Crafting a Follow-Up Email After Interview for Status: A Guide
jillianhunt
August 28, 2023 4:17 pm
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11 min read
After a job interview, it’s important to follow up with the hiring manager and inquire about your application status. Not only does this demonstrate your continued interest in the position, but it also helps you stay top of mind with the interviewer. However, crafting a follow-up email can be tricky, as you want to convey your interest without appearing pushy or desperate.
In this guide, we will provide you with a step-by-step process to help you craft a professional follow-up email that effectively communicates your interest and obtains the desired information. We will discuss the importance of sending a follow-up email, the appropriate timing for sending it, and the key elements of a professional email.
Whether you’re new to the job search game or a seasoned professional, our guide will provide you with the tools you need to craft a follow-up email that will get you the information you need and keep you in the running for the job you want. Let’s get started with why sending a follow-up email is so important.
Why Should You Send a Follow-Up Email After an Interview?
It is not uncommon for job seekers to heave a sigh of relief after completing an interview, only to sit back and wait for a response from the employer. However, sending a follow-up email after an interview can offer several benefits.
Continued Interest
By sending a follow-up email, you demonstrate your continued interest in the position and your enthusiasm for working with the company. This can help you stand out and leave a positive impression on the hiring manager.
Professionalism
Sending a follow-up email also showcases your professionalism and proactive communication skills. Employers value candidates who take initiative and are proactive in keeping them informed about their interest in the position.
Potential Benefits
Following up can also provide potential benefits such as staying top of mind with the employer, receiving valuable feedback about your interview, or even getting an update on the status of your application. It can also give you an opportunity to bring up any additional skills or qualifications that may have been missed during the interview.
In short, a well-crafted follow-up email after an interview can give you an edge over other candidates and increase your chances of securing the job.
When to Send a Follow-Up Email
Sending a follow-up email after an interview is crucial, but it’s equally important to send it at the right time. Ideally, you should wait for a week after your interview before sending a follow-up email. This timeframe gives the interviewer sufficient time to deliberate over your candidacy and offer status updates to candidates that they are interested in.
However, if the interviewer gave a timeline for the next steps during the interview, you should give them a few days more than the specified timeline before sending the follow-up email. Conversely, if you received positive feedback during the interview or after, you can send a thank-you email the day after the interview, and then send the follow-up email five or six days after that.
When Not to Send a Follow-Up Email
It’s important to avoid sending follow-up emails or making follow-up calls within 24 hours of your interview. Doing so can make you appear desperate or pushy. Additionally, refrain from sending follow-up emails more than once a week. Overcommunicating with the interviewer can backfire and create an impression that you’re impatient or disorganized.
Finally, if you receive a rejection email, it’s best to wait for a couple of weeks before sending a follow-up email for feedback. The interviewer may be occupied with other priorities or uncomfortable discussing your rejection without time to process their decision.
Crafting a Professional Follow-Up Email
When writing a follow-up email after an interview, it’s essential to strike the right tone and ensure that your email is both professional and engaging. Here are some key elements to include:
Subject Line
Your subject line should be clear, concise, and engaging. It should grab the recipient’s attention and help them understand the purpose of your email. For example, you could use a subject line like, “Following Up on My Application Status.”
Greeting
Start your email with a personalized greeting, addressed to the hiring manager or interviewer. Use their name if you have it, or address them as “Dear Hiring Manager” or “Dear [Company Name] Team.”
Introduction
In your introduction, remind the recipient of who you are and the position you applied for. You could say something like, “I wanted to follow up on the status of my application for the [position] role.”
Status Update Request
Be clear and direct in your request for a status update. You could say something like, “I was wondering if you had an update on the hiring process and when I might hear back about next steps.”
Closing Statement
End your email with a closing statement that expresses gratitude for the interviewer’s time and reiterates your interest in the position. You could say something like, “Thank you for considering my application, and I look forward to the opportunity to speak with you further.”
Remember to keep your email brief and to the point, and avoid using overly casual or slang language. A professional follow-up email can help you stand out from other candidates and demonstrate your interest and commitment to the role.
Follow-Up Email Template
While it’s essential to personalize your follow-up email after an interview for status, having a template to guide you can save time and ensure that you include all key elements. Below is an example of a professional follow-up email template:
Subject Line:
- Following up on my interview for [Position Name] on [Interview Date]
Greeting:
- Dear [Interviewer’s Name],
Introduction:
- I hope this email finds you well. I wanted to take a moment to express my gratitude for the opportunity to interview for the position of [Position Name] at [Company Name]. I enjoyed learning more about the company’s culture, mission, and goals during our interview on [Interview Date].
