Completing a job interview is a significant step, but the process continues after you leave the office or log off the video call. Following up professionally demonstrates continued interest and a proactive approach to communication. While many candidates rely solely on email, a follow-up phone call is an assertive method that can distinguish you from the competition. This direct approach allows you to reinforce your qualifications and seek clarity on the next stages.
Deciding on the Best Follow-Up Method
Selecting the appropriate communication channel is the first decision after the interview process concludes. The follow-up email remains the standard for initial thank-you messages due to its speed and non-intrusiveness. A phone call is better when the decision timeline was vague or if you established a strong personal connection with the interviewer during the discussion.
The directness of a call allows you to gauge the interviewer’s tone and receive immediate feedback about the process. Avoid a call if the company culture is highly formal or if the interviewer explicitly requested all subsequent communication be conducted via email. Email is also the safer choice in regulated corporate environments where written records are preferred for all hiring interactions.
Optimal Timing for the Follow-Up Call
Timing the follow-up contact requires precision to avoid appearing impatient or overly eager. The initial communication must be a thank-you email sent within 24 hours of the interview to express gratitude and briefly reiterate interest. This initial contact is separate from the formal follow-up call seeking a status update.
The ideal moment for placing the status call is one to two business days after the decision deadline provided by the hiring team has passed. If the interviewer failed to provide a specific timeline, wait seven to ten business days following the interview before reaching out. Placing the call before this window suggests a lack of understanding of the internal processes required for candidate selection.
Essential Preparation Before Making the Call
Before dialing, preparation is necessary to ensure the conversation is professional and productive. Identify the correct recipient, which is usually the hiring manager you interviewed with, rather than an HR representative who may lack direct decision-making power. Have your interview notes and the job description readily available to reference specific details if the conversation requires it.
Prepare two or three concise, open-ended questions focused on the next steps or the required skill set for the role. This preparation prevents stammering and keeps the conversation focused on tangible outcomes. Ensure you are in a quiet, private environment with reliable reception, treating the call as a formal business meeting. Maintain an even, professional demeanor regardless of the outcome, whether the news is positive, negative, or simply a request for more time.
Structuring the Follow-Up Conversation
The structure of the follow-up conversation is important to achieving the desired outcome without sounding demanding or unprofessional. Begin the call with a brief reintroduction, immediately stating the purpose of your contact to respect the interviewer’s time. For example, clearly state your name, the job title, and that you are calling to follow up on the timeline for next steps.
This opening quickly establishes context and confirms the interviewer is ready to discuss the position. The main query should focus on the process timeline rather than demanding a specific decision. Ask about the status of the search or when they anticipate moving forward with the next stage of interviews.
Avoid language that suggests impatience, framing your question as a desire to plan your own schedule around their process. If the interviewer provides a non-committal answer, politely ask for a general timeframe or a specific date when you can check in again. This keeps the responsibility for the next contact clear and assigned.
The conversation should conclude by reiterating your enthusiasm for the specific opportunity and confirming the next steps discussed. Before hanging up, summarize the agreed-upon action, such as confirming the date you expect to hear back. This closing ensures mutual understanding of the expected outcome.
Handling Voicemail and Unclear Answers
Since the interviewer may not answer the phone, prepare a concise and professional voicemail message. The voicemail should be brief, stating your name, the position you interviewed for, and a neutral reason for the call. State that you are following up on the projected timeline for the next steps and would appreciate a brief return call when convenient.
If you successfully connect but the interviewer provides an ambiguous response, such as “We are still deciding,” respond professionally and maintain a positive tone. Do not press for an immediate decision or show disappointment regarding the delay. Instead, use the opportunity to secure a firm commitment for the next touchpoint.
Politely inquire about the best time to check back, such as asking if you should call next Thursday or the following week. The objective is to leave the conversation with a mutually agreed-upon date for the next communication, ensuring the process does not stall without a defined follow-up plan.
Strategy for Subsequent Follow-Ups
If the initial follow-up call does not yield a response or a definitive next step, subsequent contact should be handled with caution. A second follow-up is warranted one to two weeks after the date you agreed upon during the call, and this contact should revert to a professional email. This final outreach should be brief, reaffirming interest and asking for any updates.
If this second outreach also goes unanswered, acknowledge that the opportunity is likely no longer active. To maintain professionalism and close the loop gracefully, consider sending a final email thanking the team for their time and formally withdrawing your candidacy. This respectful closure allows you to redirect your focus to other active searches.