How To Write A Follow Up Email After An Interview: A Comprehensive Guide

So, you’ve aced the interview – congratulations! Now comes the crucial next step: the follow-up email. This isn’t just a formality; it’s your chance to reiterate your interest, reinforce your qualifications, and leave a lasting positive impression. But how do you do it right? This comprehensive guide will walk you through everything you need to know to craft a follow-up email that gets results.

The Importance of the Post-Interview Follow-Up

Why bother with a follow-up email? In a nutshell, it demonstrates professionalism, enthusiasm, and attention to detail. It shows the hiring manager that you’re truly interested in the position and that you’re proactive. Plus, it gives you an opportunity to address anything you might have forgotten to mention during the interview or to further elaborate on your skills and experience. In today’s competitive job market, a well-crafted follow-up email can be the deciding factor between you and another qualified candidate.

Timing is Everything: When to Send Your Follow-Up

The timing of your follow-up is critical. You don’t want to be too hasty or too late. The general rule of thumb is to send your email within 24 to 48 hours after the interview. This timeframe strikes a balance between showing promptness and avoiding appearing overly eager. If the interviewer provided a specific timeframe for a hiring decision, you can also use this information to guide your timing. Waiting until the end of that timeframe is acceptable.

Crafting the Perfect Subject Line

The subject line is your first chance to grab the hiring manager’s attention. Keep it clear, concise, and easy to understand. Some effective subject lines include:

  • “Following Up: [Your Name] - [Job Title]”
  • “Thank You - [Your Name] - Interview for [Job Title]”
  • “Checking In: [Your Name] - [Job Title] Interview”

Avoid generic subject lines like “Follow Up” or “Regarding Interview.” Be specific and immediately let the recipient know the purpose of your email.

The Anatomy of a Killer Follow-Up Email

Your follow-up email should be well-structured and easy to read. Here’s a breakdown of the key components:

The Greeting: Start with a Personalized Salutation

Always address the hiring manager or interviewer by name. If you interviewed with multiple people, send individual emails to each person, tailoring the content slightly to reflect your conversation with them.

Expressing Gratitude: Thank You for Their Time

Start by expressing your gratitude for their time and consideration. A simple “Thank you for taking the time to speak with me yesterday regarding the [Job Title] position” is a great starting point.

Reiterate Your Interest: Show Your Enthusiasm

Clearly state your continued interest in the position. This is your chance to reiterate why you’re a good fit for the role and the company.

Highlight Key Points: Reinforce Your Value

Briefly mention a few key points from the interview and connect them to your skills and experience. This reinforces your qualifications and reminds the interviewer of your strengths. Consider adding a specific example or two that demonstrates your skills.

Address Any Unanswered Questions: Fill in the Gaps

If you realized you missed something during the interview or want to provide additional information, now is the time. This could be a specific accomplishment, a relevant project, or additional details about your experience.

The Call to Action: What You Want Them to Do

End with a clear call to action. Express your eagerness to hear back from them and reiterate your availability for further discussion. Something like, “I look forward to hearing from you regarding the next steps in the hiring process” is appropriate.

The Closing: Professional and Polished

Use a professional closing, such as “Sincerely,” “Best regards,” or “Thank you again.” Include your full name, phone number, and email address. It’s also helpful to include a link to your LinkedIn profile.

Customizing Your Email: Tailoring to the Specific Interview

Avoid sending a generic, one-size-fits-all follow-up email. Personalization is key. Review your notes from the interview and tailor your email to reflect the specific conversation you had. Mentioning specific details, like something you discussed about the company culture or a particular project they mentioned, shows that you were engaged and attentive.

Common Mistakes to Avoid in Your Follow-Up

There are several common pitfalls to avoid when writing a follow-up email:

  • Typos and Grammatical Errors: Always proofread your email carefully before sending it. Errors can undermine your professionalism.
  • Being Overly Aggressive: Avoid being pushy or demanding. Maintain a professional and respectful tone.
  • Repeating Everything from Your Resume: The follow-up email is not a place to simply regurgitate your resume. Instead, use it to highlight specific points and provide additional context.
  • Sending a Mass Email: Tailor your email to each interviewer.
  • Waiting Too Long: Send your email within the recommended timeframe.
  • Failing to Proofread: Always check your email for errors.

