Crafting An Effective Follow Up to Interview Email: Tips & Templates
jillianhunt
September 12, 2023 2:05 pm
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13 min read
After a job interview, the next step for any candidate is to follow up with the hiring manager. Sending a follow-up email is crucial in demonstrating continued interest in the role and maintaining contact with the interviewer. In fact, a well-crafted follow-up email can set you apart from other candidates and even impact the hiring process.
In this article, we will discuss the importance of sending a follow-up email, the dos and don’ts of crafting an effective message, and provide templates for different scenarios. Additionally, we will address common questions and concerns related to follow-up emails after interviews.
Whether you have already sent a follow-up email or are unsure of how to approach it, this guide will provide you with practical tips and insights to help you stand out amongst your competition and leave a positive impression on the hiring manager.
Why Sending a Follow-Up Email Matters
Sending a follow-up email after a job interview has become an essential practice in the hiring process. It shows your commitment to the role and your interest in the company. Here are some reasons why sending a follow-up email is crucial:
- Impactful and memorable: A follow-up email can be the key to standing out in the hiring process and leaving a lasting impression on the hiring manager.
- Showcasing your enthusiasm: By thanking the interviewer and expressing your continued interest in the role, you can demonstrate your passion for the position and the company.
- Addressing concerns: A follow-up email can serve as an opportunity to address any concerns or questions that arose during the interview and showcase your problem-solving skills.
- Reiterating your qualifications: A follow-up email can also provide a chance to remind the hiring manager of your relevant qualifications and experience, which can help to keep you top-of-mind.
What if You Don’t Get a Response?
Don’t panic if you don’t receive a reply to your follow-up email. Hiring managers are often busy and may not have had the time to respond yet. However, if you still haven’t heard back after a week or so, you can consider sending a friendly and polite second follow-up email. This will demonstrate your initiative and enthusiasm for the role, while also providing an opportunity to inquire about the status of your application.
Tips for Writing an Effective Follow-Up Email
Writing a follow-up email after an interview can be daunting, but effective communication can make all the difference in securing the job. Here are some tips on crafting a professional and effective follow-up email:
Personalize the Email
Start the email by addressing the hiring manager by name and thanking them for taking the time to interview you. This shows that you are invested in the position and appreciate their time.
Express Gratitude
Express your gratitude for the opportunity to interview for the position. This can help showcase your enthusiasm for the role and demonstrate that you are looking forward to the opportunity.
Reiterate Your Interest
Restate your interest in the position, and highlight specific aspects of the job that appeal to you. This can reinforce that you are the right fit for the role and show that you have done your research.
Address Any Outstanding Questions or Concerns
If there were any questions or concerns discussed during the interview, address them in your follow-up email. This demonstrates your attentiveness and desire to clarify any issues that may have arisen.
Keep it Concise
Ensure that your email is brief and to the point. Avoid rambling or including irrelevant information that may distract from your main points.
Avoid Generic Language
Avoid using generic language that can make your email seem impersonal and lackluster. Instead, focus on creating a message that is tailored to the specific position and company.
By following these tips, you can craft an effective follow-up email that conveys your enthusiasm and showcases your professionalism.
Follow-Up Email Templates for Different Scenarios
Here are some email templates for different follow-up scenarios:
Template 1: Following Up After No Response
- Subject: Following up on my recent job interview
- Dear [Hiring Manager’s Name],
- I hope this email finds you well. I wanted to follow up on my recent job interview for the [Position] role, as I haven’t heard back from anyone yet. I understand that you have a busy schedule, and I don’t want to be a bother, but I’m very excited about the opportunity to join your team and contribute my skills.
- If there are any additional materials or information that I can provide to help move the process forward, please let me know. I remain grateful for the chance to interview and look forward to hearing back from you soon.
