Whether you did perfectly or did not in an interview, anticipating feedback can be annoying, leaving you with questions like, why is it taking them so long? Sometimes, you wonder if you should give them a call back after the interview or something or just be patient. Keeping quiet means you are saying nothing, so be motivated and send a follow-up email after days of the interview with no response. To help you, we have compiled a step-by-step guide on how to write the best follow-up interview email.
Overview
After a job interview, it’s thoughtful and advantageous for a person in search of a job to follow up for a response from their interviewer(s). This is because a follow-up after the interview is an opportunity to boost your strengths as an applicant, declare your interest in the position and, if necessary, respond to any concerns that came up during the interview. Typically, an effective follow-up email does more than just express your appreciation. It helps you make the case for your participation and gives you another chance to impress the hiring manager.
How to Write a Follow-up Interview Email
After a job interview, it’s normal to want an update on the hiring process, especially if you feel it went well. However, there are several potential risks to avoid when sending a follow-up email after the interview. If you come across as pushy, sloppy, or too informal then you could damage your chances of landing the job. Instead, use this step-by-step guide to write a clear, simple follow-up email after an interview.
#1. Use the Subject Line
The subject line is the first thing the email recipient sees and has an impact on whether and when your email is opened. If you already have been in email contact with the person responsible for getting back to you after the interview, it is often best simply to continue the email thread by replying to the last email between the two of you. Also, following a job interview, this might include an expression of thanks and a reference to the interview. Try to match the tone and formality to that of your interview. Examples of subject lines:
‘Great speaking with you today,” “It was a pleasure meeting you today,” or “Thank you for interviewing with me.”
#2. Include a Salutation
Begin the letter by addressing the intended recipient by name. If in prior communication or during the interview you have been on a first-name basis with the recipient, it is acceptable to use the recipient’s first name. However, if you are not on a first-name basis or are uncertain about this, address the recipient using their last name.
Examples of good salutations: “Dear Anna,” “Dear Mr. Smith,” or “Dear Ms. Jones.”
#3. Specify the Reason for your Email
The body of a follow-up email should be kept very simple and to the point. Begin with thanking the interviewer for their time, and mentioning when the interview took place to remind them. Example: “Thank you for taking the time to interview me this morning, it was a pleasure speaking with you and learning more about the [job you applied for] position.”
#4. Repeat your Interest in the Position
Address specific discussion points and/or details from the interview and reaffirm your interest in the position. In addition, address what in particular makes you the right fit for the job or how your experience and interests align with the requirements or demands of the position.
Example: “I was very interested to learn about [mention something you learned about the company or role during the interview that impressed you]. I am very excited about the prospect of [describe how you would add value to the company or how your experience and interests align with the position and company].”
#5. Add a closing Paragraph
End with a short paragraph addressing the next steps and asking whether any additional information is required of you (unless this was already addressed during the interview). If during the interview a request for additional information was made, you can mention that this has already been sent or provided or that it is enclosed with this email. Example: “Please advise on the next steps and whether there is anything you need from me in the meantime. I look forward to hearing from you.”
#6. Add a Signature
Sign off with a formal or semi-formal closing phrase, depending on the degree of formality established in your previous exchange with the recipient, along with your name and contact details. Closing phrases such as “Best” and “Regards” are more semi-formal while “Sincerely” and “Respectfully” are considered formal. Example: “Best regards, [Your Name], [Contact information].”
Best Follow up Interview Email
Sending the best follow-up email after the interview shows that you still have interest in the position and that you’re willing to go the extra mile. It also gives you a chance to clarify any questions or concerns that the interviewer may have had but didn’t manage to address during the interview.
Additionally, employers usually appreciate job interview follow-up emails because they show that the candidate is detail-oriented and takes initiative. Sometimes, hiring managers even make employment decisions based on the quality of thank-you notes.
Best Follow-up Interview Email: Tips to Follow
Although there are no hard rules regarding follow-up emails, there are conventions that may help you effectively communicate whatever it is that you aim to express. Here are some tips to consider when writing the best follow-up interview email,
#1. Be Genuine
Keep in mind that the person you’re emailing is probably busy. (That’s most likely the reason they didn’t follow up with you in the first place.) So be clear in your communications. So, before you start writing, know what your objectives are in reaching out, and express those objectives in the body of your email genuinely. Also, shorter emails are generally easier to read and easier to respond to, and people who are busy tend to appreciate emails that are to the point.
