How To Write A Follow Up Email After Job Interview: A Comprehensive Guide
Landing a job interview is a significant achievement. You’ve impressed the hiring team enough to get your foot in the door. Now, the next crucial step is the follow-up email. This isn’t just a formality; it’s a powerful tool to reiterate your interest, reinforce your qualifications, and potentially sway the decision in your favor. This guide provides a comprehensive breakdown of how to write a follow-up email after a job interview that gets results.
Crafting the Perfect Follow-Up: Timing and Purpose
Timing is everything. Sending your follow-up email too soon can appear overeager, while waiting too long might make you seem disinterested. Aim to send your email within 24-48 hours of your interview. This timeframe shows you’re engaged without being pushy.
The primary purpose of the follow-up email is threefold:
- Express Gratitude: Thank the interviewer for their time and the opportunity.
- Reiterate Your Interest: Clearly state your continued enthusiasm for the role.
- Reinforce Your Value: Briefly highlight key skills and experiences relevant to the position.
Subject Line Strategies: Making Your Email Stand Out
Your subject line is the first impression. It needs to be clear, concise, and attention-grabbing. Avoid generic subject lines like “Thank You” or “Following Up.” Consider these effective alternatives:
- “Following Up: [Your Name] - [Job Title]”
- “Thank You - [Your Name] - Interview for [Job Title]”
- “Interview Follow-Up: [Your Name] - [Date of Interview]”
- “Regarding the [Job Title] Position - [Your Name]”
The goal is to ensure the recruiter instantly recognizes the email’s purpose.
The Anatomy of a Winning Follow-Up Email: Structure and Content
Your email should follow a structured format to ensure clarity and impact.
Greeting and Thank You
Start with a professional greeting. “Dear [Interviewer’s Name],” is a safe and respectful choice. Immediately following the greeting, express your gratitude.
- Example: “Dear Mr./Ms. [Interviewer’s Last Name], Thank you so much for taking the time to speak with me yesterday about the [Job Title] position.”
Reiterate Your Interest and Highlight Key Points
This is where you solidify your position. Briefly reiterate your strong interest in the role and company. Then, strategically mention one or two key skills or experiences that align with the job requirements.
- Example: “I am very enthusiastic about the opportunity to join [Company Name] and contribute to [Specific Goal/Project]. During our conversation, we discussed my experience with [Skill 1] and [Skill 2], and I believe these skills would be particularly beneficial in [Specific Aspect of the Role].”
Address Any Unanswered Questions or Provide Additional Information
If you had any lingering questions during the interview, or if you thought of something relevant afterward, this is the place to address them. This shows proactive engagement. Also, feel free to add a brief, relevant piece of information.
- Example: “Following our discussion, I wanted to share [Relevant Information]. I believe this further demonstrates my understanding of [Specific Task/Challenge].”
Reiterate Your Availability and Express Confidence
Reiterate your availability for further discussions and express your confidence in your suitability for the role.
- Example: “I am eager to learn more about the next steps in the hiring process. Please do not hesitate to contact me if you require any further information. I am confident that my skills and experience align well with the requirements of this role and that I can make a significant contribution to your team.”
Closing and Signature
End your email with a professional closing. “Sincerely,” “Best regards,” or “Thank you again,” are all suitable choices. Include your full name, phone number, and email address in your signature for easy contact.
Common Mistakes to Avoid in Your Follow-Up Email
Certain pitfalls can significantly hinder your chances. Be mindful of these common errors:
- Typos and Grammatical Errors: Proofread your email meticulously. Errors create a negative impression.
- Generic Content: Avoid sending a generic “cookie-cutter” email. Tailor each email to the specific interview and role.
- Being Overly Aggressive: While demonstrating interest is important, avoid being pushy or demanding.
- Focusing Solely on Yourself: While showcasing your value is essential, also mention how you can contribute to the company’s goals.
- Forgetting to Attach Documents: If the interviewer requested additional materials, ensure they are attached correctly.
Tailoring Your Follow-Up Based on Interview Type
The content of your follow-up might vary slightly depending on the type of interview you had.
Phone Interview Follow-Up
Keep it concise. Acknowledge the convenience of the call and reiterate your interest. Mention any specific points discussed.
In-Person Interview Follow-Up
Refer to specific details discussed during the interview. This shows you were actively listening and engaged.
Virtual Interview Follow-Up
Maintain a professional tone, and be mindful of any technical difficulties that may have occurred during the virtual meeting.
Using the Follow-Up to Your Advantage: Going Above and Beyond
If appropriate, and if the interview allowed for it, consider these extra steps:
- Share a Relevant Article or Resource: If you discussed a specific industry trend or technology, share a relevant article or resource.
- Connect on LinkedIn: After sending your follow-up email, connect with the interviewer on LinkedIn (if you haven’t already). This allows you to stay top-of-mind.
The Importance of Tone and Professionalism
Maintain a professional tone throughout the email. Avoid slang, overly casual language, or emojis. Your email is a reflection of your professionalism. Demonstrate respect for the interviewer and the company.
When and How to Follow-Up Again (If Necessary)
If you haven’t heard back within the timeframe the recruiter provided, or within a week or two, it’s acceptable to follow up again. Keep this second email brief and polite.
- Example: “Dear Mr./Ms. [Interviewer’s Last Name], I hope this email finds you well. I’m following up on my previous email regarding the [Job Title] position. I remain very interested in this opportunity and welcome the chance to discuss my qualifications further. Please let me know if you require any additional information. Thank you for your time and consideration.”
FAQ: Addressing Common Concerns
Here are five frequently asked questions regarding follow-up emails:
1. What if I don’t know the interviewer’s name?
If you don’t know the interviewer’s name, you can use a general greeting like “Dear Hiring Manager,” or “Dear [Company Name] Hiring Team.” Try to find the name on LinkedIn or the company’s website.
2. How long should my follow-up email be?
Keep it concise and focused. Aim for a maximum of 3-5 paragraphs. The email should be easy to read and digest.
3. Is it okay to send a thank-you note if I didn’t get the job?
Absolutely. Sending a thank-you note even if you weren’t selected is a sign of professionalism. Express your gratitude for the opportunity and express your continued interest in the company.
4. Should I send a follow-up email if I interviewed with a group of people?
Yes, send individual thank-you emails to each interviewer, if possible. If not, a single email addressed to the group is acceptable.
5. Can I reuse the same follow-up email for multiple interviews?
No, you should always personalize your follow-up email for each interview. Refer to specific details discussed in the interview to show that you were actively listening and engaged.
Conclusion: Mastering the Follow-Up for Job Interview Success
Writing a compelling follow-up email after a job interview is a critical step in the job search process. By following the guidelines outlined in this comprehensive guide – from the strategic subject line to the meticulously crafted content – you can significantly increase your chances of landing your dream job. Remember to express gratitude, reiterate your interest, highlight your key skills, and maintain a professional tone. By avoiding common mistakes and tailoring your email to the specific interview, you’ll position yourself as a top candidate. Mastering the art of the follow-up is an investment in your future career success.