interview response.

That’s where writing a follow-up email can save your sanity. An interview follow-up email isn’t a major part of what hiring teams consider. But it does make for a great impression and could sway things in your direction. And, in any case, it’s polite — if done correctly.??

The purpose of a follow-up email isn’t only for a response. Jessica Hernandez, a LinkedIn executive résumé writer, is encouraging: “If you send a networking email to your contacts and some don’t respond it’s not a rejection. It’s probably life getting in the way. Politely and unassumingly check in a week later.” It is about connecting, in other words, not drawing answers out of anyone before they’re ready to give them.

The Importance of Following Up

Many people choose to write post-interview follow-up emails. We’ll go over what you should say in those, when you should send them, and the good and bad of sending them.

Is it necessary to send a thank-you note? Hernandez is unequivocal: “Always send a thank-you note.” She recommends doing so 24 hours or so after your interview as a matter of etiquette.

Then again, some argue that there’s more at stake: GovtJobs.com states that you should “feel free to contact the employer to know the status of the job along with your candidacy. This attitude will show your interest in the [job].”

In any case, the blogger at mycareersfuture.gov has it right: “As candidates, you need to take control of the process as much as you can.” The job application process isn’t fun; it might even seem unfair at times. Once you’ve gone through a few rounds of interviews you may feel you’ve done your part and that’s it. But it is up to you to know where you’re at.

Following up shows that you are conscientious — an important soft skill employers value.

“During the interview process, you won’t have enough time to mention all your relevant accomplishments and ideas,” said career coach and LinkedIn strategist Melanie Mitchell-Wexler. “It’s also easy to forget pertinent things in a high-stress situation. A follow-up email is a great place to move the discussion forward by adding any details or additional questions that you may have forgotten to include in the interview. Also, this could be a great time to add links too.”

Writing a Follow-Up Email

As with anything, there is a right way and a wrong way to go about writing a follow-up email. However, within that basic framework, you have some leeway to add details and display some personality.

It is easier than you think and to make it even more simple, we’ll show you how to write an interview follow-up email.

“The idea is to keep your application at the forefront of the hiring manager's mind,” said résumé innovator and coach Abigail Marshall.

Subject line

Make sure your subject line is clear. If it’s something too generic it could get lost in a busy recruiter’s mailbox; too novel and a recruiter might mark it as spam.

Write something to the effect of, “Job Position Follow-Up,” or simply reply to the last email the recruiter sent you. That way your communication has provenance, and a recruiter or hiring manager knows it is relevant.??

“Keep the subject line descriptive and concise and make sure that it is clear so the reader knows it is not just ‘another’ email,” Mitchell-Wexler said.

Opening paragraph

You’ll want to open your interview follow-up email with a thank you. Remember, the people who interviewed you took time out of their day to do so.

You don’t need to bow and scrape here. Just remind them who you are and the precise nature of your relationship.

Restate your interest

Confirm your interest in the position. This is a great place to mention any professional updates on your end: Any initiatives you’ve spearheaded recently, major wins, accolades, or anything that happened recently and is related to the position.

However, do not go overboard.

“I call this Curb Your Enthusiasm,” Mitchell-Wexler said. “There is a fine line between reiterating your interest in a job and how it aligns with your interests. Yes, you can state why you are a good fit for the company and as mentioned above add any details you may have missed during the interview itself. But here is the key, keep it short, sweet and to the point! A long email will always have the opposite effect you intended.?

“Yes, as an employer, I want you to be enthusiastic, but I am also looking for someone that can display a sense of being level-headed. Show your gratitude for having the opportunity to interview but don’t overdo it, as you will run the risk of being seen as someone with poor interpersonal skills.”

Sell it — gently

Remind a recruiter why you’re a great fit for the position. Restate the basics of your qualifications. What makes you qualified? Why are you a better fit than other candidates?

Make sure to answer that last question without cutting anyone down. You don’t know who the other candidates are.

Signature with full contact info

Waiting is stressful. And as time moves on, you might start to worry that your touchpoint lost your information. They didn’t, but it’s nice for them to not have to go digging for it when it’s decision time. This also allows you to update relevant information — if you moved or got a new phone number.

Be sure to sign off with another thank-you and a polite ending of Yours or Sincerely.