- Best regards,
- [Your Name]
Template 2: Following Up After A Positive Interview
- Subject: Thank you for the interview and next steps
- Dear [Hiring Manager’s Name],
- Thank you for taking the time to interview me for the [Position] role. I enjoyed our conversation about the company’s vision, and I appreciate the opportunity to learn more about the position and your team.
- I want to reiterate my enthusiasm for the role and my belief that my skills and experience align well with the requirements you’ve outlined. If you’d like, I’m happy to provide additional information or answer any follow-up questions you may have.
- Looking forward to hearing from you soon on the next steps.
- Best regards,
- [Your Name]
Template 3: Following Up After A Technical Assessment or Presentation
- Subject: Thank you for the technical assessment and next steps
- Dear [Hiring Manager’s Name],
- Thank you for the opportunity to complete the technical assessment as part of the interview process for the [Position] role. I appreciated the chance to showcase my skills and demonstrate my understanding of the requirements of the role.
- If there is any additional information that you need to make your decision, I would be happy to provide it. I am also available to discuss my approach to the assessment or answer any interview-related questions you may have.
- Thank you again, and I look forward to hearing your thoughts on the assessment and next steps in the process.
- Best regards,
- [Your Name]
Dos and Don’ts of Follow-Up Emails
When crafting a follow-up email after an interview, it’s important to adhere to certain guidelines to avoid common mistakes that could hinder your chances of landing the job. Here are some dos and don’ts to keep in mind:
Do personalize your message
Address the hiring manager by name and reference specific details from your interview to show that you were engaged and attentive during the conversation.
Do express gratitude
Show your appreciation for the opportunity to interview for the position and thank the interviewer for their time and consideration.
Do reiterate your interest
Mention your excitement about the role and how you feel you would be a good fit for the position and the company culture.
Don’t be too pushy
Avoid being too aggressive or demanding in your follow-up email. Remember that the hiring manager is likely busy and may be considering other candidates.
Don’t send too many follow-up emails
Sending too many follow-up emails can come across as desperate or annoying. Stick to one or two emails at most, and space them out accordingly.
Don’t use generic language
Avoid using overly generic language that could make you seem like a cookie-cutter candidate. Use specific examples and language to show your unique qualifications.
Timing Your Follow-Up Email
Timing is everything when it comes to writing a follow-up email. As a general rule, you should send your follow-up email within 24-48 hours after your interview. This shows your enthusiasm for the role and reinforces your positive first impression.
However, if the company provided a specific timeline for decision-making or stated they would contact you, it’s essential to respect those guidelines. If you’re unsure about the timeline, you can politely ask your interviewer for an estimated decision date before sending your follow-up email.
How Often Should You Follow Up?
It’s essential to strike a balance between being persistent and being annoying. It’s generally okay to follow up once a week after your initial follow-up email if you haven’t received a response. However, avoid sending too many follow-up emails, as this can seem pushy and may harm your chances of getting the job.
What to Include in Your Follow-Up Email?
Your follow-up email should be short, concise, and personalized. First and foremost, remember to thank the interviewer for their time and express your appreciation for the opportunity to learn more about the role and the company.
Reiterate your interest in the position, and mention any specific points from the interview that particularly resonated with you, such as the company culture or specific projects that you would be excited to work on. If you have any outstanding questions or concerns, you can politely address them in your email.
Lastly, close your email by expressing your eagerness to hear back from the interviewer and reiterating your appreciation for their time and consideration.
- Thank the interviewer for their time and express your appreciation for the opportunity to learn more about the role and the company.
- Reiterate your interest in the position and mention specific points from the interview that resonated with you.
- Address any outstanding questions or concerns.
- Close your email by expressing your eagerness to hear back from the interviewer and reiterating your appreciation for their time and consideration.
Following Up After Additional Job Requirements
After the initial job interview, it’s not uncommon for employers to request additional job requirements such as assessments, portfolio submissions, or reference checks. In these cases, it’s essential to send follow-up emails to demonstrate that you have completed all the necessary tasks and to reinforce your interest in the position.
