Effective Steps to Follow Up After Interview – Best Guide

Following up after an interview is a crucial step in securing your dream job. Not only does it demonstrate your interest in the position, but it also helps you stand out from other candidates. In this guide, we’ll provide you with effective steps to follow up after an interview that will help increase your chances of getting the job you desire.

First, it’s important to note that following up after an interview is not only polite but also expected. In fact, a survey conducted by Accountemps found that 80% of managers said that following up with a thank-you note after an interview is helpful in making a hiring decision. So, let’s dive into the steps you should take to make an impact.

Timing is Key for a Follow Up Email

After a job interview, it’s important to follow up with a thank-you email or letter to express your gratitude for the opportunity and reiterate your interest in the position. However, sending the follow-up email at the right time is crucial to make a lasting impression on the interviewer.

The ideal time to send a follow-up email is within 24-48 hours after the interview. This timeframe shows that you are prompt and enthusiastic about the position. Sending the email too soon, such as immediately after the interview, may come across as pushy or desperate. Conversely, waiting too long, such as a week or more, may give the impression that you are not interested or have already accepted another job offer.

If you are unsure about the appropriate timeframe or have been given a specific timeframe for the interviewer’s decision, it’s best to wait until that time has passed before following up.

Craft a Polite and Professional Email

When drafting your follow-up email after an interview, it is crucial to keep the tone polite and professional. Remember that this email is an extension of your job application and reflects your communication skills and level of interest in the position.

Subject Line

The subject line of your email should be concise and relevant. It should clearly convey the purpose of the email and grab the recipient’s attention. Avoid using generic subject lines like “Follow-Up” or “Checking In,” as these may be overlooked or mistaken for spam. Instead, include your name and the position you interviewed for, such as “Jane Smith – Marketing Coordinator Interview Follow-Up.”


Address the recipient by their name and use a professional greeting such as “Dear Mr./Ms. Last Name” or “Hello First Name.” Avoid using informal greetings like “Hey” or using the recipient’s first name only.


In the body of your email, express your appreciation for the opportunity to interview and reiterate your interest in the position. Be brief and to the point, focusing on the most important aspects of your qualifications and how they align with the job requirements. If possible, include specific details from the interview, such as the topics discussed or any challenges or opportunities mentioned by the interviewer.

It’s also a good idea to mention any additional information or materials you may have promised to provide, such as a writing sample or references. Politeness and positivity should be the main themes throughout the email.


In your closing, thank the recipient again for their time and consideration. Include a professional closing such as “Sincerely,” “Best regards,” or “Thank you,” followed by your full name and contact information.

Before sending the email, proofread it carefully for any errors or typos. Consider having a friend or family member review it as well, as a fresh set of eyes may catch mistakes you may have overlooked.

Personalize Your Follow-Up Message

One way to stand out from the rest of the candidates is to personalize your follow-up message. This means referencing specific details from the interview and expressing gratitude for the opportunity. Here are some tips on how to do it:

  1. Reference specific details from the interview: Incorporate specific topics discussed during the interview to demonstrate your engagement and interest in the position. For example, if the interviewer mentioned a particular project, you could ask about the progress during the follow-up email.
  2. Show your appreciation: Thank the interviewer for their time and express your enthusiasm for the position. Not only is this polite, but it also shows that you are genuinely interested in the company and the role.
  3. Reiterate your qualifications: Briefly remind the interviewer of your relevant skills and experiences. This serves as a gentle reminder of why you are a strong candidate for the job.
  4. Add a personal touch: If you connected with the interviewer on a personal level, such as through a shared hobby or interest, you could mention it in your follow-up. However, be careful not to come across as too informal or unprofessional.

Personalizing your follow-up message shows that you are thoughtful, engaged, and sincere. However, be careful not to overdo it; keep your message brief and focused on the point.

Follow Up with a Thank-You Letter

In addition to or instead of an email, a physical thank-you letter can also be sent as a follow-up after an interview. While it may seem old-fashioned, a handwritten or typed letter can make a lasting impression on the interviewer.

The key components of a thank-you letter include expressing gratitude for the opportunity to interview, reiterating your interest in the position, and mentioning specific aspects of the interview that stood out to you.

  1. Begin by addressing the interviewer by name and thanking them for their time.
  2. Reaffirm your interest in the position and mention why it appeals to you.
  3. Reference specific details from the interview that were memorable or noteworthy, such as a unique aspect of the company culture or a project that the interviewer mentioned.
  4. Conclude the letter by thanking the interviewer again and expressing your hope to hear back about the position.

When it comes to formatting and delivery, a professional and neat appearance is recommended. If sending a physical letter, use high-quality paper and an appropriate envelope. If sending an email, use a professional email address and ensure that the subject line is clear and concise.


Consider sending a thank-you letter to each person who interviewed you. This not only shows your appreciation for their time but also helps you stand out as a thoughtful and detail-oriented candidate.

Be Patient and Persistent

After sending a follow-up email, it’s important to be patient while waiting for a response. Hiring processes can take time, and the interviewer may have a busy schedule. In general, it’s a good idea to wait at least a week after the interview before following up.

If you still haven’t heard back after a week, it’s acceptable to send a second follow-up email. Keep in mind that some companies have specific policies regarding follow-ups, so be sure to follow their guidelines if provided. If you still don’t receive a response, it may be appropriate to make a polite phone call to inquire about the status of the job.

