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Everyone who applies for a job looks forward to hearing from the recruiters and it is okay if you are eager to whether or not you made it through the interview.

But to know the status of your application without seeming impatient and hasty, you need to analyze a few factors and consider the best approach to reach out to the recruiters.

One of the best ways to send in a professional inquiry is by writing a crisp and concise follow-up email after the interview.

But, how do you write a great follow-up email? How long should you wait after the interview to send it?

You may find yourself asking these questions. But, fret not! You're in the right place.

Read on to get an insight into the following FAQs around follow-up emails after an interview:

When Should You Write a Follow-up Email After an Interview?

Timing is one of the most important essences during job application to make a lasting impression. Hence, when to send a follow-up email after the interview is an important discussion.

While everyone wants to know the results within minutes and each passing hour feels like torture it is wise to wait for at least 5-6 business days after an interview before you send a follow-up email.

The right words at the right time can make a huge difference in the outcome of an interview or even any non-specific situation. And by timings, we don't just mean the clock hours, but also the time that has passed since you gave your interview.

In case you haven't heard back from the interviewers in the time allotted by them, you can send a follow-up email after an interview, expressing your interest in the job and requesting an update on the same.

Writing a thoughtful email after the interview to thank the hiring manager for their time reflects on your excellent soft skills. Including anecdotes from the interview (if there are any) leaves a positive impression on the recruiter.

Also Read: What is the best way of emailing a resume to recruiters?

How to Write a Follow-up Email After an Interview?

Sending in a follow-up email after an interview can really make a difference if done right. If you want to know how to write a follow-up email after the interview then read on.

Sending a follow-up email after the interview has become an unspoken rule!

Whether it is sending a thank you note or requesting updates about the job, a few things should be kept in mind before you decide to send the email while curating a follow-up email.

Check the Tone of the Email

The tone of the email depends largely on your interview. A lot of hiring managers are quite frank and friendly, so you can choose to write the follow-up email after the interview in a friendly tone but keep it professional at the same time.

Often the hiring managers are quite straightforward and don’t indulge in friendly chit-chat, so it’s important to remember such details while framing your follow-up email after an interview.

Also Read: How to write a cover letter through an email?

The Subject for Follow-up Email After Interview

You don’t need to spend hours curating the perfect subject line for a follow-up email after the interview, you can simply write:

  • Thank you for your time
  • Thank you for the opportunity

Or if you have always communicated with the recruiter instead of the interviewer then you can use this format-

  • Paul Smith- Re: Interview on Wednesday at 5

Also Read: What is the best subject line for sending a resume through an email?

Curate a Professional Opening Paragraph

Open your email with a greeting like thank you.

It is imperative to mention the job title, date, and time of the interview, lest the interviewer forgets.

If you have exchanged quite a few emails with the interviewer then you should address the hiring manager with their name, if that isn’t the case then stick with their title and last name.

Also Read: How to start a cover letter?

Draft the Body of the Email

What to say in a follow-up email after an interview?

Once you have thanked the interviewer for their time you can restate your interest in the designation you had applied for and even elaborate a little on how you’ll be a good fit for the company.

Then you can ask for an update on your selection process, requesting any update on it and how you’d appreciate that.

Also Read: What are some good application letter samples?

Sign Off with Your Name

You should end the follow-up email after an interview with your signature and contact information (if required).
Do not make use of informal words while signing off.

Use words like sincerely or faithfully or simply best before your name.

Follow-up email after interview example for signing off:

Yours sincerely,
Paula Smith

The above-mentioned points are necessary to understand the answer to how to write a follow-up email after an interview.

Also Read: How should you prepare for culture interview questions?

Follow-up Email After an Interview

A Follow-up Email After an Interview Sample

Here are two follow-up emails after the interview examples:

Subject line: Thank you for your time

Dear Ms. Jones,

Thank you for taking the time to speak with me about the finance analyst role. It was an opportunity to meet you and learn more about it.

I am very excited about the possibility of joining XYZ company and in particular interested in the details that you shared about the upcoming projects. I am zealous about the prospect of being a part of the analyst team and applying my experience in actively coordinating cross-functional dynamism to the table.

After our conversation, I am confident that my background in finance and my interest in research and curating reports will help to fill the job requirements productively and support the vision of XYZ company. Please feel free to reach out to me if I can provide you with any further information. I look forward to hearing from you.

Thanks again,
James Frank

Subject: Thank You for the Interview Opportunity

Dear [Interviewer's Name],

I hope this email finds you well. I wanted to express my gratitude for the opportunity to interview for the [Job Title] position at [Company Name] on [Interview Date]. It was a pleasure meeting with you and the [interview panel/team members] to discuss the role and learn more about your company.

I was particularly impressed by [mention something specific about the interview or the company, e.g., your company's commitment to innovation and the collaborative atmosphere that was evident during the interview]. I am even more excited about the possibility of joining your team and contributing to [specific project or goal discussed during the interview].