Addressing Specific Requirements
When sending a follow-up email after providing additional job requirements, start by thanking the interviewer for the opportunity to complete them. Express your enthusiasm for the position and reinforce your qualifications for the job. If you’ve submitted a portfolio or assessment, consider including a brief comment about how you approached the task and any challenges you faced.
Reiterating Your Interest
It’s crucial to reiterate your interest in the position after submitting additional job requirements. In your follow-up email, remind the interviewer what you find exciting about the company, the role, and articulate how the job aligns with your career goals. This could include mentioning the positive company values that align with your values, the company’s position in the industry and how it inspires you or how you believe your skills and experience make you the ideal candidate for the position.
The Impact of a Follow-Up Email on the Hiring Process
Sending a follow-up email after a job interview can have a significant impact on the hiring process. A well-crafted follow-up email can reinforce candidate enthusiasm for the role, showcase their professionalism and attention to detail and help them stand out from other applicants. It can also demonstrate a candidate’s proactive approach and follow-through, which are highly valued by hiring managers.
Moreover, a follow-up email can serve as a reminder to the hiring manager of the candidate’s strengths and qualifications, particularly if several days have passed since the interview. It can also provide the candidate with an opportunity to address any concerns or questions that may have arisen during the interview, further demonstrating their engagement and interest in the role.
When done correctly, a follow-up email can positively influence a hiring manager’s decision and potentially help a candidate advance to the next round or even receive a job offer. It is an effective way for candidates to leave a lasting impression, maintain contact with the hiring manager and ultimately increase their chances of securing the job they desire.
Tips for Following Up if You’ve Accepted Another Job Offer
It’s common to find yourself in a situation where you’ve accepted another job offer but still wish to follow up with a potential employer you’ve interviewed with. In this case, it’s important to maintain professional relationships and express appreciation while keeping the lines of communication open for future opportunities. Here are some tips for following up:
- Be honest and transparent: When sending your follow-up email, it’s important to be honest about your current situation and let the hiring manager know that you have accepted another job offer. This will show that you respect their time and efforts and will enable them to move forward with other candidates.
- Express gratitude: Begin your email by expressing your gratitude for the opportunity to interview, highlighting what you learned during the process. This will show that you appreciate the time and effort they invested in considering you for the position.
- Leave the door open: While it’s important to be transparent about your current job offer, it’s also important to leave the door open for future opportunities. Indicate your continued interest in the company and express your desire to stay in touch for future opportunities that may arise. This shows that you value the relationship and appreciate their consideration.
- Keep it professional: When crafting your email, ensure that it is professional and concise. Avoid giving too much personal information or sounding unprofessional. Keep the tone respectful and appreciative, even if you have to decline their offer.
Following these tips will help ensure that you maintain a positive relationship with the hiring manager and leave the door open for future opportunities.
Tips for Following Up if You’ve Accepted Another Job Offer
While it’s not recommended to follow up after an interview if you’ve already accepted another job offer, there may be situations where you still wish to maintain a professional relationship with the potential employer. Here are some tips on how to do it tactfully:
Express gratitude
Begin by expressing your appreciation for the opportunity to interview with the company. Thank them for their time and consideration and emphasize how much you enjoyed learning about the organization and the role.
Explain the situation
Be honest and explain that you’ve accepted another job offer. However, emphasize that you still respect the company and its mission and that you’re interested in staying in touch.
Keep the door open
Let the hiring manager know that you’d be open to exploring future opportunities with the company should they arise. You can mention your availability to network, attend industry events, or participate in informational interviews.
Maintain professionalism
Keep the tone of your email professional and avoid negative comments or criticism about the company or the role you interviewed for. You want to leave a positive impression and maintain a cordial relationship in case of future opportunities.
Remember, while it’s generally not recommended to follow up after accepting another job offer, it’s always essential to maintain professionalism, respect, and gratitude in any communication with potential employers.
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