Mastering the Email Job Interview Follow Up: Professional Guide

In today’s competitive job market, it’s essential to stand out from the crowd. After a job interview, the follow-up email can significantly increase the chances of landing a dream job. Not only does it show professionalism, but it also reinforces interest and keeps the candidate at the top of the employer’s mind. In this section, we’ll cover everything you need to know about crafting an effective email job interview follow up that will leave a lasting impression.

Crafting an Impactful Follow Up Email: Best Practices

After a job interview, it is crucial to follow up with a well-crafted email. This not only shows your professionalism but also reinforces your interest in the role and highlights your candidacy. Here are some best practices for writing an impactful follow-up email:

1. Express Gratitude

Start by thanking the interviewer(s) for their time and the opportunity to discuss the role. Use your own words to convey genuine appreciation. This sets a positive tone for the rest of the email.

2. Reiterate Interest

Reiterate your interest in the role and the company. Mention specific aspects of the interview that made you more excited about the opportunity. This reminds the interviewer of your unique qualifications and enthusiasm for the job.

3. Add Value

Add any additional information that supports your candidacy. For example, if you discussed a relevant project during the interview, attach a link to it and explain why it makes you a strong fit for the role. This demonstrates that you are proactive and can add value to the company.

You can also inquire about potential next steps, such as a second interview or timeline for decision-making. This shows that you are invested in the process and eager to move forward.

Sample Follow Up Email After a Job Interview:

Dear [Interviewer’s Name],

Thank you for taking the time to discuss the [Position] role with me earlier this week. It was great to learn more about the company’s mission and culture, and how my experience aligns with the requirements of the job.

I wanted to reiterate my strong interest in this opportunity and express my enthusiasm for [Specific Company/Product/Service/Project/Initiative], which we discussed during the interview. As you mentioned, my skills in [Specific Skill/Experience] would be valuable for the team’s success.

In addition, I wanted to share [A Specific Point of Support, e.g., A Link to a Relevant Project or Experience] that demonstrates my relevant experience and adds value to my candidacy.

Thank you again for considering me for the role. I’m excited about the opportunity to join the team and contribute to the company’s growth. Please let me know if there is any additional information I can provide, or if there are any next steps in the process.

Best regards,

[Your Name]

The Power of Expressing Gratitude: Thank You Email

Sending a thank you email after a job interview is a crucial step in the interview process. It can demonstrate professionalism, gratitude, and reiterate your interest in the job. It can also leave a positive impression on the interviewer, setting you apart from other candidates.

Here is a sample email:

Dear [Interviewer’s name],

Thank you for taking the time to meet with me today. I appreciate the opportunity to learn more about the [position name] role and the responsibilities it entails.

I am very interested in the position and believe my experience and skillset align well with the requirements. I particularly enjoyed discussing [specific topic discussed during the interview] and believe it highlights my [relevant skill or experience].

Please do not hesitate to contact me if you require any further information or if there are any additional questions you have for me.

Thank you again for your time and consideration.

Best regards,

[Your name]

Remember to personalize the email and highlight specific aspects of the interview that demonstrated your suitability for the job. Take the time to proofread the email for any errors or formatting issues. Sending a thank you email can be the extra step that sets you apart from other candidates and lands you the job.

Handling a No-Response: Effective Follow Up Strategies

It can be frustrating to not receive a response to a well-crafted follow up email after a job interview. However, it’s essential to remain professional and persistent in following up. Here are some effective strategies to handle a no-response:

1. Wait for a reasonable amount of time

Avoid sending follow up emails immediately after the interview or the first email. Give the employer enough time to review your candidacy and make a decision. A reasonable amount of time to wait is around one week after the first email.

2. Craft a polite follow up email

Compose a short and polite follow up email that reiterates your interest in the role and asks politely if there is any update on your candidacy. Avoid sending a generic email and try to tailor it to the company and interviewer.

  1. Begin with a greeting and express gratitude for the opportunity to interview
  2. Mention the position you interviewed for and the date of the interview
  3. Reiterate your interest in the role and why you are the perfect fit
  4. Pose a polite question about the status of your candidacy
  5. End the email with a thank you and a professional sign-off

3. Follow up via other channels

If you don’t receive a response after sending a follow up email, consider following up via other channels, such as LinkedIn or a phone call. However, avoid being too aggressive or pushy. Keep in mind that employers might be busy and it’s essential to be respectful of their time.

Remember, receiving no response does not necessarily mean that you did not get the job. There could be various reasons why the employer has not responded, such as being busy or waiting for other applicants. By following up professionally and persistently, you can leave a positive impression on the employer and increase your chances of success.

Timing and Frequency: When to Send Follow Up Emails

Sending a follow up email after a job interview can be crucial in showing your interest and enthusiasm for the role. However, timing is key in ensuring that your email is not lost in the recruiter’s inbox or perceived as pushy. Here are some tips on when to send a follow up email and how frequently to send them:

Wait a few days before sending your first follow up email

It’s best to wait a few days before sending your first follow up email to give the interviewer enough time to review all candidates. Sending an email too soon may come across as impatient or pushy. A good rule of thumb is to wait three to five business days after the interview.

Follow up again if no response after one week

If you don’t receive a response after your first email, it’s appropriate to follow up one week later to show continued interest. Keep in mind that recruiters are often busy and may not respond immediately. A polite reminder can help bring your application back to their attention.

