Interview Follow Up Email: Samples, Tips & Best Practices

Following up after an interview is a crucial step in the job application process. It shows your continued interest and helps you stay top-of-mind with the hiring manager. This guide provides practical tips and interview follow up email example to help you craft effective follow-up messages.

Did you know that approximately 75% of hiring managers believe a thank-you email influences their hiring decision? (Source: Robert Half). Sending a professional follow up email isn't just good manners; it's a strategic move to reinforce your candidacy and demonstrate your commitment to the role.

Why Sending an Interview Follow-Up Email Example Matters

Sending a follow-up email after an interview offers several key benefits. It reinforces your interest, demonstrates your professionalism, and helps you stand out from other candidates. Let's explore these benefits in more detail.

Reinforcing Your Interest and Enthusiasm

A follow-up email reiterates your enthusiasm for the position. It shows the hiring manager that you are genuinely interested in the opportunity. This can make a significant difference in a competitive job market.

Demonstrating Professionalism and Courtesy

Sending a professional follow up email is a simple act of courtesy. It shows that you value the interviewer's time and appreciate the opportunity to interview. This reflects positively on your character and work ethic.

Standing Out From Other Candidates

Many candidates fail to send a follow-up email. By sending one, you immediately distinguish yourself from the competition. This small effort can significantly increase your chances of landing the job.

Consider this: only about 20% of job applicants send thank you notes after an interview. By being proactive and sending a professional follow up email, you place yourself in the top tier of candidates who are truly serious about the opportunity. This simple step can significantly improve your chances of getting a second interview or a job offer.

Crafting the Perfect Interview Follow-Up Email Example: Key Elements

A well-crafted follow-up email includes a clear subject line, a body that expresses gratitude and reaffirms your qualifications, and a call to action. Let's break down each element.

Subject Line: Making a Positive First Impression

The subject line is the first thing the recipient sees. Make it clear, concise, and professional. A good subject line can significantly increase the chances of your email being opened and read.

Body: Expressing Gratitude and Reaffirming Qualifications

The body of your email should express gratitude for the interview opportunity. Reiterate your interest in the position and highlight relevant skills and experiences. Keep it brief and to the point.

When reiterating your interest, consider mentioning a specific project or challenge discussed during the interview and how your skills align with addressing it. For example, 'I was particularly interested in your discussion about streamlining the onboarding process, and I believe my experience in implementing similar systems could be valuable to your team.' This shows you were engaged and thoughtful during the conversation.

Call to Action: Encouraging the Next Steps

Include a clear call to action. This could be a simple statement expressing your eagerness to hear about the next steps in the hiring process. It prompts the hiring manager to take action.

Interview Follow Up Email Example Templates for Different Scenarios

Here are a few interview follow up email example templates you can adapt for different situations. These templates cover the standard thank-you note, following up after a week, and sending a final follow-up email.

Before diving into the templates, remember that personalization is key. While templates provide a solid foundation, tailoring each email to the specific interviewer and the nuances of your conversation will make your follow-up more impactful. Think of these templates as starting points, not scripts.

The 'Thank You' Note: A Standard Interview Follow Up Email Example

This is the most common type of follow-up email. Send it within 24 hours of your interview. It expresses your gratitude and reinforces your interest.

Here’s a template:

Element	Description
Subject Line	Thank You - [Your Name] - [Job Title] Interview
Body	Express gratitude, reiterate interest, highlight key qualifications.
Call to Action	Express eagerness for the next steps.

Here's an example of how to personalize the body of the email:

"Dear [Interviewer Name],

Thank you again for taking the time to speak with me about the [Job Title] position on [Date]. I especially enjoyed learning more about [Specific aspect of the job or company discussed]. My experience in [Relevant skill or experience] aligns well with the requirements you outlined, and I am confident I can make a significant contribution to your team."

The 'Information Request' Email: Following Up After a Week

If you haven't heard back after a week, it's appropriate to send a follow-up email to inquire about the status of your application. Be polite and professional.

Here’s a template:

Element	Description
Subject Line	Following Up - [Your Name] - [Job Title] Application
Body	Reiterate interest, inquire about the timeline, offer additional information.
Call to Action	Express continued interest and availability.