Reflect on the Interview and Ask for Feedback

After the interview, it’s important to take some time and reflect on the experience. Think about your answers to the questions asked, your body language, and your overall performance. This will help you identify any areas you can improve on for future interviews.

You can also take this opportunity to request feedback from the interviewer. Not only will this provide valuable insights, but it also shows your eagerness to improve and develop as a candidate.

How to ask for feedback

  • Be polite and respectful in your request.
  • Mention your appreciation for the opportunity to interview.
  • Express your interest in the position and how the feedback can help you improve.
  • Provide options for the interviewer to provide feedback, such as a phone call, email, or in-person meeting.
  • Be open to constructive criticism.

Remember to thank the interviewer for their time and consideration, even if they are unable to provide feedback. Keep in mind that some companies have policies against giving feedback, so don’t take it personally if you don’t receive any.

Build Relationships on LinkedIn

As you follow up after your job interview, it’s important to consider the potential long-term benefits of building professional relationships. LinkedIn is an excellent platform for networking and connecting with professionals in your industry. Here are a few tips to help you leverage LinkedIn effectively:

Connect with Your Interviewer

If you haven’t already connected with your interviewer on LinkedIn, consider sending them a connection request. Personalize your message by referencing your interview and expressing gratitude for the opportunity to connect. This can help you stay on their radar and potentially open the door for future opportunities.

Engage with Company Content

Many companies share content on LinkedIn, such as job listings, company updates, and industry news. By engaging with this content, you can show your interest in the company and get a feel for their culture and values. Like and comment on posts that resonate with you, and consider sharing relevant content with your network.

Join Relevant Groups

LinkedIn groups connect professionals with similar interests or career paths. By joining groups relevant to your industry or job function, you can expand your network and participate in discussions with like-minded individuals. This can also help you stay up-to-date on industry trends and best practices.

Remember to maintain a professional and respectful tone in all your LinkedIn interactions. Avoid sending unsolicited messages or spamming your connections with self-promotional content. Instead, focus on building genuine relationships and adding value to your network.

Stay Positive and Professional

It is important to maintain a positive and professional attitude throughout the follow-up process, even if you do not receive the desired response. Remember that a follow-up is a chance to showcase your enthusiasm and interest in the position, and not a guarantee of success.

If you do receive a rejection, it is crucial to respond in a gracious and professional manner. Thank the interviewer for their time and consideration and express your continued interest in the company and potential future opportunities. Avoid burning bridges or displaying any negative emotions, as this may harm your professional reputation and limit future options.

Additionally, avoid any negative talk or criticism of the company or interviewer on social media or online platforms. This can potentially harm your reputation and future career prospects. Remember to always stay positive and maintain a polite and professional demeanor, regardless of the outcome.

Keep Organized and Track Your Follow-Ups

Following up after a job interview can be a multi-step process, and it’s easy to lose track of your progress without proper organization. Here are some tips to help you stay organized and keep track of your follow-ups:

Create a Follow-Up Checklist

Make a list of all the steps you need to take after the interview and use it as a checklist to stay on track. This may include sending a thank-you email, making a phone call, or sending a physical letter.

Use Email Folders

Create a specific folder in your email inbox for all interview-related emails, including your follow-up messages. This will help you easily locate your correspondence and keep it separate from your personal or work email.

Use a Spreadsheet

Create a spreadsheet to keep track of your job applications, interviews, and follow-ups. This can include columns for the company name, date of interview, follow-up steps, and notes on any feedback or responses.

Set Reminders

Set reminders on your phone or calendar to follow up on specific dates. This will help you stay on track and ensure you don’t forget any important steps or deadlines.

Be Consistent

Whatever method you use, consistency is key. Make sure you stick to your checklist, update your spreadsheet regularly, and follow up on time. This will help you maintain a professional and organized image throughout the job search process.

Frequently Asked Questions about Follow-Ups

After an interview, it’s common to have questions about the follow-up process. Here are some frequently asked questions and answers to help guide you:

When should I send a follow-up email?

The general rule of thumb is to send a follow-up email within 24-48 hours of the interview. This shows your interest in the position and keeps you fresh in the interviewer’s mind. However, if the interviewer provided a specific timeline, follow that instead.

Is it appropriate to send a handwritten note?

While a handwritten note can be a nice touch, it’s not necessary. A well-written follow-up email will suffice. If you do choose to send a note, make sure it’s legible and professional.

What should I include in my follow-up email?

Your follow-up email should express gratitude for the opportunity, reiterate your interest in the position, and briefly touch on any key points from the interview. Keep the email concise and to the point.

Is it okay to ask for feedback?

Yes, it’s appropriate to ask for feedback on your interview performance. However, keep in mind that not all interviewers will provide feedback. If you do ask, make sure to thank them for their time and consideration.

What if I haven’t heard back after my follow-up email?

If you haven’t heard back after your follow-up email, it’s okay to send a polite follow-up message. However, don’t be too pushy or aggressive. If you still don’t hear back, it’s best to move on and continue your job search.

How should I handle multiple interviews with the same company?

If you have multiple interviews with the same company, it’s appropriate to send a follow-up email after each one. However, make sure to tailor each email to the specific interviewer and interview. Additionally, avoid sending too many follow-up messages and overwhelming the interviewer.

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