How To Write An Interview Follow Up Email: The Ultimate Guide to Landing the Job
Landing an interview is a huge accomplishment! You’ve impressed the hiring manager enough to get a foot in the door. But the journey isn’t over; the next crucial step is sending a well-crafted interview follow-up email. This article will guide you through every aspect of writing an interview follow-up email, ensuring you stand out from the competition and increase your chances of securing the job. We’ll cover everything from the perfect timing to the essential content, empowering you to make a lasting positive impression.
Why a Follow Up Email After an Interview Is Absolutely Critical
In today’s competitive job market, a follow-up email isn’t just a courtesy; it’s a necessity. It demonstrates your genuine interest in the position and reinforces your qualifications. It allows you to reiterate key points from the interview, address any unanswered questions, and thank the interviewer for their time. Skipping this step could mean losing out on the opportunity, even if you aced the interview. A well-written follow-up can be the difference between a rejection and an offer.
The Impact of Not Following Up
Failing to follow up sends a signal that you might not be as enthusiastic about the role as other candidates. It can be perceived as a lack of professionalism or a lack of attention to detail. Recruiters and hiring managers often see follow-up emails as a test of your initiative and communication skills.
Timing is Everything: When to Send Your Follow Up
The timing of your follow-up email is just as important as its content. Sending it too early can appear overeager, while sending it too late might be seen as a lack of interest. The general rule of thumb is to send your email within 24-48 hours of the interview.
Factors Influencing Your Timing
Consider these factors when deciding on the precise time:
- Interview Length and Depth: A longer, more in-depth interview might warrant a slightly longer timeframe before sending your email.
- Interviewer’s Stated Timeline: If the interviewer gave you a specific timeframe for a hiring decision, factor that into your timing. You might mention this timeline in your email.
- Weekend Interviews: If the interview occurred on a Friday, consider sending your email on Monday.
Crafting the Perfect Subject Line: Make It Stand Out
Your subject line is the first thing the hiring manager will see, so it needs to be compelling and clear. Avoid generic subject lines like “Follow-up” or “Thank you.” Instead, aim for something that’s both professional and memorable.
Examples of Effective Subject Lines:
- “Thank You - [Your Name] - [Job Title] Interview”
- “Following Up - [Your Name] - Interview for [Job Title]”
- “Thank You for Your Time - [Your Name] - [Date of Interview]”
- “Enthusiastic Follow-Up - [Your Name] - [Job Title] Application”
The Anatomy of a Winning Interview Follow Up Email
A successful follow-up email should be concise, professional, and tailored to the specific interview. Here’s a breakdown of the essential components:
1. The Greeting: Personalize It
Start with a personalized greeting. Address the interviewer by name. If you interviewed with multiple people, send a separate email to each person, customizing it as needed.
2. Express Gratitude: Show Your Appreciation
Begin by expressing sincere gratitude for the interviewer’s time and consideration. This is a crucial element of the email and sets a positive tone.
3. Reiterate Your Interest: Remind Them Why You’re a Fit
Briefly reiterate your interest in the position and the company. Highlight what specifically excites you about the opportunity. This reinforces your enthusiasm and helps you stand out.
4. Briefly Recap Key Points: Reinforce Your Value
Mention a few key points from the interview where you can highlight your qualifications and how they align with the job requirements. This is your opportunity to reinforce your value proposition.
5. Address Any Unanswered Questions: Show Initiative
If there were any questions you didn’t fully answer during the interview, use this opportunity to provide a more detailed response. This demonstrates your initiative and commitment to thoroughness.
6. Include Actionable Items (Optional): Provide Value
If you discussed specific tasks or projects during the interview, consider including a link to your portfolio, a relevant article, or any other information that further supports your candidacy.
7. The Call to Action: State Your Availability
End with a clear call to action. Reiterate your interest and state your availability for further discussion or the next steps in the hiring process. You could simply say something like, “I am very enthusiastic about this opportunity and eager to learn about the next steps. Please let me know if you have any further questions.”