Follow-Up Email Examples: Templates and Variations

Here are a few examples to get you started, but remember to customize them to fit your specific situation.

Example 1: Standard Follow-Up

Subject: Thank You - [Your Name] - Interview for [Job Title]

Dear [Interviewer Name],

Thank you for taking the time to speak with me yesterday about the [Job Title] position at [Company Name]. I enjoyed learning more about the role and the team.

As we discussed, my experience in [relevant skill 1] and [relevant skill 2] aligns well with the requirements of this position. I’m particularly excited about the opportunity to [mention a specific project or company goal].

I’m confident that my skills and experience would be a valuable asset to your team. Please let me know if you require any further information. I look forward to hearing from you regarding the next steps.

Sincerely,

[Your Name]

[Your Phone Number]

[Your Email Address]

[Link to your LinkedIn Profile]

Example 2: Following Up After a Technical Interview

Subject: Following Up: [Your Name] - Interview for [Job Title]

Dear [Interviewer Name],

Thank you for the opportunity to discuss the [Job Title] position with you yesterday. I especially appreciated the chance to discuss [specific technical topic discussed].

I wanted to elaborate further on my experience with [technology or skill], as it relates to [company project]. Specifically, in my previous role at [Previous Company], I successfully [achievement related to the technology].

I am very enthusiastic about the prospect of joining [Company Name] and contributing to your team. Please do not hesitate to reach out if you have any questions.

Best regards,

[Your Name]

[Your Phone Number]

[Your Email Address]

[Link to your LinkedIn Profile]

Dealing with Radio Silence: What to Do If You Don’t Hear Back

Sometimes, despite your best efforts, you won’t hear back within the expected timeframe. In this situation, it’s acceptable to send a second follow-up email after about a week or two. Keep it brief and polite, simply reiterating your interest and asking for an update. If you still don’t hear back, it’s likely that the position has been filled or that the hiring process is taking longer than anticipated.

Your follow-up strategy may need to adjust based on the type of interview:

  • Phone Interview: Send a follow-up email within 24 hours, thanking the interviewer and reiterating your interest.
  • Video Interview: The same principles apply as with an in-person interview.
  • Panel Interview: Send individual emails to each interviewer, or a single email to the lead interviewer, referencing all the interviewers involved.

Frequently Asked Questions About Follow-Up Emails

What if I don’t have the interviewer’s email address?

If you don’t have the interviewer’s email address, ask the recruiter or the person who scheduled the interview for it. It’s crucial to have the correct contact information to send your follow-up.

Should I attach my resume again?

Generally, you don’t need to re-attach your resume unless the interviewer specifically requested it or if you’ve updated it since the interview.

Is it okay to send a follow-up email on the weekend?

It’s generally fine to send a follow-up email on a weekend if it fits within the 24-48 hour timeframe. However, consider the company culture and whether weekends are typically work-free.

How long should I wait before sending a second follow-up?

Wait about one to two weeks after your initial follow-up before sending a second email.

What if the interviewer said they’d get back to me by a certain date?

If the interviewer provided a specific timeline, you can send your follow-up email after that date has passed if you haven’t heard back.

Conclusion: Securing Your Next Opportunity

Writing a compelling follow-up email after an interview is an essential step in the job search process. By following the guidelines outlined in this guide – from the importance of timing and personalization to the careful crafting of your message – you can significantly increase your chances of landing your dream job. Remember to express your gratitude, reiterate your interest, highlight your value, and proofread meticulously. By taking these steps, you’ll demonstrate your professionalism, enthusiasm, and attention to detail, setting yourself apart from the competition and securing your next opportunity. Good luck!