Status Request:
- I am reaching out to inquire if there has been any progress regarding the hiring decision for this role. I am still very interested in pursuing this opportunity and would appreciate any update you can provide on the status of my application.
Closing:
- Thank you for considering my application and taking the time to interview me. I appreciate your valuable time and continued consideration. I look forward to hearing from you soon.
Best regards,
Your name
Note: You can personalize this template according to the specifics of your interview experience and qualifications. For example, you may want to mention a particular aspect of the interview that resonated with you or reiterate a particular strength that you possess that is relevant to the position.
Sending the Follow-Up Email
Once you have crafted a professional follow-up email, it is essential to send it in the appropriate manner. Here are some best practices to keep in mind:
- Proofread – Before hitting the send button, make sure to check your email for any spelling or grammar errors. A mistake could detract from the professionalism of your email and hurt your chances of receiving a response.
- Use a professional email address – Ensure that your email address conveys a professional image. Avoid using nicknames or unprofessional names.
- Double-check the recipient’s details – Confirm that you are sending your email to the correct recipient and that their contact information is up-to-date.
- Attach necessary documents – If you are sending any documents, make sure they are attached to the email before sending it. Additionally, ensure that their size is appropriate for email transmission.
After you have sent your follow-up email, wait for a reasonable period before expecting a response. If you do not receive a reply within the expected timeframe, it is reasonable to follow up yet again, but avoid sending too many follow-ups. Remember to maintain professionalism throughout the entire communication process and remain respectful if you do not receive a response.
Following Up After the Follow-Up
After sending a follow-up email, it is essential to maintain patience and professionalism as you wait for a response. However, if you do not receive a reply within the appropriate timeframe, you may need to follow up again.
Before sending another email, consider if it is necessary and appropriate to do so. If you have not received a response after the initial follow-up email, it may be best to wait a bit longer before following up again. The hiring process can take longer than expected, and the hiring manager may still be reviewing candidates.
If you decide to follow up again, ensure that your communication is respectful and professional. Avoid appearing too pushy or impatient, as it may harm your chances of being considered for the position.
When sending a second follow-up email, you can refer to your previous email and politely ask for an update on your application status. Consider including additional information that may be relevant to the position or expressing your continued interest in the role.
If you still do not receive a response after the second follow-up email, it may be best to move on and focus on other job opportunities. Remember to maintain a positive attitude and continue your job search with dedication and perseverance.
Tips for Effective Communication
Effective communication is crucial when crafting a follow-up email after an interview for status. Here are some tips to help you communicate in a clear and professional manner:
- Use a concise subject line: Your subject line should be short and to the point. Avoid using generic phrases like “Follow Up” and instead, include specific details like your name and the position you interviewed for to help the recipient quickly identify your email.
- Proofread your email: Before sending your email, make sure to proofread it for any errors in grammar, spelling or punctuation. Use online tools like Grammarly or Language Tool to help you catch any mistakes.
- Keep your tone professional and friendly: Use a tone that is both professional and friendly to show your interest and gratitude. Avoid using slang or overly formal language and keep your email conversational but appropriately respectful.
- Maintain a positive attitude: Even if you haven’t received a response to your initial email, maintain a positive attitude in your follow-up emails. Avoid being pushy or demanding and instead, express your continued interest in the position and willingness to help in any way possible.
- Keep your email succinct and focused: Make sure your email is easy to read and focused on your request for an application status update. Avoid including unnecessary information that could detract from the main purpose of your email.
FAQ
Here are some frequently asked questions about sending a follow-up email after an interview for status:
What is the appropriate timeline for sending a follow-up email?
The general rule of thumb is to wait at least a week after the interview before sending a follow-up email. This allows the hiring manager enough time to review your application and make a decision. However, if the interviewer provided a specific timeline for when you should expect to hear back, it is best to wait until that date has passed before sending a follow-up email.
Should I send multiple follow-up emails?
It is generally acceptable to send one follow-up email after an interview. However, if you do not receive a response within a reasonable timeframe (about two weeks), you can consider sending a second follow-up email. Keep in mind that you do not want to appear pushy or impatient, so make sure to space out your follow-up emails and maintain a professional tone.
What should I do if I receive no response after sending a follow-up email?
If you do not receive a response after sending a follow-up email, it is appropriate to follow up once more after another week or two. If you still do not receive a response, it is best to move on and continue your job search. However, you can also try reaching out to the hiring manager by phone or through other channels if you have that information.
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