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You’ve just finished a job interview for your dream position and now here you are, listening to crickets. And guess what? So is the interviewer.
They’d love to give you a shot, but you just didn’t seem too interested. And so they move on to the next candidate. Because you never followed up. Thankfully, this is just a hypothetical scenario. Because you will follow up after the interview, and it will make the employer want to hire you.
This guide will show you:
- How to write a follow-up email after an interview better than 9 out of 10 others.
- What to write in your interview follow-up email depending on the scenario (first interview, second interview, phone interview, or after no response).
- Sample interview follow-up emails you can copy, adjust, and use today to make hiring you a no-brainer.
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Still waiting for an interview invite? Check our tips to prepare yourself:
- Following Up on a Job Application
- Most Popular Job Interview Questions
- Job Interview Tips
- Questions to Ask During a Job Interview
- Situational Interview Questions
Let’s get started then. Here’s how write a follow-up email after an interview in 4 different scenarios:
Why Should You Send a Follow-Up Email After the Interview
First of all, it’s a matter of good manners. More importantly, though, it’s what hiring managers want: This report shows that 91% of employers like to receive follow-up thank you notes. And yet, according to another study—57% of candidates don’t send them.
Easy math, isn’t it? Following up on your interview with a thank you email gets you ahead of more than half of the competition.
When to Follow Up After an Interview?
The sooner the better—the same day as the interview or the next, but definitely no later than 24 hours after the interview.
What’s the Best Interview Follow-Up Email Subject Line?
One that’s short and makes it clear what the message is about. Have a look at these examples.
Sample Subject Lines for a Follow-Up Email after an Interview
- Thank you, [Interviewer’s Name]!
- Thanks for your time today!
- Thank you for the opportunity!
- Appreciate your time and advice.
- I enjoyed learning more about [Company Name]. Thank you!
And how to write the message itself? Have a look at this template for a follow-up email right after the interview.
How to Send a Follow Up Email After an Interview?
- Open with a formal salutation and address the hiring manager by name. If you interviewed with several people, send a separate follow-up note to every one of them.
- Express your appreciation and reinforce your interest in the position.
- Refer to specific company plans that you discussed during the interview.
- Suggest how your experience and skills can help with their challenges.
- Say that you’re willing to provide the hiring manager with any additional information if necessary, and confirm when a final decision is to be made.
And here’s an interview follow-up email sample you can adjust and use for your thank you message:
Follow-Up Email After an Interview Example
Subject line: Pleasure to learn more about [Company Name]
Dear [Hiring Manager’s Name],
Thank you so much for taking the time to talk to me about the position of [the position you’re applying for] with [Company Name] this morning. It was a pleasure to learn more about your [innovative strategy / upcoming challenges / core values / industry insights].
The details you provided me with about the position convinced me that this is a job I would enjoy and one where I could make a valuable contribution with my skills and experience [refer to your specific area of expertise and how it can benefit your employer].
I was also thinking about what you said regarding [specific issue discussed during the interview]. In my last role as [your current or most recent position] I found that [data-backed explanation of how you would tackle the issue in question].
Finally, attached you will find the details of some of my projects we talked about. Please feel free to contact me if you find you need any more information. I look forward to our call next week as discussed.
Thank you once again, [Hiring Manager’s Name].
Out of all the stages of following up after an interview, this one’s the most crucial. That’s why we’ve put together a handy guide that explains how to make the most of it in full detail: Thank You Email After an Interview: How to Write One That Gets You the Job
Phone Interview Follow-Up Email: Is It Any Different?
That depends on what sort of a phone interview you had. A regular phone interview after submitting an application? The rules for a standard interview follow-up email apply.
But what if you’ve been screened during a sourcing process? That is—what if it’s the employer that found you, and not the other way around?
If you’re interested—clearly reiterate that. Sourcers often interview multiple people on the same day. Their job is to engage candidates and weed out those that aren’t genuinely keen on the offer. Show them your engagement.
How to Write a Follow Up Email After Phone Interview?
- Thank them for their time and interest.
- Emphasize your interest. Be as specific as possible: say what parts of the job excite you and why.
- Enclose your resume and a cover letter to outline and support your key selling points.
- Keep it short.
