Mastering the Follow Up Email to Interview: Professional Guide
jillianhunt
September 21, 2023 6:05 am
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18 min read
Welcome to our comprehensive guide on crafting the perfect follow up email to interview. As a job seeker, you know how crucial it is to make a great first impression during your interview. But did you know that following up after the interview is just as important? A well-crafted follow up email can leave a lasting impression on the interviewer and demonstrate your professionalism and continued interest in the position.
In this guide, we’ll provide you with expert tips and guidelines to help you master the art of the follow up email. From understanding the optimal timing to crafting an impactful email and personalizing your message, we’ve got you covered. Additionally, we’ll provide sample email templates and answer common questions to ensure you have everything you need to impress your potential employer.
So, let’s dive in and learn how to make your follow up email to interview stand out!
Why Sending a Follow Up Email Matters
After a job interview, the follow up email is a crucial step in the job search process. Not only does it help you to stand out among other candidates, but it also demonstrates your professionalism and shows your continued interest in the position. Here are some reasons why sending a follow up email matters:
- Leaving a lasting impression: A follow up email after an interview allows you to reiterate your qualifications and express your gratitude for the interviewer’s time. It also gives you the opportunity to leave a positive and memorable final impression.
- Showcasing professionalism: A well-crafted follow up email demonstrates your professionalism and attention to detail. It shows that you take the job search seriously and that you value the interviewer’s time and effort.
- Demonstrating continued interest: Sending a follow up email after an interview shows that you are still interested in the position and that you are eager to move forward in the hiring process.
By sending a follow up email, you increase your chances of being remembered and considered for the job. It’s a simple but effective way to make a lasting impression on the interviewer and stand out from the competition.
Timing is Key: When to Send a Follow Up Email
Timing is crucial when it comes to sending a follow up email after an interview. The goal is to send it prompt enough to keep the interviewer’s impression of you fresh, but not too soon that it may come off as pushy or desperate.
Phone interview
If you had a phone interview, it is best to send your follow up email within 24 hours. This promptness shows your enthusiasm and interest in the position. Keep the email short and sweet, reiterating your qualifications and thanking the interviewer for their time.
Second interview
For a second interview, give the interviewer some time to make a decision before following up. A good rule of thumb is to send the follow up email within a week of the interview. This timeframe shows that you are still interested in the position while giving the interviewer enough time to make a decision.
Onsite interview
After an onsite interview, you should send a follow up email within 24-48 hours. This timeframe is prompt enough to show your excitement about the position and to remind the interviewer of the conversation you had. In your email, reiterate your qualifications, highlight why you are a good fit for the position, and thank the interviewer for their time.
Crafting an Effective Follow Up Email: Dos and Don’ts
When it comes to crafting a follow up email after a job interview, it’s important to strike the right balance between professionalism and warmth. Here are some dos and don’ts to keep in mind:
Do keep it concise
Your follow up email should be brief and to the point. Thank the interviewer for their time, express your continued interest in the position, and emphasize your qualifications and fit for the role. Keep the email under 2-3 short paragraphs to avoid overwhelming the recipient.
Don’t use overly casual language
While it’s important to show some personality in your follow up email, using overly casual language can come across as unprofessional. Avoid using slang, emoticons, or exclamation points. Instead, keep your language polished and respectful.
Do proofread and edit your email
Avoid typos and grammatical errors by proofreading your email carefully. Read it out loud to catch any awkward phrasing or unclear sentences. Consider using a grammar or spell-check tool, but don’t rely on it entirely.
Don’t be pushy or demanding
While it’s important to follow up after an interview, you don’t want to come across as pushy or demanding. Avoid asking for feedback or a decision directly in your follow up email. Instead, reiterate your interest in the position and express your appreciation for their time.
Do personalize your email
Make your follow up email stand out by referencing specific details from the interview. Mention a topic or project that you discussed, and show your understanding of the company’s values and goals. Use the recipient’s name and sign off with a warm closing line, such as “Best regards” or “Thank you again.”
