Mastering Following Up After An Interview via Email: Key Tips
jillianhunt
July 21, 2023 12:42 pm
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12 min read
Following up after an interview via email is a crucial step in the job application process. It demonstrates your professionalism, gratitude, and interest in the position while keeping the doors open for future opportunities.
Whether you are sending an after-interview thank you email or a post-interview email, mastering the art of following up is essential. In this section, we will provide you with an overview of key tips to ensure success in following up after an interview via email.
Why Follow Up After an Interview?
Following up after an interview with a professional email is a crucial part of the job search process. It shows your dedication and appreciation for the opportunity to interview for the position, leaves a positive impression on the interviewer, and sets you apart from other applicants. A follow-up email also provides an opportunity to reinforce your interest in the position and showcase your qualifications.
By sending a thank-you email after the interview, you demonstrate your professionalism and gratitude for the interviewer’s time. It also gives you a chance to highlight any key points from the interview that could differentiate you from other candidates. Additionally, a follow-up email can help keep doors open for future opportunities within the company or industry.
When to Send a Follow-Up Email
Timing is crucial when it comes to sending a follow-up email after an interview. It’s important to strike a balance between being prompt and appearing too desperate. The general rule of thumb is to wait for at least 24 hours after the interview before sending the follow-up email. This shows that you are respectful of the interviewer’s time and have taken the time to reflect on the interview.
However, waiting too long to send the follow-up email can also be detrimental. If the company has a tight hiring timeline, waiting too long could mean missing out on the opportunity altogether. It’s essential to do some research on the company’s hiring process and determine the appropriate timing.
Another factor to consider is the interviewer’s availability. If the interviewer mentioned a specific timeline or date for making a decision, it’s best to wait until after that date before sending a follow-up email.
It’s essential to strike a balance between being proactive and coming across as pushy. If you haven’t heard back from the company after a week or two, it may be appropriate to send a gentle reminder expressing your continued interest in the position.
Crafting a Professional Follow-Up Email
A well-written follow-up email after an interview can leave a positive impression on the interviewer and increase your chances of getting hired. Here are the key elements to include when crafting a professional follow-up email:
1. A concise subject line
Make sure your subject line clearly indicates the purpose of the email. A subject line such as “Thank You for the Interview” or “Follow-Up Regarding [Position Title]” can grab the recipient’s attention and encourage them to open the email.
2. Address the interviewer by name
Begin the email by addressing the interviewer by name. This shows that you took the time to personalize the email and adds a personal touch to your message.
3. Express gratitude
Express your gratitude for the interviewer’s time and the opportunity to interview for the position. This can be a simple yet powerful way to show your professionalism and appreciation.
4. Summarize key points
Summarize the key points discussed during the interview, highlighting any unique qualifications or skills that align with the position. Address any concerns or questions raised during the interview and demonstrate how you can add value to the organization.
5. Reiterate your interest in the position
End the email by reiterating your interest in the position and the company. Express enthusiasm for the role and your motivation to contribute to the organization. Mention any new insights gained after the interview that strengthened your interest.
6. Personalize the email
When possible, personalize the email by referencing specific topics discussed during the interview or the interviewer’s interests. This shows that you were engaged during the interview and reinforces your interest in the position.
7. Avoid typos and errors
Proofread the email carefully to ensure there are no typos or grammar errors. Have someone else review the email if possible to catch any mistakes. A polished and error-free email demonstrates attention to detail and professionalism.
By following these key elements, you can craft a professional follow-up email that reinforces your interest in the position and leaves a positive impression on the interviewer.
Subject Line Tips
A well-crafted subject line can make a significant difference in whether your follow-up email is opened or ignored. It not only grabs the recipient’s attention but also clarifies the purpose of the email. Here are some tips for creating an effective subject line:
- Keep it concise and to the point.
- Include the words “thank you” or “follow-up” to indicate the nature of the email.
- Use the name of the interviewer or the job position to personalize the email.
- Avoid generic subject lines such as “Checking In” or “Just Following Up.”
Remember, the subject line is the first thing the recipient sees and can influence their decision to open or delete your email. Take the time to craft a subject line that will make your email stand out.
Thank You Message
The thank you message in your follow-up email is an essential part of expressing your gratitude for the interviewer’s time and reiterating your interest in the position. Be sure to keep it concise and genuine, with a focus on highlighting specific points from the interview that resonated with you.
Example: Thank you for taking the time to speak with me about the [Position Title] role at [Company Name]. I was impressed by the company’s focus on innovation and collaborative work environment, which aligns with my own values and experience. Additionally, discussing the company’s plans for expansion internationally was exciting, and I believe I could contribute to that effort with my language skills and multicultural background. I appreciate the opportunity to learn more about the position and look forward to the next steps in the hiring process.
Summarizing Key Points
Another crucial element of a professional follow-up email is summarizing key points from the interview. This provides an opportunity to reinforce your qualifications and skills, and emphasizes your value as a potential employee.
When summarizing key points, focus on the unique qualifications or skills that distinguish you from other candidates. Use specific examples from the interview to show how your experience aligns with the position requirements. Address any concerns or questions raised during the interview, and provide additional information that could further convince the interviewer of your suitability for the role.
However, be mindful not to repeat too much information from your initial thank you message or cover letter. Keep your summary concise and impactful, highlighting only the most relevant aspects of your qualifications and experience as they relate to the position.
