You aced the interview! You answered all the tough questions, showcased your skills, and felt a real connection with the hiring manager. Now what? The waiting game can be nerve-wracking, but there’s a crucial step you shouldn’t skip: sending a follow-up interview email. This simple message can significantly boost your chances of landing the job.
At DailyExe.com, we understand that every detail counts in your job search. This guide provides ready-to-use templates and practical advice to help you craft a follow-up email that stands out, reinforces your interest, and keeps you top-of-mind. Whether you’re a student, an experienced employee, a freelancer, or a small business owner looking to hire, knowing how to communicate effectively after an interview is a powerful tool.
Why a Follow-Up Email is Essential After an Interview
Think of a follow-up email as your final handshake. It’s more than just a courtesy; it’s a strategic move in your job application process. Here’s why it’s so important:
- Shows Professionalism and Courtesy: It demonstrates good manners and respect for the interviewer’s time.
- Reinforces Your Interest: It clearly communicates that you are still enthusiastic about the position and the company.
- Reiterates Your Qualifications: You can briefly remind them of a key skill or experience relevant to the role.
- Corrects or Clarifies Points: If you forgot to mention something important or wish to clarify an answer, this is your chance.
- Stands Out from the Crowd: Many candidates don’t send one, giving you an edge.
- Keeps You Top of Mind: It brings your application back to the forefront of the interviewer’s memory.
When to Send Your Follow-Up Interview Email
Timing is key when it comes to sending a follow-up email. You want to send it soon enough to be remembered, but not so soon that it seems rushed or desperate.
The Golden Window: 24-48 Hours
The best practice is to send your follow-up email within 24 to 48 hours after your interview. This timeframe is ideal because:
- The conversation is still fresh in the interviewer’s mind.
- It shows promptness without being pushy.
- It allows you enough time to thoughtfully craft your message.
If your interview was on a Friday, aim to send the email on Friday afternoon or Saturday morning. If it was on a Thursday, sending it by Saturday morning is perfectly acceptable.
What to Include in Your Follow-Up Email
A well-crafted follow-up email is concise, professional, and impactful. Here are the essential elements:
- Clear Subject Line: Make it easy for the interviewer to identify the email and recall your interview.
- Personalized Greeting: Address the interviewer(s) by name.
- Express Gratitude: Thank them for their time and the opportunity.
- Reference Key Discussion Points: Mention something specific you discussed. This shows you were listening and engaged.
- Reiterate Your Interest: Clearly state your continued enthusiasm for the role and the company.
- Highlight a Key Qualification: Briefly remind them why you’re a great fit for the position, linking your skills to their needs.
- Call to Action (Optional/Subtle): You can mention looking forward to hearing about the next steps, but avoid being demanding.
- Professional Closing: Use a standard professional closing.
- Your Contact Information: Include your full name and phone number.
Step-by-Step Guide: How to Write Your Follow-Up Email
Step 1: Choose a Strong Subject Line
Your subject line is the first thing the interviewer sees. It should be clear and descriptive.
- Good Examples:
- “Thank You – [Your Name] – [Job Title]”
- “Following Up – [Your Name] – [Job Title] Interview”
- “Appreciation for Interview – [Your Name] – [Job Title] Position”
Step 2: Start with a Professional Salutation
Address each interviewer by their correct title and last name.
- “Dear Mr./Ms./Mx. [Last Name],”
- If you interviewed with multiple people, you can list them all: “Dear Mr. [Last Name], Ms. [Last Name], and Mr. [Last Name],” or use a collective greeting if appropriate: “Dear Interview Team,”
Step 3: Express Your Gratitude
Immediately thank them for their time and the opportunity.
- “Thank you so much for taking the time to speak with me yesterday about the [Job Title] position.”
- “I truly enjoyed our conversation on [Date of Interview] regarding the [Job Title] role at [Company Name].”
Step 4: Reference Specifics from the Interview
This is where you make your email memorable and personalized. Mentioning a specific topic you discussed shows genuine interest and attentiveness.
- “I particularly enjoyed learning about [specific project or team initiative].”
- “Our discussion about [Company’s Challenge] further solidified my belief that my experience in [Your Relevant Skill] would be a strong asset.”
Step 5: Reiterate Your Interest and Fit
Connect your skills to the role and express your continued enthusiasm.
- “I am very enthusiastic about the opportunity to contribute to your team as a [Job Title] and am confident my [Specific Skill] and [Another Specific Skill] would align perfectly with your needs.”
