Congratulations! You've survived the nerve-wracking interview. Now, you're sitting on pins and needles waiting for a response. But are you just supposed to sit and wait?
Absolutely not! One crucial step remains: crafting the perfect follow-up email. In fact, 68% of hiring managers expect a follow up email. This pivotal move can underline your professionalism, reinforce your interest, and set you apart from other candidates. Whether you are writing just to say thank you, check your status, or to keep in touch, this guide will help you better visualize the outline for a follow up email.
But how do you craft a follow-up email that leaves an indelible mark?
Key Takeaways
- Send your follow-up email within 24 hours of the interview
- Personalize your email to reflect specific details from your conversation
- Express sincere gratitude for the opportunity and the interviewer's time
- Reiterate your enthusiasm and interest in the position
- Summarize key points from the interview to show attentiveness
Timing of the Follow-Up Email
Timing is everything, especially when it comes to follow-up emails after an interview. To make the best impression, you should send your follow-up email within 24 hours of your interview date. This isn't just a random timeframe; it's a strategic one.
Sending a prompt follow-up email demonstrates your enthusiasm for the position. You're showing that the interview and the potential job are important to you, and you're willing to go the extra mile. Time and professionalism are closely linked here—sending your email in a timely manner contributes to a powerful professional image.
When you send your follow-up email soon after the interview, your name is still fresh in the interviewer's mind. This immediacy keeps you at the forefront of their thoughts, ensuring your presence lingers longer. Moreover, an email sent immediately suggests you are organized and proactive, traits every employer appreciates. Hence, timing plays a crucial role in keeping your name and candidacy vivid to your potential employer.
Personalizing Your Follow-Up Email
A cookie-cutter email won't cut it! Personalizing your follow-up email is paramount for creating a lasting impression. Start by addressing the interviewer by their specific name. This small but significant touch helps form a personal connection and shows you remember the details.
Tailoring your email to include specific details from the interview conversation makes it clear you're not sending a generic message. Did you discuss a particular project? Mention it. Did a unique topic arise? Reference it. This type of personalization shows you've paid attention and are genuinely interested in the role and the company. Don't shy away from including a shared interest or connection that you formed with the interviewer as well!
It's also vital that your email reflects your personality while maintaining a professional tone. Don't be afraid to let a bit of your unique character shine through; it’s what makes you, well, you.
However, balance your personality with professionalism—think friendly yet formal. Including something unique from your interview discussion helps you stand out among the crowd. Personalization shows you've invested thought and effort, highlighting your enthusiasm for the job.
Expressing Gratitude in Your Follow-Up Email
Expressing gratitude is fundamental in your follow-up email. Start by thanking the interviewer for their time. This not only shows respect but also demonstrates you appreciate the opportunity given to you.
Expressing gratitude doesn't just make you look polite; it accentuates your positive nature. Employers appreciate candidates who are courteous and appreciative. Thanking the interviewer reiterates the value you place on the interview and the opportunity. This can leave a lasting, positive impression that could be a deciding factor in your favor.
Moreover, a grateful tone can set you apart from other candidates. It’s one of those intangible qualities that resonate well with hiring managers. So, don’t skimp on the “thank yous”—they matter more than you might think.
Reiterating Your Interest in the Position
Another critical component in your follow-up email is reiterating your interest in the job. Clearly stating your enthusiasm for the job title makes your eagerness apparent. Reiterating your interest not only reinforces your commitment but also keeps the hiring manager aware that you are genuinely excited about the role.
Mentioning why you are interested in the job adds another layer to your follow-up email. Explain what excites you about the potential employer and how the job aligns with your career goals. This makes your intent clear and shows you've thoughtfully considered the position.
Your renewed interest helps differentiate you from other candidates. Clearly expressing your desire for the job can reinforce your fit with the company culture, making you a more appealing choice.
Summarizing Key Points from the Interview
Your follow-up email is an excellent opportunity to showcase your attentiveness during the interview. Briefly recapping the key points discussed shows you were engaged and understood the conversation's core elements.
Highlighting your key strengths during this recap can further solidify your fit for the role. For example, if a particular skill set or experience came up, mention it again to remind the interviewer why you're the best fit. This proactive approach assures the hiring manager of your qualifications.
If there were topics you feel weren't fully addressed during the interview, now is an excellent time to clarify those points. Your summary can also reinforce your understanding of the role and company. Essentially, this segment of your email proves you were fully engaged throughout the interview process.
Providing Additional Information or Documentation
Sometimes, interviewers request additional information or documentation during the interview. Your follow-up email is the perfect place to include this. By promptly providing what was requested, you demonstrate your readiness and the seriousness with which you regard the opportunity.
