Nailing the job interview is a big accomplishment, but what comes after can truly set you apart from other candidates. A well-crafted follow-up email not only shows your professionalism but also your continued interest in the position. In this article, we’ll guide you through the process of creating the perfect follow-up email to help you land your dream job.
Timing is crucial when sending a follow-up email, and knowing when to hit “send” can make all the difference. In general, you’ll want to send your message within 24-48 hours of the interview. This ensures that the conversation is still fresh in your interviewer’s mind, while also allowing you to express your eagerness to move forward with the opportunity.
Throughout this article, we’ll be exploring a variety of follow-up email examples and templates that cater to different scenarios. Whether you’re looking to thank your interviewer, address any concerns, or simply remind them of your unique skills, these examples will help you ensure you’re putting your best foot forward in your pursuit of the job.
Related: How to Write a Perfect Thank You Email After an Interview
10 Best Examples & Templates of An Interview Thank You Email
How Long Does It Take to Hear Back From an Interview?
What to Wear to an Interview (and Mistakes to Avoid)
The Importance of Follow-Up Emails
Building Relationships with Hiring Managers
Sending a follow-up email after an interview helps in building a relationship with the hiring manager. By expressing your gratitude and appreciation, you show that you value their time and the opportunity to discuss the role. A well-crafted follow-up message can make you more memorable and leave a positive impression on the interviewer.
Example:
Subject: Thank you for the opportunity, [Hiring Manager’s Name]
Dear [Hiring Manager’s Name],
I enjoyed speaking with you today about the [position name] opportunity at [company name]. I appreciate the time you took to discuss the role, and I am excited about the prospect of joining your team.
I look forward to hearing from you soon.
Best regards,
[Your Name]
Reiterating Interest and Enthusiasm
A follow-up email is a great way to reiterate your interest in the role and enthusiasm for the company. Your email should focus on key points from the interview and indicate how your skills and experience align with the company needs.
Example:
Subject: Great conversation about [position name] at [company name]
Hi [Hiring Manager’s Name],
Thank you for the insightful discussion we had yesterday regarding the [position name] role at [company name]. I was particularly excited to learn about your plans for [specific project or department], and I believe that my experience in [your area of expertise] would make a valuable contribution to those goals.
I’m very interested in joining your team and look forward to the next steps in the hiring process.
Kind regards,
[Your Name]
Professionalism and Courtesy
Sending a follow-up email demonstrates professionalism and courtesy, which are qualities that many hiring managers look for in candidates. It shows that you are proactive and genuinely interested in the role. Be sure to maintain a polite and professional tone throughout your message.
Example:
Subject: Appreciate your time, [Hiring Manager’s Name]
Dear [Hiring Manager’s Name],
I wanted to thank you for providing me the opportunity to interview for the [position name] role at [company name]. It was a pleasure speaking with you, and I appreciated learning about the company culture and the challenges involved in the position.
I look forward to the possibility of working together and await your decision.
Sincerely,
[Your Name]
Timing Your Follow-Up Email
The 24-Hour Rule
Sending a follow-up email within 24 hours after your interview is preferable. It demonstrates that you’re proactive, organized, and genuinely interested in the position. This is your opportunity to express gratitude for the interview and reiterate your enthusiasm for the job.
Template:
Subject: Thank you for the interview – [Your Name]
Dear [Interviewer’s Name],
Thank you for taking the time to meet with me yesterday about the [position] role. I enjoyed our conversation and was especially excited about [specific detail you discussed]. I believe that my experience in [relevant experience] makes me a strong candidate for this position.
Looking forward to the next steps in the hiring process. Please let me know if there is any additional information I can provide.
Best regards,
[Your Name]
[Your Email Address]
[Your Phone Number]
After Receiving Feedback
If you’ve received a response to your initial follow-up email or further feedback from the interviewer, be sure to reply promptly. Ensure to address any concerns or questions they might have while continuing to display your interest in the position.
Example:
Subject: Re: Feedback on Interview – [Your Name]
Dear [Interviewer’s Name],
Thank you for your response and for providing constructive feedback on our interview. Based on your suggestions, I have [action taken to address concern]. I hope this addresses your concerns, and I look forward to discussing the potential of working together further.
Kind regards,
[Your Name]
[Your Email Address]
[Your Phone Number]
When to Send a Second Follow-Up
In some cases, you might not receive a reply to your initial follow-up email. If a week has passed without any communication, it’s acceptable to send a second follow-up email expressing your continued interest and inquiring about the status of the hiring process.
