How To Write a Follow Up Email to an Interview: The Ultimate Guide to Landing the Job
So, you’ve aced the interview – congratulations! But the job hunt isn’t over yet. The next critical step is the follow-up email. It’s your chance to reiterate your interest, reinforce your qualifications, and subtly nudge the hiring manager. This guide will equip you with everything you need to craft the perfect follow-up email, increasing your chances of landing that dream job.
The Importance of Following Up After an Interview
Why is a follow-up email so crucial? It’s about professionalism, courtesy, and showing genuine interest. In today’s competitive job market, standing out from the crowd is essential. A well-crafted follow-up does just that. It demonstrates that you’re proactive, organized, and truly invested in the opportunity. It also gives you a chance to address any points you may have missed during the interview.
Timing is Everything: When to Send Your Follow-Up
Knowing when to send your email is almost as important as the content itself. Generally, aim to send your follow-up email within 24-48 hours of your interview. Waiting longer than that might suggest a lack of enthusiasm. If the interviewer provided a specific timeline for hearing back, adhere to it. Use that as your guide.
The Exception to the Rule: When You’re Given a Timeline
If the interviewer explicitly stated when you would hear back (e.g., “We’ll be making a decision by the end of next week”), your follow-up can be a little more flexible. You can still send one within the 24-48 hour window, but it can be shorter, simply thanking them and reiterating your interest. If you haven’t heard back by the stated timeline, a second, more proactive follow-up is warranted.
Crafting the Perfect Subject Line: Making Your Email Stand Out
The subject line is the first impression. It needs to be clear, concise, and easy to understand. Avoid generic subject lines like “Following Up.” Instead, use something like:
- “Following Up: [Your Name] - [Job Title] Interview”
- “Thank You - [Your Name] - [Job Title] Interview”
- “Interview Follow-Up: [Your Name] - [Company Name]”
The goal is to make it instantly recognizable and remind the recipient who you are and what the email is about.
The Anatomy of a Winning Follow-Up Email
Let’s break down the essential components of a successful follow-up email:
The Greeting: Keeping it Professional
Start with a formal greeting, such as “Dear [Interviewer’s Name],” or “Dear Mr./Ms. [Last Name],” if you’re unsure of the preferred title. Always use the name of the person you interviewed with.
Expressing Gratitude: Thanking the Interviewer
This is the most important part. Start by thanking the interviewer for their time and the opportunity to discuss the position. Show genuine appreciation for their time and consideration.
Reiterate Your Interest: Solidifying Your Enthusiasm
Reiterate your strong interest in the role and the company. Briefly mention something specific you discussed during the interview that resonated with you. This personalized touch shows you were actively listening and engaged.
Summarize Your Qualifications: Briefly Reinforcing Your Skills
This isn’t a repeat of your resume. Focus on 2-3 key skills or experiences that directly align with the job requirements. Connect these qualifications back to the specific needs of the role, demonstrating how you can contribute to the company’s success.
Addressing Any Unanswered Questions: Filling the Gaps
Did you forget to mention something important during the interview? Now is the time to address it. Perhaps you have further information to share, or you want to clarify a point. This shows you’re thoughtful and attentive.
The Call to Action: The Subtle Nudge
End with a clear call to action. Express your eagerness to hear back and reiterate your availability for further discussion. Something like: “I am very enthusiastic about the opportunity and look forward to hearing from you soon.”
The Closing: Leaving a Positive Impression
Close with a professional sign-off, such as “Sincerely,” “Best regards,” or “Thank you,” followed by your full name and contact information (phone number and email address).
Tailoring Your Email: Personalizing Your Message
Generic emails are easily spotted and often discarded. Personalize your email to each specific interview. Reference something specific you discussed, mention something you learned about the company, or highlight a specific detail from the job description. This shows you care enough to put in the extra effort.
Avoiding Common Mistakes: Traps to Steer Clear Of
Several common pitfalls can damage your chances:
- Typos and Grammatical Errors: Always proofread your email carefully. A sloppy email reflects poorly on your attention to detail.
- Being Too Pushy: Avoid excessive follow-ups. One well-timed email is usually sufficient.
- Repeating Your Resume: Don’t simply rehash your resume. Provide new insights and context.
- Negative Comments: Never speak negatively about previous employers or colleagues.
- Not Following Instructions: If the interviewer provided specific instructions for follow-up, adhere to them.
Following Up if You Haven’t Heard Back: The Second Email
If you haven’t heard back within the timeframe you were given, or after a week or so, it’s acceptable to send a second, more proactive follow-up. This email should be brief and polite, reiterating your interest and inquiring about the status of your application.
What to Include in a Second Follow-Up
Keep it concise. Reiterate your interest, briefly mention your key qualifications, and subtly inquire about the hiring timeline.
Using Follow-Up Emails for Networking
Follow-up emails are a powerful networking tool. Even if you don’t get the job, you can use the opportunity to connect with the interviewer on LinkedIn or ask for informational interviews.
FAQs About Follow-Up Emails
Here are some frequently asked questions, answered to help you even further:
- How do I find the interviewer’s email address? Check the company website, LinkedIn, or the original job posting. If you’re really stuck, you can politely ask the recruiter or hiring manager for the correct address.
- Can I send a follow-up if I interviewed with multiple people? Yes! Send individual emails to each interviewer, personalizing each message.
- What if I don’t remember the interviewer’s name? This is less than ideal, but if you truly don’t know, you can try to find out through the recruiter or by searching LinkedIn. If you are unable to find out, consider addressing the email to the hiring team and explain the situation.
- Is it okay to follow up on a rejection? Yes, you can. Thank them for their time and ask for feedback on your application. Keep it brief and professional.
- What if I get an automated rejection email? Unfortunately, this is common. If you received an auto-response, you can still send a brief thank you email, but you can also use this opportunity to ask if they know of any other open positions.
Conclusion: Securing Your Next Opportunity
Writing a follow-up email to an interview is not just a formality; it’s a strategic step in the job application process. By following the guidelines outlined in this guide, you can craft a compelling email that reinforces your interest, highlights your qualifications, and ultimately, increases your chances of landing the job. Remember to be prompt, professional, and personalized. Good luck!