The post-interview wait can be a period of uncertainty. The time between leaving the interview and receiving a decision is often filled with questions. This guide provides a step-by-step process for writing a professional email to inquire about the status of a job you’ve interviewed for. It is designed to help you navigate this period with confidence, ensuring you make a positive impression without appearing demanding.
When to Send Your Inquiry Email
The most important factor to consider is the timeline provided by the hiring manager. If they mentioned they would be in touch by a specific day, respect that timeframe. Allow at least one or two business days to pass after the specified date before sending your inquiry. This demonstrates your attentiveness and respect for their process.
If the interviewer did not provide a specific timeline, a waiting period of one to two weeks after the interview is a professional standard. Sending a message too soon can be perceived as impatient or pushy, which could negatively affect the impression you made during the interview.
Crafting the Subject Line
The subject line of your email is the first element the hiring manager sees. It must be clear, professional, and immediately informative so it doesn’t get lost in a crowded inbox. The goal is to make it easy for the recipient to recognize who you are and the reason for your message.
A well-crafted subject line is direct and contains key information. For instance, “Following up on [Job Title] Interview” is effective because it provides immediate context. Another strong option is “Checking in: [Your Name] for [Job Title] position,” as it includes your name and the specific role.
What to Include in Your Email
The body of your email should be structured to be both polite and purposeful. Following a clear structure ensures your message is easy to read, allowing the hiring manager to quickly grasp the reason for your email. This approach helps you cover all necessary points without adding unnecessary length.
A professional greeting
Always begin your email with a professional greeting that addresses the hiring manager by name. If you have been communicating on a first-name basis, it is appropriate to continue doing so. For example, start with “Dear [Interviewer’s Name],” to maintain a respectful tone.
A reminder of the position and interview date
To help the hiring manager recall your candidacy, state the position you interviewed for and the date of the interview. A sentence like, “I am writing to follow up on my interview on [Date] for the [Job Title] position,” immediately orients the reader.
A brief reiteration of your interest
After the initial reminder, include a single sentence that reiterates your enthusiasm for the role. This shows that your interest has not waned. You could write something such as, “I enjoyed our conversation and remain very excited about the possibility of joining your team.”
The inquiry about the hiring timeline
Phrase your inquiry politely, as you are requesting an update, not demanding an answer. A prompt like, “I was hoping to get an update on the recruitment process, and any information you can provide about the next steps would be greatly appreciated,” is effective. This phrasing is considerate of their time.
A professional closing
Conclude your email with a professional and courteous closing. Thank the hiring manager for their time and consideration. A simple closing such as, “Thank you for your time,” followed by your full name is sufficient.
Maintaining the Right Tone
The tone of your inquiry email is as important as its content. Throughout your message, it is important to remain polite, patient, and professional. Your email should project confidence and continued interest, not anxiety or impatience. A calm and respectful tone shows that you are a considerate candidate who understands the complexities of the hiring process.
Conversely, your email should never sound demanding or entitled. Phrasing your inquiry as a demand for an immediate update can be off-putting. Avoid any language that could be interpreted as accusatory. It is also important to steer clear of a tone that seems desperate or overly casual, as it can diminish your perceived value as a candidate.
Common Mistakes to Avoid
When drafting your inquiry, be aware of common pitfalls that can undermine your efforts. Proofread carefully, as errors can suggest a lack of attention to detail. Avoid these common mistakes:
- Sending the email to the wrong person; always double-check the recipient.
- Overlooking typos or grammatical errors.
- Sending a generic message instead of customizing it with the job title and interview date.
- Following up too often, which can be perceived as pestering.
One well-timed inquiry is sufficient. If you do not receive a response, wait at least another week before considering another follow-up.
Example Inquiry Emails
To bring these elements together, here are two examples. These templates can be adapted to fit your specific situation, providing a practical starting point for your own email.
The first example is for a situation where the hiring manager provided a timeline that has now passed.
Subject: Following up on the Marketing Coordinator Interview
Dear [Interviewer’s Name],
I hope you are having a good week. I am writing to follow up on my interview last Tuesday for the Marketing Coordinator position. I truly enjoyed our conversation and remain very excited about the possibility of joining your team at [Company Name].
I am looking forward to an update on the next steps in the hiring process.
Thank you for your time and consideration.
Best regards,
[Your Name]
The second example is for a scenario where no specific timeline was given.
Subject: Checking in: [Your Name] for [Job Title] position
Dear [Interviewer’s Name],
I hope this email finds you well. I am writing to follow up on my interview on [Date] for the [Job Title] position. I enjoyed learning more about the role and am confident that my skills would be a great asset to your team.
I was hoping you might have an update on the timeline for the position. Please let me know if there is any additional information I can provide.
Thank you again for the opportunity.
Sincerely,
[Your Name]