How To Write a Follow-Up Email After an Interview: Get the Job!
Landing an interview is a huge win! You’ve made it past the initial screening and now have the chance to impress the hiring manager in person (or virtually). But the journey doesn’t end after the interview. One of the most critical steps in securing a job offer is the follow-up email. It’s your final chance to reiterate your interest, reinforce your qualifications, and leave a lasting positive impression. This guide will walk you through how to write a follow-up email after an interview that truly stands out.
Why is a Follow-Up Email So Important?
Think of the interview as a first date. You want to show genuine interest and keep the conversation going. A follow-up email does exactly that. It’s a professional courtesy, but more importantly, it demonstrates your enthusiasm and proactive attitude. It shows you’re serious about the opportunity and provides an opportunity to re-emphasize key points from the interview. Neglecting this step can be a missed opportunity.
Timing is Everything: When to Send Your Email
The timing of your follow-up email is crucial. Sending it too early can appear overeager, while waiting too long might suggest a lack of interest. The general rule of thumb is to send your email within 24-48 hours of the interview. This timeframe gives you enough time to gather your thoughts and reflect on the conversation without seeming impatient. If you interviewed on a Friday, sending it on Monday is perfectly acceptable.
Crafting the Perfect Subject Line: Make it Stand Out
Your subject line is the first thing the recipient sees. It needs to be clear, concise, and attention-grabbing. Avoid generic subject lines like “Following Up” or “Thank You.” Instead, try something like:
- “Following Up: [Your Name] – [Job Title] Interview”
- “Thank You – [Your Name] – Interview for [Job Title]”
- “Enthusiastic Follow-up: [Your Name] – [Job Title]”
These subject lines are specific, personalized, and immediately tell the recipient what the email is about.
The Anatomy of a Great Follow-Up Email
Now let’s break down the email itself. Here’s a template you can adapt:
Greeting and Thank You: Setting the Tone
Start with a professional greeting. “Dear [Hiring Manager Name],” or “[Mr./Ms. Last Name],” is a good choice. Then, immediately express your gratitude for their time. For example:
“Dear [Hiring Manager Name],
Thank you for taking the time to speak with me yesterday about the [Job Title] position.”
This establishes a positive tone from the start.
Reiterate Your Interest: Show Your Enthusiasm
This is where you reiterate your strong interest in the role. Briefly and concisely reiterate your enthusiasm and why you’re excited about the opportunity.
“I truly enjoyed learning more about the role and the team at [Company Name]. I am particularly excited about [mention something specific discussed during the interview that genuinely excites you].”
Briefly Summarize Key Points: Reinforce Your Value
This section is where you subtly remind the interviewer of your qualifications. Focus on 1-2 key skills or experiences that align with the job requirements and that you discussed during the interview. Don’t just repeat your resume verbatim; instead, connect your skills to the company’s needs.
“During our conversation, we discussed the importance of [mention a skill or experience]. My experience in [specific example related to that skill] aligns perfectly with this need, and I am confident I can contribute to [company goal].”
Address Any Specific Questions or Concerns: Demonstrate Proactiveness
If the interviewer raised any specific questions or concerns during the interview, address them directly in your follow-up. This shows you’re attentive and proactive.
“I also wanted to clarify [specific question or concern raised]. I am confident that [your response or solution] effectively addresses this point.”
Express Your Continued Interest and Call to Action: Seal the Deal
Conclude your email by reiterating your interest in the position and expressing your eagerness to hear from them. Include a clear call to action.
“I am very enthusiastic about the possibility of joining your team and am eager to learn about the next steps in the hiring process. Please do not hesitate to contact me if you have any further questions.”
Closing and Signature: Professional Finish
End with a professional closing, such as “Sincerely,” “Best regards,” or “Thank you again,” followed by your full name and contact information (phone number and email address).
Tailoring Your Email: Personalize It!
The best follow-up emails are personalized. Avoid sending a generic template. Refer back to specific points discussed during the interview. Mention something the interviewer said, or a specific project or initiative you discussed. This shows you were actively listening and engaged in the conversation.
Proofreading: The Final, Crucial Step
Before you hit send, proofread your email carefully. Check for any typos, grammatical errors, or formatting issues. A polished email demonstrates professionalism and attention to detail. Use a grammar checker and read it aloud to catch any mistakes.
What to Do If You Haven’t Heard Back: Patience and Persistence
Sometimes, you might not receive a response within the expected timeframe. In this case, it’s acceptable to send a follow-up email after a week or so. Keep it brief and polite, and reiterate your interest. If you still don’t hear back, it’s usually best to accept that the position is not a good fit. However, always maintain professionalism.
Using Follow-Up Emails to Build Relationships: Long-Term Strategy
Even if you don’t get the job, a well-written follow-up email can help you build a positive relationship with the hiring manager. Thank them for their time and express your appreciation for the interview experience. This can be beneficial for future job opportunities.
Common Mistakes to Avoid
- Sending a generic email: Personalization is key.
- Waiting too long to send the email: Stick to the 24-48 hour rule.
- Making typos or grammatical errors: Proofread, proofread, proofread!
- Being overly aggressive or pushy: Maintain a professional and enthusiastic tone.
- Repeating your resume verbatim: Highlight specific points from the interview.
How to Handle a Virtual Interview Follow-Up
The process for a virtual interview follow-up is the same as for an in-person interview. However, you might want to mention something specific about the virtual platform or the technology used. For example, you could say, “I enjoyed our conversation on [platform] and appreciate the opportunity to connect.”
FAQs About Follow-Up Emails
Here are some frequently asked questions and answers to further clarify the process:
What if I forgot the interviewer’s name?
If you forgot the interviewer’s name, try to find it on LinkedIn, the company website, or by checking your email correspondence. If you truly can’t find it, use a general greeting like “Dear Hiring Manager,” but make every effort to find the correct name.
Is it okay to follow up more than once?
Yes, it’s generally acceptable to follow up once or twice after the initial email. However, if you haven’t heard back after a second follow-up, it’s likely the company has moved forward with other candidates.
Should I include attachments in my follow-up email?
Unless the interviewer specifically requested additional materials, it’s best to avoid attachments. Keep the email concise and focused. If you have a portfolio or online presence, you can include a link.
What if I didn’t get the job?
Even if you don’t get the job, it’s still a good idea to send a thank-you email expressing your appreciation for the opportunity and the insights you gained. You can also ask for feedback to improve your interviewing skills for the future.
When is it too late to send a follow-up email?
While the 24-48 hour window is ideal, it’s never too late to send a thoughtful follow-up email. However, the longer you wait, the less impact it will have. Sending it a week or two after the interview is still better than not sending one at all, but try to adhere to the recommended timeline.
Conclusion: Mastering the Post-Interview Email
Writing a compelling follow-up email after an interview is a vital step in the job search process. By following these guidelines, you can create an email that demonstrates your interest, reinforces your qualifications, and leaves a lasting positive impression on the hiring manager. Remember to be timely, personalized, and professional. Your follow-up email is your final opportunity to shine and significantly increase your chances of landing the job. Good luck with your job search!