How to write a follow up email after an interview? (Guide)

Standing out from thousands of candidates is no small feat. It requires a perfect resume, a stellar interview performance, and a good follow-up email after an interview.

In fact, did you know that 68% of hiring managers expect a follow-up email from their candidates?

This blog is a dedicated guide covering key topics such as:

• How to write a follow-up email after an interview?
• Best templates and examples for follow-up emails after an interview.
• How to send a follow-up email after an interview?

Let’s begin this learning journey by understanding the importance of sending a follow-up email after an interview.

Why send follow-up after an interview?

When you follow up after an interview, it reflects that you are interested in the position. Unfortunately, only 24% of job seekers take the time to send a thank-you note in the email.

Further, sending follow-ups lets you clarify any additional questions or concerns you didn’t manage to address during the interview.

Employers also appreciate follow-up emails after job interviews because they give the impression that the candidate is eager for this role.

Hiring managers often consider these follow-up emails when making a final recruitment decision.

Sometimes, sending a follow-up email is better, as it can be a differentiating factor between two equally qualified candidates.

Next, we will discuss how to write a follow-up interview email.

How to write a follow-up email after an interview?

Recruiting panels may ignore follow-up emails due to a generic approach or the high volume of candidates they manage.

So, ensure you know how to write a follow-up email after an interview that stands out. If you struggle with crafting a professional and compelling message, essay writers online can help refine your communication and ensure clarity in your writing.

Let’s learn about the steps of writing a follow-up email after an interview in detail:

1) Write a precise subject line

The subject line of an email is the first thing any recipient will notice, so it should be compelling and relevant to your message.

Your subject line must convey the purpose of the email to the hiring manager precisely.

Here are a few sample subject lines for a follow-up email after an interview:

• Thank you for this opportunity
• Any updates: Job [Interview]
• Good to meet you again, [Interviewer’s name]
• Following up on [Job role]

2) Begin in a polite manner

Always address your interviewer by name and start with a formal greeting.

Here are a few ways of doing this effectively:

• Hi [Name]
• Dear [Name]
• Hello [Name]

Among the above options, ‘Dear [Name]’ is the most common greeting. For a less formal tone, you can use ‘Hi [Name]’ or ‘Hello [Name].’

3) Add a gratitude component

Before diving into the main email body, acknowledge the hiring manager’s time and consideration for your interview.

Here is one of the best examples of a follow-up email after an interview to draw inspiration from:

If you are looking for some ideas on how to acknowledge your interviewer, the pointers below can guide you:

• Show gratitude by thanking the interviewer for the opportunity.
• Mention the role and interview date, demonstrating your attentiveness.
• Summarize specific details from the interview that you enjoyed learning.

Always use a positive tone to convey your continued interest.

4) Give a clear purpose for the email

A follow-up with no defined purpose leads nowhere, so focus on writing a meaningful email that can help you obtain information about the next steps in the hiring process.

You should summarize your purpose for writing the follow-up email in the first or second paragraph.

Putting the right words in an email is essential, even if you think you have crafted the best follow-up email that can’t be ignored.

Here are some common purposes for a follow-up email after an interview:

• Gently remind the interviewer of your conversation and highlight your interest in the job.
• Share additional resources that support your application and showcase your qualifications.
• Ask questions if you have any new queries or need clarifications post-interview.

5) A subtle CTA will work

A clear call-to-action (CTA) informs the recipient exactly what action or response is expected from your follow-up email.

Here are a few examples of CTAs for an interview follow-up email:

• I am looking forward to hearing from you.
• Any further updates on the interview process would be appreciated.
• Please let me know when you would like to schedule a chat.

6) Professional sign-off

Wrapping up an email with a professional sign-off leaves a positive impression on a recruiter’s mind.

Here are a few examples:

• Sincerely
• Best regards
• Thanks

For a polished, consistent appearance, consider creating a personal email signature that reflects your professional brand.

Adding a signature can strengthen your personal presentation and make it easy for recruiters to remember you.

Let’s discuss when sending a follow-up email after an interview is appropriate.

Let’s discuss when sending a follow up email after an interview is appropriate.

When to send a follow-up email after an interview?

The average response time after an interview is 24 business days, but this can vary depending on the given time frame.

During this waiting period, you can send follow-up emails within this timeframe:

1) Within 24 hours: A thank you email should be sent on the same day to express appreciation for your time and conversation with the interviewer.

2) After one week: Send a follow-up email to express your appreciation and leave a stronger impression.

3) After two weeks: Send a gentle reminder to let them know you are still waiting to hear back.

4) After 3 to 4 weeks: You should receive a response regarding whether you made it for the role.

5) One month after an interview: It’s time to send a final, upfront reminder email that creates a positive impression and helps you stay in touch with the company for future opportunities.

After your first email, it’s best to step back and wait for their response.

If you are given an estimated date for the response, it’s better to wait until then.

What to say in a follow-up email after an interview – 4 Templates

Here are templates that will give you an idea of how to write a meaningful follow-up email after the interview. Plus, there are ideas on how to use them. Let’s begin:

1) Thank you email within 24 hours

Why send it: This email is to thank the hiring managers and panel for their valuable time and express your interest in the position. It helps you stand out from the list of candidates who applied.

• Sample template:

Why is this template effective?

You don’t have to say much; just express gratitude and interest, like this follow up email after an interview template.

Appreciating company culture and team interaction is a good way to show your interest in joining.

2) Follow up email after one week

Why send it – Following up after a week is ideal for leaving a gentle reminder to the recruiting panel. This kind of follow up will help move the interview process forward.