- “I am even more excited about the [Job Title] role after our discussion and believe my background in [Your Key Experience] makes me an ideal candidate.”
Step 6: Professional Closing and Contact Information
End with a polite closing and ensure your contact details are included.
- “Thank you again for your time and consideration. I look forward to hearing from you soon.”
- “Sincerely,”
- “Best regards,”
- “[Your Full Name]”
- “[Your Phone Number]”
- “[Your Email Address]”
- “[Link to your LinkedIn Profile (Optional)]”
Copy-Ready Templates for Follow-Up Interview Emails
Below are several templates you can copy, paste, and customize for different interview scenarios. Remember to replace the bracketed information `[ ]` with your specific details!
Template 1: General Follow-Up After a First Interview
Template 2: Follow-Up After a Panel or Multiple Interviewers
When interviewing with multiple people, you can send individual emails or a collective one. A collective email is often acceptable, but personalizing each is even better if time permits.
Template 3: Follow-Up When You Forgot to Mention Something Important
Template 4: Follow-Up After a Second or Final Interview
Tips for a Perfect Follow-Up Email
- Proofread Carefully: A single typo can undermine your professionalism. Read it aloud or use a grammar checker.
- Keep it Concise: Interviewers are busy. Get straight to the point.
- Be Authentic: While using templates, personalize your message to sound like you.
- Maintain a Professional Tone: Even if the interview was casual, keep your email formal and respectful.
- Send Individual Emails: If you interviewed with multiple people, try to send a separate, personalized email to each interviewer. It shows extra effort.
- Consider a Hand-Written Note (Optional): For some industries or roles, a brief, hand-written thank you note sent in addition to an email can make a strong impression. This is less common now but can be a powerful differentiator.
Common Mistakes to Avoid
- Not Sending One at All: This is the biggest mistake. It can make you seem uninterested or unprofessional.
- Sending it Too Late: After 48 hours, the impact significantly diminishes.
- Sending it Too Soon: Immediately after the interview can seem desperate.
- Generic Emails: A “copy-paste” email without personalization will not impress.
- Typos and Grammatical Errors: These reflect poorly on your attention to detail.
- Being Demanding or Pushy: Avoid asking “Did I get the job?” or demanding immediate next steps.
- Over-Apologizing: Don’t apologize excessively if you felt you stumbled during the interview. Focus on positivity.
- Over-Selling Yourself: Keep it brief. You already had the interview to sell your skills.
What if You Don’t Hear Back? (Second Follow-Up)
If the interviewer gave you a timeline for next steps and that time has passed, it’s appropriate to send a brief second follow-up email. Wait at least a few days beyond the stated timeline.
Internal Linking Suggestions
As you build your career, remember that every step is an opportunity to learn and grow. Check out our other resources on DailyExe.com to help you succeed:
- How to Write a Professional Resume
- Crafting an Effective Cover Letter
- Common Interview Questions and Answers
- Negotiating Your Salary
FAQ
How long after an interview should you send a thank you email?
You should send a follow-up interview email within 24 to 48 hours after your interview. This ensures your conversation is still fresh in the interviewer’s mind and shows your promptness and professionalism.
What should be the subject line of a follow-up email after an interview?
A clear and concise subject line is best. Good examples include “Thank You – [Your Name] – [Job Title]” or “Following Up – [Your Name] – [Job Title] Interview.” This helps the interviewer quickly identify the email.
Should I send a separate follow-up email to each interviewer?
Yes, ideally, you should send a separate, personalized follow-up email to each person you interviewed with. This demonstrates extra effort and allows you to reference specific points you discussed with each individual.
What if I don’t hear back after my follow-up email?
If you don’t hear back within the timeline given by the interviewer, or after about a week if no timeline was provided, you can send a brief second follow-up email. Keep it polite and inquire about the status of your application. Avoid being pushy.
Is it okay to include my LinkedIn profile in the follow-up email?
Yes, it is perfectly acceptable and often encouraged to include a link to your professional LinkedIn profile in your email signature. This provides interviewers with another way to review your professional background.
What if I made a mistake during the interview? Can I address it in the follow-up?
Yes, you can briefly and professionally address a minor point or clarification in your follow-up email. Frame it positively, emphasizing what you learned or how your experience truly fits, rather than apologizing excessively. Focus on adding value rather than dwelling on a perceived mistake.
How to Write a Perfect Follow Up Interview Email (Templates Included)
