How to Write a Follow Up Email After Your Interview

You've nailed the interview, shared your skills, and felt a connection. Now comes the nerve-wracking part: the wait. The post-interview period can be stressful as you anxiously anticipate news about your application. But what if you don't hear back promptly? It's time to take a proactive step and send a follow-up email after your interview.

Sending a follow-up email isn't just acceptable; it shows initiative, reinforces your interest, and can help you stand out from other candidates. It's a bold, confident, and entirely professional step.

In this guide, we'll explore what follow-up emails after interviews are, why they're essential, and most importantly, how to write them effectively. To make it easy, we provide 5 versatile examples you can adapt for various interview scenarios.

Whether you had an in-person chat, a phone screen, or a virtual meeting, these examples and tips will give you the best possible chance of making a lasting positive impression.

What Are Follow-Up Emails After an Interview?

A follow-up interview email serves a crucial purpose: to get an update on your application status and ideally, move you closer to receiving a job offer or the next interview stage.

Writing an effective follow-up email requires careful consideration. You need to be polite and appreciative while also clearly expressing your continued interest and gently inquiring about the timeline. Getting the tone right is key – you want to be persistent but not pushy.

A well-structured follow-up email sticks to a professional format, contains all necessary information for the recipient to identify you and your application, and reiterates your enthusiasm for the role and company. Focusing on how your skills align with the position and briefly mentioning something specific from the interview can also help build or reinforce the connection you made.

While it might sound challenging, mastering the follow-up email is simpler than you think, especially with the right guidance and examples.

5 Follow Up Email After Interview Examples

Ready to see how it's done? Here are 5 post-interview follow-up email templates tailored for different situations. Remember to personalize these with your specific details.

Follow-up Email After an In-Person Interview

When you've met face-to-face, you've established a more personal connection with the interviewer(s). This allows for a slightly more personalized follow-up message sent directly to them. Use this sample to express gratitude and reference a specific point from your conversation.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to follow up on our recent in-person interview on [Date of Interview] for the [position/role] at [Company Name]. It was a pleasure meeting with you and learning more about the opportunity and the team.

After our conversation, particularly when we discussed [mention something specific from the interview, e.g., the upcoming project, a company value], I am even more excited about the possibility of joining [Company Name]. I am confident that my skills and experience in [mention relevant skills] align well with the requirements of the position, and I am eager to contribute to the company's success.

Please let me know if there is any additional information or documentation I can provide to support my candidacy. I look forward to hearing from you regarding the next steps in the hiring process.

Thank you once again for your time and consideration.

Best regards,

[Your Name]

Follow-up Email After a Phone Interview

Phone interviews are often an initial screening stage. Recruiters may speak with many candidates, so a timely follow-up helps keep your application top-of-mind. If some time has passed, use this template to gently inquire about the status.

Dear [Recipient's Name],

I hope this email finds you well. I wanted to follow up on our recent phone interview on [Date of Interview] for the [position title] role at [Company Name]. I enjoyed our conversation and remain very interested in this opportunity.

I would like to inquire about the status of the hiring process and if there is any additional information or documentation I can provide to support my application. I believe my skills and experience, particularly in [mention a key skill discussed], align well with the requirements we discussed.

Thank you for considering my application. I look forward to hearing from you soon and hope to have the opportunity to continue the conversation.

Best regards,

[Your Name]

Follow-up Email After a Zoom Interview

Virtual interviews combine elements of both in-person and phone calls. It's professional to stay relatively formal in your correspondence, acknowledging the format while expressing your continued interest.

Dear [Recipient's Name],

I hope this email finds you well. I wanted to follow up and express my sincere appreciation for the opportunity to interview with you via Zoom on [Date of Interview] for the [Position Name] role. It was a great experience, and I found our discussion about [mention a topic discussed] very insightful.

I am still very enthusiastic about this opportunity and believe my qualifications would be a strong asset to your team.

Please let me know if there is any additional information or documentation you require from my end.

Thank you for your time and consideration.