The 'No Response' Email: When to Send a Final Follow-Up

If you still haven't heard back after another week, it's acceptable to send a final follow-up email. Keep it brief and professional. This email serves as a final attempt to gain closure.

Here’s a template:

Element	Description
Subject Line	Final Follow-Up - [Your Name] - [Job Title] Application
Body	Express understanding of their busy schedule, reiterate interest, thank them for their time.
Call to Action	Wish them the best in their search.

Dos and Don'ts for a Professional Follow Up Email

To ensure your follow-up email makes a positive impression, keep these dos and don'ts in mind.

Dos: Personalize, Proofread, and Be Prompt

• Personalize: Tailor your message to the specific interviewer and the conversation you had.
• Proofread: Always proofread your email for errors in grammar and spelling.
• Be Prompt: Send your follow-up email within 24 hours of the interview.

Be Concise: Hiring managers are busy. Keep your email brief and to the point, focusing on the most relevant information.

Don'ts: Be Pushy, Demand Answers, or Include Errors

• Be Pushy: Avoid being overly aggressive or demanding in your follow-up.
• Demand Answers: Do not demand a response or timeline.
• Include Errors: Errors can make you look unprofessional and careless.

Optimizing Your Interview Follow-Up Email Example for Success

To maximize the effectiveness of your follow-up email, consider these optimization tips. Tailor your message, highlight specific skills, and quantify your achievements.

Tailoring Your Message to the Specific Interviewer

Personalize your email by referencing specific points discussed during the interview. This shows that you were engaged and attentive. It also demonstrates that you value the interviewer's time and input.

Highlighting Specific Skills and Experiences Discussed

Reiterate the skills and experiences that align with the job requirements. Provide specific examples of how you have successfully applied these skills in the past. This reinforces your qualifications and suitability for the role.

Quantifying Your Achievements Whenever Possible

Use numbers and data to quantify your achievements. For example, instead of saying you improved sales, say you increased sales by 20% in six months. Quantifiable results are more impactful and memorable.

Beyond the Interview Follow Up Email Example: Maintaining Momentum

Following up is just one part of the job search process. Continue to build relationships and prepare for the next steps.

Connecting on LinkedIn and Building Relationships

Connect with the interviewer on LinkedIn. This allows you to stay connected and build a professional relationship. Engage with their content and share relevant articles to stay top-of-mind.

Why is sending a professional follow up email after an interview so important?

Sending a professional follow up email demonstrates your continued interest in the position. It also shows respect for the interviewer's time and consideration. Moreover, it provides an opportunity to reiterate your qualifications and address any concerns that may have arisen during the interview. This simple act can significantly increase your chances of securing the job.

What should I include in my interview follow up email example?

Your interview follow up email example should include a thank you for the interviewer's time. Reiterate your interest in the position and mention specific points discussed during the interview. Highlight your relevant skills and experiences, and include a call to action, such as expressing your eagerness for the next steps. Remember to keep it concise and professional.

How soon after the interview should I send my follow-up email?

Ideally, you should send your follow-up email within 24 hours of the interview. This shows that you are prompt and genuinely interested in the position. Sending it too late might make you seem less enthusiastic. Aim for sending it the same day or the next morning.

What if I haven't heard back after sending my initial follow-up email?

If you haven't heard back after a week, it's appropriate to send a second follow-up email. Reiterate your interest and inquire about the timeline for the hiring decision. Offer to provide any additional information that might be helpful. Be polite and understanding, acknowledging that the hiring manager may be busy.

Is it okay to connect with the interviewer on LinkedIn after the interview?

Yes, connecting with the interviewer on LinkedIn is a good way to maintain contact. Send a connection request with a personalized message referencing the interview. This allows you to stay top-of-mind and build a professional relationship.

What are some common mistakes to avoid in a follow-up email?

Avoid being too pushy or demanding in your follow-up email. Do not demand a response or timeline for the hiring decision. Ensure your email is free of grammatical errors and typos. Also, refrain from including irrelevant information or overly personal details.

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