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

Landing a job interview is a significant achievement. But the process doesn’t end there. The follow-up email you send after the interview can be the key to securing the position. This guide will provide you with the insights and strategies you need to craft a compelling and effective follow-up email that sets you apart from other candidates.

The Importance of a Post-Interview Email

Why bother sending a follow-up email? Isn’t the interview enough? Absolutely not. A well-crafted follow-up demonstrates your continued interest, reinforces your qualifications, and provides you with an opportunity to reiterate your key strengths. It’s a chance to leave a lasting positive impression. Think of it as the final, crucial step in the interview process.

When to Send Your Follow-Up Email

Timing is crucial. Aim to send your email within 24-48 hours of your interview. This timeframe is considered timely without being overly aggressive. Sending it too soon can appear desperate, while waiting too long might make you seem less enthusiastic. If you interviewed on a Friday, sending it Monday morning is perfectly acceptable.

Crafting the Perfect Subject Line

The subject line is your first impression. It needs to be concise, professional, and attention-grabbing. Avoid generic phrases like “Following Up” or “Thank You.” Instead, try these options:

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

The goal is to immediately identify the email’s purpose and the specific job you interviewed for.

The Essential Elements of Your Email

Your follow-up email should be structured clearly and contain the following key elements:

Personalized Greeting

Start with a personalized greeting. Use the interviewer’s name (e.g., “Dear Mr./Ms. [Last Name]”). If you interviewed with multiple people, send individual emails or, if that’s not feasible, include each interviewer’s name in your greeting (e.g., “Dear Mr. Smith and Ms. Jones,”).

Expressing Gratitude

Always begin by expressing your sincere gratitude for the interviewer’s time. Briefly mention how much you enjoyed the conversation and the opportunity to learn more about the role and the company.

Reiterate Your Interest and Highlight Key Points

This is where you reiterate your strong interest in the position. Briefly mention a couple of key points from the interview that resonated with you. This demonstrates that you were actively listening and engaged. Then, reinforce your qualifications by briefly highlighting one or two key skills or experiences that align with the job requirements. Avoid simply repeating your resume; instead, provide a specific example of how you’ve used those skills to achieve positive results.

Addressing Any Unanswered Questions

If there were any questions you weren’t able to fully answer during the interview, this is your opportunity to address them. Provide a concise and thoughtful response. This shows initiative and a genuine desire to provide a complete picture of your capabilities.

Offering Additional Information (If Applicable)

Sometimes, providing additional information can strengthen your application. Did you mention a project during the interview? Consider attaching a link to your portfolio or a relevant document. However, only include this if it truly adds value and supports your candidacy.

Ending with a Call to Action and a Professional Closing

Conclude your email with a clear call to action. Express your eagerness to hear about the next steps in the hiring process. Use phrases like: “I look forward to hearing from you regarding the next steps” or “Thank you again for your time and consideration. I’m very enthusiastic about this opportunity and welcome the chance to discuss my qualifications further.” End with a professional closing like “Sincerely,” “Best regards,” or “Thank you,” followed by your full name.

Common Mistakes to Avoid

Several common pitfalls can undermine your follow-up email:

• Typos and Grammatical Errors: Proofread your email carefully before sending it. Errors demonstrate a lack of attention to detail.
• Generic Emails: Don’t send a generic, mass-produced email. Tailor each email to the specific interview and the interviewer.
• Being Overly Pushy: Avoid excessive follow-up emails. One follow-up is usually sufficient.
• Rambling: Keep your email concise and to the point. Avoid unnecessary details.
• Negative Comments: Refrain from making negative comments about your previous employer or colleagues.

Tailoring Your Email to Different Interview Types

The format of your follow-up email can be adapted depending on the interview type:

• Phone Interview: The follow-up should be concise and reiterate your key qualifications.
• In-Person Interview: Thank the interviewer for their time and highlight specific aspects of your conversation.
• Panel Interview: Consider sending individual emails to each interviewer, or a single, well-crafted email that addresses each person.

What If You Don’t Hear Back?

If you haven’t heard back within the timeframe the interviewer provided (or within a week or two if no timeframe was given), it’s okay to send a brief, polite follow-up email. Simply inquire about the status of your application. Be patient and avoid being demanding. Sometimes, hiring processes take longer than expected.

The Power of Personalized Examples

Let’s look at a couple of examples of how to apply these principles:

Example 1: For a Marketing Specialist Role

“Dear Ms. Johnson,

Thank you so much for taking the time to speak with me yesterday about the Marketing Specialist position at [Company Name]. I truly enjoyed learning more about your team’s recent campaigns, especially the [mention a specific campaign].

I was particularly excited to hear about the opportunity to [mention a specific task mentioned in the interview, e.g., manage social media content]. As we discussed, my experience in [mention a relevant skill, e.g., content creation and SEO optimization] has consistently resulted in increased engagement and lead generation. For example, in my previous role at [Previous Company], I [briefly explain a specific achievement].

I’m confident that my skills and experience align perfectly with the requirements of this role. I look forward to hearing from you regarding the next steps.

Sincerely, [Your Name]”

Example 2: For a Software Engineer Role

“Dear Mr. Davis,

Thank you for the opportunity to interview for the Software Engineer position at [Company Name] this morning. I thoroughly enjoyed our conversation and learning more about [Company Name]’s innovative projects, especially the one relating to [mention a specific project].

I wanted to reiterate my strong interest in this role. As we discussed, my experience with [mention a specific technology or language] and my proven ability to [mention a relevant skill, e.g., design and implement scalable solutions] would be a valuable asset to your team. I’m particularly adept at [mention another relevant skill] as I demonstrated when I [briefly explain a specific achievement].

I am eager to learn about the next steps in the hiring process and look forward to hearing from you soon.

Best regards, [Your Name]”

FAQs About Job Interview Follow-Up Emails

Here are some frequently asked questions that can help you further refine your approach:

What if I forgot to ask a question during the interview?

This is a perfect opportunity to include it in your follow-up email! It shows proactive thinking and a genuine interest in the role. Phrase it as a brief, thoughtful question, demonstrating your engagement.

Can I include a link to my online portfolio?

Absolutely. If your portfolio is relevant to the job and demonstrates your skills, include a link. Be sure to mention it briefly in your email so the interviewer knows why you included it.

Should I follow up again if I don’t hear back after the first follow-up?

It depends. If the company provided a timeline, wait until after that timeframe has passed. If not, waiting a week or two is reasonable. If you still haven’t heard back, you can send a very brief email checking in, but don’t bombard the hiring manager.

How do I address multiple interviewers?

If you have individual email addresses, send individual emails. If not, address the email to all interviewers by name. Keep it professional and ensure all points discussed are covered.

What if the interviewer mentioned they’d be out of the office?

Acknowledge their absence in your email and adjust your follow-up timeline accordingly. For example, if they mentioned they’d be back in a week, wait until then to send your email.

Conclusion

Writing a compelling job interview follow-up email is a critical step in the job search process. By following the strategies outlined in this guide – expressing gratitude, reiterating your interest, highlighting relevant skills, and tailoring your message – you can significantly increase your chances of landing the job. Remember to be professional, concise, and personalized. Proofread carefully, and don’t be afraid to use the opportunity to provide additional value. By mastering the art of the post-interview email, you’ll position yourself for success and stand out from the competition.