How To Write an Interview Follow-Up Email: Your Guide to Landing the Job

Getting through the interview process is a significant achievement. You’ve showcased your skills, personality, and experience. Now, the waiting game begins. But before you settle in to refreshing your email inbox repeatedly, there’s a crucial step you shouldn’t skip: the interview follow-up email. This guide will walk you through how to write an effective interview follow-up email that can significantly increase your chances of securing the job.

The Importance of a Timely Follow-Up

Following up after an interview isn’t just good manners; it’s strategic. It demonstrates your continued interest, reinforces your qualifications, and allows you to address anything you might have missed during the interview itself. A well-crafted email can distinguish you from other candidates, especially if you send it promptly.

Crafting the Perfect Subject Line: Making a Strong First Impression

Your subject line is the first thing the hiring manager sees. It needs to be clear, concise, and attention-grabbing. Avoid generic subject lines like “Following Up” or “Interview Follow Up.” Instead, try:

  • “Thank You: [Your Name] - Interview for [Job Title]”
  • “Following Up: [Job Title] Interview - [Your Name]”
  • “Enthusiastic About [Job Title] - [Your Name]”

These subject lines immediately identify you, the role you interviewed for, and express your continued interest. A clear and concise subject line ensures your email gets opened.

Expressing Gratitude: The Foundation of Your Email

The opening paragraph of your email should be a sincere expression of gratitude. Acknowledge the interviewer’s time and the opportunity to discuss the role. This sets a positive tone and reminds them of your interaction. For example:

“Dear [Interviewer Name],

Thank you so much for taking the time to speak with me yesterday about the [Job Title] position. I truly enjoyed learning more about the role and [Company Name].”

Reiterate Your Interest and Reinforce Your Value Proposition

This is where you reiterate your interest in the role and subtly remind the interviewer why you’re a good fit. Mention something specific you discussed during the interview, demonstrating that you were actively listening and engaged. Briefly highlight key skills or experiences that align with the job requirements.

For example:

“During our conversation, I was particularly excited by [Specific aspect of the role or company]. As we discussed, my experience in [Relevant skill/experience] would allow me to contribute immediately to [Specific company goal or project].”

Addressing Any Unanswered Questions or Offering Additional Information

This is your chance to clarify anything you might have missed during the interview or to provide additional context. Did you forget to mention a specific accomplishment? Did a question prompt you to think of a more relevant answer after the fact? This is the place to address it. Be concise and focused.

“I wanted to follow up with a bit more detail regarding [Specific topic]. As I mentioned, my experience with [Specific skill/project] resulted in [Quantifiable achievement]. I believe this aligns perfectly with [Company need].”

The Call to Action: What You Want the Reader to Do

Clearly state your desire for the next steps. Express your enthusiasm and reiterate your availability. Be direct, but polite.

“I am very enthusiastic about the opportunity and eager to learn more. Please let me know if you require any further information from my end. I look forward to hearing from you regarding the next steps in the hiring process.”

Proofreading and Editing: The Devil is in the Details

Before hitting send, meticulously proofread your email. Typos and grammatical errors can undermine your professionalism. Check for clarity, conciseness, and tone. Read your email aloud to catch any awkward phrasing.

Timing is Everything: When to Send Your Follow-Up

Aim to send your follow-up email within 24 hours of the interview. This demonstrates your promptness and enthusiasm while the interview is still fresh in the interviewer’s mind.

Tailoring Your Email to the Interviewer

If you interviewed with multiple people, send each a personalized email. While the core content might be similar, personalize each email by referencing something specific you discussed with that individual. This shows you paid attention and value their input.

The format of the interview doesn’t change the core principles of the follow-up. Adapt your opening to reflect the interview type. For a video interview, you might thank them for their time on the video call. For a phone interview, acknowledge the phone conversation. In-person interviews allow for a handwritten thank-you note in addition to, or in place of, an email.

What to Avoid: Common Mistakes to Sidestep

Avoid these common pitfalls:

  • Being overly aggressive or demanding.
  • Repeating your entire resume.
  • Sending generic, impersonal emails.
  • Dwelling on negative aspects of the interview.
  • Sending multiple follow-up emails within a short period.

Examples of Effective Follow-Up Email Snippets

Here are some examples of effective snippets you can adapt:

  • “I was particularly intrigued by your discussion of [Company initiative]. My experience with [Similar project] would allow me to bring immediate value to this area.”
  • “Thank you again for sharing your insights into the team’s culture. I am confident that my collaborative approach would allow me to integrate seamlessly.”
  • “Following up on our conversation about [Specific skill], I wanted to elaborate on a recent project where I successfully [Quantifiable achievement].”

The Waiting Game: Managing Expectations and Next Steps

After sending your email, be patient. Hiring processes take time. If you haven’t heard back within the timeframe mentioned during the interview (or within a week), it’s acceptable to send a brief follow-up email. However, avoid excessive follow-ups.

FAQs About Interview Follow-Up Emails

Here are some frequently asked questions about interview follow-up emails:

What if I don’t remember the interviewer’s name?

If you’re unsure of the interviewer’s name, you can often find it on the company website, LinkedIn, or the original job posting. If not, you can use a general greeting like “Dear Hiring Manager” or “Dear [Department] Team.”

Is it okay to send a follow-up email to everyone on the interview panel?

Yes, it’s generally a good practice to send individual follow-up emails to each interviewer, especially if you’ve had separate conversations. This allows you to personalize the email and reference specific topics discussed with each person.

How long should I wait before sending a second follow-up?

If you haven’t heard back within the timeframe discussed during the interview or within a week, you can send a second, brief follow-up email. However, avoid sending more than two follow-ups.

What if I receive a rejection email?

Even if you receive a rejection, it’s still a good idea to respond. Thank them for their time and express your continued interest in the company. You can also inquire about the reasons for rejection, but be polite and professional.

Is it appropriate to include attachments in my follow-up email?

Generally, it’s best to keep attachments to a minimum. If you need to provide additional information, consider including a link to a portfolio or online resource. Only attach documents if specifically requested.

Conclusion: Sealing the Deal with a Well-Crafted Email

Writing a compelling interview follow-up email is a critical step in the job search process. By expressing gratitude, reinforcing your value, addressing any unanswered questions, and providing a clear call to action, you significantly increase your chances of landing the job. Remember to tailor your email, proofread carefully, and send it promptly. By following these guidelines, you can transform a simple follow-up into a powerful tool for career advancement and make a lasting positive impression.