Example:
Subject: Checking In – [Your Name]
Dear [Interviewer’s Name],
I hope you’re doing well. I wanted to follow up on our conversation from last week regarding the [position] role. I am still very interested in joining your team and wanted to inquire about the progress in the hiring process.
Please let me know if there is any update or if I can provide any further information.
Thank you and best regards,
[Your Name]
[Your Email Address]
[Your Phone Number]
Related: Interview Follow-up Email Examples (1 day, 1 & 2 weeks)
Crafting Your Follow-Up Email
Subject Line and Greeting
When crafting the subject line for your follow-up email, make sure it’s concise, clear, and includes the phrase “thank you” or “follow-up.” This ensures your email stands out in their inbox.
Subject line examples:
- Thank You for the [Job Title] Interview
- Following Up on the [Job Title] Interview
- [Your Name] – [Job Title] Interview – Thank You
Start your email with a friendly and professional greeting that addresses the interviewer by name. Related: How to Start a Letter (and Mistakes to Avoid)
Expressing Gratitude and Reinforcing Interest
Begin by thanking the interviewer for their time and consideration during the interview process. Show genuine appreciation for the opportunity to learn more about the company and the position. Reinforce your interest in the role, mentioning specific aspects of the job or company that you find appealing. This demonstrates both your enthusiasm for the position and your understanding of the company culture.
Adding Additional Information and Value
Your follow-up email is a great opportunity to reinforce your skills and experience, or even share any information you may have forgotten during the interview. You can include a brief anecdote that highlights your problem-solving skills, teamwork, or adaptability. If you discussed a specific challenge the company is facing, provide a fresh perspective or solution you’ve been thinking about.
Closing and Sign-Off
Before signing off, express your eagerness to hear about the next steps in the process. Also, reiterate your availability for a follow-up conversation or to provide any additional information the interviewer might need. Close with a gracious sign-off like “Best regards” or “Sincerely,” followed by your full name. Related: How to End an Email Professionally (Examples)
Here are a few examples for each sub-section:
Examples: Step 1, Greeting
- Dear [Interviewer’s Name],
- Hi [Interviewer’s Name],
Examples: Step 2, Expressing Gratitude and Reinforcing Interest
- Thank you for taking the time to discuss the [Job Title] position with me. I am very excited about this opportunity and believe that my skills align perfectly with the company’s goals.
- I appreciate the opportunity to learn more about [Company Name] and your team’s vision. The [Job Title] role sounds like a great fit, and I am excited about the possibility of contributing to the company’s success.
Examples: Step 3, Adding Additional Information and Value
- During our conversation, you mentioned the importance of [skill or requirement]. In my previous role as a [Job Title], I successfully [accomplishment or experience] that I believe would make me a valuable asset to your team.
- After reflecting on our interview and the company’s needs, I wanted to share an idea that I believe could benefit [Name of project or issue]. My experience in [relevant skill] could help streamline the process and improve efficiency.
Examples: Step 4, Closing and Sign-Off
- I look forward to hearing about any updates on the position and am happy to provide any further information if needed. Sincerely, [Your Full Name]
- If there are any further questions, please don’t hesitate to reach out. I look forward to taking the next steps in the hiring process. Best regards, [Your Full Name]
Adapting to Different Interview Situations
After a Phone Interview
After a phone interview, try to send a follow-up email within 24 hours to express your gratitude for the opportunity and to reiterate your interest in the position. Recap the key points discussed during the phone conversation, and emphasize your strengths and how you fit the role. Personalize the email by mentioning a specific detail or connection you made with the interviewer.
Example:
Subject: Great talking with you today, [interviewer’s name]
Dear [interviewer’s name],
Thank you for taking the time to discuss the [job title] position with me today. I enjoyed learning more about [company name] and how the role aligns with my career goals. I believe that my experience in [industry or skill] would make me a valuable addition to your team.
During our conversation, you mentioned [specific detail from the interview]. This resonated with me because [explain how this connects to your experiences or interests]. I’m confident that my background in [relevant experience or skill] makes me a strong candidate for this position.
I appreciate the opportunity to further explore my potential with [company name]. I’m looking forward to the next steps of the hiring process. Please feel free to contact me if you have any questions or need additional information.
Best regards,
[Your name]
[Your phone number]
[Your email address]
Following a Second Interview
If you’ve had a second interview, it’s important to send another follow-up email, thanking the interviewers again for their time and expressing your ongoing interest in the role. To stand out, summarize the key takeaways from the second interview and highlight specific topics or connections relevant to the job requirements.