Best regards,

[Your Name]

Follow-up Email After No Response

It's not uncommon for the hiring process to take longer than expected. Delays can happen for various reasons. If you haven't heard back within the timeframe you were given (or after about a week if no timeframe was provided), send this gentle follow-up email. Remain polite and professional, even if you're feeling anxious.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to follow up on the status of my application for the [Job Position] role at [Company Name].

Since our interview on [Date of Interview], I have not received any updates regarding the hiring process. I understand that these processes can take time and there may be various factors contributing to a delay.

I remain very interested in the opportunity to work with [Company Name] and am excited about the potential to contribute my skills in [mention 1-2 key skills].

If there are any additional documents, references, or information you require from me, please let me know. I am more than happy to provide them promptly.

Thank you for your attention and for keeping me informed. I look forward to hearing from you soon.

Best regards,

[Your Name]

Final Follow-up Email to Recruiter After Interview

If you've sent a previous follow-up with no response, it might be time for a final check-in before moving on. There could still be a valid reason for the delay. This email serves as a polite last attempt to get an update without burning any bridges.

Dear [Recipient's Name],

I hope this email finds you well. I am writing as a final follow-up regarding my application and interview for the [position] at [Company Name] on [Date of Interview].

I wanted to reiterate my strong interest in this position and respectfully inquire if there is any update on the status of the hiring process.

If the position has been filled or if there is no longer a need for this role, I would appreciate being informed. I understand that decisions take time, and I want to manage my expectations accordingly.

Please let me know if there are any additional materials or references that you need from me. I am more than happy to provide any further information that will assist in the decision-making process.

Thank you for your time, consideration, and for the opportunity to interview. I wish you and the team at [Company Name] all the best.

Best regards,

[Your Name]

How to Write Follow-Up Emails After an Interview: The Structure

Effective follow-up emails are typically concise, direct, and follow a standard professional format. This structure ensures all essential information is included clearly. The basic post-interview email format includes three key parts:

Subject Line

Body Copy

Sign-off / Next Steps

Let's break down each component.

Follow Up Interview Email Subject Line

Your subject line is the first thing the recipient sees, so it must be clear and informative. It should immediately tell them who you are and why you are emailing. Including keywords like "follow up," "interview," the job title, and potentially your name can be very helpful for the recipient to quickly identify your message.

Here are some effective follow-up interview email subject line examples:

• Following Up - [Your Name] - [Job Title] Interview
• Thank You - Interview for [Job Title] - [Your Name]
• Post-Interview Follow-Up for [Job Title]
• Checking In Regarding the [Job Title] Position - [Your Name]
• Interview Follow-Up - [Date of Interview] - [Your Name]

Choose one that is clear, concise, and professional. Avoid overly casual or demanding language.

Follow Up Interview Email Body Copy

The body of your email should be polite, professional, and get straight to the point.

• Start with a professional greeting: Address the person or panel who interviewed you using their correct name(s). "Dear Mr./Ms. [Last Name]," or "Hello [First Name]," if appropriate based on your rapport during the interview.
• Identify yourself and the role: Clearly state your name, the position you interviewed for, and the date of the interview. This helps the recipient quickly recall your application.
  • Example: "My name is [Your Name], and I am writing to follow up on my interview for the [Programmer] position at [Company Name] on [Date]."
• Express gratitude and reiterate interest: Thank them for their time and the opportunity to interview. Reiterate your strong interest in the role and the company.
  • Example: "Thank you so much for taking the time to speak with me about the [Programmer] role. I truly enjoyed our conversation and learning more about [mention something specific you learned or discussed]. I remain very enthusiastic about this opportunity and believe my skills are a great match."
• Briefly connect your skills to the role (Optional but recommended): You can briefly mention a key skill or experience discussed during the interview and how it relates to the job requirements. This reinforces your suitability.
  • Example: "Discussing the challenges of [mention a specific challenge] further solidified my confidence that my experience in [mention relevant skill] would be highly beneficial to your team."
• Inquire about next steps: Politely ask about the status of your application and the expected timeline for the next steps in the hiring process.
  • Example: "I was wondering if you could provide an update on the status of the hiring process and when you anticipate making a decision or moving to the next stage?"
• Offer additional information: Let them know you are available to provide any further details, documents, or references they might need.
  • Example: "Please do not hesitate to contact me if you require any additional information or documentation from my end."
• Concluding sentence: Reiterate your anticipation for their response.
  • Example: "Thank you again for your time and consideration. I look forward to hearing from you soon."

