How To Write A Follow Up Email For A Job: A Comprehensive Guide

Landing a job interview is a significant achievement, but the journey doesn’t end there. Often, the next crucial step is the follow-up email. Many candidates overlook this essential piece of communication, missing out on opportunities to reiterate their interest and solidify their candidacy. This guide provides a comprehensive look at crafting compelling follow-up emails that can significantly boost your chances of getting hired.

Understanding the Importance of a Job Application Follow Up

The follow-up email after a job interview isn’t just a formality; it’s a strategic move. It demonstrates your enthusiasm, attention to detail, and proactive nature. It also allows you to:

• Reiterate your interest: Remind the hiring manager that you’re genuinely excited about the role.
• Reinforce your qualifications: Briefly recap why you’re a good fit for the position.
• Address any unanswered questions: Offer additional information or clarify points from the interview.
• Showcase your professionalism: A well-crafted email reflects your communication skills.
• Stay top-of-mind: In a competitive job market, staying visible is key.

Timing is Everything: When to Send Your Follow Up

Knowing when to send your follow-up email is as important as what you write. The timing depends on the situation:

• After the interview: Send a thank-you email within 24 hours of the interview. This shows immediate appreciation and keeps you fresh in their minds.
• After submitting your application: If you haven’t heard back in a week or two after submitting your application, send a follow-up.
• Following up on a decision: If you were given a timeframe for a decision, follow up within a few business days after that timeframe passes.

Crafting the Perfect Thank You Email: Key Elements

Your initial follow-up email after the interview should primarily serve as a thank-you note. Here’s how to structure it:

Subject Line: Keep it Clear and Concise

Use a subject line that clearly indicates the purpose of the email. Examples include:

• “Thank You – [Your Name] – [Job Title]”
• “Following Up – [Your Name] – [Job Title] Interview”
• “Thank You for the Interview – [Your Name]”

Body of the Email: Express Gratitude and Reiterate Interest

• Start with a sincere thank you. Express your gratitude for the interviewer’s time.
• Reiterate your interest in the position. State your excitement for the role and the company.
• Briefly mention something specific you discussed. Referencing a particular conversation point demonstrates you were engaged.
• Reiterate your qualifications (briefly). Briefly highlight your key skills and experience.
• Reiterate your availability. Confirm you are still available and eager to move forward.
• End with a professional closing. Use a professional closing like “Sincerely,” “Best regards,” or “Thank you again.”

Proofread Carefully: Attention to Detail Matters

Before sending your email, thoroughly proofread it for any grammatical errors, typos, or formatting issues. A polished email showcases your professionalism.

Follow Up Email After No Response: A Second Attempt

If you haven’t heard back after your initial thank-you email and the expected timeframe has passed, it’s acceptable to send a second follow-up. This email has a slightly different focus.

Subject Line for Second Follow Up: Gentle Reminder

Use a subject line like:

• “Following Up - [Your Name] - [Job Title]”
• “Checking In - [Your Name] - [Job Title]”
• “Regarding the [Job Title] Position”

Body of the Second Email: Maintain Professionalism and Patience

• Reiterate your interest again, but be concise.
• Briefly mention your understanding of the timeline (if any was provided).
• Reiterate your qualifications (briefly).
• Maintain a positive tone.
• Express your continued availability.
• End with a professional closing.

Keep it Brief: Respect Their Time

Keep this second follow-up email concise and respectful of the hiring manager’s time. Don’t be overly persistent.

Specific Examples: Templates and Examples

Here are a few examples to guide you. Remember to personalize these to fit your specific situation and the job you’re applying for.

Example 1: Thank You Email After Interview

Subject: Thank You – [Your Name] – Marketing Manager Interview

Dear [Hiring Manager Name],

Thank you for taking the time to speak with me yesterday about the Marketing Manager position at [Company Name]. I truly enjoyed learning more about the role and [Company Name]’s innovative approach to [Industry/Specific area].

Our conversation about [Specific topic discussed] was particularly insightful. I am confident that my experience in [Specific Skill 1] and [Specific Skill 2] aligns well with the requirements of this position.

I am very enthusiastic about the opportunity and eager to contribute to [Company Name]’s continued success. Please let me know if you require any further information from my end.

Thank you again for your consideration.

Sincerely,

[Your Name]

Example 2: Second Follow Up Email (After No Response)

Subject: Following Up – [Your Name] – Marketing Manager Interview

Dear [Hiring Manager Name],

I hope this email finds you well.

I am following up on my interview for the Marketing Manager position at [Company Name] on [Date of Interview]. I remain very interested in this exciting opportunity and believe my skills and experience in [Specific Skill 1] and [Specific Skill 2] would be a valuable asset to your team.

Please let me know if you require any further information from my end. I look forward to hearing from you.

Best regards,

[Your Name]

Common Mistakes to Avoid

Several mistakes can negatively impact your follow-up emails. Avoid these:

• Sending generic emails: Customize each email to the specific job and interviewer.
• Being too persistent: Avoid sending multiple follow-up emails within a short timeframe.
• Using unprofessional language or tone: Maintain a professional and respectful tone throughout.
• Including irrelevant information: Keep your focus on the job and your qualifications.
• Failing to proofread: Always proofread your email for errors before sending it.

Adapting to Different Application Channels

The method of application might influence your follow-up approach.

Follow Up Email After Applying Online

If you applied online, a follow-up email can still be effective, particularly if you haven’t heard back within a reasonable timeframe (e.g., two weeks).

Follow Up Email After Submitting a Resume

If you submitted a resume, a brief email acknowledging your application and reiterating your interest is appropriate.

Follow Up Email When You Know the Hiring Manager

If you know the hiring manager, personalize your email more and maybe even reference a previous interaction.

Optimizing Your Email for Applicant Tracking Systems (ATS)

Many companies use Applicant Tracking Systems (ATS) to manage applications. While not the primary focus, consider these points:

• Use relevant keywords: Incorporate keywords from the job description naturally.
• Keep it simple: Avoid complex formatting that might confuse the ATS.

How to Handle Rejection Gracefully

Sometimes, you won’t get the job. It’s important to handle rejection professionally. A brief thank-you email acknowledging the decision and expressing your appreciation for their time is a good practice.

Frequently Asked Questions (FAQs)

How long should a follow-up email be? Keep your follow-up email concise and to the point. Aim for around 150-250 words.

What if I don’t have the hiring manager’s email address? Try to find it on the company website, LinkedIn, or through a mutual connection. If you can’t find it, consider sending a message through LinkedIn.

Should I include attachments in my follow-up email? Generally, it’s best to avoid attachments unless specifically requested.

Can I follow up more than twice? While it’s acceptable to send a second follow-up, avoid sending any more unless the hiring manager specifically requests further information.

Is it okay to ask for feedback if I’m rejected? Yes, it’s acceptable to politely request feedback, but be prepared that they may not be able to provide it.

Conclusion: Mastering the Follow-Up for Job Success

Writing effective follow-up emails is a crucial skill in the job search process. By understanding the importance of timing, crafting compelling content, and avoiding common pitfalls, you can significantly increase your chances of landing your dream job. Remember to always express gratitude, reiterate your interest, and maintain a professional and proactive approach. Following these guidelines will not only improve your chances but also demonstrate your commitment and professionalism, setting you apart from other candidates. By consistently applying these strategies, you’ll be well on your way to job search success.