Don’t send a generic email
Avoid using a generic template or copy-pasting the same email to multiple recipients. While it may save time, it can come across as impersonal and insincere. Take the time to customize your email for each recipient, highlighting your specific qualifications and interest in the role.
Personalization Matters: Tailoring Your Follow Up Email
Personalizing your follow-up email is a crucial step in ensuring that you make a lasting impression on the interviewer. Here are some tips on how to tailor your email to showcase your interest and qualifications:
Reference Specific Details From the Interview
Recall specific points from the interview, such as particular topics or challenges that were discussed. This shows that you were attentive and actively listening during the interview. Additionally, referencing these details helps to demonstrate your understanding of the role and the company’s objectives.
Showcase Your Understanding of the Company’s Values
Reiterate the company’s core values and how they align with your own. This helps to demonstrate how passionate you are about the company’s mission and how you can contribute to achieving its goals.
Highlight Your Qualifications and Fit for the Position
Use the follow-up email to highlight your qualifications and reiterate why you are the best fit for the role. Be sure to mention any relevant experiences and skills that make you stand out as a candidate.
By personalizing your follow-up email to the interview, you can differentiate yourself from other candidates and showcase your genuine interest in the role and the company.
Crafting an Effective Follow Up Email: Dos and Don’ts
Now that you understand why sending a follow up email after a job interview is important, it’s time to focus on how to create an effective one. A well-crafted follow up email can help you stand out from other candidates and increase your chances of securing the job. Here are some dos and don’ts to guide you:
Do Keep It Short and Sweet
Your follow up email should be concise and to the point. Avoid rambling or writing lengthy paragraphs. Stick to the most important points and keep it well-structured and easy to read. A lengthy email may overwhelm the reader and decrease their interest in your candidacy.
Don’t Use Pushy Language
Avoid using language that sounds aggressive or pushy. Instead, be respectful and courteous in your tone. Remember that the goal of the follow up email is to demonstrate your continued interest in the position and provide helpful information, not to pressure the interviewer to make a decision.
Do Show Gratitude
Making sure to show gratitude throughout your email is a crucial part of impressing your interviewer. Expressing thanks for the opportunity to interview and highlighting your appreciation for their time will make a lasting impression.
Don’t Be Generic
Avoid using a generic template for your follow up email. Instead, personalize the email by referencing specific details from the interview, addressing the interviewer by name, and making mention of shared interests or commonalities. Personalized emails show your enthusiasm and interest in the position.
Do Proofread and Edit
Before hitting the send button, take a moment to proofread and edit your email. Check for grammar and spelling errors, as well as proper formatting. A clean, polished email can demonstrate your attention to detail and professionalism.
Don’t Forget to Follow Up
If you don’t hear back from the interviewer after sending your follow up email, don’t hesitate to send a gentle reminder. Be polite and respectful in your tone and emphasize your continued interest in the position. Following up shows that you are persistent and interested, but be careful not to overdo it.
Sample Follow Up Email Templates
Below are some sample follow up email templates that you can use as a starting point for crafting your own email.
Template 1: Thank You Email
Subject: Thank You for the Interview
Dear [Interviewer’s Name],
Thank you for taking the time to meet with me and discuss the [position title] role at [company name]. It was a pleasure to learn more about the company and the team. I appreciated the opportunity to share how my skills and experience align with the position requirements.
Please do not hesitate to let me know if you need any further information or clarification from me. I look forward to hearing back from you soon regarding the next steps in the hiring process.
Thank you again for your consideration.
Best regards,
[Your Name]
Template 2: Follow Up after No Response
Subject: Checking in on the [position title] role
Dear [Interviewer’s Name],
I hope this email finds you well. I wanted to follow up on our interview for the [position title] role and check on the status of the hiring process. I am still very interested in the position and would appreciate any update you can provide.
If there is any additional information I can provide or any further steps I can take in the hiring process, please let me know. I look forward to hearing back from you soon.
Thank you for your time.
Best regards,
[Your Name]
Template 3: Follow Up after Second Interview
Subject: Thank you for the Second Interview
Dear [Interviewer’s Name],
Thank you for taking the time to meet with me again for the second interview for the [position title] role at [company name]. I appreciated the opportunity to learn more about the team and discuss the position requirements in greater detail.
