How To Write A Follow Up Interview Email

Introduction

After attending a job interview, it’s crucial to follow up with a thank-you email to express your appreciation for the opportunity and reinforce your interest in the position. Sending a follow-up interview email not only showcases your professionalism, but it also allows you to further demonstrate your qualifications and leave a lasting impression on the hiring manager.

While many candidates neglect to send a follow-up email, doing so can greatly increase your chances of standing out among other applicants. It shows your dedication and commitment to the potential employer, and it also provides an opportunity to address any questions or concerns that may have arisen during the interview.

In this article, we will discuss the importance of sending a follow-up interview email, the optimal timing for sending it, and the key components of crafting an effective email. We will also provide sample email templates to help you get started. By mastering the art of writing a compelling follow-up email, you can leave a positive and lasting impression on the hiring manager.

In the next sections, we will delve into the specifics of crafting a follow-up interview email and provide tips on how to make it effective. Whether you’re a seasoned professional or a recent graduate, following these guidelines will greatly increase your chances of success in the job search process.

Why sending a follow-up interview email is important

Sending a follow-up interview email is a critical step in the job application process. It not only shows your appreciation for the opportunity to interview, but it also demonstrates your professionalism and keen interest in the position. Here’s why sending a follow-up email is important:

1. Expressing gratitude: A follow-up email allows you to express your gratitude to the interviewer for their time and consideration. It shows that you value the opportunity and appreciate the efforts made to interview you.
2. Reinforcing your interest: Sending a follow-up email gives you the chance to reiterate your interest in the position. By reminding the interviewer of your enthusiasm, you can reinforce your dedication to the role and the company.
3. Highlighting your qualifications: In a follow-up email, you can briefly summarize your qualifications and highlight any key points that may not have been emphasized during the interview. This helps to solidify your suitability for the role and keeps you top of mind for the hiring manager.
4. Addressing any concerns: If there were any concerns or questions raised during the interview, a follow-up email provides an opportunity to address them. You can clarify any misunderstandings or provide additional information to alleviate any doubts the interviewer may have had.
5. Standing out from other candidates: Sending a follow-up email sets you apart from candidates who neglect to do so. It shows that you are proactive, attentive, and genuinely interested in the position. This extra effort can make a difference when the hiring manager is making their final decision.

By sending a well-crafted and timely follow-up email, you have the chance to leave a positive and memorable impression on the hiring manager. It shows that you not only possess the necessary skills and qualifications but also possess strong communication skills and professionalism. Don’t underestimate the power of a follow-up email – it could be the key factor that helps you secure the job.

Timing your follow-up email

Timing is crucial when it comes to sending a follow-up interview email. You want to strike the right balance between being proactive and not appearing too pushy. Here are some guidelines to help you determine the optimal timing for your follow-up email:

1. Send it within 24 hours: It’s best to send your follow-up email within 24 hours of your interview. This timeframe allows you to express your gratitude while the interview is still fresh in the interviewer’s mind.
2. Consider the hiring process timeline: Take into account the timeline that the company provided during the interview process. If they mentioned that they would make a decision within a specific timeframe, adjust your timing accordingly. Sending your follow-up email before their decision deadline shows your promptness and commitment.
3. Avoid weekends and holidays: Sending your follow-up email on a weekday is generally recommended. Avoid sending it on weekends or public holidays, as it may get buried in the recipient’s inbox or go unnoticed due to their absence from work.
4. Personalize your timing: If you had specific conversations during the interview about upcoming events or projects, you can tailor the timing of your follow-up email to align with those. For example, if they mentioned a new product launch happening in a few weeks, you can choose to follow up just before that event to show your continued interest and understanding of their needs.
5. Use your judgment: If you feel that circumstances or the flow of the interview warrant a quicker or delayed follow-up email, trust your instincts. Every situation is unique, and it’s important to adapt accordingly.

Remember, the purpose of sending a follow-up email is to express your appreciation, reiterate your interest, and provide any additional information. Sending it within a reasonable timeframe shows your proactive attitude and attention to detail. By timing your follow-up email effectively, you increase your chances of leaving a positive and lasting impression on the hiring manager.