Let’s take a look at this sample.
Follow-Up Email After Phone Interview Template
Subject line: Thank you for the opportunity, [Hiring Manager’s Name]!
Dear [Hiring Manager’s Name],
Thank you for talking with me today. I really appreciated learning more about [Company Name]. It was great to learn that you share my approach to [industry / business]. I particularly liked the way you [specific detail about the company you learned during the interview].
I’m looking forward to meeting with you in person and discussing our cooperation further. Please find attached my resume and cover letter with detailed work experience.
Pro Tip: Not interested in the job after the interview? Send a thank you follow-up email anyways. Thank them for their time and consideration, explain why the position isn’t a good match for your skills and experience and let them know you’d like to stay in touch if they have suitable openings. Never burn bridges on the job market.
Some time after your initial interview, your phone rings again.
“We’re happy to inform you that you’ve been selected for a second interview…”
Congratulations. But guess what? After the second interview, you need to send a second follow-up email.
How to Follow Up After a Second Interview?
The biggest difference between the first and second interview follow-up emails is: the deeper your run in the recruitment process, the more detailed you should be in your messages.
You’ve probably discussed particular plans and challenges or the details of the position. After a second interview, in your follow-up letter, provide information on how you would tackle them.
Pro Tip: Just like with the follow-up email after the first interview: if you interviewed with several people, send separate, personalized notes to each of them.
Here’s another sample.
Second Interview: Follow-Up Email Example
Subject line: It was a pleasure to talk about [the name of the position] with [Company Name]
Dear [Interviewer’s Name],
Thank you for the opportunity to come and chat for the second time. Now I am even more certain that working with [the team name] would be a dream come true for me.
I started to think about the [project] that we discussed—I have some ideas on how we could make it successful. I describe them briefly in the attached presentation. Please, let me know what you think. I’d be happy to explain the details and hope to get the chance to discuss them with you later.
Thank you again for your time and advice. Looking forward to hearing from you.
So you’ve learned how to write a follow-up email after an interview. You crafted your perfect follow-up letter and sent it right after the talk. And then—
Weeks go by. And there’s no call-back.
Don’t lose hope. You might still be very much in the running. And, with another follow-up email, you might become the top seed.
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How to Send a Follow-Up Email After No Response?
A follow-up letter after an interview when there’s been no response might feel difficult to write. All in all, you’re trying to check in asking a seemingly annoying question, “When are you finally going to make up your mind?”
You need to ask about the interview result politely and professionally enough so that you don’t come across as a pest.
Is it a good idea to send one, then? Yes. But only when done right.
When to Send a Job Interview Follow-Up Email After no Response?
Only after the established deadline has passed. Unless you got another offer. In such case, if you’re planning to accept it, let all other companies know.
If, on the other hand, you would rather work with this, not that company, tell them about the competitive offer—if they’re interested in you, it’s very likely they’ll be eager to speed up the decision-making process.
And what to write in your second follow-up email?
Most importantly: not much.
- Remind them of the passed deadline.
- State that you’re still interested.
- Ask if they’d like you to provide any additional information.
Have a look at this sample.
Second Follow-Up Email after Interview (No Response)
Subject line: Following up on an interview for [the name of the position]
Dear [Hiring Manager’s Name],
I thought I’d check in as, during our last interview, you mentioned that you’d be making the final recruitment decision for the [the name of your position] by [the established deadline].
Please, let me know if you have an update and if there are any additional details I could provide you with to facilitate the hiring process.
And here’s another example of a follow-up email after a job interview in case you were offered another position.
Second Follow-Up Email After the Interview—Competitive Job Offer
Subject line: Following up on an interview for [the name of the position]
Dear [Hiring Manager’s Name],
I would like to let you know that I have been offered a position with [Company Name]. My deadline for accepting or rejecting it passes on [the established deadline].
However, I’d be happy to turn down that offer if you decided to choose me as your new [the name of the position]. Please, let me know if you’re likely to reach a hiring decision before the deadline I established with [Company Name].
If you need any additional information from me, please let me know.
Simple as that.
Now, for the final dilemma you might be facing at this point:
Following Up on a Job Interview—Email or Phone Call?
Let’s look at some data.
