Writing a Follow Up Email After an Interview to Stay Top of Mind

So, you’ve just finished that nerve-wracking job interview, and you’re on cloud nine, right?

Well, hold on to your hats, because the game isn’t over just yet.

See, there’s this little thing called a follow-up email, and it can be your secret weapon to staying etched in your potential employer’s memory.

Think of it as the catchy encore to your stellar main performance.

A well-crafted follow-up can be the gentle nudge reminding your interviewer, “Hey, remember that awesome candidate? Yep, that’s me!”

Ready to dive into the art of post-interview persuasion? Let’s go!

What is an Interview Follow Up Email?

When you’ve wrapped up an exciting interview, you might be wondering, “What next?” Well, that’s where the interview follow up email comes in. Picture this as your secret weapon, your extra chance to stay top of mind. It’s a short and sweet message, yet meaningful and impactful, that you send after your job interview.

Typically, it’s an opportunity to express gratitude for the chance to interview, to restate your interest in the position, and subtly remind your interviewers of your unique skills. Now, you might be curious about when to send a follow up email after an interview. Most HR experts suggest waiting about 24-48 hours post-interview.

This timing allows you to stay fresh in the interviewers’ minds, while also showing your proactive interest in the role. So, the next time you’re contemplating how to write a follow up email after an interview, remember these points to help you stand out from the crowd.

Sample interview follow-up email
Sample interview follow-up email

Key Elements of a Follow Up Email After an Interview

When you’ve stepped out of a job interview, it’s crucial to keep up the momentum with an effective follow-up email. This seemingly small step can actually tip the scales in your favor.

Components of an interview follow-up email
Components of an interview follow-up email

Here are the key elements to consider when writing a follow-up email after an interview:

Subject Line

A good subject line is like a headline. It should be short, clear, and straight to the point. It’s your first chance to grab the attention of the reader. A great example could be “John Doe – Following Up on Our Discussion”. Make sure to include your name and the purpose of your email, without being overly complicated or vague.

Greetings

How you address your recipient sets the tone of your email. A courteous greeting, such as “Dear [Interviewer’s Name],” is an ideal start. Remember, everyone appreciates a personalized approach. Using the interviewer’s name not only shows respect but also demonstrates your attention to detail.

Gratitude

Expressing gratitude is crucial in a follow-up email. It shows your appreciation for the interviewer’s time and the opportunity they’ve given you. It could be as simple as, “Thank you for the opportunity to discuss the [Job Title] position with you”. This positive sentiment reflects your professionalism and manners.

Restate Interest

Restating your interest in the role shows your commitment and enthusiasm. Make sure your excitement about the opportunity comes across genuinely in your words. It assures the interviewer of your continued interest, and makes you stand out from the candidates who do not send a follow-up.

Reinforce Your Qualifications

Your follow-up email is a chance to subtly remind the interviewer of your relevant skills and qualifications. You might mention a point from the interview where your experience aligns with the job requirements, reinforcing your suitability for the role.

For example, “As we discussed, my extensive experience in project management would allow me to contribute effectively to your team.”

Next Steps

Towards the end of your email, indicate your eagerness for the next stages of the process. It signals your anticipation without appearing pushy or desperate. For instance, “I look forward to hearing from you regarding the next steps,” is a professional way to show your enthusiasm to progress further in the process.

Sign-Off

Concluding your email appropriately is just as important as your opening line. A positive and professional sign-off such as “Best regards,” or “Sincerely,” followed by your name, leaves a lasting impression.

Remember, every part of your email communicates something about you, so ensure it mirrors the professionalism you’ve shown throughout.

How to Write a Follow Up Email After an Interview

So, you’ve aced the interview and are now eagerly waiting for a response. But have you sent a follow-up email after the interview? If not, it’s high time you learned how to craft one.

Follow-up email best practices
Follow-up email best practices

You see, a well-written follow-up email can effectively keep you top of mind for your potential employer. Think of it as your secret weapon to stay ahead in the hiring process. Here’s the road map we’ll follow:

Understanding the Purpose of a Follow-up Email

An interview follow-up email is an excellent opportunity to thank the interviewer for their time and to show them your continuous interest in the role. It serves as a reminder of your application, especially when hiring managers are dealing with multiple candidates.

More than that, it demonstrates your professionalism and eagerness, which can set you apart in the competitive job market.

Drafting Your Email with Clear, Concise Messaging

When you’re writing a follow-up email after an interview, brevity is your friend. The goal is to deliver your message as clearly and concisely as possible.

A short and sweet follow-up email after an interview can leave a positive impression and make you more memorable. Use your words wisely and remember to be polite, no matter the circumstance.

Tailoring the Email Content Based on Your Interview Experience

The content of your follow-up interview email should reflect your personal interview experience. This means referencing specific points from your conversation, offering further thoughts, or even asking follow-up questions. Personalizing your email in this way shows you were engaged during the interview and are serious about the position.