Reiterating Interest in the Position
One of the key elements to include in a follow-up email is a clear and concise statement that reiterates your interest in the position. Use this opportunity to express your enthusiasm for the role and the company, while showcasing your motivation to contribute to the organization.
Additionally, you may want to mention any new insights gained after the interview that have strengthened your interest in the position. This could include a positive impression of the company culture, a greater understanding of the responsibilities of the role, or a newfound appreciation for the company’s mission and values.
By expressing your continued interest in the position, you demonstrate your commitment and dedication, which can go a long way in leaving a positive impression on the interviewer.
Proofreading and Polishing Your Email
After crafting a professional follow-up email, it is imperative to proofread and polish it before hitting the send button. This step ensures that your email is error-free, well-structured and presents a professional image.
Check for Spelling and Grammar Errors
Spelling and grammar errors can derail your efforts to appear professional. It’s important to run a spell check and proofread the email several times to catch any errors that the spell check may have missed. Reading the email out loud is also helpful in identifying any errors or awkward phrases.
Watch Your Formatting
Make sure your email is well-structured and formatted in a clear, professional manner. Avoid using different font styles or sizes, and ensure that your paragraphs are clearly separated. A well-formatted email is easier to read and will make a better impression on the recipient.
Personalize Your Email
A personalized email that is tailored to the interviewer and the company can make a lasting impression. Make sure you have addressed the interviewer correctly, and have mentioned specific details that were discussed during the interview. Showing that you paid attention and understood the company’s values and goals can make you stand out in a positive way.
Follow-up with a Friend or Colleague
After proofreading and polishing your email, it’s always helpful to have someone else review it. A friend or colleague can provide a fresh perspective and identify any errors or areas for improvement that you may have missed. This extra step can help ensure that your email is polished and professional.
Following Up Multiple Times
Following up multiple times after an interview can be tricky, as you don’t want to come across as pushy or desperate. However, it’s important to remember that hiring processes can take time, and a gentle follow-up can demonstrate your continued interest in the position.
If you haven’t received a response to your initial follow-up email, it’s acceptable to follow up again after a reasonable amount of time. This timeframe may vary depending on the company’s hiring process and the interviewer’s availability, so it’s important to use your best judgment.
If you choose to send a second follow-up email, you can express your continued interest in the position while reiterating any key points from the interview that demonstrate your qualifications. Avoid appearing impatient or demanding, and always maintain a polite and professional tone.
If you still don’t receive a response after your second follow-up, it may be time to consider moving on. While it’s possible that the company is still considering candidates, it’s also possible that they have decided to pursue other options. Remember to maintain professionalism throughout the process and continue exploring other opportunities.
Handling No Response
It can be frustrating when you don’t receive a response to your follow-up email after an interview, but it’s important to approach the situation professionally. Here are some tips on how to handle a lack of response:
- Wait for a reasonable amount of time: It’s common for hiring processes to take longer than anticipated, so give the company some time before following up. A week or two is usually sufficient.
- Send a gentle reminder: If you still haven’t received a response after a reasonable amount of time, it’s appropriate to send a polite email reminding the interviewer of your interest in the position and asking about the status of your application.
- Consider moving on: If you’ve followed up multiple times and still haven’t heard back, it may be time to consider other opportunities. Keep in mind that not receiving a response doesn’t necessarily mean you weren’t a strong candidate, and it’s important to keep a positive attitude and continue exploring your options.
FAQ: Following Up After an Interview via Email
Following up after an interview via email can be daunting, especially if you’re not sure about the appropriate approach. Here are some frequently asked questions related to this topic:
How long should I wait before sending a follow-up email?
It is good etiquette to send a follow-up email within 24-48 hours after the interview. This shows your eagerness and professionalism towards the position. However, if the interviewer gives a specific timeframe for hearing back or states that they will get back to you within a certain number of days, wait for that duration before sending a follow-up email.
What should I say in the follow-up email?
Your follow-up email should be professional and express gratitude for the opportunity to interview. It should reiterate your interest in the position and briefly summarize key points discussed during the interview. You may also ask if the interviewer requires any additional information or if they need to clarify any questions or concerns.
Should I follow up if I receive a rejection letter?
It is not necessary to follow up after receiving a rejection letter. However, if you feel the need to provide feedback or ask for suggestions for improvement, you may send a polite email expressing your appreciation for the opportunity to interview and requesting any feedback for future reference.
How many times should I follow up after an interview?
You should follow up once after the interview unless the interviewer has given specific guidelines or instructions for follow-up. If you do not receive a response after the initial follow-up email, you may send one more gentle reminder after one to two weeks. After that, it is best to move on and explore other opportunities.
Is it appropriate to send a gift after an interview?
While sending a gift is a thoughtful gesture, it is not necessary and may be considered inappropriate. A follow-up email expressing gratitude and interest in the position is sufficient.
What is the best way to address the interviewer in a follow-up email?
You should address the interviewer by their name and use a formal salutation such as “Dear Mr./Ms. [Last Name].” This demonstrates respect and professionalism. If you are unsure about the interviewer’s name or gender, you may use a neutral salutation such as “Dear Hiring Manager.”
Following up after an interview via email is an essential part of the job application process. It demonstrates your professionalism, showcases your interest in the position, and leaves a positive impression on the interviewer. By following these tips and guidelines, you can master the art of following up after an interview via email.
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