8. The Closing: Professional and Polished
Close your email with a professional sign-off, such as “Sincerely,” “Best regards,” or “Thank you again.” Follow this with your full name, phone number, and email address.
Adapting Your Follow Up to Different Interview Types
Your follow-up email should be tailored to the type of interview you had. Here’s how to adjust your approach:
Phone Interview Follow Up
A phone interview follow-up email should be concise and focused. Briefly reiterate your interest, thank the interviewer, and mention any specific topics you discussed.
Video Interview Follow Up
Video interview follow-up emails mirror those for in-person interviews. Focus on the key points and maintain a professional tone. Consider mentioning any technical issues you encountered during the video call and how you’ve since resolved them.
Second Interview Follow Up
For a second interview, your follow-up email should be even more specific. Refer to the previous interview and highlight how your qualifications align with the more detailed requirements discussed. Show that you’ve been actively thinking about the role and the company since the first interview.
Proofreading and Editing: The Final Crucial Step
Before sending your email, proofread it meticulously. Check for any grammatical errors, typos, or formatting inconsistencies. A polished email demonstrates attention to detail and professionalism. Ask a friend or colleague to review it as well; a fresh pair of eyes can often catch errors you might have missed.
Tools for Proofreading
Utilize grammar and spell-checking tools like Grammarly or the built-in features in your email client. These tools can help you identify and correct errors.
Avoiding Common Follow Up Mistakes
Avoid these common pitfalls to maximize the impact of your follow-up email:
- Sending a Generic Email: Personalize each email to the specific interviewer and the role.
- Repeating the Interview: Don’t simply rehash everything you discussed.
- Being Too Pushy: Avoid excessive follow-ups or demands for a decision.
- Including Excessive Information: Keep your email concise and focused.
- Using Informal Language: Maintain a professional tone throughout.
Sample Interview Follow Up Email Template
Here’s a template to help you get started:
Subject: Thank You - [Your Name] - [Job Title] Interview
Dear [Interviewer Name],
Thank you so much for taking the time to speak with me yesterday about the [Job Title] position at [Company Name]. I truly enjoyed learning more about the role and the team.
As we discussed, my experience in [mention a key skill or experience] aligns perfectly with the requirements of this position. I am particularly excited about [mention something specific that excited you].
[Optional: Briefly address any unanswered questions or provide additional information.]
I am very enthusiastic about the opportunity and eager to learn about the next steps. Please do not hesitate to reach out if you need anything further from me.
Thank you again for your time and consideration.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Frequently Asked Questions
What if I don’t know the interviewer’s name?
If you’re unable to find the interviewer’s name, try to locate the hiring manager’s name on the company website or LinkedIn. If you can’t find it, use a generic greeting like “Dear Hiring Manager” or “Dear [Department Name] Team.”
Is it okay to follow up more than once?
While it’s generally acceptable to follow up once, avoid sending multiple emails. If you haven’t heard back after a reasonable timeframe (e.g., a week or two beyond the expected decision date), you can send a brief, polite follow-up email.
What if I realized I made a mistake in the interview?
If you realized you made a mistake, address it in your follow-up email. Briefly acknowledge the error, explain what you learned, and reiterate your understanding of the situation.
How long should my follow-up email be?
Keep your follow-up email concise and to the point. Aim for a length of around 150-200 words. The goal is to be informative and thoughtful without overwhelming the reader.
When should I send a thank-you note after a virtual interview?
Send your thank-you note within 24 hours of the interview, just as you would for an in-person interview. Virtual interviews often require even more effort to organize, so showing your gratitude promptly is essential.
Conclusion: Securing Your Place in the Running
Writing a compelling interview follow-up email is a crucial element in the job search process. By following these guidelines, you can create an email that expresses your gratitude, reinforces your qualifications, and demonstrates your genuine interest in the role. Remember the importance of timing, personalization, and proofreading. Taking these steps will significantly increase your chances of landing the job and moving forward in your career. The follow-up email is your final chance to make a lasting impression. Use it wisely, and watch your job prospects soar!