Using a Professional Yet Engaging Tone

Striking the right tone in your follow-up email is crucial. While it’s essential to maintain a professional demeanor, you also want to come across as personable and genuine.

Be careful with your choice of words and make sure they reflect your personality. This balance can be a game-changer in how your follow-up email is received.

Sending the Email at the Right Time

Timing matters when sending your interview follow-up email. A good rule of thumb is to send it within 24-48 hours of your interview. This ensures you’re still fresh in the interviewer’s mind.

However, if you were given a timeline for hearing back, it’s acceptable to wait until after that period has passed. But remember, a well-timed email can make all the difference.

Follow Up Email After Interview Examples

When you’re ready to sit down and draft that all-important follow-up email after an interview, sometimes a solid example can be a lifesaver.

Whether you aced your interview, felt like you could’ve done better, or perhaps you’re just looking for a polite way to check on the status of your application, we’ve got you covered. We’re going to delve into some key scenarios you might find yourself in, offering tailored email templates for each one. Let’s get started.

When You've Just Had a Great Interview

The high of a successful interview is exhilarating! But remember, a timely, polite follow-up email can seal the deal.

This template keeps things professional yet enthusiastic, emphasizing your interest in the role and gratitude for the opportunity. It briefly recaps your qualifications, further solidifying your suitability for the role.

Here’s the template:

Subject Line: A Pleasure Discussing [Job Role] at [Company Name]

Dear [Interviewer’s Name],

I sincerely thank you for the opportunity to discuss the [Job Role] at [Company Name]. It was an absolute pleasure learning more about your team and the inspiring work you do.

Our conversation further affirmed my enthusiasm for the role and confidence in my ability to make a significant contribution, particularly with my background in [Your Specific Experience or Skill].

I look forward to any further steps in the application process.

Best Regards,
[Your Name]

Sample Follow-Up Email After You Had a Great Interview
Sample Follow-Up Email After You Had a Great Interview

When You're Unsure After the Interview

Uncertainty post-interview is common, but it doesn’t have to keep you from following up. The aim here is to convey your continued interest in the job while politely inquiring about the next steps. This template focuses on reinforcing your qualifications and offers room for you to express how you could bring value to the company.

Here’s the template:

Subject Line: Follow-Up Regarding [Job Role] Interview

Dear [Interviewer’s Name],

I want to express my gratitude for the opportunity to interview for the [Job Role]. Our conversation left me with a strong interest in the role and the potential to contribute to [Company Name].

I believe my expertise in [Your Specific Experience or Skill] aligns well with your team’s goals. Should you need any further information, please do not hesitate to ask.

Looking forward to hearing about the next steps.

Kind Regards,
[Your Name]

Sample Follow-Up Email After the Interview
Sample Follow-Up Email After the Interview

When You're Checking on the Application Status

Has it been awhile since your interview and you’ve heard nothing back? Don’t worry. This template helps you inquire about your application status in a professional and respectful manner.

The focus here is on patience and continued interest, while also gently nudging the hiring team for a response.

Here’s the template:

Subject Line: Checking In – [Job Role] Application

Dear [Interviewer’s Name],

I trust this email finds you well. I write to inquire about the status of my application for the [Job Role] at [Company Name]. Our interview left me excited about the opportunity to join your team and contribute to your ongoing projects.

If there are any updates or if further information is needed, please let me know.

I appreciate your time and look forward to hearing back.

Best Regards,
[Your Name]

Sample Follow-Up Email Checking on the Application Status
Sample Follow-Up Email Checking on the Application Status

Each template is designed with a specific scenario in mind, but remember to always personalize your email to reflect your unique interview experience and personality. It’s these personal touches that can make all the difference in getting that desired job offer.

Dealing with Silence: What to do When There is No Response After an Interview

If you’ve ever experienced silence after a job interview, you know it’s a nerve-wracking situation. In this scenario, understanding how to handle the quiet after sending your follow up email after an interview can be a game-changer.

Don’t let the wait diminish your confidence or cause you undue stress. Here are some key strategies to deal with this situation effectively:

Stay Positive and Patient

Maintaining a positive mindset and showing patience is critical during the post-interview phase. Remember, hiring processes can take time, and not hearing back immediately doesn’t mean you’ve been rejected. Companies often have internal processes that need to be completed before moving forward with hiring decisions.

Keep Your Job Search Active

Don’t halt your job search just because you’re waiting to hear back from a particular interview. Keep exploring and applying for other opportunities. This strategy not only maximizes your chances of landing a job but also helps maintain momentum and motivation in your job search.

Send a Polite Follow-Up

If you haven’t heard back within the timeframe mentioned by the interviewer, it’s acceptable to send a second, polite follow-up email. Be sure to remain professional and courteous, expressing your continued interest in the role and desire for updates on the process.

