Sometimes, weeks can pass after an interview without a response from a potential employer. If this happens, you can send a second follow-up email to check in. Finally, you can send an email asking to stay in touch with the hiring manager. If you didn’t get the job, this is a great way to expand your network and learn how to improve your chances the next time.
Overview: Writing a follow-up email after the interview
Following up with the people you communicate with during each stage of the hiring process shows that you are grateful and excited about the position. This will likely help to increase your chances of getting to the next interview, and eventually receiving an offer.Writing a thoughtful follow up expressing your enthusiasm about the job, thanking the reader for their time and including anecdotes from your conversation shows strong soft skills. Because soft skills are more difficult to teach in the workplace, candidates that show respect, communication and active listening skills will be highly sought-after by employers. It will also make you a more memorable candidate as you will have had more communicative touch-points than those who did not send a follow-up.
How to write a follow-up email
In your interview follow-up email, start by thanking your interviewer for their time. Be sure to highlight the ways your talents align with the role. Refer to your notes from the interview and the job description to choose words or points from your conversation that will resonate with the reader. Communicate your enthusiasm for the job by restating your interest in the position and your conviction that you are the right fit for the position.Here is a step-by-step guide to writing a follow-up after an interview:
- In the first paragraph,
- In the second paragraph, note the company’s name as well as a conversation point and/or goal that seemed especially important to the person you spoke with. Connect that point to your experience and interests. Get as specific as possible while keeping it short and to-the-point.
- In the final paragraph, close with a summary statement on what sets you apart as a candidate and what you’ll bring to this new opportunity. Invite them to ask you any additional questions and close by saying you’re looking forward to hearing back.
- Close by including your signature and contact information.
Interview follow-up email examples
Here are several examples of follow-up emails you might use during the hiring process. Below, we will discuss when and how you should send each and tips for writing them.1. Short interview thank you email example
A short follow-up version may be most appropriate as a thank you email after a phone interview. In the short version, you’ll want to be concise:Subject line: Thank you for your time
Dear Ms. Owekwe,
Thank you for taking the time to speak with me about the Marketing Coordinator role. It was great to meet with you and learn more about the position.
I’m very excited about the opportunity to join Horizon Marketing and am particularly interested in the details you shared about the upcoming launch of the brand campaign. I’m enthusiastic about the prospect of taking on some of the project management and bringing my experience in successfully coordinating cross-functional initiatives to the table.
After our conversation, I’m confident that my background in marketing and my interest in brand growth will enable me to fill the job requirements effectively and support the vision of Horizon. Please feel free to contact me if I can provide you with any further information or samples of my work. I look forward to hearing from you.
Thanks again,
Jerry Mendelson
555-555-5555
jerrym@email.com
2. Long interview thank you email
In the long version, you have more opportunity to explain your skills in detail (although you’ll notice that this long version is still relatively short). This is appropriate after an in-person interview or other meaningful interaction during the hiring process.Subject line: Thank you for your time
Dear Mr. Jefferson,
Thank you very much for your time yesterday — it was a pleasure speaking with you about the Account Executive role. From our conversation, it’s clear that ABC Inc. has the energetic and hard-working environment I’m seeking.
I especially enjoyed discussing your need for someone who can create value and insight during client conversations. It’s an interesting challenge, and I’ve continued reflecting on it since our meeting. Over the last few years, I’ve encountered many of the same roadblocks we discussed: tightening client budgets and lengthy decision-making processes. Prioritizing the quality of the conversation, over simply delivering information, has been one of my most successful tactics in overcoming those roadblocks and one reason I’ve routinely exceeded my quotas.
In my relationships with clients, I focus on building trust and boosting credibility, and I’m excited about the prospect of bringing that skill set to ABC Inc. If you need any further information, please feel free to contact me by email or phone.
Thanks again,
Jaime Peterson
555-555-5555
jpeterson@email.com
Keep in mind, particularly for the longer version, that you’ll want to spend time customizing the elements to your specific experience and the interview conversations. The more you customize these general examples, the more you’ll stand out as an applicant.
3. Checking in email
If you haven’t heard back from a potential employer after your interview or after your post-interview follow-up, you can send a “checking in” email, ideally to the recruiter. You should send this email if you haven’t heard back after two weeks since your interview.Keep it concise. Indicate that you’re looking for more information without being overeager:
In the subject line, include the job title you interviewed for.
Send this email to the recruiter. They are the most likely to be up-to-date on what’s going on in the hiring process.
Keep it to one paragraph indicating that you are still interested in the job and looking for an update. Offer to provide additional information if they need it. Sign off with a thank you.
Subject line: Checking in RE: Marketing Coordinator role
Dear Yesenia,
I hope you’re well! I’m checking in on the Marketing Coordinator role. It was great to meet with the team earlier and I’m looking forward to your update. Please let me know if there’s anything else I can provide to assist in the decision-making process.
Thank you,
Rachel Cole
555-555-5555
rcole@email.com
You don’t need to worry that checking in makes you seem desperate or annoying. The truth is that these decisions take a different amount of time at each company. You’re simply giving them a gentle nudge for an update. And, if you really want the job, there’s no harm in reiterating that.
4. Staying in touch email
If you still haven’t heard back after checking in or you’ve learned that you didn’t get the job, you can still venture to stay in touch with the hiring manager. The goal of this email is to establish a professional relationship with a person who can help you grow.Just like your checking-in email, this one is short:
Send this email to the hiring manager. This person is probably at a senior level and could be a potential mentor if you’re looking to grow in this field.
In your first paragraph, mention what about them you found interesting or inspirational.
Limit to two paragraphs and include a proposed timeframe for a phone call or coffee meeting.
Subject line: Staying in touch
Dear Robert,
Hope you’re well. I’m reaching out to say thank you again for your time and consideration. I sincerely enjoyed my conversations with you and others at ABC Inc. In particular, I found the details you shared of your own career path very inspirational. As someone who’s aspiring to build my career in manufacturing, I’d love to learn more about how you’ve developed and applied your skills.
I know you’re busy, but if you have 20 minutes to spare, it would be great to get on your calendar. Are you available for a phone or coffee chat sometime in the next few weeks?
Thanks again,
Henry Ramirez
555-555-5555
ramirezh@email.com
Be aware that if you received a firm “no” on this job, it is highly unlikely that this email will change that. What it can do, however, is reinforce your interest in the company and indicate to the hiring manager that even though you may not have been the right fit for this job, there may be a future role for which you are well suited.
Follow-up email tips
If you don’t get a response to your emails, follow up one more time. Most people aren’t ignoring you on purpose. They’re genuinely busy and your email has likely slipped their mind. As long as you are gracious and polite rather than pushy, these follow-up emails are simple indications of your interest and goodwill.Here are some additional interview follow-up tips you should consider when writing your own:
- If there’s something you forgot to say or want to elaborate on from your interview, this email is a great place to mention it.
- Send your interview follow-up email within 24 hours.
- Start with the name of the person who interviewed you. Use their first name if you are on a first-name basis. If not, include “Mr./Ms.” and their last name.
- Choose an appropriate length. More concise is appropriate for most cases.
- Close the letter with your name and contact information, including your phone number and your email.
- Carefully proofread before you hit send. As with everything else you’ve sent to potential employers, give your follow-up a final edit before you send it.
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