Space out follow up emails by at least one week

If you still haven’t received a response after a second follow up email, it’s best to space out any additional emails by at least one week to avoid coming across as bothersome. Sending too many follow up emails in a short period can give the impression that you are impatient or desperate, which can negatively impact your candidacy.

Structure your email strategically

When crafting your follow up email, it’s important to structure it strategically to maximize impact. Begin by expressing gratitude for the opportunity to interview and reiterating your interest in the role. Follow this up with any additional information you want to share that can support your candidacy, such as relevant experience or skills. End your email on a polite note, thanking the recruiter for their time and consideration.

By following these tips on timing and frequency, you can craft a professional and effective follow up email after a job interview.

Crafting an Impactful Follow Up Email: Best Practices

When crafting a follow up email after a job interview, it’s essential to make a lasting impression. By following these best practices, you can ensure your email stands out and showcases your professionalism.

Emphasize Your Gratitude

Begin by expressing gratitude for the opportunity to interview for the position. This shows your appreciation and leaves a favorable impression on the interviewer.

Reiterate Your Interest

Remind the interviewer of your interest in the position, emphasizing how your skills and experience align with the requirements of the role. Recap any topics discussed during the interview that demonstrate your qualifications and fit for the position.

Provide Additional Information

Include any additional information or materials that support your candidacy. This could include relevant work samples, certifications, or references. However, be sure not to overload the email with too much information.

Use a Professional Email Template

Following a template can ensure that your email follows a professional structure and is easy to read. Use a simple and clean email template with proper formatting to make your email look polished and professional.

Personalize your Follow Up Email

Show the interviewer that you have done your research on the company and the position by personalizing your email. Referencing specific details from the interview or the job posting demonstrates your interest and dedication to the role.

  • Address the interviewer by name
  • Include a reference to a specific point of discussion from the interview
  • Cite specific examples of how your skills and experience match the requirements of the position

By following these best practices, you can craft an impactful follow up email that leaves a positive and lasting impression on the interviewer.

Overcoming Common Email Job Interview Follow Up Mistakes

While the email job interview follow up can significantly increase the chances of getting hired, there are common mistakes candidates make that can compromise their professionalism and candidacy. Here are some of the most frequent mistakes and how to overcome them:

Using a Generic Email Template

One of the most common mistakes candidates make is using a generic email template for their follow up email after a job interview. While templates can be useful, it’s essential to personalize the content for each company and interviewer. Use specific details from the conversation to show that you paid attention and are genuinely interested in the role.

Being Too Aggressive

While it’s essential to show enthusiasm and interest, being too aggressive in the follow up email after a job interview can be counterproductive. Avoid demanding an immediate response or making unrealistic promises; instead, express your gratitude for the opportunity and your willingness to provide any additional information or clarification.

Ignoring Typos and Grammar Mistakes

Even a minor typo or grammar mistake can undermine the credibility and professionalism of a follow up email after a job interview. Make sure to proofread the email carefully and use a spell-checker. You can also ask a friend or mentor to review the email and provide feedback.

Not Following up at All

Another common mistake is not following up at all after a job interview. Even if you think the interview went poorly or the chances of getting hired are low, sending a follow-up email can demonstrate your professionalism and persistence. It also gives you an additional opportunity to showcase your qualifications and interest in the role.

Ensuring Professionalism: Proofreading and Formatting

One of the most crucial aspects of crafting an effective follow up email after a job interview is ensuring professionalism. A well-written and formatted email demonstrates attention to detail and a commitment to excellence, both of which are highly valued by employers. Here are some tips on proofreading and formatting your follow up email:


  • Double-check for any spelling or grammar errors. These seemingly minor mistakes can leave a negative impression on the interviewer.
  • Read the email out loud to ensure it flows naturally and is easy to understand.
  • Get a second opinion. Ask a friend or family member to proofread the email for you.


  • Use a professional email address. If your current email address is too informal, consider creating a new one specifically for job search purposes.
  • Include a clear and concise subject line that indicates the purpose of the email.
  • Structure the email with an introduction, body, and conclusion.
  • Use bullet points or numbered lists to break up lengthy paragraphs and make the email easier to read.
  • Keep the email brief and to the point, but don’t sacrifice detail and specificity.

By proofreading and formatting your follow up email effectively, you can ensure that it communicates your professionalism and attention to detail to the potential employer.

After a job interview, it’s natural to have a lot of questions regarding the follow-up process. Here are some common inquiries and suggestions:

What’s the appropriate time to follow up after an interview?

It’s recommended to send a follow-up email within 24-48 hours after the interview. This shows the interviewer that you’re eager and professional. But, if you were given a specific time frame for the response, ensure to follow that timeline before sending a follow-up email.

How should I handle follow-up after multiple interviews?

If you’ve had multiple interviews, it’s important to follow up with the person who arranged the interview process. Send individual emails to each interviewer, if possible. Thank them for their time and express your enthusiasm for the job.

Is it appropriate to send a follow-up email after I’ve already been sent a rejection letter?

If you receive a rejection letter, it’s still appropriate to send a follow-up email thanking the interviewer for their time and requesting feedback on areas of improvement. This shows initiative and a desire to improve for future opportunities.

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