What To Write In Follow Up Email After Interview: A Comprehensive Guide
Congratulations on landing that interview! You’ve made it past the initial screening and are one step closer to potentially securing your dream job. But the journey doesn’t end there. A well-crafted follow-up email after an interview is crucial for leaving a lasting positive impression and significantly increasing your chances of moving forward in the hiring process. This guide provides a comprehensive overview of how to write a follow-up email that gets results.
The Importance of Following Up: Why It Matters
Following up after an interview isn’t just a courtesy; it’s a strategic move. It demonstrates your enthusiasm for the role, reinforces your interest, and allows you to reiterate why you’re the best candidate. It shows that you’re proactive, detail-oriented, and genuinely committed to the opportunity. In a competitive job market, these qualities can set you apart from other applicants. Think of it as another chance to make a strong first impression.
Crafting the Perfect Follow-Up: Timing and Structure
The timing of your follow-up email is critical. Aim to send it within 24 hours of the interview. This timeframe shows you’re prompt and efficient. A delay can be interpreted as a lack of interest or poor time management. The structure of your email should be clear, concise, and professional.
Subject Line Strategies: Making It Stand Out
Your subject line should be attention-grabbing and easy to understand. Avoid generic phrases like “Following Up” or “Thank You.” Instead, use something specific and relevant, such as:
- “Thank You - [Your Name] - [Job Title] Interview”
- “Following Up: [Your Name] - Interview for [Job Title] Position”
- “Enthusiastic About [Job Title] - [Your Name]”
The Body of Your Email: Key Elements
The body of your email is where you’ll make your strongest impact. Here’s a breakdown of essential components:
- Thank You and Gratitude: Start by expressing your sincere gratitude for the interviewer’s time and consideration. Reiterate how much you enjoyed the conversation.
- Reiterate Your Interest: Restate your strong interest in the role and the company. Highlight what specifically resonated with you during the interview.
- Address Key Talking Points: Briefly mention any specific topics discussed during the interview. This shows you were actively listening and engaged. If you realize you missed something during the interview, this is a good opportunity to clarify or add something relevant.
- Reinforce Your Qualifications: Briefly recap why you’re a great fit for the position. You can reiterate your skills, experience, and how they align with the job requirements.
- Offer Additional Value (Optional): If you have any relevant information or insights that came to mind after the interview (e.g., a relevant article, a project you worked on), feel free to include it.
- Express Confidence and Enthusiasm: End your email by expressing your continued enthusiasm and confidence in your ability to contribute to the company.
- Call to Action (Subtle): While you shouldn’t demand a response, you can subtly express your eagerness to hear back from them. For example, “I look forward to hearing from you regarding the next steps in the hiring process.”
- Professional Closing: Use a professional closing like “Sincerely,” “Best regards,” or “Thank you.”
Examples of What to Include in Your Email
Let’s look at some specific examples of what you can include to make your follow-up email stand out:
- Specific Examples: If you discussed a particular project, briefly summarize your contribution and the positive outcomes.
- Company Research: Mention something specific you learned about the company during the interview and how it aligns with your values or career goals.
- Skills Alignment: Directly connect your skills and experience to the job’s requirements, demonstrating you understand the role’s needs.
Avoiding Common Mistakes: Pitfalls to Dodge
There are several common mistakes to avoid in your follow-up email:
- Being Too Pushy: Avoid excessive follow-up emails or demanding responses.
- Sending Generic Emails: Tailor each email to the specific role and interviewer.
- Typos and Grammatical Errors: Proofread your email carefully before sending it.
- Unprofessional Tone: Maintain a professional and respectful tone throughout.
- Repeating Information: Avoid simply restating your resume. Use this opportunity to provide additional insights.
The Art of Saying Thank You: Expressing Gratitude Effectively
Expressing gratitude is paramount. Make your thanks genuine and specific. Mention something you appreciated about the interview process or the interviewer’s insights. For example, “Thank you again for taking the time to discuss the challenges and opportunities within the [Department/Team] department.” or “I particularly appreciated learning more about [specific topic discussed].”
When and How to Follow Up Again (If Necessary)
Sometimes, you might not hear back within the timeframe the interviewer provided. In this case, it’s acceptable to follow up again, but do so sparingly.
- Timing: Wait at least a week or two after the initial follow-up before sending a second email.
- Content: Keep the second email brief and polite. Simply reiterate your interest and inquire about the status of your application.
- Tone: Maintain a professional and understanding tone.
Email Templates: Your Starting Point
Here’s a basic template you can adapt:
Subject: Thank You - [Your Name] - [Job Title] Interview
Dear [Interviewer Name],
Thank you for taking the time to speak with me yesterday about the [Job Title] position at [Company Name]. I truly enjoyed learning more about [specific topic discussed] and the team.
As we discussed, my experience in [relevant skill/experience] aligns well with the requirements of this role. I am particularly excited about the opportunity to [mention something specific about the role or company].
I am very enthusiastic about this opportunity and confident I can contribute to [Company Name]’s success. Please let me know if you require any further information.
Thank you again for your time and consideration. I look forward to hearing from you soon.
Sincerely,
[Your Name]
Adapting Your Email to Different Interview Formats
The format of your interview will influence the content and delivery of your follow-up.
- In-Person Interviews: Thank the interviewer in person immediately after the interview and send a follow-up email within 24 hours.
- Phone Interviews: Follow the same guidelines as in-person interviews, emphasizing your enthusiasm and gratitude.
- Video Interviews: Send a thank-you email promptly, acknowledging the video call format.
FAQs: Addressing Common Concerns
Here are some frequently asked questions to provide additional insights:
What if I forgot to ask a crucial question during the interview?
This is the perfect opportunity to ask it! Include the question in your follow-up email. Keep it concise, and phrase it as a follow-up to a discussion.
Is it okay to send a thank-you email to multiple interviewers?
Absolutely. If you interviewed with multiple people, send a personalized thank-you email to each of them. Make sure the content is tailored to their specific conversation.
What if I don’t have the interviewer’s email address?
Try searching for the interviewer’s email address on the company website or LinkedIn. If you can’t find it, contact the HR department and ask for it.
How can I make my follow-up email stand out?
Go beyond a simple thank you. Reference specific details from the interview, highlight your qualifications, and demonstrate your understanding of the role and company.
What if I haven’t heard back after several weeks?
It’s acceptable to send a brief, polite follow-up email after a reasonable amount of time (e.g., 2-3 weeks). If you still don’t hear back, it’s probably best to consider the position filled.
The Importance of Proofreading: Polishing Your Email
Before sending your email, meticulously proofread it. Check for typos, grammatical errors, and formatting inconsistencies. A polished email demonstrates attention to detail and professionalism. Consider using a grammar checker or asking a friend to review it for you.
Conclusion: Securing Your Next Step
Crafting a compelling follow-up email after an interview is a crucial step in the job application process. By following the guidelines outlined in this comprehensive guide, you can increase your chances of making a positive impression, reinforcing your qualifications, and ultimately, securing your dream job. Remember to be genuine, enthusiastic, and tailor your email to each specific interview. Good luck!