Crafting a subject line that stands out

The subject line of your follow-up interview email is the first thing the recipient will see in their inbox. It’s crucial to make it compelling and attention-grabbing to increase the likelihood of your email being opened and read. Here are some tips for crafting a subject line that stands out:

1. Keep it concise: Keep your subject line short and to the point. Aim for a maximum of 10 words to ensure that it’s easily scannable and doesn’t get cut off on mobile devices or email clients.
2. Personalize it: Consider including the interviewer’s name or the name of the position you interviewed for in the subject line. This adds a personal touch and shows that your email is tailored specifically to them.
3. Highlight your appreciation: Let the recipient know that your email is a follow-up and express your gratitude in the subject line. For example, you can include phrases like “Thank you for the interview” or “Appreciation for the opportunity.”
4. Emphasize your interest: Communicate your continued interest in the position by incorporating keywords such as “Interested in [Position Name]” or “Eager to join [Company Name].”
5. Add a touch of enthusiasm: Use words that convey enthusiasm and excitement. This can evoke curiosity and make the recipient more inclined to open your email. For instance, you can include phrases like “Looking forward to next steps” or “Excited to contribute to [Company Name].”
6. Be professional: While it’s important to make your subject line stand out, make sure it remains professional and appropriate. Avoid using overly casual or informal language that may diminish your credibility.

Remember that the subject line sets the tone for your follow-up email and plays a crucial role in determining whether it gets opened or not. By crafting a subject line that captivates and entices the recipient, you increase the chances of your email receiving the attention it deserves.

Opening your email with gratitude and appreciation

The opening of your follow-up interview email is your opportunity to express your gratitude and appreciation for the interviewer’s time and consideration. It sets a positive tone for the rest of the email and shows your professionalism. Here are some tips on how to open your email with gratitude and appreciation:

1. Start with a warm greeting: Begin your email with a polite and professional greeting, addressing the interviewer by name if possible. A simple “Dear [Interviewer’s Name]” or “Hello [Interviewer’s Name]” will suffice.
2. Express your thanks: Show your gratitude right from the start by expressing your appreciation for the opportunity to interview. Let the interviewer know that you value their time and consideration. For example, you can begin with phrases like “Thank you for taking the time to interview me” or “I wanted to express my sincerest gratitude for the opportunity to meet with you.”
3. Reference a positive aspect of the interview: Reflect on something positive that stood out during the interview. It could be a specific question or topic that you found particularly interesting or a positive interaction you had with the interviewer. By mentioning a positive aspect, you show attentiveness and genuine engagement.
4. Highlight your interest in the position: Reiterate your enthusiasm for the role and the company. Let the interviewer know that the interview reinforced your interest in the position and your eagerness to contribute to the organization’s success. This helps to reinforce your commitment and dedication.
5. Show appreciation for their insights: If the interviewer provided valuable insights or advice during the interview, express your appreciation for their guidance. Mention how their insights resonated with you and how you plan to incorporate them into your future endeavors.
6. Keep it concise and genuine: While it’s important to express your gratitude, keep the opening paragraph concise and sincere. Be genuine in your tone, but avoid excessive flattery or generic statements that may come across as insincere.

Opening your follow-up email with gratitude and appreciation sets a positive tone for the rest of your message. It shows your professionalism, attentiveness, and genuine interest in the position. By starting off on the right foot, you capture the attention of the recipient and establish a strong foundation for the rest of your email.

