Mastering Your After Interview Email Follow Up: A Guide
jillianhunt
July 22, 2023 7:54 pm
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16 min read
Welcome to our comprehensive guide on crafting effective after interview email follow-ups. As a savvy job seeker, you already know that sending a follow-up email is a vital part of the interview process. Not only does it demonstrate your professionalism and interest in the position, but it also gives you another opportunity to showcase your skills and qualifications. In this guide, we will walk you through the purpose of an after interview email follow up, provide tips on crafting an effective email, and offer guidance on personalizing your message. Additionally, we will discuss timing your follow up, tracking the status of your application, and handling rejection with grace. By the end of this guide, you’ll have the confidence and knowledge to master your after interview email follow up and increase your chances of landing your dream job.
The Purpose of an After Interview Email Follow Up
After an interview, it is crucial to send a follow-up email to the interviewer. The purpose of this email is to reiterate your interest in the position and express gratitude for the opportunity to interview. It also presents an opportunity to address any concerns or questions that may have come up during the interview.
By sending an after interview email follow-up, you demonstrate your professionalism and attention to detail. It also gives you a chance to stand out from other candidates who may not have taken the time to follow up.
The Benefits of Sending an After Interview Email Follow Up
There are many benefits to sending a follow-up email after an interview. It can:
- Reiterate your interest in the position
- Showcase your strong communication skills
- Address any concerns or questions that may have come up during the interview
- Express gratitude for the interviewer’s time and consideration
- Set you apart from other candidates who did not follow up
Overall, an after interview email follow up is an essential part of the job application process. It presents an opportunity for you to make a positive last impression on the interviewer and increase your chances of landing the job.
Crafting an Effective Follow Up Email
Now that you understand the importance of sending a follow-up email and its purpose, it’s time to craft a compelling message that will impress the hiring manager. Here are some tips to help you create an effective follow-up email:
1. Start with a Professional Greeting
Begin with a professional greeting that addresses the hiring manager by name. If you don’t know their name, use a general greeting like “Dear Hiring Manager” or “Dear [Company Name] Team.” Avoid using informal language or slang.
2. Express Gratitude
Express your appreciation for the opportunity to interview for the position. Thank the hiring manager for their time and consideration, and reiterate your interest in the role.
3. Recap Key Points from the Interview
Recap some of the key discussion points from the interview to show that you were actively engaged and listened attentively. This also demonstrates your understanding of the job requirements and how you are a good fit for the position.
4. Address Any Concerns
If there were any concerns discussed during the interview, such as your lack of experience in a certain area, address them in the email. This shows that you are proactive and willing to take steps to improve your skills.
5. Provide Additional Information
If you discussed additional information during the interview, such as references or work samples, include them in the email. This reinforces your commitment to the position and shows that you are organized and prepared.
6. Reiterate Your Interest and Ask About Next Steps
Close the email by reiterating your interest in the position and asking about next steps, such as when you can expect to hear back or if there is anything else you can provide to assist in the decision-making process.
By following these guidelines, you can create a follow-up email that makes a positive impression on the hiring manager and increases your chances of landing the job.
Personalizing Your Follow Up Email
Personalization is key when crafting a follow-up email after an interview. By referencing specific points from the interview, you demonstrate your enthusiasm for the opportunity and your understanding of the company’s needs. Additionally, showcasing your fit for the role further reinforces your candidacy.
Here are some tips for personalizing your follow-up email:
- Reference specific topics or questions from the interview: This demonstrates that you were engaged during the interview and that you value the interviewer’s time and attention. It also reinforces your knowledge of the company and the role.
- Showcase your understanding of the company: Use the follow-up email to express your interest in the organization and highlight your alignment with its values and mission. This will reinforce your commitment to the company’s success.
- Demonstrate your fit for the role: Highlight how your skills and experience align with the requirements of the job. This will help the interviewer see you as a valuable asset to the team.
By personalizing your follow-up email, you are demonstrating your enthusiasm and interest in the role, as well as your attention to detail and commitment to success.
Samples of Follow Up Emails
When it comes to crafting a follow-up email after an interview, having a template to work from can be helpful. However, it’s important to customize your email to the specific circumstances of your interview.
Thank-You Email Sample
- Open with a friendly greeting and express gratitude for the interviewer’s time
- Reiterate your interest in the role and highlight a few key points from the interview that stood out
- Mention any additional information or materials you’d like to provide
- Close with another expression of gratitude and an invitation for further communication
Example:
Dear [Interviewer Name],
Thank you for taking the time to speak with me today about the [Position] role at [Company Name]. I appreciate the insights you shared about the company culture and the responsibilities of the position. I was particularly excited to hear about the upcoming project involving [specific project].
