Waiting to hear back after a job interview can be stressful, leading to uncertainty about your application status. A follow-up email is a proactive step to manage this period. It allows you to express continued interest in the position and politely request an update, reinforcing your professionalism.
When to Send Your Follow-Up Email
If the hiring manager provided a specific timeline during your interview, respect that timeframe. You should only send an email after that specified date has passed without any communication from them. This demonstrates your ability to listen and follow instructions.
If no timeline was mentioned, wait approximately five to seven business days after your interview before reaching out. This allows the hiring team sufficient time to complete other interviews and conduct internal discussions. Waiting too long might convey a lack of interest, so a well-timed email keeps you on the hiring manager’s radar.
Key Elements of a Professional Follow-Up Email
A Clear and Professional Subject Line
Your email’s subject line must be clear, concise, and professional to stand out in a busy inbox. It should immediately inform the hiring manager of the email’s purpose. Examples like “Following up on the Marketing Coordinator position” or “Checking in – Jane Doe for Social Media Manager” are direct and help the hiring manager recall who you are.
A Polite and Personalized Greeting
Begin your email with a polite and personalized salutation. Address the email to the specific person who interviewed you, using their name like “Dear Mr. Johnson,” or “Hello Sarah,” if the company culture is informal. This personalization shows attention to detail and makes the message feel like a direct, respectful communication.
The Body of Your Email
The body of your email should be brief. Start by thanking the interviewer again for their time and reiterate your strong interest in the role. To help them remember you, mention a specific point from your conversation, such as, “I particularly enjoyed our discussion about the upcoming product launch.” Politely ask for an update on their decision-making timeline. A question like, “I was hoping you could provide a brief update on the status of the hiring process,” is appropriate.
A Professional Closing and Signature
Conclude your email with a professional closing, such as “Best regards,” or “Sincerely,” followed by your full name. Your email signature should include your contact information, like your phone number and a link to your LinkedIn profile. This makes it easy for the hiring manager to get in touch or review your qualifications again.
What to Avoid in Your Follow-Up Email
The tone you use is as important as the content. Avoid language that sounds demanding, entitled, or impatient. Phrases like, “You said you would call by Tuesday,” can come across as accusatory and unprofessional. Remember that hiring managers are often juggling multiple responsibilities, and delays can happen for various reasons.
Do not send multiple follow-up emails in a short span; one well-timed email is sufficient. Bombarding the hiring manager’s inbox can make you seem desperate or annoying. If you don’t receive a response after your first follow-up, respect their silence. Persisting is unlikely to change the outcome and may harm future opportunities with the company.
Follow-Up Email Examples
Here are two examples you can adapt based on your situation.
This first template is for when a promised deadline has passed. It is direct yet courteous, reminding the interviewer of the timeline they provided.
Subject: Following up on the Project Manager Interview
Dear Ms. Davis,
I hope you are having a great week. I am writing to follow up on my interview for the Project Manager position last Tuesday. You had mentioned that a decision would likely be made by this past Monday, and I wanted to respectfully check in on the status of the role. I remain very enthusiastic about the opportunity to join your team.
Thank you again for your time and consideration.
Best regards,
John Smith
(555) 123-4567
linkedin.com/in/johnsmith
This second template is suitable for when no specific timeline was given during the interview. It serves as a gentle nudge and a reminder of your interest.
Subject: Checking in – [Your Name] for [Job Title]
Dear Mr. Chen,
I hope this email finds you well. I wanted to express my continued interest in the Graphic Designer position I interviewed for on [Date of Interview]. I truly enjoyed learning more about the creative direction at [Company Name] and am confident my skills would be a great asset. I was hoping you could share an update on your timeline for the position.
I look forward to hearing from you.
Sincerely,
Jane Doe
(555) 789-0123
linkedin.com/in/janedoe
Next Steps After Sending the Email
After sending your follow-up email, shift your focus back to your job search. Continue to apply for other positions and network with professionals in your field to keep your momentum going. This approach prevents you from putting all your hopes on a single opportunity and helps manage the job-seeking process.
A response will likely be positive, negative, or non-committal. A positive response might lead to a job offer or a second interview, while a negative one provides closure. A non-committal reply may state that the decision is still pending.
If you receive no response after one follow-up, it often indicates that the company has moved forward with other candidates. It is best to accept this silence as a final answer and concentrate your energy on other promising leads.