How To Write A Follow Up Email For An Interview: Your Ultimate Guide

Getting an interview is a significant step in the job search process, but it’s not the finish line. The follow-up email after your interview is a crucial, often overlooked, opportunity to solidify your impression and potentially land the job. This comprehensive guide will walk you through everything you need to know to craft a compelling follow-up that leaves a lasting positive impact.

Understanding the Importance of the Post-Interview Follow Up

Why bother with a follow-up email? The simple answer is: it works. It demonstrates your continued interest, reinforces your qualifications, and provides a chance to address any topics you might have missed during the interview. In a competitive job market, a well-crafted follow-up can set you apart from other candidates. It also shows that you’re proactive, detail-oriented, and genuinely enthusiastic about the position. Ignoring this step is akin to leaving a race before the finish line.

Timing is Everything: When to Send Your Follow-Up

The optimal timeframe for sending your follow-up email is generally within 24 hours of the interview. This shows you’re prompt and attentive. If the interviewer specified a timeline for their decision, you can tailor your follow-up accordingly. However, even if they didn’t provide a timeframe, sticking to the 24-hour window is a safe bet. Waiting longer than this can make you appear less engaged.

Crafting the Perfect Subject Line: Make it Stand Out

Your subject line is the first thing the hiring manager will see, so it needs to be clear, concise, and attention-grabbing. Avoid generic subject lines like “Thank You” or “Follow-up.” Here are some examples that work:

  • “Following Up: [Your Name] - [Job Title] Interview”
  • “Thank You - [Your Name] - [Job Title] Interview”
  • “Interview Follow-Up - [Your Name] - [Date of Interview]”

These subject lines are direct, informative, and easy for the recipient to identify. They also make it easy for the hiring manager to search their inbox later on.

The Anatomy of a Great Follow-Up Email: Key Components

A successful follow-up email consists of several key components. Here’s a breakdown:

1. The Greeting: Personalize It

Start your email with a personalized greeting. Use the interviewer’s name (e.g., “Dear Mr./Ms. [Last Name]”). Avoid generic greetings like “To Whom It May Concern.” If you interviewed with multiple people, send separate emails to each individual or include a group greeting if appropriate.

2. Express Your Gratitude: Show Appreciation

Begin by expressing your sincere gratitude for the interviewer’s time. A simple “Thank you for taking the time to speak with me yesterday” goes a long way. This reinforces your appreciation for their consideration.

3. Reiterate Your Interest: Reinforce Your Enthusiasm

Clearly state your continued interest in the position. Mentioning specific aspects of the role or the company that particularly resonated with you during the interview demonstrates your genuine enthusiasm. This is your opportunity to remind them why you’re a great fit.

4. Summarize Key Points: Briefly Recap Your Strengths

Briefly reiterate your key qualifications and how they align with the job requirements. This serves as a gentle reminder of your value proposition and reinforces the reasons why you’re a strong candidate. Don’t rewrite your resume, but highlight the most relevant skills and experiences discussed during the interview.

5. Address Any Unanswered Questions: Show Proactiveness

If there were any questions you didn’t fully answer during the interview, or if you thought of additional relevant information afterward, use this opportunity to address them. This shows you’re thoughtful and proactive.

6. Include a Call to Action: Make it Easy

End your email with a clear call to action. This could be as simple as expressing your eagerness to hear about the next steps in the hiring process or reiterating your availability for a follow-up conversation.

7. Proofread Thoroughly: Attention to Detail Matters

Before sending your email, carefully proofread it for any grammatical errors, typos, or formatting issues. A polished email reflects professionalism and attention to detail. Use a grammar checker and read it aloud to catch any mistakes.

Tailoring Your Email: Personalizing it for the Interview

The more personalized your follow-up email, the more impactful it will be. Here’s how to tailor your message:

  • Reference Specifics: Mention specific details from the conversation. This shows you were engaged and listening.
  • Address Concerns: If you sensed any hesitations during the interview, address them directly in your follow-up.
  • Demonstrate Research: If you learned something new about the company during the interview, incorporate it into your email.