As requested, I’ve attached my portfolio to this email, which includes [specific documents]. If you have any questions regarding my experience or qualifications, I’d be happy to answer them.
Thank you again for considering me for the role. I look forward to hearing back from you soon.
Best regards,
[Your Name]
Follow-Up Email with Additional Information Sample
- Start with a polite greeting and mention that you’re following up after the interview
- Provide the additional information or materials you promised to share
- Reiterate your interest in the position and invite further communication
Example:
Dear [Interviewer Name],
Thank you for the opportunity to interview for the [Position] role at [Company Name]. I enjoyed learning more about the position and the company’s mission. As we discussed, I wanted to follow up with a few additional materials that highlight my experience with [specific skill or project], which I believe aligns well with the requirements of the role.
Please find attached the document that includes the requested information. If you have any questions or would like to discuss further, please don’t hesitate to contact me.
Thank you for your consideration. I look forward to hearing back from you soon.
Best regards,
[Your Name]
Follow-Up Email after No Response Sample
- Begin with a polite greeting and express your continued interest in the position
- Mention the specific date you interviewed and that you haven’t heard back yet
- Ask for an update on the status of your application and offer to provide any further information if needed
Example:
Dear [Interviewer Name],
I hope this email finds you well. I wanted to follow up regarding my interview for the [Position] role at [Company Name] on [Date of Interview], as I haven’t yet heard back regarding the status of my application.
I remain very interested in this role and am excited about the prospect of joining your team. If there is anything else I can provide to support my candidacy, please let me know. I would be happy to answer any further questions or provide additional materials.
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Thank you for considering my application, and I look forward to hearing back from you soon.
Best regards,
[Your Name]
Timing Your Follow Up Email
Following up after an interview is an effective way to stay top-of-mind with the employer. However, the timing of your follow-up email is crucial. Here are some tips to help ensure your timing is appropriate:
Send your follow-up email within 24-48 hours
The best time to send a follow-up email is within 24-48 hours after the interview. This shows that you are eager and enthusiastic about the position.
Wait if the interviewer gave you a timeline
If the interviewer gave you a timeline for when they will make a decision, it’s best to wait until after that time has passed before following up. If you don’t hear back after the timeline, you can send a polite follow-up email.
Schedule your follow-up email for after the weekend
If you interviewed on a Friday, it’s best to wait until Monday or Tuesday to send your follow-up email. This gives the interviewer time to process all the candidates they spoke with and ensures your email won’t get lost in the weekend shuffle.
Follow up a week later if there is no response
If you haven’t heard back after your initial follow-up email, it’s appropriate to send a second email about a week later. Keep your tone polite and professional, reminding the interviewer of your interest in the position and asking if there are any updates on the hiring process.
By following these tips, you can ensure that your follow-up email is sent at an appropriate time and increases your chances of landing the job.
Tracking the Status of Your Application
Once you have sent your follow-up email, it’s important to keep track of the status of your job application. You don’t want to seem pushy, but it’s reasonable to want to know if the employer has made a decision. Here are a few strategies for tracking the status of your application:
Reach out to the employer
If you haven’t heard back after a week or so, it’s okay to reach out to the employer for an update. You can send a polite email asking if there has been any progress in the hiring process. Keep in mind that the hiring manager may be busy or have other priorities, so be patient and respectful in your follow-up.
Check the job posting
Sometimes the job posting will have information about the hiring timeline. If the posting says that the employer will be in touch within a certain timeframe, you can use that as a guideline for when to expect a response. If the timeframe has passed, it’s reasonable to follow up on the status of your application.
Use LinkedIn to connect with the employer
If you know the name of the hiring manager or HR representative, you can try connecting with them on LinkedIn. Once you’re connected, you can send a polite message asking for an update on your application. Just be sure to keep the message professional and avoid appearing too pushy.
- Remember to always be polite and professional in your follow-up
- Don’t follow up too frequently or come across as pushy
- Be patient and give the employer time to make a decision
Crafting an Effective Follow Up Email
When it comes to sending a follow-up email after an interview, crafting an effective one can make all the difference in showcasing your interest in the position and convincing the employer of your suitability for the role. Here are some tips to create a compelling follow-up email:
1. Structure
Start with a friendly greeting to show appreciation for their time, followed by a brief mention of something you discussed during the interview. Reinforce your interest in the position and how your skills align with the requirements. Lastly, thank them for their consideration and express your eagerness to hear back from them.
2. Tone
Use a professional but friendly tone, conveying your enthusiasm for the opportunity. Avoid being too casual or overly formal, and steer clear of negative or demanding language which may leave a bad impression.