Example:
Subject: Thank you for the [job title] second interview, [interviewer’s name]
Dear [interviewer’s name],
I appreciate the opportunity to further discuss the [job title] position during our second interview today. It was a pleasure speaking with you and the team members, and I gained valuable insights into the role and how it contributes to [company name]’s success.
One aspect I found particularly interesting was [specific detail from the second interview]. I feel confident that my experience in [related skill or industry] will help me tackle similar challenges at [company name]. Moreover, the team’s focus on [company’s value or project] aligns with my professional aspirations.
Thank you once more for considering me for the [job title] position. I’m excited about the possibility of joining your team and eagerly await your decision.
Warm regards,
[Your name]
[Your phone number]
[Your email address]
No Response after Previous Follow-Up
If you haven’t heard back after sending a follow-up email, you can send another one after a week or two. Keep it polite and concise, expressing your continued interest in the role and your appreciation for the opportunity to interview.
Example:
Subject: Checking in on the [job title] position, [interviewer’s name]
Dear [interviewer’s name],
I hope this email finds you well. I wanted to follow up on the [job title] position, as I haven’t received an update regarding the hiring decision. I understand that these processes can take time, and I wanted to reiterate my interest in joining the [company name] team.
Please let me know if you need any additional information from me or if there is an update on the status of my application. I appreciate your time and consideration.
Sincerely,
[Your name]
[Your phone number]
[Your email address]
Related: Interview Follow-up Email Examples (1-2-3 weeks)
Interview Follow-up Email Examples and Templates
Job Interview Follow-Up Email Template
Subject: Thank You – [Your Name]
Dear [Interviewer’s Name],
Thank you for the opportunity to interview for the [Job Title] position yesterday. I enjoyed our conversation about [specific topic you discussed], and I’m excited about the prospect of joining the [Company Name] team.
I look forward to the possibility of contributing my experience in [Your relevant skills/fields] and collaborating with the team on [specific project/goals].
Please don’t hesitate to reach out if you have any additional questions or require any further information. I appreciate your consideration and hope to hear from you soon.
Best regards,
[Your Name]
[Your Email Address]
[Your Phone Number]
Phone Interview Follow-Up Email Template
Subject: Thank You for the Phone Interview – [Your Name]
Hello [Interviewer’s Name],
I wanted to express my gratitude for our phone conversation today regarding the [Job Title] role at [Company Name]. I enjoyed speaking with you about [specific topic you discussed], and I appreciate the time you took to provide insights into the company’s goals and culture.
The more I learn about [Company Name], the more excited I am about the opportunity to contribute my skills and experience in [Your relevant skills/fields] to help the team achieve its objectives.
If you need any additional information or have further questions, please feel free to contact me. I look forward to hearing from you regarding the next steps in the hiring process.
Best regards,
[Your Name]
[Your Email Address]
[Your Phone Number]
Second Interview Thank You Email Template
Following up with a thank you email after your second interview is crucial to express your continued enthusiasm for the role. Here’s how you can structure your email:
Subject: Thank You for the Second Interview – [Your Name]
Dear [Interviewer’s Name],
I wanted to extend my appreciation for the opportunity to participate in the second interview for the [Job Title] position at [Company Name]. It was a pleasure to meet additional members of the team and learn more about [specific aspects of the role].
I continue to be excited about the prospect of joining the team at [Company Name] and believe that my experience in [Your relevant skills/fields] will be a valuable asset for achieving the company’s goals.
Please don’t hesitate to reach out if you need any further information or have any concerns. I appreciate your time and consideration and look forward to hearing about the next steps in the hiring process.
Sincerely,
[Your Name]
[Your Email Address]
[Your Phone Number]
Common Mistakes to Avoid
Overlooking Proofreading
One common mistake to avoid is overlooking proofreading. Always double-check your follow-up email for any errors in grammar, spelling, and punctuation. It’s crucial that your email appears professional and polished to make a strong impression. Consider using grammar tools like Grammarly to help catch any potential mistakes.
Being Too Casual or Overly Formal
Another mistake to avoid is being too casual or overly formal in your follow-up email. Keep the tone professional but approachable. It’s essential to strike a balance between showing enthusiasm for the role and respecting the formality required in corporate communications. Avoid using slang, emojis, or overly complicated language.
Example:
Too casual: “Hey there, just wanted to say I had a great time chatting with you!”
Overly formal: “Dear esteemed interviewer, I am writing to express my sincerest gratitude for our engaging dialogue.”
Appropriate: “I appreciate the time you took to discuss the position and company goals with me.”
Failing to Customize the Template
Lastly, avoid using a generic template without customizing it to reflect the specific situation and company. Be sure to mention the company name, position, and any key discussion points from the interview. Highlight relevant soft skills you possess that would benefit the role and the organization.
