The period after a job interview can be filled with anticipation. Navigating this waiting game requires a professional approach that balances demonstrating your continued interest with respecting the employer’s process. A well-timed and thoughtfully composed follow-up can reinforce your enthusiasm for the role without appearing impatient.
Determine the Right Time to Follow Up
The primary factor in following up is timing. Your first step should be to consult the timeline provided by the hiring manager during your interview. If they mentioned, “we will be in touch by the end of next week,” wait until the following Monday before reaching out to show you respected their stated process.
If no specific timeline was given, a good rule of thumb is to wait five to seven business days. This period allows the hiring team to complete other scheduled interviews and conduct internal discussions. Remember that hiring can take longer than anticipated, so contacting them too soon can signal impatience rather than enthusiasm.
Choose Your Method of Communication
Email is the best choice for your follow-up. It is a professional and non-intrusive way to communicate, allowing the hiring manager to respond at their convenience. An email also creates a written record of your correspondence for tracking your application process.
A phone call can be perceived as overly aggressive and may interrupt a busy hiring manager’s day. Unless the interviewer specifically encouraged you to call, stick with email to show respect for the recruiter’s time.
What to Include in Your Follow-Up Message
Start with a clear subject line that informs the recipient of the email’s purpose, such as “Following up on the [Job Title] Interview.” Your message should begin with a polite greeting addressed to the hiring manager by name. Briefly mention the position and the interview date to provide context.
Reiterate your strong interest in the role, referencing a specific point from your conversation to show you were engaged. The core of the email is a polite request for an update on the hiring timeline. Conclude with a professional closing like “Best regards,” followed by your full name, and proofread carefully before sending.
Follow-Up Email Examples
A. First Follow-Up Email
Send this initial follow-up if the provided timeline has passed, or after five to seven business days if none was given. The goal is to gently ask for an update while reaffirming your interest.
Subject: Following up on the Marketing Coordinator Interview
Dear [Hiring Manager’s Name],
I hope you are having a productive week. I am writing to follow up on my interview on [Date of Interview] for the Marketing Coordinator position. I truly enjoyed our conversation and learning more about the team and the exciting projects at [Company Name].
Our discussion further solidified my interest in this opportunity and my confidence that my skills in [Mention a specific skill] would be a strong asset to your team. I was hoping you might have an update on the timeline for the next steps in the hiring process.
Thank you again for your time and consideration. I look forward to hearing from you.
Best regards,
[Your Name]
B. Second Follow-Up Email
If another week or two passes with no response, you can send this final email. This message is a brief, professional check-in that also provides a sense of closure.
Subject: Checking in: Marketing Coordinator role
Dear [Hiring Manager’s Name],
I hope this email finds you well. I wanted to check in one last time regarding the Marketing Coordinator position I interviewed for on [Date of Interview].
I understand that you are likely very busy, and I remain highly interested in the opportunity to join your team. Please let me know if there is any additional information I can provide. If your priorities have shifted, I wish you the best in your search.
Thank you,
[Your Name]
Common Mistakes to Avoid
To avoid undermining the positive impression you made, avoid following up too frequently or too soon, as this can seem impatient. Another common error is adopting a demanding or entitled tone; your message should always be polite and respectful. It is also a mistake to send a generic email instead of personalizing it with details from your conversation. Finally, contact only your primary contact instead of multiple people, and keep your message concise and to the point.
What to Do If You Still Don’t Hear Back
After sending a second follow-up email without a response, it is best to mentally move forward. While this can be disheartening, interpreting the silence as a “no” allows you to refocus your energy on other job opportunities. Continuing to send messages beyond this point can appear unprofessional and is unlikely to change the outcome.
Not every interview will result in an offer, and some companies do not notify every candidate who was not selected. Instead of dwelling on the lack of response, channel your time into applying for new roles and preparing for future interviews.