#2. Be Honest
When you are aiming at writing the best email, it can be easy to lose your voice in the process. Throughout your job search, try to stay true to who you are, what you offer, and what you’re looking for, and show up as yourself in all communications. This is because presenting yourself honestly during the hiring process can help ensure that you will end up in a workplace where you feel accepted and empowered. Similarly, the people you are reaching out to are also likely trying to build a comfortable work environment, and the interview process is a good time to establish whether your communication styles are a mutual fit.
#3. Stick with Your Points of Contact
Typically, you will have a main point of contact throughout your interview process tasked with scheduling your interviews and updating you on your application status. Oftentimes, this person will be either a recruiter or a hiring manager. If you want to send a follow-up email to someone other than your point of contact—unless you were directly given their email address via an email introduction or during your interview—your best option will be to go through your point of contact.
#4. Be Conscious of Their Timeline
In general, when you are following up with your point of contact, keep their timeline in mind. If they told you they need two weeks before they’d be ready for the next steps, give them the full two weeks plus a day or two to account for delays on their end before you reach out. There are instances when you may consider following up before their timeline. One example of when this would be appropriate is if you receive a job offer from another company.
Follow up Interview Email After No Response
Getting no response after an interview can be confusing and often leaves candidates in a state of uncertainty, wondering if they should keep waiting or initiate contact. Even after a good interview, many candidates are still resistant to follow-up because they are scared of rejection or don’t want the interviewer to think they are too desperate. But, there is really no reason for you not to follow up. However, it is not just about following up. The key is doing it the right way.
Why Don’t Employers Respond After Interviews?
Normally, you can start considering that the interviewer has not responded only after the time frame specified at the interview has passed. If no time frame is specified, then it is your job to ask and follow up on the process. Nevertheless, here are some reasons why you may still have not gotten a response:
- They are still interviewing different candidates
- The interviewer is giving feedback to the employer about the different candidates
- The employer is busy dealing with other matters outside of the hiring process
- The employer has not yet chosen the best candidate
- You were not the best candidate
- The vacancy has already been closed
How to Follow Up If You Don’t Get a Response after an Interview
Suppose you have not gotten a response after the interview. You can take proactive actions to take yourself out of a state of uncertainty and resolve your confusion. It is advisable to do these steps immediately after the time frame specified by the employer has passed. Sometimes, the interviewer does not specify a time frame. So, we recommend waiting for about a week before carrying out these steps:
#1. Write an Email to the Interviewer
One of the first and best ways to get closure and re-establish contact with the interviewer is to send them a follow-up email after the timeline provided has passed. Calling is not advisable because you may come out as being intrusive. Also, following up within the given time frame shows your professionalism.
#2. Write to the Head of the Department
Having not heard back from the interviewer, you can email the head of the department about the vacancy. As long as this person is directly related to the position you are applying for, chances are they will also attend one of the interviews down the line and are heavily involved in determining the most suitable candidate. That is why they may have more information about the situation and answer your queries.
#3. Contact any Person Working in the Company
Find the contact details of anyone working at the company you interviewed to check the vacancy information. They may know if the position has been filled or if the hiring manager is still thinking about the most suitable person. With the information provided by your contact, you will know if the interview was unsuccessful or if there is another reason why no feedback has been provided.
#4. Proceed with Your Job Search
While waiting for the response, you should keep on searching for other job opportunities until you get the final offer. Even if you are positive about the interview, there is no guarantee that you will get the job. There may be other suitable candidates who are also waiting for a response. If you don’t receive a response even after all the follow-ups, then it is highly likely that they don’t want to communicate with you and have already filled the position.
How Do You Politely Ask for an Interview Result?
The best way to ask about the status of your interview is to send a simple email.
How Do You Follow Up After an Interview Example?
Dear (Recipient’s name), Thank you for inviting me for an interview. I enjoyed our discussion and would like to learn about the next steps in the process. I am happy to answer any additional questions and provide any information you may need to support your decision-making.
How soon to write a Follow-Up Email After an Interview?
Within one to two business days after an interview, sending a follow up email is helpful to avoid appearing rude.
References
- FOLLOW-UP EMAIL: Professional Emails for Interviews, Ways to Write & Send It
- VIDEO INTERVIEW TIPS: What Are the Tips & Checklist to Do Well?
- MESSAGE TO HIRING MANAGER: Examples and Guide to Email a Hiring Manager
- RECRUITING COORDINATOR: Meaning, Job Description, Tips for Successful & Interview Questions
- EMAIL NEWSLETTER: Easy Guide to Create It, Example, Tools,& Services