Example:
Generic: “I wanted to express my interest in the position we discussed during the interview.”
Customized: “I am excited about the opportunity to contribute my project management and teamwork skills as a Marketing Coordinator at XYZ Company.”
Going Beyond Email
Handwritten Thank You Note Template
A handwritten thank you note can leave a lasting impression on your interviewer. It shows you put in extra effort and value the opportunity. Make sure your note is concise and well-crafted. Choose quality stationery and use legible handwriting. Begin expressing gratitude for the interview, then mention a specific point discussed to make it personal. Reiterate your excitement for the position and make sure to sign your name.
Example:
Dear [Interviewer’s Name],
Thank you for taking the time to discuss the [job title] role with me. I appreciated learning more about how your team handles [specific topic]. I believe my experience in [relevant field] would complement your team’s goals. I’m excited for the chance to be a part of [company name] and contribute to its continued success.
Warm regards, [Your Name]
A Follow-up Phone Call Example
A follow-up phone call can convey your enthusiasm and continued interest in the position. However, use discretion and respect the interviewer’s time. Wait at least a week after your initial follow-up email before considering a call. When you call, be polite, introduce yourself, thank the interviewer for the opportunity, and ask if there is any update on the decision process.
Example: “Hi [Interviewer’s Name],
This is [Your Name] calling regarding the [job title] position. I wanted to follow up and express my continued interest in the role. I enjoyed our conversation and believe I’d be a great fit for the team. Do you have any updates on the hiring process?”
Connecting on Social Media: Linkedin Message Template
Staying in touch with your interviewer on social media platforms, such as LinkedIn, can help strengthen your professional connection. First, ensure your profile is up-to-date and highlights your skills and achievements. Send a personalized connection request expressing appreciation for the opportunity and reiterate your interest in the role. Also, consider engaging with your interviewer’s content or company posts to demonstrate your genuine interest in their industry.
Example of Linkedin Message:
Hi [Interviewer’s Name],
It was a pleasure discussing the [job title] role with you. I am excited about the opportunity to contribute to [company name] and grow professionally. I would be grateful to stay connected and learn more about your team and company updates.
Best regards, [Your Name]
Frequently Asked Questions
Follow-up email timing
Sending your follow-up email within 24-48 hours after the interview is ideal. This shows that you are proactive and interested in the opportunity. Don’t forget to account for weekends or holidays, as you want to ensure the email reaches the interviewer during business hours.
Best subject lines for interview follow-up emails
Effective subject lines are concise and relevant to the interview. Use something that can quickly remind the interviewer who you are and the position you discussed.
Example 1: “Your Name – Role Interview Follow-up”
Example 2: “Thank you for the Interview – Your Name”
Example 3: “Following up: Role and Your Name”
How to address the interviewer
In the beginning of your email, address the interviewer with their full name and title, using “Mr.,” “Ms.,” or another appropriate title. If you had multiple interviewers, send personalized emails to each person.
Example 1: Dear Mr. Smith,
Example 2: Hello Ms. Johnson,
Example 3: Good morning, Dr. Lee,
Related: How to Start a Letter (and Mistakes to Avoid)
How to thank the interviewer
Express your gratitude for the time and effort the interviewer invested in meeting with you. Personalize your thanks by mentioning a specific topic discussed or a moment that stood out.
Example 1: “I appreciate the time you took to discuss the marketing strategies your team utilizes.”
Example 2: “Thank you for your insights about the company culture and future growth plans.”
Example 3: “It was a pleasure learning about the team’s accomplishments and goals.”
How to reiterate interest
Reaffirm your enthusiasm for the role and explain why you believe you would be a great fit. Briefly highlight your relevant skills, experiences, or qualifications that could contribute to the team or company.
Example 1: “I continue to be excited about this opportunity, as I believe my background in finance will allow me to make impactful contributions to your team.”
Example 2: “The role aligns with my passion for digital marketing, and I am confident in my ability to drive successful campaigns.”
Example 3: “My project management experience and adaptability make me an ideal candidate for this fast-paced environment.”
How to check application status
Politely inquiring about the next steps or when you can expect to hear feedback is acceptable in your follow-up email. This will also indicate your continued interest in the position.
Example 1: “Could you please let me know what the next steps in the hiring process are? I am eager to continue our conversation.”
Example 2: “I understand you may need time to evaluate candidates, but I am curious when you anticipate making a decision.”
Example 3: “I appreciate your consideration, and I would be grateful for an update on the status of my application when it is available.”