I am still very interested in the position and believe that my skills and experience would be a great fit for the team. Please do not hesitate to contact me if you need any further information or clarification from me.
Thank you again for your time and consideration. I look forward to hearing back from you soon regarding the next steps in the hiring process.
Best regards,
[Your Name]
Following Up on Multiple Interviews: How to Stand Out
When you are invited for multiple interviews, it’s a clear indication that you’re on the right track. It’s an opportunity to impress potential employers with your skills and personality while showcasing your commitment and enthusiasm for the role.
However, it’s essential to follow up after each interview and stand out among other candidates. Here are some tips on how to do so:
1. Express Gratitude and Reiterate Your Interest
After each interview, send a thank-you email expressing your gratitude for the opportunity to meet with them. Reiterate your interest in the position and how you believe that you’re the best fit for the role. This way, you demonstrate that you’re attentive and very interested in the position.
2. Highlight Additional Qualifications
With each interview, you’re likely to learn more about the company’s values, expectations, and challenges. Use this opportunity to showcase how your qualifications align with these additional insights. This way, you demonstrate that you’ve taken the time to understand the company’s needs and demonstrate your ability to add value to their team.
3. Address Concerns or Questions
If you had any concerns or questions during your interviews, now is the time to follow up on them. Address them in your follow-up email to show that you’re both proactive and attentive. You’ll also have the opportunity to clear up any misconceptions or misunderstandings that may have arisen during the interview, making you a more attractive candidate.
4. Share Insights or Ideas
If during the interview you had any insights or ideas regarding a particular problem or challenge, now is the time to share them. This way, you demonstrate your critical thinking ability and potential to contribute positively, giving you an edge over other candidates.
By following these tips, you can stand out among other candidates and increase your chances of getting the job. Remember to be professional, timely, and authentic throughout the follow-up process.
Subject Line Tips: Making Your Email Irresistible
When it comes to sending a follow up email, the subject line can make a significant impact on whether or not your email gets opened. Here are some tips for creating an irresistible subject line:
Keep it concise
Your subject line should be short and to the point. Avoid using lengthy phrases or unnecessary words that may make the subject line difficult to read or understand. Keep it simple and clear.
Make it attention-grabbing
Your subject line should be attention-grabbing and make the recipient want to read your email. Use action words and strong language to convey the purpose of your email.
Make it relevant
Your subject line should be relevant to the interview and the content of your email. Use keywords related to the position or the company to make it clear that the email is specifically meant for the recipient.
Avoid using all caps or exclamation points
Using all caps or excessive punctuation can come across as unprofessional and may be seen as spam. Keep your subject line in sentence case and avoid using too many exclamation points.
Consider adding a personal touch
If appropriate, consider adding a personal touch to your subject line. For example, you could reference a specific discussion or topic from the interview that showcases your interest in the position.
By following these tips, you can create a subject line that is clear, attention-grabbing, and relevant to the interview. Remember, your subject line is the first thing the recipient will see. Make it count!
Polishing Your Follow Up Email: Proofreading and Editing
After crafting and tailoring your follow up email, the next step is to proofread and edit it. This process ensures that your email is mistake-free, polished, and professional. Careful editing can make the difference between a great follow up email and a lackluster one.
Proofreading
Proofreading involves examining your email for errors in spelling, grammar, and punctuation. Here are some tips to keep in mind when proofreading your email:
- Read your email slowly and carefully, one sentence at a time.
- Use spell-check and grammar-check tools, but don’t rely on them completely.
- Check for common errors, such as mixing up homophones (like “your” and “you’re”), using incorrect verb tenses, or misplacing commas.
- Read your email aloud to catch errors that you might not notice when reading silently.
- Get a second opinion. Ask a friend, family member, or colleague to proofread your email for you. A fresh pair of eyes can be helpful in catching mistakes.
