Mastering a Follow Up on Job Interview Email: Essential Guide
jillianhunt
August 7, 2023 11:54 pm
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14 min read
As a job candidate, it’s not just about nailing the interview. Your follow-up email after the interview is equally important. In fact, it might just be the determining factor in whether you get the job or not. Sending a follow-up email shows the hiring manager that you are still interested in the position and willing to go the extra mile. It also gives you an opportunity to make a lasting impression and stand out from the other applicants.
But how do you write the perfect follow-up email? When should you send it? And how do you avoid coming across as pushy or annoying? In this article, we will provide you with a comprehensive guide on mastering a follow-up on job interview email. We will cover everything from why it’s important to send one, to the dos and don’ts of follow-up email etiquette, and even provide a sample email template for you to use as a reference.
Why Sending a Follow Up Email Matters
After a job interview, the waiting game can be excruciating. But that doesn’t mean you should sit back and wait for the hiring manager to reach out to you. Sending a follow-up email after a job interview can make a significant difference in the outcome of your job search.
First and foremost, a follow-up email shows your interest and enthusiasm for the position. It demonstrates that you are proactive and committed to the opportunity, which can set you apart from other candidates who may not send a follow-up email at all.
Additionally, a follow-up email provides an opportunity to address any questions or concerns that may have arisen during the interview. It allows you to clarify any misunderstandings and provide further context to support your candidacy.
Finally, sending a follow-up email can serve as a friendly reminder to the hiring manager. With multiple candidates in the pipeline, the hiring manager may have a lot on their plate. A follow-up email can jog their memory and prompt them to take action on your application.
Timing is Key: When to Send a Follow Up Email
Knowing when to send a follow-up email after a job interview is crucial. You don’t want to appear too pushy or come across as uninterested. Here are some tips on timing:
- Send the email within 24 hours. It’s best to send the email as soon as possible while the interview is still fresh in the hiring manager’s mind.
- Consider the interview timeline. If the hiring manager indicated that they would be making a decision within a specific timeframe, wait until that date has passed before sending the email.
- Be aware of the company’s decision-making process. If the company has a lengthy decision-making process, it may be appropriate to wait a few days or even a week before following up.
Following Up When You’re Given a Timeline
If the hiring manager has given you a timeline for their decision, it’s best to respect that timeline and wait until it has passed before following up. For example, if the hiring manager said they would make a decision by the end of the week, wait until the following week to send a follow-up email. This shows that you respect their process and are not trying to rush them.
Following Up When No Timeline is Given
If the hiring manager did not give you a specific timeline, it’s best to wait at least a few days before following up. This allows them time to review other candidates and make a decision. Sending an email too soon may appear pushy or impatient.
Crafting the Perfect Follow Up Email: Essential Components
When sending a follow-up email after a job interview, it is essential to ensure that the email is well-crafted and professional. Here are some essential components to consider:
Subject Line
The subject line should be clear and concise and should grab the attention of the hiring manager. Avoid generic subject lines such as “Thank you” or “Follow-up”. Instead, personalize the subject line by mentioning the job title or the interview date. For example, “Thank you for the Marketing Manager interview on June 1st.”
Greeting
The greeting should be formal and should address the hiring manager by name. If you are unsure about the hiring manager’s name, you can address them by their job title. For example, “Dear [Name],”, or “Dear Hiring Manager,”.
Body of the Email
The body of the email should be concise and to the point. Start by expressing your gratitude for the opportunity to interview for the position and reiterate your interest in the job. Mention specific points from the interview that stood out to you or any relevant qualifications that you believe make you a good fit for the role. You can also ask any questions you may have about the job or the hiring process.
It’s essential to personalize the email by mentioning a specific conversation or topic discussed during the interview that resonated with you. This will demonstrate your attentiveness and interest in the position.
Closing
The closing of the email should be polite and professional. Thank the hiring manager for their time and consideration, and express your enthusiasm for the opportunity. Include your contact information, such as your phone number and email address, in case the employer wants to contact you further.
End the email with a professional closing, such as “Sincerely,” “Best regards,” or “Yours truly.”
