The period after a job interview can be filled with uncertainty. Navigating this waiting game requires a strategic approach to communication. A well-timed and professionally crafted follow-up does more than just ask for a status update; it reinforces your interest and demonstrates your professionalism. Understanding when and how to connect with a potential employer can be a delicate balance. This guide provides a framework for managing post-interview communication effectively, ensuring you remain a memorable candidate for the right reasons.
Send an Immediate Thank You Note
The first step in your post-interview communication strategy should happen within 24 hours. This initial contact is not a check-in for a hiring decision but a thank-you note. Its primary purpose is to express gratitude for the interviewer’s time and the opportunity to discuss the role. This simple gesture reinforces your professionalism.
To make your thank-you note memorable, reference a specific topic you discussed during the conversation. This shows you were engaged. You can also briefly reiterate your enthusiasm for the position and the company. If you spoke with multiple people, send a customized email to each individual, as they may share the correspondence. Keep the message concise and focused on appreciation; it sets a positive tone for any future interaction.
Determine the Right Time to Check In
After sending the thank-you note, the next phase requires patience. The timing of your follow-up, which is a direct inquiry about the hiring status, depends entirely on the information you received. If the interviewer provided a specific timeline for their decision-making process, respect it. You should only initiate contact a day or two after that stated deadline has passed without you hearing anything.
If the interview concluded without a clear timeline, a general rule is to wait between seven and ten business days before checking in. This period allows the hiring team to complete other scheduled interviews and conduct internal deliberations without feeling pressured. Reaching out too soon can be perceived as impatient. The goal is to show continued interest without disrupting their established hiring workflow.
How to Write the Follow-Up Email
When the time is right to check in, the structure of your email is important for making a professional impression. Start with a clear and concise subject line, such as “Following up on [Job Title] Interview.” Address the email to the hiring manager or your primary contact, using the same level of formality as your previous communications.
In the opening of the email, briefly remind them of who you are and the date of your interview. The body of the message should be direct but polite. State that you are checking in for an update on the hiring timeline for the position. You can use this as another chance to briefly reiterate your strong interest in the role and your excitement about the possibility of joining their team.
Keep the entire message brief and to the point. Conclude with a simple and professional closing. A phrase like “I look forward to hearing from you” followed by “Thank you” and your full name is appropriate. Before sending, proofread the email carefully to eliminate any typos or grammatical errors.
What to Avoid When Following Up
Certain missteps in the follow-up process can negatively impact your candidacy. One of the most common errors is checking in too frequently. Sending multiple emails in a short period can make you appear demanding or impatient. Stick to the appropriate timeline and avoid the urge to send repeated inquiries if you do not receive an immediate response.
The tone of your communication is also important. Avoid any language that could be interpreted as passive-aggressive, overly casual, or entitled. Maintain a professional and courteous tone throughout all interactions. It is also advisable to limit your communication to your primary contact, usually the hiring manager or the recruiter you have been working with. Contacting multiple people within the organization or attempting to go over the hiring manager’s head can be seen as unprofessional.
Finally, a follow-up is not the place to restate your entire resume or introduce new qualifications. The purpose is to politely request a status update and reiterate interest.
Knowing When to Move On
After you have sent a thoughtful thank-you note and one, or at most two, polite follow-up inquiries over a reasonable period, it is often best to shift your focus. If you have not received a response after these attempts, continuing to contact the employer is unlikely to change the outcome. At this point, it is productive to mentally move on and dedicate your energy to pursuing other job opportunities.