What To Write In An Interview Follow Up Email: Your Guide to Success

The interview is over. You think it went well. Now what? The follow-up email is your next crucial step in securing the job. It’s not just about saying “thank you”; it’s about reinforcing your interest, reminding them of your value, and subtly nudging the hiring manager towards a positive decision. This guide will walk you through everything you need to know about crafting the perfect follow-up email, helping you stand out from the competition.

The Importance of the Interview Follow Up

Why is a follow-up email so critical? It’s more than just a courtesy. It’s an opportunity:

  • To Reiterate Interest: A well-crafted email re-emphasizes your enthusiasm for the position.
  • To Reinforce Your Qualifications: You can subtly remind the interviewer of your key skills and accomplishments.
  • To Stand Out: Many candidates fail to follow up, giving you a chance to differentiate yourself.
  • To Demonstrate Professionalism: It shows you’re organized, attentive, and serious about the opportunity.
  • To Address Any Unanswered Questions: If you were unsure about something during the interview, this is your chance to clarify.

Crafting the Perfect Follow-Up: Timing is Everything

The timing of your follow-up email is key. Sending it too early can seem overly eager, while sending it too late might seem like you’ve lost interest.

  • Send it Within 24 Hours: Aim to send your email within 24 hours of the interview. This shows promptness and keeps you fresh in their minds.
  • Consider the Interviewer’s Schedule: If you interviewed late in the day, you might consider sending it the next morning.
  • If You Promised Information: If you promised to send additional materials or answer specific questions, include that information in your email.

The Anatomy of a Winning Follow-Up Email

Let’s break down the essential components of a successful follow-up email:

Subject Line: Clear, Concise, and Catchy

Your subject line should be clear and easily identifiable. Avoid generic phrases like “Thank You.” Instead, try something like:

  • “Following Up – [Your Name] – [Job Title]”
  • “Thank You – [Your Name] – [Interview for [Job Title]]”
  • “Interview Follow-up – [Your Name] – [Date of Interview]”

The Opening: Expressing Gratitude and Reaffirming Interest

Start by thanking the interviewer for their time. Be specific about the interview, mentioning the role and the date. Reiterate your interest in the position.

  • “Dear [Interviewer’s Name],”
  • “Thank you for taking the time to speak with me yesterday about the [Job Title] position. I truly enjoyed learning more about the role and the team at [Company Name].”
  • “I am writing to express my sincere gratitude for the opportunity to interview for the [Job Title] position on [Date].”

Highlighting Key Points and Providing Value

This is where you can really shine. Briefly recap a key point from the interview or reiterate how your skills align with the company’s needs.

  • Focus on a Specific Conversation Point: If you discussed a particular project or challenge, reiterate your understanding of it.
  • Connect Your Skills to the Role: Remind them of how your skills and experience directly address the requirements of the job.
  • Offer Additional Information: If appropriate, offer to provide any additional information or examples that were requested.

Reinforcing Your Value Proposition

This is your chance to subtly remind the interviewer why you’re the best candidate. Don’t just list your skills; show them how you can contribute.

  • Use Action Verbs: Start sentences with strong action verbs to highlight your accomplishments (e.g., “Managed,” “Developed,” “Increased”).
  • Quantify Your Achievements: Whenever possible, use numbers and data to demonstrate the impact you’ve made in previous roles.
  • Tailor Your Message: Customize your email to reflect the specific discussions you had during the interview.

The Closing: Expressing Enthusiasm and Next Steps

Close by reiterating your interest and making it clear you are eager to hear about the next steps in the hiring process.

  • “I am very enthusiastic about the prospect of joining [Company Name] and believe my skills and experience align perfectly with the requirements of this role.”
  • “I am confident I can make a significant contribution to your team.”
  • “Thank you again for your time and consideration. I look forward to hearing from you soon regarding the next steps in the interview process.”

Proofread, Proofread, Proofread!

Before you hit send, thoroughly proofread your email for any typos or grammatical errors. A polished email reflects your attention to detail and professionalism.

What to Include (and What to Leave Out) in Your Follow-Up Email

  • Include:
    • A genuine thank you.
    • A specific recap of the interview.
    • Key skills and accomplishments.
    • Enthusiasm for the role.
    • A clear call to action (e.g., “I look forward to hearing from you”).
  • Leave Out:
    • Negative comments about previous employers.
    • Excessive length.
    • Generic, impersonal language.
    • Asking about salary or benefits (unless the interviewer brought it up).
    • Spelling and grammatical errors.

Adapting Your Email to Different Interview Scenarios

The content and tone of your follow-up email might need to be adjusted depending on the type of interview:

Phone Interview Follow Up

A phone interview follow-up should be concise and to the point. Briefly recap the key points discussed and express your continued interest.

Video Interview Follow Up

The same principles apply to a video interview follow-up. Be sure to mention any specific elements of the interview, like the platform used (Zoom, Teams, etc.).

Panel Interview Follow Up

For a panel interview, you have two main options:

  • Individual Emails: Send a personalized email to each interviewer. This is the most effective approach but can be time-consuming.
  • One Email to the Main Contact: If you only have one primary contact, you can send a single email to that person, addressing it to everyone involved.

Sometimes, you won’t hear back immediately. This can be frustrating, but don’t panic. Here’s how to handle the waiting game:

  • Respect the Timeline: Give the hiring manager the time they specified. If they said they’d be in touch in a week, wait a week.
  • Follow Up (Once): If you haven’t heard back within the timeframe, send a brief, polite follow-up email.
  • Be Patient: The hiring process can take time. Continue your job search while you wait.
  • Don’t Overdo It: Avoid sending multiple follow-up emails. One follow-up is usually sufficient.

Common Mistakes to Avoid

  • Sending a Generic Email: Tailor your email to the specific interview and the company.
  • Being Too Long: Keep your email concise and focused.
  • Forgetting to Proofread: Errors can undermine your credibility.
  • Being Impatient: Give the hiring process time to unfold.
  • Being Negative: Maintain a positive and professional tone.

FAQs About Interview Follow Up Emails

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

Why should I send a follow-up email after an interview?

Following up demonstrates your strong interest, allows you to reiterate key points, and provides an opportunity to stand out from other candidates. It’s a crucial step in the hiring process, and failing to do so could work against you.

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

If you don’t remember the interviewer’s name, check the job posting or company website. If that doesn’t work, you can reach out to the recruiter or hiring manager to ask for the name. In the email, you could address it to “Dear Hiring Manager” or “Dear [Department name] Team” as a last resort.

When is it appropriate to send a second follow-up email?

Generally, a second follow-up email is only appropriate if you haven’t heard back after the initial follow-up and a reasonable amount of time has passed (e.g., another week or two). Keep the second email brief and reiterate your interest.

Can I attach my resume again in the follow-up email?

It’s generally not necessary to re-attach your resume unless you have made a significant update to it since the interview. However, it doesn’t hurt to include it, especially if the interviewer mentioned something specific during the interview that you think highlights your qualifications.

What if I forgot to ask a question during the interview?

The follow-up email is the perfect opportunity to ask a question you forgot to ask during the interview. This demonstrates your continued engagement and interest in the role.

Conclusion: Securing Your Future with a Well-Crafted Follow-Up

The interview follow-up email is a powerful tool in your job search arsenal. By crafting a thoughtful, well-written email, you can reinforce your interest, highlight your qualifications, and increase your chances of landing the job. Remember to be prompt, personalized, and professional. By following the guidelines outlined in this article, you’ll be well on your way to making a lasting impression and securing your desired role.