A job interview does not conclude when you leave the room; it ends after you send a follow-up email. This communication is a standard part of the post-interview process that can influence a hiring manager’s final decision. This guide provides a clear process for crafting an email that reinforces your candidacy for the role.
Why Sending a Follow-Up Email Matters
Sending a note after an interview is an act of courtesy that demonstrates professionalism and acknowledges the interviewer’s time. This gesture can differentiate you from other candidates and reinforces your enthusiasm for the position. Strategically, the follow-up email brings your name back to the forefront of the hiring manager’s mind. It is another chance to reiterate your qualifications and sustained interest, keeping you an engaged candidate in their decision-making process.
When to Send Your Follow-Up Email
Send your follow-up email within 24 hours of the interview. This window is effective because the conversation is still fresh in both your mind and the interviewer’s, allowing your points to resonate more clearly. Promptness shows respect for their time and maintains the momentum from your meeting.
If your interview is on a Friday afternoon, you have two professional options. You can send the email later that day, which shows immediate attentiveness. Or, you can wait to send it on Monday morning, ensuring it is at the top of their inbox.
Key Components of an Effective Follow-Up Email
Compelling Subject Line
Your subject line should be clear and concise, instantly informing the recipient of the email’s purpose. Vague subject lines risk being overlooked. Use straightforward phrases like “Thank you – [Job Title] Interview” or “Following up on our [Job Title] conversation,” and include your name to help the recipient immediately place you.
Personalized Greeting
Always begin with a personalized greeting, addressing the interviewer by their correct name and title. If you met with multiple people, send a separate, individualized email to each person. This shows attention to detail and prevents the message from feeling generic. Starting with “Dear [Interviewer’s Name],” establishes a respectful tone.
The Thank You and Reiteration of Interest
Your opening paragraph should get straight to the point. Thank the interviewer for their time and the opportunity to discuss the role, then reiterate your strong interest in the position. For instance, “Thank you for speaking with me today about the Financial Analyst position. I enjoyed our conversation and remain excited about the possibility of joining your team.”
A Specific, Memorable Detail
To make your email stand out, include a specific detail from your conversation to show you were actively listening. You might reference a project they mentioned, a company value that resonated with you, or a shared professional interest. Mentioning something specific like, “I was particularly interested in learning about the upcoming data center expansion,” shows you absorbed the details of the role.
A Forward-Looking Closing and Signature
Conclude your email with a professional closing such as “Best regards,” or “Sincerely.” Your signature should be clean and provide your full name and phone number. This makes it easy for the hiring team to contact you for any subsequent steps.
Common Mistakes to Avoid
Avoid common mistakes that can undermine your positive impression. Proofread carefully for typos and grammatical errors, as these suggest a lack of attention to detail. Other missteps include:
- Sending the email too late, which can suggest a lack of enthusiasm.
- Being too generic and not referencing your specific conversation.
- Using an aggressive or pushy tone regarding the hiring timeline.
- Writing a long message that a busy hiring manager may not read in full.
Follow-Up Email Templates
Here are two templates that can be adapted for different post-interview situations. They apply the principles of being polite, professional, and specific.
Template 1: Standard Post-Interview Follow-Up
Subject: Thank you – [Job Title] Interview
Dear [Interviewer’s Name],
Thank you for speaking with me on [Date] about the [Job Title] position. I enjoyed our conversation and learning more about the team and goals at [Company Name].
I was particularly interested in our discussion about [mention a specific, positive point from the interview]. My experience in [mention a relevant skill] aligns with this, and I am confident I can contribute to your team’s success. I remain enthusiastic about this opportunity.
Please let me know if you need any other information. I look forward to hearing from you about the next steps.
Best regards,
[Your Name]
[Your Phone Number]
Template 2: Concise Follow-Up After a Phone Screen
Subject: Following up on our conversation
Dear [Interviewer’s Name],
Thank you for your time today to discuss the [Job Title] role. It was a pleasure to learn more about the position, and I am very interested in moving forward.
Based on our conversation, my skills in [mention 1-2 key skills] are a strong match for your needs.
I am eager to hear about the next steps and hope to speak with you again soon.
Sincerely,
[Your Name]
[Your Phone Number]
What to Do if You Don’t Hear Back
If the interviewer provided a decision timeline and that date passes, send a brief follow-up. Wait about a week after their stated deadline before reaching out. If no timeline was given, waiting about two weeks after your interview is a reasonable timeframe. This second email should be a polite and concise check-in on the hiring process that reminds them of your continued interest. Reply to your original thank-you email to keep the context in one thread. A simple message like, “I’m writing to politely check in on the status of the [Job Title] position,” is sufficient.