How to Write a Interview Follow-Up Email

The goal of a job interview is to assess if you’re the perfect fit for the job. The employer will likely tell you to wait for their communication after the interview. This should take one to two weeks to materialize. If this time lapses and you haven’t received communication yet, a follow-up email might help. It shows the employer that you are resilient and interested in the position. Here are tips to help write an impressive follow-up email after an interview.

Why you should write an interview follow-up email

A follow-up email reinforces your interest in the job and shows you’re resilient in getting it. It shows the employer that you treasured the time you sat before them. Use this opportunity to address concerns you noted during the interview. Highlight the important points you noted and any areas of improvement you recommend. The email reminds the employer about your qualifications and what makes you stand out. This is useful, especially when other applicants yearn for the same job.

Data on your iPhone consists of cached files from emails, browsers, backups, and apps. This data builds up in your phone and slows the system, which could cause your device to malfunction. So, before you write your follow-up emails or other types of communication on your device, clear system data first. Cleaning your device removes these files, which improves performance and user experience. A clean device lets you send messages without issues such as crashes and interruptions.

The perfect timing for sending follow-up emails

You can write your follow-up email anytime, but be keen on timing. Don’t write too soon or too late. For instance, if you had been told to wait for 1 week, write the next day after that time lapses. If the employer didn’t give a specified waiting time, you may write after a few days. For instance, write after two or three days.

Nevertheless, you can send your emails within 24 hours after the interview. The employer will take note of your good action or go beyond and send a thank-you email. Mention that you are looking forward to positive communication from the team. Here is an example of this type of email.

Dear Mr. Timothy,

I am writing to thank you for the opportunity you gave me to attend an interview and meet with you yesterday. I appreciate the time and chance to prove my qualifications for the job.

If you have been instructed to wait for a week or more, send a follow-up email immediately after the time lapses. This shows you are still interested in the job and eager to know the progress. Here is an example.

Dear Mrs. Brown,

I am writing to follow up on the progress of the interview for (position) held on (date). I am available to start working any time I get the opportunity. I am eager to know how this process progresses. If it pleases you, kindly share an update on the interview status.

How to create an impressive interview follow-up email

Timeliness matters when sending your follow-up email. Prove to the employer that you are organized, professional, and interested in the job. Understand the steps in the job search process and what to do in each step. Here are tips to help you create an impressive follow-up email.

Customize the email

Customized emails directly address the targeted person and job details. Mention the recipient by name and remind them about the specific interview or job. This shows the team you’re attentive to details and interested in communicating. You may mention deeper details, such as what was discussed in the interview. Details show you are enthusiastic about getting the job and are well qualified beyond other interviewees. If you struggle with writing, you can use Huntr’s interview follow up email generator to craft a professional email.

Be timely

To be timely, you must send your email at the right time and to the right people. Sending a thank-you email within 24 hours shows you’re thankful and appreciative of the opportunity. A delayed message sends a negative message that you might no longer be interested in the job. The interviewer or HR manager might give a chance to another person who looks more interested.

Being timely also means respecting the interview and hiring process. If you’re given a two-week timeline, avoid sending a follow-up email before that time. You may send a thank you email, but wait until two weeks have passed to write the next email. This shows you respect processes and are patient enough.

Keep the email simple and to the point

Address the important points you desire to highlight or solve. Nevertheless, keep the message simple. A lengthy message can confuse or make your message look pushy. Complicated emails may overwhelm the reader, and they could ignore them. The employer runs busy schedules and lacks time for reading long messages.

Show appreciation

Appreciation shows you had a good experience with the interview process. It shows you are hopeful about landing your dream job and are full of joy. Gratitude builds stronger relationships and displays you as a polite person. This creates a good impression about yourself and could make the interviewer consider your application. It’s a sign of professionalism and courteousness.

Highlight your concerns

You might have concerns that need to be addressed or questions that you want to be answered. This could add extra information about the job or something you want to clarify. Do not fear highlighting such issues because they show you are detailed. They prove you are focused on solving problems and ready to receive and provide feedback.

Reinforce your interest

State in your email your consistent interest in working with the company. Provide reasons why you are passionate about being hired by the company. Show your qualifications resonate with the job requirements. This portrays you as a strong candidate for the job. It shows you are committed to the company's good course and enthusiastic about working.

Add your contact data

Don’t assume the company has your contact data in your resume, cover letter, or CV. Add this data in every follow-up email you send. This makes it easier for your potential employer to easily reach out to you at any time. Adding your telephone number or social media links shows you are ready for consistent communication.