Briefly summarizing your qualifications and interest

Once you have expressed your gratitude in the opening paragraph of your follow-up interview email, it’s time to highlight your qualifications and reiterate your interest in the position. This section allows you to summarize your qualifications and showcase how your skills align with the requirements of the role. Here are some tips on how to effectively summarize your qualifications and express your interest:

1. Highlight relevant experience and skills: Briefly mention your relevant experience and skills that make you a strong fit for the position. Focus on key accomplishments and qualifications that align with the job requirements. This helps to reinforce your suitability for the role and remind the interviewer of your qualifications.
2. Showcase your knowledge of the company: Demonstrate your understanding of the company’s values, mission, and culture. Briefly mention why you are particularly interested in working for this specific organization and how you believe your skills and background align with their goals.
3. Reference specific parts of the interview: If there were specific parts of the interview where you discussed your qualifications or experience, reference those moments in your email. This shows attentiveness and reinforces your ability to relate your skills to the position’s requirements.
4. Quantify your achievements if possible: If you have any quantifiable achievements or results that are relevant to the role, include them to provide concrete evidence of your abilities. This could be numbers, percentages, or any other measurable outcomes that showcase your past success.
5. Express your passion for the industry: Share your genuine interest and passion for the industry in which the company operates. Discuss why you are motivated to work in this field and how your enthusiasm drives your ability to excel in the role.
6. Be concise and specific: While it’s important to summarize your qualifications, keep this section concise and focused. Highlight the most relevant points and avoid going into unnecessary detail. Your goal is to provide a brief overview that reinforces your fit for the position.

By summarizing your qualifications and expressing your interest in a concise and relevant manner, you demonstrate your suitability for the role and your enthusiasm for the company. This section allows you to reinforce your key strengths and remind the interviewer why you are the ideal candidate for the position.

Addressing any additional questions or concerns

In a follow-up interview email, you have the opportunity to address any additional questions or concerns that may have arisen during the interview. This section allows you to provide clarification, offer additional information, or alleviate any doubts the interviewer may have had. Here are some tips on how to effectively address any additional questions or concerns:

1. Identify any areas of uncertainty: Reflect on the interview and identify any topics or questions that may have left room for uncertainty. It could be related to your experience, qualifications, or any specific aspects of the role or company that were discussed. Make a list of these areas to address in your email.
2. Clarify any misunderstandings: If there were any misunderstandings during the interview, take this opportunity to clarify them. Be concise and specific in your explanations, ensuring that you provide clear and accurate information to eliminate any confusion.
3. Offer additional information: If there is any relevant information that you failed to mention during the interview, include it in your follow-up email. This could be specific projects you have worked on, certifications you hold, or any other details that showcase your qualifications and fit for the role.
4. Provide solutions to concerns: If the interviewer mentioned any concerns about your qualifications or fit for the role, take the opportunity to address them in your email. Share how you plan to overcome these concerns and reassure the interviewer of your ability to excel in the position.
5. Be proactive and thorough: Take a proactive approach in addressing potential concerns. Anticipate any questions or hesitations the interviewer may have had and provide thorough explanations or evidence to alleviate their doubts.
6. Show your willingness to learn: If there are gaps in your knowledge or experience that were discussed during the interview, express your eagerness to learn and grow in those areas. Demonstrate your willingness to expand your skills and emphasize your ability to adapt and acquire new knowledge quickly.

By addressing any additional questions or concerns in your follow-up email, you show your attentiveness and proactive approach to the interview process. This section allows you to provide clarification, offer solutions, and reinforce your suitability for the role. Taking the initiative to address potential concerns demonstrates your desire to ensure that the interviewer has all the information needed to make an informed decision.

Expressing your continued enthusiasm for the position

In your follow-up interview email, it is important to reiterate your enthusiasm for the position and the opportunity to join the company. This section allows you to reinforce your excitement and commitment to the role. Here are some tips on how to express your continued enthusiasm:

1. Start with a positive statement: Begin this section with a positive statement to convey your ongoing enthusiasm. For example, you can say, “I wanted to reiterate my genuine excitement for the opportunity to be considered for the [position name]” or “I remain extremely enthusiastic about the possibility of joining the [company name] team.”
2. Highlight what excites you: Mention specific aspects of the role or the company that excite you the most. Discuss how these align with your career goals and the reasons why you believe this position is the perfect fit for you.
3. Show your alignment with the company culture: Emphasize your alignment with the company’s values, mission, and culture. Discuss how your own values align with those of the organization and how you believe you will thrive in the company’s environment.
4. Demonstrate your long-term commitment: Express your dedication to a long-term commitment with the company. Mention your desire to contribute to the company’s growth, your willingness to invest in professional development, and your aspiration to take on increasing responsibilities over time.
5. Share your excitement for future possibilities: Demonstrate your enthusiasm for the potential growth and opportunities that the role offers. Express your eagerness to contribute to the company’s success and to be part of its future achievements.
6. Be authentic: While it’s important to express your enthusiasm, make sure your statements are genuine and authentic. Avoid using generic or clichéd phrases that may come across as insincere. Share your true passion and excitement for the position in your own words.

By expressing your continued enthusiasm for the position, you reaffirm your genuine interest and dedication. This section allows you to leave a lasting impression on the interviewer and further emphasizes your motivation to excel in the role. By conveying your excitement for the future possibilities, you demonstrate your commitment to contribute to the success of the company.

Closing your email professionally and politely

As you wrap up your follow-up interview email, it’s important to conclude it with a professional and polite closing. This section serves as a final impression on the hiring manager and leaves the door open for further communication. Here are some tips on how to close your email effectively:

1. Express appreciation once again: Reiterate your appreciation for the opportunity to interview and express your gratitude for the interviewer’s time and consideration. Let them know that you value the chance to be considered for the position.
2. Mention your availability: Include a sentence about your availability for any follow-up discussions or additional interviews. Let the interviewer know that you are open and willing to provide any additional information that they may require.
3. Reinforce your interest: Affirm your ongoing interest in the position and express your eagerness to move forward in the hiring process. Assure the interviewer that you are committed to the opportunity.
4. Invite further communication: Encourage the interviewer to reach out to you if they need any additional information or have any further questions. Provide your contact details, such as your phone number and email address, so they can easily reach you.
5. End with a professional closing: Choose a professional closing phrase such as “Sincerely,” “Best regards,” or “Thank you again.” Sign off with your full name to maintain a professional tone.
6. Proofread before sending: Before sending your email, make sure to proofread it for any typos or grammatical errors. A professional and error-free email reflects positively on your attention to detail and communication skills.

By closing your email professionally and politely, you leave a positive and courteous final impression on the hiring manager. This section ensures that you end the email on a strong note and maintain an open line of communication for any further discussions or updates regarding the position.

Tips for writing an effective follow-up email

Writing an effective follow-up interview email can greatly enhance your chances of making a positive impression on the hiring manager. Here are some tips to keep in mind when crafting your email:

1. Be prompt: Send your follow-up email within 24 hours of the interview to show your promptness and enthusiasm.
2. Keep it concise: Keep your email concise and focused, highlighting the most important points without overwhelming the reader with lengthy paragraphs.
3. Show gratitude: Express your gratitude for the opportunity to interview, acknowledging the time and effort the interviewer invested in the process.
4. Reiterate your interest: Emphasize your continued interest in the position and the company, reminding the interviewer of your enthusiasm.
5. Personalize your email: Tailor your email to the specific interviewer and the company. Reference specific discussions or topics from the interview to show your engagement and attentiveness.
6. Highlight your qualifications: Briefly summarize your relevant qualifications and skills that make you a strong fit for the position, reinforcing your suitability for the role.
7. Address concerns or questions: Use the opportunity to address any additional questions or concerns that may have arisen during the interview, providing clarification or additional information as needed.
8. Proofread for errors: Before sending your email, proofread it carefully to ensure it is free of any spelling or grammatical errors. A polished and error-free email demonstrates your attention to detail.
9. Maintain a professional tone: Keep your email professional, avoiding excessive informality or colloquial language. Use professional language and appropriate salutations and closings.
10. End with a clear call to action: Conclude your email by inviting further communication and providing your contact details, making it easy for the interviewer to reach out to you if needed.

By following these tips, you can write an effective follow-up interview email that leaves a positive and lasting impression on the hiring manager. Remember to showcase your gratitude, enthusiasm, and qualifications while maintaining a professional and concise tone throughout your email.

