Crafting an Effective Email to Follow Up on Job Interview
jillianhunt
August 16, 2023 9:02 am
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11 min read
Following up on a job interview is a crucial step in the job search process. Not only does it demonstrate your interest in the position, but it also provides an opportunity to reinforce your qualifications and to remain top of mind with the hiring manager. In this digital age, email is the preferred method for following up on a job interview and can make all the difference in landing the job. However, crafting an effective email can be a daunting task. In this article, we’ll provide tips and best practices for writing an effective email to follow up on a job interview and increase your chances of getting hired.
Timing is Key: When to Send a Follow-Up Email After a Job Interview
Following up after a job interview is a crucial step in the hiring process. It shows your continued interest in the position and can help keep you top of mind for the hiring manager. But timing is key when it comes to sending your follow-up email. Here are some guidelines to follow:
1. Send the email within 24-48 hours
It’s important to strike while the iron is hot. Sending your follow-up email within 24-48 hours shows that you’re proactive and enthusiastic about the position. It also ensures that the interview is still fresh in the hiring manager’s mind.
2. Consider the hiring process timeline
Take into account the hiring process timeline when deciding when to send your follow-up email. If the position is urgent and the hiring manager indicated they would be making a decision quickly, it may be appropriate to send your email sooner. If the hiring process is longer, you may want to wait a few days before following up.
3. Draft your email carefully
When drafting your follow-up email, make sure to carefully craft your message to convey professionalism and enthusiasm. Don’t sound too pushy or aggressive, but also don’t be too passive. Strike a balance that showcases your interest in the position while also respecting the hiring manager’s time.
- Start with a polite greeting
- Express gratitude for the opportunity to interview
- Recap some of the highlights from the interview
- Explain why you’re the ideal candidate for the job
- Close with a polite sign-off
By following these guidelines, you can ensure that your follow-up email is well-timed and well-received by the hiring manager. It’s a small step that can make a big difference in your job search.
Structuring Your Follow-Up Email: Tone and Content
When crafting a follow-up email after a job interview, it’s important to strike the right tone and convey a professional attitude. Remember, this email is often the last impression you’ll make on the hiring manager, so it’s essential that it’s a positive one!
Professional Tone
Your follow-up email should be courteous and respectful, addressing the interviewer by name and expressing gratitude for the opportunity to meet and discuss the position. Avoid using slang or casual language, and be sure to include a professional sign-off.
It’s also important to maintain a positive tone throughout the email. Convey your enthusiasm for the position and the company, and emphasize your interest in moving forward in the hiring process.
Email Structure
The structure of your follow-up email should be concise and to-the-point. Begin with a brief introduction, reminding the interviewer of your name and the position you applied for. Next, provide a recap of the interview, mentioning any key points that were discussed and expressing your appreciation for the opportunity to learn more about the position.
It’s also a good idea to highlight why you are the best candidate for the position. Mention specific skills or experiences that make you a good fit for the role, and emphasize how you would add value to the company.
Finally, conclude your email by thanking the interviewer for their time and reiterating your interest in the position. Include a professional sign-off and a brief signature line with your contact information.
Crafting a Compelling Subject Line for Your Follow-Up Email
The subject line of your follow-up email is just as crucial as the content of the email itself. It’s the first thing the recipient will see, and it can determine whether or not they’ll open your email. A generic or uninteresting subject line can cause your email to end up in the recipient’s spam folder or ignored altogether. Follow these tips to craft a compelling subject line for your follow-up email:
1. Personalize the subject line
Using the recipient’s name in the subject line can grab their attention and personalize the email. It shows that you’re interested in them specifically and not just sending a generic email to every company you’ve interviewed with. Consider using a subject line such as “Follow-up from [Your Name] – [Position Title] Interview”
2. Keep it short and to the point
A subject line that is too long can be overwhelming and may get cut off by the recipient’s email preview. Keep your subject line concise and informative, summarizing the purpose of the email in just a few words. For example, “Regarding [Position Title] Interview – Follow-up”
3. Highlight your value proposition
Your subject line should showcase your unique value proposition and what sets you apart from other candidates. Consider using a subject line such as “How My [Skill/Experience] Can Benefit [Company Name] – Follow-up”
By following these tips and crafting a compelling subject line for your follow-up email, you increase your chances of catching the recipient’s attention and having your email opened. Remember, the subject line is the first impression, so make it count!
Sample Follow-Up Email After a Job Interview
Dear [Interviewer’s Name],
Thank you for taking the time to meet with me today to discuss the [Position] role at [Company Name]. I was excited to learn more about the position and the company culture and appreciated the opportunity to share my experience and qualifications with you.
After our conversation, I feel even more confident that my skills and experience align well with the requirements of the position. The discussion we had about [specific topic discussed in the interview] was particularly insightful, and I was impressed by [something you found impressive about the company or the interviewer].
I am still very interested in the position and would welcome the opportunity to further discuss how I could contribute to the team. Please let me know if there is anything else you need from me to move the process forward.
