How To Write A Killer Interview Follow Up Email
Landing an interview is a huge win. You’ve made it through the initial screening and are now one step closer to your dream job. But the interview itself isn’t the finish line. After the handshake and the “we’ll be in touch,” there’s a crucial step that can significantly influence your chances: the interview follow-up email.
This isn’t just about sending a generic “thank you.” It’s about strategically solidifying your candidacy, reiterating your value, and subtly nudging the hiring manager towards a positive decision. This guide will equip you with the knowledge and tools to craft a follow-up email that truly stands out.
The Importance of Following Up After an Interview
Why bother with a follow-up? The answer is simple: it demonstrates professionalism, shows your continued interest, and provides an opportunity to reinforce your qualifications. A well-crafted email can also help you address any points you might have missed during the interview or provide additional context to your responses. It’s your chance to leave a lasting, positive impression.
Timing is Everything: When to Send Your Thank You
The golden rule for sending a follow-up email is within 24 hours of the interview. This demonstrates promptness and keeps you fresh in the interviewer’s mind. If you interviewed early in the day, aim to send it by the end of the day. If the interview was later, sending it first thing the following morning is perfectly acceptable.
Crafting the Perfect Subject Line
Your subject line is your first impression. It needs to be clear, concise, and attention-grabbing. Avoid generic subject lines like “Thank You.” Instead, try something like:
- “Following Up: [Your Name] – [Job Title] Interview”
- “Thank You – [Your Name] – Interview for [Job Title]”
- “Interview Follow-Up – [Your Name] – [Date of Interview]”
The goal is to make it immediately clear who you are and what the email is about.
The Anatomy of a Winning Follow-Up Email
Let’s break down the key components of a successful interview follow-up email:
1. The Greeting
Start with a professional greeting. “Dear [Interviewer’s Name],” is the standard and most appropriate choice. If you interviewed with a panel, personalize the greeting for each person you spoke with. If you don’t have everyone’s names, “Dear Hiring Team” or “Dear Interviewers” is acceptable.
2. Expressing Gratitude
Begin by expressing your sincere gratitude for their time and consideration. Be specific; mention something you enjoyed about the interview or a particular topic you discussed. This shows you were engaged and paying attention. For example: “Thank you so much for taking the time to speak with me yesterday about the [Job Title] position. I particularly enjoyed our conversation about [Specific Topic].”
3. Reiterate Your Interest and Enthusiasm
This is where you reaffirm your interest in the role and the company. Briefly reiterate why you’re a great fit and what excites you about the opportunity. Keep it concise and enthusiastic. For example: “After our conversation, I am even more enthusiastic about the opportunity to contribute to [Company Name] and help achieve [Company Goal].”
4. Reinforce Your Key Strengths
This is your opportunity to highlight one or two key skills or experiences that align with the job requirements. Don’t just repeat what you said in the interview. Instead, provide a concise example or anecdote that further supports your qualifications. For example: “As we discussed, my experience in [Specific Skill] would allow me to immediately contribute to [Specific Project or Task].”
5. Address Any Unanswered Questions or Points Missed
If you didn’t fully answer a question during the interview, or if something came to you afterward, this is your chance to clarify or expand. Keep this section brief and focused. For example: “I wanted to add that my experience with [Specific Technology] also includes [Specific Achievement], which I believe is directly relevant to your need for [Specific Skill].”
6. Closing and Call to Action
Conclude with a polite closing and a clear call to action. Thank them again for their time and reiterate your interest. Express your eagerness to hear back from them. For example: “Thank you again for your time and consideration. I am very enthusiastic about the opportunity and look forward to hearing from you soon. Please do not hesitate to contact me if you require any further information.”
7. Professional Sign-Off
Use a professional sign-off, such as “Sincerely,” “Best regards,” or “Thank you again,” followed by your full name.
8. Contact Information
Include your phone number and email address in your signature. This makes it easy for the interviewer to contact you.
Tailoring Your Email to Different Interview Scenarios
Your approach might vary slightly depending on the type of interview and the interviewer:
Individual Interviews
Personalize your email to the individual interviewer, referring to specific points discussed.
Panel Interviews
Send individual emails to each panel member, if possible. If not, send a single email to the lead interviewer, making sure to address key points from the entire discussion.
Phone Interviews
Follow the same guidelines as for in-person interviews.
Virtual Interviews
The same principles apply to virtual interviews.
Common Mistakes to Avoid
- Typos and Grammatical Errors: Proofread your email carefully! Errors can undermine your professionalism.
- Generic Content: Avoid sending a generic “thank you” email. Personalize it to each interviewer.
- Being Overly Pushy: Don’t send multiple follow-up emails or pester the hiring manager.
- Sharing Too Much Information: Keep it concise and focused on your qualifications.
- Negativity: Avoid complaining or making negative comments about past employers or experiences.
Following Up After the Follow-Up: When and How
You’ve sent your follow-up email. Now what? Give the hiring manager at least a week or two to respond. If you haven’t heard back after that time, it’s acceptable to send a brief, polite follow-up email. In this second email, you can simply reiterate your interest and inquire about the status of your application.
Five Unique FAQs About Interview Follow-Up Emails
What if I don’t remember the interviewer’s name?
If you genuinely don’t know the interviewer’s name, try to find it on LinkedIn or the company website. If you can’t, use “Dear Hiring Manager” or “Dear Interviewers.”
Is it okay to send a follow-up email if I’m not sure I want the job?
Yes, it’s still professional to send a thank-you email. It’s a good practice to maintain a positive impression. You can always decline the offer later if it’s not the right fit.
Should I include attachments in my follow-up email?
Generally, no. The body of your email should be enough. If you have a specific, relevant document, like a portfolio piece, you can mention it and offer to send it upon request.
How can I make my follow-up email stand out from the crowd?
Personalization is key. Reference specific details from the interview, show genuine enthusiasm, and provide a concise, compelling example that demonstrates your value.
What if I interviewed with a recruiter?
Follow up with the recruiter. They are your direct point of contact and will likely be passing your information on to the hiring manager.
Conclusion: Mastering the Interview Follow Up
Writing a compelling interview follow-up email is a critical step in the job search process. By understanding the importance of following up, timing your email strategically, crafting a personalized message, and avoiding common pitfalls, you can significantly increase your chances of landing your dream job. Remember to express gratitude, reiterate your interest, reinforce your key strengths, and provide any clarifying information. By following these guidelines, you’ll be well on your way to making a lasting, positive impression and securing your next career opportunity.