Be careful with the tone

Your email tone is critical because it makes you sound friendly, casual, professional, or unfriendly. Use a professional tone by adopting an official language. Show humility in your message and impress the employer through positive communication. Show respect to the person and structure your language to fit formal email.

Edit your email

Professional interview follow-up messages shouldn’t contain grammar errors. Poor spelling and wrong sentences are distracting and unattractive. Correct such mistakes by proofreading your messages. Use editing tools to ensure you communicate quality information. Proofread several times and request someone to read and critique your message. Here are a few examples of interview follow-up emails.

Follow-up after delayed communication

Send a follow-up email if the interviewer fails to communicate after the time lapses. Here is an example of an email.

Dear James,

I hope this email finds you well.

I interviewed for the position of (job title) on (date). I am eager to contribute to the growth of (company). I understand you have busy schedules but I would appreciate any updates on my application.

I look forward to receiving communication from you.

Kind regards

(Your name)

(Contacts)

Follow-up email providing additional information after an interview

You might feel there are extra details that could have given you better qualifications opportunities if you included them in your resume. You may communicate these details in a follow-up email. Here is an example.

Dear Stephen,

I appreciate the delightful interview for the position of (job) at (company) on (date). I desire to provide more information to show my qualifications in (mention the skill).

I’m grateful for the opportunity to work with (company name).

Best Regards

(Your name)

(Contacts)

Strategy for multiple email follow-ups

You might ask, is it necessary to do multiple follow-ups? Most job applicants will send one follow-up email. Many will send a thank you note and a follow-up email after the waiting time is over. Sending one follow-up might not be enough. In some situations, sending several emails might work better.

One job position can attract thousands of applications, especially if the position is lucrative. The inverting team desires to give every applicant equal opportunity. They check every resume, test questions, and interview answers. This could cause delays in responses. The team could be in a dilemma deciding who to leave in and who to leave out.

The candidate who shows concern by writing multiple follow-up emails will likely get the job. The applicant must however write the email professionally and show appreciation and eagerness to work. These emails show you’re persistent and ready to use your skills to improve the company.

Timing for the second or third follow-up email is important in the job search process. The second email should be based on the message contained in the previous email. It should reiterate your consistent interest in the job. Here’s an example of a second follow-up email.

Dear Ms. Brown.

I am writing this email to follow up on the progress of the interview I attended on (date) for the position of (job title) at (company name). I’m still interested in the position and eager to work for the company. Please let me know if you have any updates concerning this job position.

Kind Regards.

(Name)

(Contacts)

Multiple follow-ups show you’re genuine about getting the position and working for the company. They also show you’re dedicated and persistent about achieving your career goals. Multiple follow-ups require a proactive approach and a professional tone. This strategy requires strategy, personalization, and timeliness.

How to structure your interview follow-up email

It’s important to design an impressive follow-up email, but you must follow the right structure. Apart from the tone and timeliness, design the letter professionally to impress the interviewers. This structure will help you design a professionally-looking email.

Write the subject

Emails containing suspicious subject lines will likely be ignored and never opened or read. The subject line is what attracts the recipient's interest in reading the body message. Make it simple and direct to the main message. Here’s an example of a subject line.

Dear Sophia,

Re: Follow-up on Interview on Friday, 25 October, 2024

The body email message

Introduce your message by directly letting the reader know your reason for writing. Start with appreciation and immediately write the reason for the follow-up. In this case, be specific and say you’re following up on the interview on this or that date. Reinforce your interest in the job and request information on the progress. Here’s an example of an email body.

I was greatly grateful for the chance to participate in an interview on (date). I was excited to discuss my qualifications for the (job position). I am confident that I will qualify for this job. If you don’t mind, I request an update on the recruitment progress.

Please feel free to contact me for any clarifications.

Thank you,

Sarah Wolf

(Contact)

Conclusion

The conclusion of your follow-up email is composed of one short sentence. The sentence requests the interviewer to contact you if they require you to clarify something or additional information. Sign off your name and provide your contact data, such as telephone. Here’s an example of an email sign-off.

Please feel free to contact me for any clarifications.

Thank you

Stephen Jackson

(Contact)

Conclusion

Email templates are predesigned and pre-populated components that make communication professional and quick. They allow quick responses and let you save time for designing emails from scratch. They portray professionalism by letting you craft presentable and complete messages. Templates are easy to customize and personalize, letting you create a balanced structure. Before you choose an email template, understand the type of message you want to write. Know your targeted recipient and the goal you want to achieve. To start using interview email templates, sign up for Huntr today.