This study has shown that 46% of recruiters and hiring managers prefer to be contacted by email. Only two out of five were open to phone calls. If you’re not positive that your hiring manager would be okay with your calling them—stick to the battle-tested follow-up email.
Pro Tip: And what if you don’t get that job? Just get over it, accept your lost opportunity, and move on, right? Wrong. Even if things didn’t work out, use this as a networking opportunity. Connect with the hiring manager on LinkedIn and keep the conversation going: maybe send some articles that might be relevant to them, congratulate on their accomplishments. You never know what connections might prove useful in the future.
Speaking of networking—you might be wondering “what’s in it for me anyways?” Get inspired and learn how to network from Elle Torres: a girl who networked her way into a 6-figure job in her 20s, before finishing her degree, without any prior connections: How to Network Your Way Intro a $100,000 Job: Real-Life Story
And, whatever stage of your job search you’re on right now, make sure you know how to use one of the most powerful tools you’ve got at hand: LinkedIn. How to Use LinkedIn Right in 2023: Expert Tips for Your Profile and Job Search
Plus, a great cover letter that matches your resume will give you an advantage over other candidates. You can write it in our cover letter builder here. Here's what it may look like:
Here's how to write a perfect follow-up email after an interview:
- Write the first interview follow-up email within 24 hours after the interview.
- Send a separate, personalized email to everyone you interviewed with.
- Be specific (especially when following-up on a second interview). Suggest how you can help the company with their challenges.
- Write a second follow-up email to ask for an update If you get no response after the established deadline.
- Follow-up even sooner if you’ve received another offer, whether or not you’re planning to accept it.
- Stay in touch with the company—even if you don’t get the job. Nowadays, networking is more important than ever!
So there you have it. All you need to know about following up on a job interview.
Do you have any additional questions on what to say when following up on an interview? Want to learn more about writing a perfect interview follow-up email? Drop me a line in the comments and I’ll get back to you right away. Let’s chat!
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Frequently Asked Questions about Follow-Up Emails
Should I send a follow-up email after an interview?
Yes, always send a follow-up email after an interview. Not only is it a polite gesture, but it could also increase your chances of getting hired. It shows your interest in the position and your professionalism. It also gives you a chance to think of questions you can ask the interviewer in case something isn’t clear about the recruitment process.
How long should you wait after an interview to send a follow-up email?
You should send your follow-up email within 24 to 48 hours after the interview to show your interest and enthusiasm for the position. You might also send another post-interview follow-up email if you don’t get a response from the company after the deadline.
What should I say in a follow-up email after an interview?
In your follow-up email, you should:
1. Thank the interviewer for their time
2. Explain that this is a follow-up email—mention the job title and the interview date.
3. Express your interest in the position and highlight what makes you unique.
4. Ask any remaining questions and mention any relevant experience or skills you didn't get a chance to discuss during the interview.
5. Assure the interviewer that you can answer any questions they might have about your qualifications.
6. Close with “I look forward to hearing from you” and sign off.
Is it appropriate to send a follow-up email after a job interview?
Yes, it’s appropriate to send a follow-up email to thank the interviewer for their time. However, don’t overwhelm them with messages—it’s fine to follow up no more than three times after a job interview, spaced out over a few weeks. If you receive news that you didn’t get the job, you can send a post-interview thank-you email and express your continued interest in the company for future opportunities.
Should I include attachments in my follow-up email after an interview?
It's best to avoid attachments in your follow-up email. Instead, you can provide links to any relevant work samples or online portfolios you would like to share, especially if you had mentioned them during the interview.
What if the interviewer didn't provide contact information for a follow-up?
If you don't have the interviewer’s contact details, try reaching out to HR or the company's general email address to ask for their contact information. If all else fails, send a follow-up message to the address you used to apply for the job and ask if there is a specific person to whom you should direct your questions.
What should I do if I haven't heard back from the employer after sending a follow-up email?
If you haven't heard back from the employer after sending a follow-up email, give it a few days before reaching out again. If you still haven't received a response, sending one more email asking for an update or expressing your continued interest is okay. Remember, the employer may be still reviewing candidates or making a decision, so try not to take it personally. However, if a few weeks have passed, you should probably go back to browsing job search sites for other opportunities.