• Sample template 

Why is this template effective?

This follow-up email template is effective because it is concise, includes a humble greeting, and allows you to share your portfolio, helping to persuade the hiring decision.

3) Follow-up email after two weeks

Why send it: This email serves as a gentle reminder to ask for an update if the recruiter has not provided feedback within the stipulated time.

• Sample template:

Why is this template effective?

This template helps remind the recruiter that you still have enthusiasm for the role while showing empathy for any delays in their response. It conveys your patience and maintains an optimistic outlook.

4) Do a follow-up email after a month

Why send it: This is your final follow-up email, sent after waiting for a month without a response. It closes the communication politely while leaving a positive impression.

• Sample template:

Why is this template effective?

If it has been a month since the interview, this template serves as a final reminder to help the recruiter remember you.

It allows you to add a final note about the vacancy and express your continued availability if they are willing to respond.

Let’s look at prominent examples of writing a follow-up email after an interview.

Follow-up email after an interview example – Must check!

Here are five scenarios for follow-up emails after an interview, providing guidance on when and how to send a reminder:

Example 1: Post-interview status inquiry email

What makes this email example stand out?

The specification in a follow-up email makes it worth reading and reflects your attentiveness towards the event that happened. For an interview follow-up, asking the question for hearing back directly tends to get you an answer.

Example 2: Email to job decline but to keep in touch

What makes this email example stand out?

This type of follow-up email is proper when you want to decline a job offer politely but still maintain a positive relationship with the employer. It’s an excellent way to express your interest in future opportunities that better align with your career goals.

Sending this email can leave a lasting, positive impression, which might help you secure a job in the future.

Example 3: Gentle reminder email after interview

What makes this email example stand out?

This follow-up email serves as a reminder and helps move the recruiting process forward. It should be brief and clear, allowing the recruiter to grasp its purpose quickly.

Remember to ask for updates on the hiring process to get an idea of when to expect a final decision.

Example 4: Interview decision inquiry follow-up email

What makes this email example stand out?

This example is a second follow-up email after an interview, typically sent about two weeks after the initial interview. It focuses on following up on the hiring process without mentioning additional skills already covered in the first follow-up.

Here, you can inquire if the recruiting panel requires further documents, information, or portfolios to assist decision-making.

Example 5: Application status request after interview

What makes this email example stand out?

This follow-up email example is sent after an interview to remind the recruiter that you eagerly await a positive response.

Including details from the conversation a few days earlier can be helpful, as recruiters often manage numerous candidates and may need reminders. 

In the call to action (CTA) section of the email, include your phone number and email address so that the recruiter can contact you directly at each hiring process step.

After learning about the examples, let’s give you some tips on how to send follow up emails after the interview.

How to send a follow-up email after an interview?

Following up is a strategic step in the job search process, and the techniques below will help you get a response to your follow-up emails after an interview:

1) Be mindful of the timeline given

Consider whether HR provided a timeline for a follow-up. If you don’t receive a reply, you can send a follow-up thank-you email within two days.

2) Add the interviewer’s name in the CC

The recruiter’s direct point of contact should be added to address them. It is also advisable to include all the names from the recruiting panel in the CC, ensuring everyone is in the loop and aware of your follow-up email.

3) Proofread before sending an email

There should be no grammar or spelling errors in your email. Checking for errors before sending helps demonstrate your sincerity about the job.

Ensure that the follow-up email is free of formatting issues and that all mentioned email addresses belong to the recruiter panel.

Also read: Ultimate guide to email sequences

Now, let’s explore how long you should wait after a follow-up.

How long should you wait after an interview to follow up?

A quick follow-up within 24 hours or two days ensures interest in the position and keeps you relevant amongst other candidates.

Additionally, wait a week to ten days before sending a second follow-up to maintain a better timeline and avoid coming across as pushy.

It’s advisable to follow all guidelines provided by the recruiter during the interview. If no timeline is mentioned during the interview, don’t hesitate to ask.

Let’s examine how a CRM tool can automate the hiring process.

How does Salesmate CRM streamline the hiring process?

For recruiters, finding a recruitment CRM that helps businesses collect, evaluate, and hire the best talent can be challenging.

Salesmate is a recruitment CRM that enables businesses and agencies to hire and choose from a vast talent pool.

Here are the top features of Salesmate CRM to streamline your hiring process:

• Automation: Automates tasks like collecting applications, assigning tasks, and sending automated communications through calls, email campaigns, and texts.
• Automated Chatbot: Set up a custom chatbot to drive more applicants to your company.
• Built-in connection: Connect with candidates through the CRM using built-in tools for phone interviews, email syncing, text messaging, and a meeting scheduler.
• Pipeline management: Maintain separate pipelines for each candidate, manage unlimited candidates, and customize pipelines as needed.
• Sequences: Automate follow-up emails or texts to save time and focus on attracting the right candidates.
• Shared inbox: Assign and track conversations with the team to focus on talented candidates.
• Reports & insights: Use insights and reports to evaluate the number of candidates applying for the job.

Final thoughts

I hope you’ve found the strategic approach to the question: how to write an interview follow-up email?

Sending a follow-up email after an interview is an effective tactic for getting a response from recruiters and increasing your chances of being shortlisted.

The most proven tactics for sending a follow-up email after an interview include the right timing, relevant email address, and appropriate frequency.

The templates and examples provided can help improve your chances of securing a job.

If you’re a recruitment agency or run a full-fledged business, investing in Salesmate, a recruitment CRM, can be an all-in-one solution for recruiting top talent and growing your business with smart automation and analytics.