Sample follow-up interview email templates

Here are two sample templates to help you get started with your follow-up interview email. You can customize them to suit your specific situation and personalize the content based on your interview experience:

Template 1: Thank-you and confirmation of interest

Dear [Interviewer’s Name],

I hope this email finds you well. I wanted to take a moment to express my sincere gratitude for the opportunity to interview for the [position name] at [company name]. It was a pleasure meeting with you and the rest of the team yesterday, and I was truly impressed by the company’s vision and culture.

After our conversation, my enthusiasm for the position and my desire to contribute to [company name]’s success have only intensified. The knowledge and expertise of the team, combined with the organization’s commitment to innovation, align perfectly with my career goals and aspirations in [industry/field]. I firmly believe that my skills in [relevant skill 1] and [relevant skill 2], along with my experience in [relevant experience], make me an ideal fit for the role.

If there is any additional information or documentation that would assist in the decision-making process, please do not hesitate to let me know. I am more than happy to provide any references or answer any further questions you may have.

Thank you once again for your time and consideration. I look forward to the possibility of joining the exceptional team at [company name] and contributing to its continued success. Please feel free to reach me at [phone number] or [email address] if there are further steps or discussions required.

Best regards,

Template 2: Gratitude and follow-up action

Dear [Interviewer’s Name],

I wanted to extend my deepest appreciation for the opportunity to interview for the [position name] with [company name]. I was truly inspired by our conversation and the level of innovation and commitment to excellence exhibited within the organization.

Our discussion confirmed what I already believed – that the [position name] is an ideal match for my skills, qualifications, and career aspirations. The prospect of contributing to the exciting projects and collaborative environment at [company name] fills me with great enthusiasm.

During the interview, we touched on [specific topic or project discussed]. I wanted to take this opportunity to share additional insights and ideas that I believe could add value to the team and help achieve the company’s goals. I am committed to continuously expanding my knowledge and skills to stay at the forefront of [industry/field], and I am confident that my expertise in [relevant skill 1], [relevant skill 2], and [relevant skill 3] would greatly benefit the team at [company name].

If there are any follow-up assignments or discussions that you would like to pursue, please let me know. I am more than willing to invest the time and effort required to showcase how I can contribute to the success of the [company name].

Once again, I express my genuine appreciation for the opportunity to interview with [company name]. I am excited about the potential to work with such a talented team and look forward to hearing from you regarding next steps. If you need any further information or have any questions, please do not hesitate to reach out to me at [phone number] or [email address].

Sincerely,

Feel free to customize these templates to fit your own voice and specific interview experience. Remember, personalizing your email and showcasing your enthusiasm and qualifications will make your follow-up email more effective and memorable.

Conclusion

Writing a well-crafted and effective follow-up interview email is an essential step in the job application process. It allows you to express your gratitude, reinforce your qualifications, and maintain a positive and professional impression on the hiring manager. By following the tips and utilizing the sample email templates provided in this article, you can create a compelling and personalized follow-up email that increases your chances of securing the job offer.

Remember to be prompt in sending your email, expressing your genuine appreciation, and reiterating your interest in the position. Take the opportunity to address any additional questions or concerns that may have arisen during the interview, and showcase your enthusiasm and qualifications. Close your email professionally and leave the door open for further communication. Proofread your email carefully to ensure it is error-free before hitting the send button.

In today’s competitive job market, a well-crafted follow-up interview email can set you apart from other candidates and leave a lasting impression on the hiring manager. It shows your professionalism, attention to detail, and dedication to the opportunity. By effectively conveying your gratitude, qualifications, and interest in the position, you enhance your chances of progressing further in the hiring process and ultimately securing the job you desire.

Remember, each follow-up email should be personalized to the specific interviewer and company. Tailor your content and language to reflect your own voice and experiences. By combining the tips and strategies outlined in this article with your unique perspective, you can create a follow-up email that truly stands out.

Best of luck with your follow-up emails, and may they bring you one step closer to achieving your career goals!