Follow Up Interview Email Sign-off / Next Steps

Conclude your email professionally.

• Professional closing: Use a suitable closing like "Best regards," "Sincerely," or "Thank you."
• Your Name: Your full name.
• Contact Information: Include your phone number and email address below your name. This makes it easy for them to reach you. You can also include a link to your LinkedIn profile if appropriate.

Remember to proofread your email carefully before sending!

Expert Tips for Writing Professional Follow-Up Emails

When you really want the job, the waiting period can be agonizing. Sending an interview follow-up email is not just acceptable, it's often expected and can positively influence the hiring decision. It's your right to seek an update so you can plan your next steps.

You've already built a connection during the interview, whether it was with one person or a panel. Leverage this relationship when crafting your follow-up.

Here are 5 expert tips to help you write standout post-interview follow-up messages:

Personalize and Build on the Connection: Use the recipient's name and reference specific points from your conversation. Mentioning something unique you discussed demonstrates that you were engaged and listening. The relationship you started in the interview makes this personalization more effective.

Reiterate Your Value and Relevant Skills: Use the email as a brief opportunity to reinforce why you are a strong candidate. Reference skills or experiences that directly relate to the job requirements, especially anything you may have forgotten to emphasize during the interview. Don't be shy about highlighting your key strengths and achievements.

Send It Promptly: Timing matters. While sending it immediately after walking out the door might be too soon, don't wait too long. The ideal timeframe is typically within 24-48 hours of your interview. This keeps you fresh in their minds without seeming impatient.

Proofread Meticulously: A poorly written email with typos or grammatical errors can undermine your professional image. Carefully proofread your message before sending. Double-check the recipient's name, the company name, the job title, and your own contact information. Reading it aloud can help catch mistakes.

Leverage Available Writing Assistance: If you struggle with writing, consider using available tools or resources to help you craft clear, professional emails. Whether it's grammar checkers, spell checkers, or writing guides, utilizing assistance can help ensure your message is polished and effective. The goal is always to present your best self in writing.

Conclusion

Writing interview follow-up emails can seem daunting, but by sticking to a clear format and following these tips, you can make the process straightforward and effective. Work through each section of your email, ensuring that the critical information is in the right place. Always express your thanks, reiterate your appreciation for the opportunity, and present yourself confidently as a suitable candidate. A thoughtful, well-timed follow-up demonstrates professionalism and sustained interest, significantly improving your chances of moving forward in the hiring process.

SEO FAQ After Conclusion

Q: Why should I send a follow-up email after an interview? A: Sending a follow-up email demonstrates your continued interest in the position, reinforces your qualifications, keeps you fresh in the interviewer's mind, and allows you to add any points you may have missed during the interview. It's a professional courtesy that can help you stand out.

Q: When is the best time to send a follow-up email after an interview? A: Ideally, you should send a follow-up email within 24-48 hours after the interview. This timeframe is prompt enough to be effective while giving the interviewer a little time before hearing from you again.

Q: What should the subject line of my follow-up email be? A: The subject line should be clear and professional, making it easy for the recipient to identify the email's purpose. Include keywords like "Follow Up," your name, and the job title you interviewed for (e.g., "Following Up - [Your Name] - [Job Title] Interview").

Q: How long should a follow-up email be? A: A follow-up email should be concise and to the point. Aim for a few short paragraphs – enough to express your gratitude, reiterate interest, briefly reinforce your fit, and inquire about next steps, but not so long that it becomes a burden to read.

Q: What information should I include in the body of the email? A: Include a thank you, mention the specific position and date of the interview, reiterate your strong interest, briefly connect your skills/experience to the role, and politely ask about the next steps or timeline in the hiring process.

Q: Is it okay to send a follow-up email if I haven't heard back after the expected date? A: Yes, it is perfectly acceptable to send a second, gentle follow-up email if you haven't received a response by the date they indicated or after a reasonable amount of time has passed (e.g., a week or two after your initial follow-up). Keep it polite and simply inquire about the status.