Remember to proofread the email for any spelling or grammatical errors before sending it. A well-crafted follow-up email can set you apart from other candidates and increase your chances of getting the job.
Sample Follow Up Email After a Job Interview
Dear [Interviewer’s Name],
Thank you for taking the time to interview me for the [Position] role at [Company]. It was a pleasure learning more about the company’s mission and culture, as well as discussing how my skills and experience align with the role’s requirements.
I wanted to follow up on our conversation and reiterate my interest in the position and my enthusiasm about the opportunity to contribute to [Company’s] success. As we discussed, I believe my experience in [Skill/Experience] would add significant value to the team, and I am eager to explore this further.
Additionally, I wanted to thank you again for your insights and feedback on my application and interview performance. Your advice on [Specific Feedback] was extremely helpful and I will keep it in mind for future opportunities.
Please let me know if there are any further steps in the hiring process and if there is anything else I can provide to support my candidacy.
Thank you again for your consideration, and I hope to hear from you soon.
Best regards,
[Your Name]
Follow Up Email Etiquette: Do’s and Don’ts
When sending a follow-up email after a job interview, it’s essential to maintain a professional tone and etiquette. Here are some do’s and don’ts to keep in mind:
Do’s:
- Do send the email within 24-48 hours: Send your follow-up email within a reasonable timeframe after the interview. This shows that you are proactive and interested in the position.
- Do personalize the email: Address the email to the interviewer by name and include specific details about the conversation you had during the interview. This shows that you were engaged and attentive during the interview.
- Do express gratitude: Express your appreciation for the interviewer’s time and consideration. This demonstrates your professionalism and courtesy.
- Do keep it concise: Keep your email short and to the point. Avoid going into too much detail or adding unrelated information.
Don’ts:
- Don’t be pushy: Avoid coming across as too pushy or desperate. Keep a respectful distance and avoid asking for an immediate response.
- Don’t forget to proofread: Make sure to check your email for grammatical errors or typos. This shows that you are detail-oriented and take pride in your work.
- Don’t use a generic template: Avoid using a generic follow-up email template. Customize your email to reflect the conversation you had during the interview and the specific job you applied for.
- Don’t be too casual: Keep your email professional and formal. Avoid using slang or informal language.
By following these do’s and don’ts, you can ensure that your follow-up email comes across as professional and respectful. This can leave a positive impression on the hiring manager and increase your chances of getting the job.
Following Up Beyond Email: Alternative Methods
While email is the most common way to follow up after a job interview, there are other methods you can use to stand out from the crowd. These alternative methods can make a lasting impression on the hiring manager and show your commitment to the job.
Sending a Handwritten Thank-You Note
A handwritten thank-you note is a personal and thoughtful way to follow up after an interview. It shows that you took the time to write and send a note and that you are truly interested in the job. Make sure to mention specific points from the interview and highlight why you are a good fit for the position. Write legibly and use high-quality stationary and a nice pen to make a good impression. Send the note within a day or two of the interview.
Making a Phone Call
Another alternative method is to make a phone call to follow up on the interview. This approach is best used in situations where the hiring manager has indicated they prefer phone calls. Keep the call brief and to the point, and let the hiring manager know you enjoyed meeting with them and are still interested in the job. Avoid calling too early in the morning or too late in the day and be prepared with a brief script to guide the conversation.
Using Social Media
Social media can also be a way to follow up after a job interview, but use this method with caution. While it can be tempting to reach out to the hiring manager on LinkedIn or Twitter, it’s important to remember that this can come across as unprofessional. If you do decide to use social media to follow up, make sure your message is concise, well-written, and relevant to the job. Avoid using emojis or hashtags, and always err on the side of professionalism.
Final Thoughts
When deciding on which method to use to follow up after a job interview, consider the culture of the company and the hiring manager’s preferences. While email is the most common and safe option, using an alternative method can help you stand out and show your commitment to the job. Whatever method you choose, make sure to be professional, polite, and concise.
Keeping the Follow Up Professional: Dos and Don’ts
When sending a follow-up email after a job interview, it’s important to keep your communication professional at all times. Here are some dos and don’ts to keep in mind:
Do: Thank the Interviewer
Begin your email by expressing gratitude for the interviewer’s time and consideration. A simple thank-you can go a long way towards leaving a positive impression.