What To Avoid in Your Follow-Up Email: Common Mistakes

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

  • Don’t be overly aggressive or demanding. Avoid phrases like “I expect to hear back from you soon.”
  • Don’t rewrite your resume. Focus on highlighting key takeaways from the interview.
  • Avoid typos and grammatical errors. Proofread carefully.
  • Don’t send multiple emails unless absolutely necessary. One well-crafted email is usually sufficient.
  • Never send a generic, impersonal email.

Examples of Effective Follow-Up Email Content

Here are a few examples of effective follow-up email content to guide you:

Example 1: Concise and Enthusiastic

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

Dear Mr. Smith,

Thank you so much for taking the time to speak with me yesterday about the Marketing Manager position. I truly enjoyed learning more about [Company Name] and the team’s plans for the upcoming year.

Our conversation further solidified my interest in this role. I’m particularly excited about the opportunity to contribute to [Specific Project/Goal].

I’m confident that my experience in [Specific Skill 1] and [Specific Skill 2] aligns well with your requirements. Please let me know if you require any further information. I look forward to hearing from you regarding the next steps in the hiring process.

Sincerely,

[Your Name]

Example 2: Addressing a Specific Question

Subject: Thank You - [Your Name] - Software Engineer Interview

Dear Ms. Jones,

Thank you again for the opportunity to interview for the Software Engineer position on Tuesday. I appreciated learning more about the team’s work on [Specific Project].

During our conversation, I mentioned my experience with [Programming Language]. I wanted to provide a bit more detail on my experience with [Specific Technology] as it relates to this project. I have successfully used it in X, Y, and Z projects.

I remain very enthusiastic about the role and the prospect of joining [Company Name]. Please let me know if you have any further questions.

Best regards,

[Your Name]

The Waiting Game: When and How to Follow Up Again

If you haven’t heard back after the initial follow-up, it’s generally acceptable to send a second follow-up email around a week after the first one. Keep this one brief and polite. Simply reiterate your interest and inquire about the status of your application. If you still don’t hear back after the second follow-up, you can consider it a sign that you weren’t selected.

The follow-up email is just one piece of the puzzle. Consider these additional tips to improve your chances:

  • Research the Company: Before the interview, thoroughly research the company and the role.
  • Prepare Questions: Have insightful questions prepared to ask the interviewer.
  • Dress Professionally: Make a positive first impression with your attire.
  • Be Yourself: Authenticity is key. Let your personality shine through.

Frequently Asked Questions About Post-Interview Follow Ups

What if I interviewed with a panel?

Send a thank-you email to each interviewer, if possible. If you have their email addresses, personalize each email. If you only have a group email, send a collective thank-you, but try to personalize it by mentioning something specific from each conversation.

Is it okay to send a follow-up email if I haven’t heard back within the specified timeframe?

Yes, absolutely. A brief, polite follow-up is perfectly acceptable, even if the hiring timeline isn’t met. It shows your continued interest and initiative.

How do I handle a rejection after the interview?

Even if you receive a rejection, send a brief thank-you email for their time. Express your gratitude for the opportunity and reiterate your continued interest in the company for future opportunities.

Should I include attachments in my follow-up email?

Generally, no. The body of the email should be the focus. However, if the interviewer specifically requests additional materials, such as a portfolio, you can include them.

Can I send a follow-up email even if the interview went poorly?

Yes, it’s still a good idea to send a follow-up, even if you feel the interview didn’t go as planned. It shows professionalism and allows you to address any concerns or missteps.

Conclusion: Securing Your Next Opportunity

Writing a compelling follow-up email after an interview is a critical step in the job search process. By understanding the importance of the follow-up, timing your email correctly, crafting a personalized message, and avoiding common mistakes, you can significantly increase your chances of landing the job. Remember to express your gratitude, reiterate your interest, and highlight your qualifications. Following the guidelines outlined in this article will empower you to make a lasting positive impression and ultimately secure your next career opportunity.