In your email, consider including links to your portfolio, reference letters, or any other relevant documents. Attachments can serve as additional evidence of your capabilities and further support your candidacy. This approach shows you’re thorough and can follow through on requests.
Taking the time to proofread your email and attached documents ensures you present a polished, professional image. Proper grammar, concise content, and correctly formatted materials can leave a lasting impression on the interviewer.
Closing Your Follow-Up Email Professionally
How you end your follow-up email is just as important as how you start it. A professional but warm closing statement leaves a final positive impression. A solid closing line ties everything together neatly and reinforces your professionalism.
Your sign-off should include your contact information to make it easy for the hiring manager to get back to you. List your phone number and email address below your name. Encouraging further communication or clarification if needed shows your openness and readiness for the next steps.
A confident closing can convey your optimism about the position and readiness for future conversations. By leaving the door open for further dialogue, you establish a foundation for continuous communication and increase your chances of landing the job.
Following Up on Your Follow-Up Email
Sometimes, hiring managers might not respond immediately. If a week has passed and you haven’t heard back, sending a gentle reminder can be an effective way to show your persistent interest.
Refer back to your initial follow-up email to provide context and maintain a polite and patient tone. Reiterating your genuine enthusiasm keeps you on the hiring manager's radar without appearing desperate or intrusive.
Consistent follow-ups demonstrate your serious interest in the position and ensure your visibility throughout the hiring process. Stay polite, professional, and persistent—you're not just like everyone else.
Tips for Writing a Professional Follow-Up Email
- Start with a professional greeting: Begin your follow-up email with a polite greeting, using the hiring manager's name if possible. Avoid using informal greetings like "Hey" or "Hi there."
- Express gratitude: Start your email by thanking the interviewer for the opportunity to meet with them and learn more about the position.
- Reiterate your interest: Take this opportunity to reaffirm your enthusiasm for the role and highlight why you are a strong candidate for the position. Mention specific skills or experiences that make you a good fit for the job.
- Reference specific points from the interview: Personalize your follow-up email by referencing specific topics or discussions from the interview. This shows that you were actively engaged during the interview and have a genuine interest in the position.
- Address any additional information: If there were any questions or concerns raised during the interview that you would like to address, use your follow-up email to provide additional information or clarify any misunderstandings.
- Close with a professional sign-off: End your follow-up email with a polite closing, such as "Sincerely" or "Best regards," followed by your name.
- Read our guide How to Create a Professional Digital Business Card to make your email stand out even more!
To recap, remember to send your follow-up email within 24 hours, personalize it, express genuine gratitude, clearly reiterate your interest, and summarize key interview points. Include additional documentation if needed and maintain a professional tone throughout. A timely, personalized, and well-crafted follow-up email can significantly boost your chances of landing that job you've been eyeing.
We also offer tools and other blogs, such as one called Professional Email Signature Templates with Free Downloads, that are free for anyone and very useful when crafting this follow up email.
Frequently Asked Questions
How soon should I send a follow-up email after an interview?
You should send a follow-up email no later than 48 hours after your interview. This shows your interest in the position and keeps you fresh in the interviewer's mind.
How do you send a polite follow-up email after an interview?
When sending a follow-up email, thank the interviewer for their time, reaffirm your interest in the position, and mention something specific from the interview that resonated with you. Keep the tone respectful and professional.
What is a good response to a follow-up interview email?
In your response to a follow-up interview email, express gratitude for the opportunity to interview, reiterate your interest in the position, and address any further questions or information requested by the interviewer promptly.
How do you email to check on interview status?
When checking on the interview status via email, address the recipient respectfully, inquire about the status of your application in a polite manner, and express your continued interest in the position. Follow up once a week if you don't receive a response.
BONUS: Follow-Up Email Templates
Below are two examples of follow-up email templates that you can use as a guide when crafting your own follow-up email after an interview:
Template 1:
Subject: Thank You - [Job Title] Interview
Dear [Hiring Manager's Name],
Thank you for taking the time to interview me for the [Job Title] position at [Company Name]. I was very impressed by our conversation and am even more excited about the possibility of joining your team. I believe my skills in [specific skill] and [specific experience] make me a strong fit for the role. Please let me know if there is any additional information I can provide. I look forward to the opportunity to contribute to [Company Name].
Best regards,
[Your Name]
Template 2:
Subject: Follow-Up on [Job Title] Interview
Dear [Hiring Manager's Name],
I wanted to follow up on our conversation regarding the [Job Title] position at [Company Name]. I appreciate the insights you shared about [specific topic] and am eager to bring my expertise in [specific skill] to [Company Name]. Please let me know if there are any further questions or information you require. Thank you for considering my application.
Sincerely,
[Your Name]
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