Don’t: Get Too Personal
While it’s important to personalize your email, be careful not to get too personal. Avoid discussing topics that may be inappropriate for a professional setting, such as religion, politics, or personal relationships.
Do: Highlight Your Qualifications
Use the follow-up email to remind the hiring manager of your qualifications and experience. Highlight your skills and achievements that best match the job requirements.
Don’t: Be Pushy or Demanding
A follow-up email should be polite and respectful. Refrain from being pushy or demanding in your tone or language. Remember, you are asking for a favor, not making a demand.
Do: Restate Your Interest in the job
Reiterate your interest in the position and the company. Let the hiring manager know that you are enthusiastic about the possibility of joining the team.
Don’t: Repeat the Same Information
Avoid repeating the same information you provided during the interview. Instead, use the follow-up email to add new information that may be relevant to the position or that can help you stand out.
Following Up After Not Hearing Back: How to Proceed
It can be frustrating when a candidate does not hear back from the employer after sending a follow-up email. However, there are several steps they can take to proceed in this situation.
Step 1: Wait for a Reasonable Amount of Time
After sending the initial follow-up email, candidates should give the employer a reasonable amount of time to respond. This can vary depending on the hiring timeline provided by the company. Typically, waiting for one to two weeks is appropriate.
Step 2: Follow Up Again
If the candidate has waited for a reasonable amount of time and still has not received a response, it may be appropriate to follow up again. However, they should make sure to craft a polite and professional email and avoid coming across as pushy or demanding. They may also want to consider sending the follow-up email to a different contact at the company, such as the HR representative or the hiring manager’s assistant.
Step 3: Move On Gracefully
If the candidate has followed up multiple times and still has not received a response, it may be time to move on gracefully. Continuing to pursue the position may come across as desperate and unprofessional. The candidate should remain positive and remember that there are other job opportunities out there.
Frequently Asked Questions (FAQ) about Job Interview Follow-Up
Here are some of the frequently asked questions about job interview follow-up:
1. When should I send a follow-up email after a job interview?
The ideal timing for sending a follow-up email is within 24-48 hours after the interview. This shows your enthusiasm and interest in the position while the interview is still fresh in the hiring manager’s mind.
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2. What should I include in a follow-up email?
Your follow-up email should include a personalized greeting, a brief thank-you message, a recap of your qualifications, and your continued interest in the position. You can also ask any relevant questions or provide additional information if necessary.
3. How often should I follow up if I haven’t heard back from the employer?
If you haven’t heard back from the employer after sending a follow-up email, it’s appropriate to follow up once more after a week or two. If you still don’t hear back after that, it’s best to assume that the position has been filled or that they have chosen to move forward with other candidates.
4. Should I follow up with the employer in other ways besides email?
It’s generally best to follow up with the employer via email, but there are other methods you can consider, such as sending a handwritten thank-you note or making a phone call. However, make sure to use these methods judiciously and sparingly, as they can come across as overly aggressive if not used appropriately.
5. Is it appropriate to ask for feedback after a job interview?
While it’s natural to want feedback after a job interview, it’s not always appropriate to ask for it. If the employer offers feedback voluntarily, that’s great. If not, it’s best not to push the issue, as it can sometimes be seen as impolite or demanding.
6. What if I made a mistake during the interview?
If you made a mistake during the interview, don’t dwell on it in your follow-up email. Instead, focus on highlighting your strengths and qualifications and your continued interest in the position. If the mistake was minor, there may be no need to address it at all.
7. How can I make my follow-up email stand out?
To make your follow-up email stand out, personalize it as much as possible. Refer back to specific points from the interview, mention any shared interests or connections, and demonstrate your enthusiasm and interest in the position. However, be sure not to come across as overly aggressive or desperate.
8. What if I have multiple interviews with the same employer?
If you have multiple interviews with the same employer, it’s appropriate to send a follow-up email after each one. However, make sure to customize each email to reflect the specific points discussed in that interview and to express your continued interest in the position.
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