Editing
Editing involves refining your email for clarity, conciseness, and tone. Here are some tips to keep in mind when editing your email:
- Check for wordiness and repetition. Eliminate any unnecessary words or phrases.
- Ensure that your email has a clear and concise structure that is easy to follow.
- Avoid using language that is too informal or too technical. Strike a balance between friendliness and professionalism.
- Make sure that your email is appropriate in tone for the person and the situation. Avoid using humor or sarcasm in your email.
- Consider using bullet points or numbered lists to make your email easier to read.
Remember, taking the time to proofread and edit your follow up email can make a big difference in how it is received. A well-written and error-free email can demonstrate your attention to detail and professionalism, and can help you stand out from other candidates.
Leveraging Technology: Automating Follow Up Emails
In today’s fast-paced world, technology can be a great asset when it comes to following up after job interviews. By automating your follow up emails, you can stay top of mind with your prospective employer and ensure timely and consistent communication. Here are some tips for leveraging technology to automate follow up emails:
1. Use Email Management Tools
Email management tools, such as Boomerang, Hubspot, and Yesware, can help you automate your follow up emails. These tools allow you to schedule emails to be sent at a later time or date, set reminders for when to follow up, and track your email opens and clicks. This can help you stay on top of your follow up emails and ensure that you don’t forget to follow up with a prospective employer.
2. Create Follow Up Email Templates
Creating follow up email templates can save you time and ensure consistency in your follow up emails. You can create templates for different stages of the interview process, such as after the initial phone screen, second interview, or final interview. This can help you stay organized and ensure that you’re sending the right message at the right time.
3. Personalize Your Follow Up Emails
While automating your follow up emails can be a great time-saver, it’s important to personalize each email to the specific interviewer and company. Use the email management tools’ features to insert merge tags to include the interviewer’s name or specific details from the interview. This can help you stand out from other candidates and demonstrate your attention to detail.
4. Keep it Professional
When automating your follow up emails, it’s important to maintain a professional tone and avoid sounding robotic or impersonal. Make sure to proofread and edit your email for grammar and spelling errors before scheduling it to be sent.
By leveraging technology to automate your follow up emails, you can save time and ensure that you’re communicating with your prospective employer in a timely and professional manner.
FAQ: Answers to Common Questions about Follow Up Emails to Interviews
As a follow up to the previous sections on mastering the follow up email to interview, this section provides answers to some of the most common questions that arise:
Q: Is it necessary to send a follow up email after every interview?
A: While it’s not mandatory, it’s always advisable to send a follow up email after every interview. It helps to reinforce your interest in the position and also provides an opportunity to address any outstanding questions or concerns that the interviewer may have.
Q: How soon after the interview should I send the follow up email?
A: It’s recommended to send the follow up email within 24 hours of the interview. This shows your enthusiasm for the position and also ensures that the interview is fresh in the interviewer’s mind.
Q: What should I include in the subject line of my follow up email?
A: Your subject line should be concise and relevant to the interview. Try to include your name, the position title, and the word “follow up” or “thank you.”
Q: Should I send a follow up email if I’m not interested in the position?
A: Yes, it’s polite to send a follow up email expressing your gratitude for the opportunity and highlighting what you appreciated about the interview process. This helps to maintain a good relationship with the company and keeps the door open for future opportunities.
Q: Can I ask for feedback in my follow up email?
A: Yes, asking for feedback can show your eagerness to improve and learn. However, be sure to phrase your request in a polite and professional manner and avoid coming across as pushy or demanding.
Q: Is it okay to use a template for my follow up email?
A: While using a template can be helpful in creating a structure for your follow up email, it’s important to personalize it to suit the interview and the company. Avoid sending a generic email that could be mistaken for a mass email.
Q: What if I don’t receive a response to my follow up email?
A: It’s common to not receive a response to a follow up email. If you don’t receive a reply within a week, you can send a gentle reminder email. However, avoid being pushy or demanding and maintain a professional tone.
By following the guidelines discussed in this article, you can craft effective follow up emails that showcase your professionalism, enthusiasm and commitment to the position. Remember to personalize your emails, be concise, and maintain a professional tone.
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