Thank you again for your time and consideration. I look forward to hearing from you soon.
Best regards,
[Your Name]
Sending a Job Interview Thank You Email
After a job interview, it is essential to send a thank you email to express your gratitude for the opportunity. This email serves as a way to reaffirm your interest in the position and reiterate any relevant points discussed during the interview.
To make your email stand out, make sure to personalize it by mentioning specific things that were discussed during the interview. This shows that you were actively engaged and paying attention.
Timing is also crucial when sending a thank you email. Make sure to send it within 24-48 hours of the interview, which shows that you’re proactive and efficient.
Job Interview Thank You Email Template
Here is a sample email that you can use as a template for sending a thank you email after a job interview:
Dear [Interviewer’s Name],
Thank you for taking the time to interview me for the position of [Job Title] at [Company Name]. I appreciate the opportunity to learn more about the role and the company.
I was particularly impressed by [something specific from the interview]. It was great to hear more about the company’s [specific project or goal] and how my [relevant experience or skills] can contribute to achieving it.
Thank you again for considering me for the position. I look forward to hearing back from you soon.
Best regards,
[Your Name]
Remember that a thank you email is a way to reinforce your interest in the position and make a positive impression on the interviewer. Make sure to proofread your email carefully and avoid any grammatical or spelling errors.
Follow-Up Email After Interview: Dealing with No Response
It can be frustrating to not receive a response to your initial follow-up email after a job interview. However, it’s important to remain professional and continue your job search efforts. Here are some strategies for dealing with no response:
Send a Polite Reminder
If it’s been a week or two since your initial follow-up email and you haven’t received a response, it’s appropriate to send a polite reminder. In this email, reiterate your interest in the position and ask if there have been any updates in the hiring process. Be sure to thank the interviewer for their time and consideration.
Use Alternative Methods of Communication
If you haven’t received a response to your follow-up email, try reaching out through another method of communication. For example, if you initially sent an email, try following up with a phone call or LinkedIn message. Be sure to keep your message brief and professional.
Manage Your Expectations
It’s important to recognize that not receiving a response may indicate that the position has been filled or that the employer has decided to pursue other candidates. While it’s important to follow up, it’s also important to manage your expectations and recognize when it’s time to move on.
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When using “H3: headers” for this section, it may be appropriate to insert a brief introductory passage to provide context or transition between sections. However, use H3 tags sparingly and only when relevant and suitable.
Additional Tips for Effective Job Interview Follow-Up
Following up after a job interview can be a nerve-racking experience, but there are some tips and best practices that can help you maintain professionalism and increase your chances of landing the job. Here are some additional tips to keep in mind:
Proofread and Edit Your Follow-Up Email
Before hitting send on your follow-up email, make sure to carefully proofread and edit the content. Typos and grammatical errors can be a major turn-off for recruiters and hiring managers, so take the time to ensure that your email is polished and error-free.
Avoid Common Mistakes
When crafting your follow-up email, be sure to avoid common mistakes such as being too pushy or aggressive, coming across as overly desperate, or failing to personalize the message. Keep your email focused on your qualifications and experience, and avoid making demands or requests for the recruiter or hiring manager to take action.
Maintain a Professional Online Presence
During the follow-up process, be sure to maintain a professional online presence across all social media platforms. Avoid posting controversial or unprofessional content that could reflect poorly on you in the eyes of the recruiter or hiring manager. Keep your online presence focused on your qualifications and relevant professional experience.
Networking Matters
While follow-up emails are an important part of the job interview process, they should not be your only means of staying in touch with recruiters and hiring managers. Maintaining an ongoing network of professional contacts and staying active on job boards and professional networking sites can also help increase your chances of landing your dream job.
By following these additional tips, you can help ensure that your job interview follow-up is effective and professional, increasing your chances of landing the job. Good luck!
FAQ – Frequently Asked Questions About Job Interview Follow-Up
If you have questions about job interview follow-up, you’re not alone. Here are some frequently asked questions and their answers to help guide you:
How soon should I follow up after a job interview?
The general rule of thumb is to send a follow-up email within 24-48 hours after the interview. This allows you to express gratitude for the opportunity and showcase your continued interest in the position while the interview is still fresh in the interviewer’s mind.
Is it appropriate to follow up multiple times?
It is generally not recommended to follow up more than twice after a job interview. If you have not received a response to your first follow-up email, it is appropriate to send a polite reminder after a week or two has passed. If you still do not receive a response, it may be time to move on.
How do I maintain professionalism in the follow-up process?
Remember to always be polite and professional in your follow-up emails. Avoid being too pushy or demanding, and make sure to proofread your email for any errors or typos before sending. Additionally, avoid sending follow-up emails outside of business hours or on weekends, as this can come across as unprofessional and intrusive.
Should I continue networking after the interview?
Absolutely. While follow-up emails are important, they should not be the only means of communication with the company or interviewer. Continue to network and stay in touch with contacts in your industry, as this will increase your chances of hearing about new job opportunities and building professional relationships.
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