How To Write A Follow-Up Email After A Job Interview

After a job interview we all go home excited at the prospect of hearing back from the hiring team. It’s normal to want an update from the hiring team, especially if you feel it went well. That is where you can write a follow-up email. A follow-up email after a job interview allows the applicant to reinforce their interest for the job and helps them stay on top of the hiring manager’s mind.

However, a follow-up email is like a double edged sword. Though it is beneficiary to you the writer, there are several potential pitfalls when sending a follow-up email that could actually damage your chances of landing the job. Here are a few tips on how to craft a follow-up email that increases your chances of landing the job.

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Choose the timing correctly to send a follow-up email

Don’t appear pushy, let the dust settle. Chances are that your interviewer will still be interviewing other candidates for a few more days.

You should wait for about five business days after your job interview before sending a follow-up email. However if the interviewer provided an expected date for feedback, then follow up one business day after the feedback date has passed.

Before sending a follow-up email. you can also send a thank-you email within 24 hours of the interview.

Choose the right tone of voice when crafting a follow-up email

Your follow-up email should be straight to the point and also sound professional and courteous. Be clear about the purpose of your email. Get to the point and avoid unnecessary small talk.

Reading an email

Photo by SHVETS production from Pexels


What to include in your follow-up email

The follow-up email should be written in a formal way and include the following elements:

Subject line

Email subject lines are very important because they determine whether your email gets opened or not. Write your subject line in a way that ensures that your message gets opened quickly. The best way to do this is to craft your email as a response to your previous communication with whoever was interviewing you. If there was no previous email communication, simply include your name, the date and time of the interview. For example:

John Doe – Re: Interview on Friday at 10am

Introduction

The introduction has to be formal, unless if you are on first-name terms with the person you are contacting. If you’re on first-name terms with the person, then it is fine to open your follow-up email by using their first name. If not, then stick with their title and surname (i.e. Mr. / Ms. / Mrs. / Miss. Smith).

Body

Keep it simple and straight to the point. The interviewer already knows the purpose you wrote the email even before reading the body, so don’t waste their precious time with small talk. Just be polite and direct:

  • First, thank them for their time in the interview.
  • Explain the reason for your follow-up. Remember to specify the job and interview date.
  • Reaffirm your interest in the job and your interest in hearing about next steps.
  • Politely and directly ask for a progress update.
  • Maintain a positive tone throughout. Don’t let your frustration show, even if this is a second or third follow-up with no response.

Signing off

Finally sign off the email by inviting your interviewer to ask any additional questions if they have any. Close with a simple “looking forward to hearing from you”, then a “thank you” followed by your full name.

Examples of a follow-up email

Follow-up email eaxmple 1

Subject: John Doe – Re: Interview on Friday at 10am

Hi [Recipient Name],

Thank you for your time on [Interview Date]. It was great to speak to you about the [Job Title] role and I am convinced that the position is a perfect fit for this stage in my career. I was hoping to get an update on the recruitment process, so any information that you can give me about the next steps would be greatly appreciated. Also, feel free to ask me any follow-up questions that may have come up since we last spoke.

Looking forward to hearing from you,

John Doe

Follow-up email example 2

Subject: John Doe – Re: Interview on Friday at 10am

Hi [Recipient Name],

I hope I find you well.

I’m following up to see if you have any status updates on the [Job Title] position that I interviewed for on [Interview Date].

I’m excited to hear about the next steps, and the role seems like a great fit for my background based on what I learned! Any updates you can share would be great.

Thanks so much,

John Doe

Sending a follow-up email doesn’t guarantee you are going to be responded to. If you don’t get a response after five business days you can send a second follow-up email.


Example of a second follow-up email after no response:

Hi [Recipient Name],

I haven’t heard a reply to my previous email so I wanted to check for any updates on how the interview process is moving.

Are there any updates you can share regarding the [Job Title] position? I am still interested in the position, and I look forward to hearing from you when you have any news to share.

Thanks so much,

John Smith

Final word

Don’t forget to proofread your follow-up email before clicking send. If possible, run it through a spell checker. Ensure that your follow-up email is:

  • properly spaced
  • correctly punctuated
  • free of typos
  • free of grammatical errors.

Sydney Chako

Mathematics, Chemistry and Physics teacher at Sytech Learning Academy. From Junior Secondary School to Tertiary Level Engineering Mathematics and Engineering Science.

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