3. Content
Provide additional information that you may have forgotten to mention during the interview, such as relevant experience or skills. Refrain from asking about salary or benefits; these topics can be discussed later in the hiring process. Ensure your email is error-free and easy to read.
4. Follow-Up Email Template
If you are unsure of how to structure your follow-up email, consider using a template. While it may seem impersonal, it can serve as a helpful guide to ensure you cover all the necessary points. Make sure to personalize it based on your interview experience.
Handling Rejection and Moving Forward
Receiving a rejection letter or email can be disheartening after putting in the effort to perfect your application materials and preparing for the interview. However, it’s vital to maintain a polite and professional tone in your response, expressing gratitude for the opportunity and seeking feedback.
Expressing Gratitude
Begin your response by expressing gratitude for the opportunity to interview for the position. Thank the hiring manager for their time and the chance to learn more about the company and the role. It’s important to remain positive and gracious even in the face of rejection, as this can leave a lasting impression on the employer.
Seeking Feedback
If appropriate, you can also ask for feedback about your interview or application materials. This can provide insights into areas you may need to improve or skills you could develop further. Be specific in your request for feedback and remain open to constructive criticism.
Maintaining Professionalism
Remember, even if you didn’t get the job, the interview process is an opportunity to network and build professional relationships. It’s important to maintain a respectful and professional tone in your response, as you never know what opportunities may arise in the future. Thank the employer again for considering your application and express your best wishes for the company’s success.
Maintaining a Polite and Professional Tone
Throughout the entire after interview email follow-up process, it is crucial to maintain a polite and professional tone. This can make a significant impact on how you are perceived by the hiring manager and can influence their decision on whether to move forward with your application.
When crafting your follow-up email, be sure to use proper grammar and avoid using overly casual language or abbreviations. Address the hiring manager respectfully, using their proper title and last name (unless they indicated otherwise).
If you are sending a thank-you email, be sure to express your gratitude for the opportunity to interview and reiterate your interest in the position. Remember to keep your tone sincere and genuine.
If you are sending a follow-up email after no response, remain patient and polite. Avoid coming across as pushy or aggressive, as this can leave a negative impression. Instead, gently inquire about the status of your application and express your understanding if it may take more time to reach a decision.
Overall, maintaining a polite and professional tone can set you apart from other applicants and demonstrate your professionalism and communication skills.
Following Up by Phone or In Person
In some cases, following up by phone or in person can be a good way to stand out from the crowd. However, it’s important to be mindful of the employer’s preferences and the nature of the job.
If you do choose to follow up this way, make sure you have a clear purpose for the call or visit. Prepare a brief script beforehand and practice it if necessary. Remember to introduce yourself and express your appreciation for the opportunity to interview.
Keep in mind that it’s possible the interviewer may not be available to speak with you at the moment. If this happens, don’t be discouraged. Leave a polite voicemail or ask to schedule a call at a later time.
When following up in person, dress appropriately and arrive on time. Be respectful of the employer’s schedule and try not to take up too much of their time. If possible, bring a copy of your resume or other relevant materials to leave with them.
Overall, following up by phone or in person can be a good way to demonstrate your enthusiasm and initiative, but it should be done tactfully and respectfully.
Frequently Asked Questions about After Interview Email Follow Up
Sending a follow-up email after a job interview can have a significant impact on your chances of landing the job. To help you optimize your follow-up strategy, we’ve compiled a list of frequently asked questions related to after interview email follow-up.
Q: How soon should I send a follow-up email after an interview?
It’s best to send a follow-up email within 24 hours of your interview to express your gratitude and reiterate your interest in the position.
Q: What should I include in my follow-up email?
Your follow-up email should reference specific points from the interview, reiterate your interest, and provide any additional information that might be relevant to the position.
Q: Should I use a template for my follow-up email?
Using a template can be helpful, but be sure to personalize it to the specific job and company. Avoid sending a generic email that could be mistaken for spam.
Q: How many times should I follow up if I don’t receive a response?
It’s appropriate to follow up once or twice after your initial email if you don’t receive a response. On the third attempt, it’s best to assume that the position has been filled and move on to other opportunities.
Q: How should I respond if I receive a rejection email?
Express gratitude for the opportunity and ask for feedback if it’s available. Keep a professional tone and avoid burning bridges with the employer.
Q: Is it appropriate to follow up by phone or in person?
Following up by phone or in person can be appropriate in certain circumstances, such as if you haven’t received a response to your emails or if you’ve been informed that the employer prefers phone calls. However, be sure to respect the employer’s preferred method of communication.
We hope these FAQs have been helpful in optimizing your after interview email follow-up strategy. Remember to maintain a polite and professional tone throughout the process, and best of luck with your job search!
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