Network Strategically

Use this waiting period as a chance to strategically build your professional network. Connect with individuals in your industry through social media platforms like LinkedIn or at networking events. This can potentially lead to other job opportunities and help you gather information about industry trends and expectations.

Learn and Adapt for Future Applications

Every experience, including the wait time after an interview, is a learning opportunity. Reflect on your interview performance and think about any areas for improvement. Use this insight to adapt your approach and enhance your future interview and application efforts.

How to write a perfect follow-up email after an interview
How to write a perfect follow-up email after an interview

Timing Matters: When to Send a Follow Up Email After an Interview

Timing truly is everything when it comes to sending a follow up email after your job interview. Finding the sweet spot for your follow up email can make all the difference. Here are some tips on nailing the timing:

Send It Within 24 to 48 Hours

Your first follow up email should be sent within 24 to 48 hours post-interview. This shows that you’re keen, thoughtful, and organized, without coming across as impatient or pushy.

This time frame is ideal because it’s just enough time for the interviewer to breathe after their busy schedule, but it’s also within the period when the details of your interview are still fresh in their mind. It’s a good opportunity to remind them of who you are and express your gratitude for the chance to interview.

Follow the Interviewer’s Lead

If the interviewer provided a timeline for their decision-making process, respect that. If they mentioned they’d get back to you in a week, wait for that week to pass before sending your follow-up email.

If the interviewer gives you a timeframe, adhere to it. Not only is this professional, but it also shows that you pay attention to details and respect their process. If they haven’t replied within the stated time frame, it’s then appropriate to send a gentle reminder.

Consider Weekdays Over Weekends

Sending your follow-up email during business hours and on a weekday is generally the best practice. It’s more likely to be seen and responded to promptly, keeping your name fresh in the interviewer’s mind.

Most people like to disconnect from work during the weekend, including your interviewer. By sending your email on a weekday during business hours, you increase the likelihood that your message will be read promptly.

Don’t Overdo It

While it’s crucial to follow up, don’t overdo it. If you don’t hear back after your first follow-up email, it’s acceptable to send another one, but try to wait at least a week. Multiple follow-ups in a short period can come off as desperate and unprofessional.

No one likes to be overwhelmed with messages. If you don’t hear back after your first follow-up, wait for a week or so before sending another. This gives the interviewer enough time to process your previous message and also handle their other responsibilities.

Frequently Asked Questions on Follow Up Email After Interview

You’ve got your post-interview follow up email sorted, but there are still a few nagging questions you’re curious about, aren’t there? Let’s tackle some of the most frequently asked questions on sending follow up emails after job interviews.

Should I follow up even if I'm no longer interested in the job?

It might seem pointless to send a follow up email if you’ve decided the job isn’t for you, but it’s still a smart move. It’s important to maintain a good impression and keep the door open for future opportunities.

Let the interviewer know you appreciate their time, and even though the role isn’t the right fit for you now, you’re interested in staying connected for future possibilities.

What should I do if I made a mistake during the interview?

We’re all human, and mistakes can happen. If you realized that you made an error or forgot to mention something important during the interview, a follow-up email is a perfect opportunity to correct it.

Briefly explain the mistake and provide the correct information or additional context. It’s a chance to show your honesty and willingness to rectify errors.

How should I respond if I get a rejection after my follow up email?

Rejections are never easy to handle, but they’re part of the process. If you receive a rejection following your follow-up email, it’s crucial to respond with grace.

Thank the interviewer for their time and feedback, express your disappointment professionally, and request constructive feedback if it hasn’t been provided. It’s a great learning opportunity and another chance to leave a positive impression.

Key Takeaways on Follow Up Email After Interview

Wrapping it all up, we can confidently say that mastering the art of the follow-up email after an interview is a true game-changer. It’s much more than just a courtesy – it’s a powerful tool to keep you on the hiring radar, reinforce your interest in the role, and reiterate why you’re the best fit for the job.

Knowing when to send your follow-up is critical – too soon can seem overeager, but wait too long, and you might be forgotten. Striking that 24 to 48-hour sweet spot post-interview is usually your best bet. However, always tailor this to the timeline provided by the interviewer.

Each email should be personalized, demonstrating that you’ve taken the time to reflect on the specific conversation you had with the interviewer. It’s also your chance to clear up any blunders you might have made during the interview or add anything you forgot to mention.

Dealing with silence can be tricky, but patience is key. Don’t panic, and be sure to maintain professionalism. A gentle nudge after a week or so is usually acceptable, and it shows your continued interest.

Remember, a ‘no’ isn’t the end of the world. It’s another learning experience. Always respond to rejections with gratitude for the opportunity and seek constructive feedback where possible.

To achieve the best results with email outreach, we recommend using a professional email automation software

13 best cold email platforms rated and compared

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Edgar Abong

Edgar is a skilled software developer with a passion for building and evaluating software products. His expertise in software development enables him to provide in-depth evaluations of software products. He can draw out insights about features, functionality and user experience.

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