Interview Follow-Up Email Tips

Harvard law school’s webpage recommends sending a thank-you note within 24 hours of your initial interview. According to them, this note should:

• Show appreciation for the interviewer’s time
• Reference key parts of your conversation
• Reiterate interest in the organization/position
• Invite requests for additional information and provide grounds for follow-up

Most of what goes for thank-you notes goes for follow-up emails. Here is some follow-up email do’s and dont’s:

Do’s

• ?Use email. Email is easier to respond to and easier to keep track of. Snail mail is a nice touch, but it isn’t always practical anymore.
• ?Choose a clear subject line. This can be your name and job title for which you’ve applied, or something like “Candidate status.” It can also be simply a reply to the last email sent to you from the recruiter, HR touchpoint, or whoever else you were last in touch with.
• ?Be brief and polite. Remind yourself that time is a precious resource. You used up a bit of other people’s time; you should be grateful they let you do so.
• ?Proofread, proofread, proofread. No matter what industry you’re dealing with, a professional, mistake-free email matters. Nearly all employers want employees with certain skills; writing well is one of those. It’s something between a soft and a hard skill and can’t necessarily be taught on the job.

Don'ts

• ?Don’t rush things. While you can and should send a thank-you note 24 hours after your last contact with a recruiter, a follow-up check-in email shouldn’t happen that quickly. How quickly should it happen? It varies. If you’re writing a second interview follow-up email, you should probably wait at least a week, or at least let the time by which they said they were going to pick a candidate pass by a day or two.
• Don’t be presumptuous. Keep the tone neutral and natural.
• Don’t be needy. Sending an interview follow-up after no response? Make sure it’s been at least a week. Again, everyone’s busy. They’re doing their job as well as they can on their end, just as you are on yours. No one necessarily owes you a response on any sort of timeline, let alone your timeline.

Following these tips won’t guarantee you’ll get the job you’re after. You will, however, be in a better position should someone get in touch regarding your candidacy status.

LinkedIn international CV and résumé writer Hannah Mason points out something important: “Remember that recruiters and hiring managers will most likely not have the time to read through every CV they receive in detail. Your job is to grab their attention in the first few lines.” That is, everyone’s busy; you can’t expect an immediate response.

Knowing exactly what goes into a follow-up email and how to write one can help you stand out in the crowd.

Interview Follow-Up Email Examples

To make sure you’ve got the follow-up email process down, take a look at some examples below.

1. Detailed email

Dear Mr. Robert,

It was truly a pleasure speaking with you the other day about the Executive Advertiser position. It’s plain to me that Traffic Inc. is the fast-paced, info-focused company for which I’d be a great fit.

I especially enjoyed discussing the perennial challenge of onboarding new clients. Over the last few years, I’ve encountered many of these same challenges: tightening budgets; administrative bottlenecking; rumors and misunderstandings. I’ve found that, with the kind of careful discernment which would be an asset to your company, I’ve been able to clear major hurdles with concerted, intelligent effort.

I’m excited about the prospect of bringing my particular skillset to Traffic Inc., and I’m glad to supply any additional information you’d need moving forward.

Thanks again,

Dave D. Davis

555-555-5555

[email protected]?

2. Just checking in

Dear Rob,

I hope you’re well! I’m just checking in regarding the administrative assistant role. Meeting with the team was truly a pleasure. Please let me know if you need anything else from me.

Yours sincerely,

Jane J. Janeson

555-555-5555

[email protected]

3. Let’s stay in touch

Dear Bobbie,

I hope this day finds you well. I’m reaching out to thank you again for your time, consideration, and kindness. I sincerely enjoyed my conversations with you and the others. In particular, I found the details of your life story truly inspiring. As a person striving to develop my career in art preservation, I’m eager to learn more about how you’ve developed and applied your skills.

I know you’re busy, but if you have a moment, I’d love to find a time to connect. Are you available for a chat sometime in the next few weeks?

All the best,

Caroline T. Carolingian

555-555-5555

[email protected]

Make Yourself Stand Out

Again, these examples and sending a follow-up email won’t guarantee a job offer, but they will make you stand out as an applicant. Even if you don’t get a job offer, it could keep you in a recruiter’s mind when another position comes up that you may be an even better fit. All in all, following up and sending a thank-you note is never a bad idea.

(Reporting by Todd Dybas and NPD; Editing by Todd Dybas)