I am confident that my skills and experiences align well with the requirements of the [Job Title] role, and I am enthusiastic about the opportunity to make a positive impact at [Company Name].

Thank you again for considering me as a candidate for this position. I look forward to any updates regarding the interview process and hope to hear from you soon.

Please feel free to reach out to me at [Your Phone Number] or [Your Email Address] if you need any additional information or if there are any further steps I should follow.

Thank you for your time and consideration.


[Your Full Name]
[LinkedIn Profile (optional)]
[Any other contact information (optional)]

After you have formulated your email following the above-mentioned points, you need to be wary of a few things-

  • Proofread the entire email before sending it
  • Send the follow-up email on the email thread you were communicating through earlier (if any)
  • Wait for the given time before inquiring about the update on the results
  • Don't forget to mention your name, profile title, date, and time of the interview

If you have read all the points mentioned above then you know how to write a follow-up email after an interview.

Also Read: How to draft a professional thank you email after interview

Types of Follow-up Emails

Several organizations have a process of conducting multiple interviews of a candidate before finalizing the candidate.

These interviews vary in length and kind. Hence the follow-up email for such interviews will differ too.

Screening Interview/Phone Interview

A screening interview is either held over the phone or in person, it is a short interview but an interview nonetheless.

After the screening interview, you need to send a follow-up email, it's more like a thank you note after the interview, to show gratitude and express your appreciation for the interviewer's time

Since it is a comparatively shorter interview you need to keep your email short too.

The following points will answer the question of how to write a follow-up email after a phone interview.

  • Express your gratitude for their time
  • Highlight your interest in the job
  • Keep it short and coherent

You will find a follow-up email after the phone interview sample to give you an overview of the same:

Subject line: Thank you for the opportunity, Mr.X (Hiring Manager's name)!

Dear Mr. X,

Thank you for your time today. I really appreciated learning more about XYZ company. It was quite significant that we both share the same approach to XYZ business. I specifically marveled at the information you shared about the new upcoming project.

I’m looking forward to meeting with you in person for the next round. Please find my portfolio attached below as discussed over the call and a cover letter with detailed work experience.

Your name

Also Read: How to make a first good impression during interviews?

Second Interview

Once you have been shortlisted for the second round, you'll have to go through another interview.

In the second follow-up email after the interview, you will thank the interviewer for their time, but along with that, you will also mention the details that struck you or some key takeaways from the interview to highlight your interest and attention to detail attitude.

The length of this email will be slightly longer than the first follow-up email since this interview gave you some food for thought and a platform to express the same.

Hiration pro tip:
If you were interviewed by a team rather than a single person, then you should send individual emails, addressing the particular interviewer and tweak your email as per the interaction with that particular person.

Also Read:* What are some great tips for acing any job interview in 2023?

How to Follow Up on a Job Interview

Following up on a job interview can make people nervous, and the possibility of making a mistake in that nervousness is also high.

So, while you tackle the decision of deciding between following up on the job interview with a call or email, you need to rewind a little bit.

Most of the interviewers or recruiters have a preferred way of communication and they use that from the start.

If you have been in contact with the interviewer/recruiter through a phone call, then that means they prefer a phone call for communication.

However, it has been shown in a study that most organizations prefer email as a preferred mode of communication as it is more professional and reliable.

You need to make the decision based on your experience with the interviewer/recruiter.

Here is a sample of a casual follow-up email after an interview:

Subject line- RE: Project manager role, interview on Wednesday at 4

Dear Ms. X,

I hope you are well! I am checking in on the project manager role. It was great to meet with you earlier and I am looking forward to hearing back from you for the update. Kindly let me know if there is anything else that I can provide to assist in the decision-making process.

Thank you,
Your name.

Also Read: How to respond to a rejection email?

When to Send a Second Follow-up Email After Interview

Sending in a couple of follow-up emails after an interview can look like pushing it too hard unless you have a valid reason for it.

Writing a follow-up email after no response can be nerve-wracking, but it needs to be done.

You can do that only once the deadline has passed.

There are a few tips for writing a follow-up email for no response-

  • Make sure they have passed the deadline
  • Mention your name, job title, date, and time of the interview
  • Remind them politely of the past deadline
  • Ask them for an update on the same in a professional manner
  • Close the email with your signature

You can also send a follow-up email when you have got a better job offer from somewhere else, in such a scenario inform the interviewer about the same and request them for the job update since you have the decision to make.

A different scenario arises when after the interview you realize that the job isn't a good fit for you.

Even when you don't want to accept the job offer or aren't interested in waiting for the results, convey the same to the hiring manager through a follow-up email and use that as an opportunity to build your network despite not being a part of their organization

Hiration pro tip:
There is a possibility of not getting the job you gave the interview for, but that doesn't mean you should sever all contact, follow up with an email and use that networking opportunity. Networking is the key to success in the job industry.

Also Read: What is the difference between a letter of interest and a cover letter?

Few Tips on Sending a Follow-up Email After an Interview

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

Once you have framed your email and are ready to send it you need to keep a few points in mind to understand how to send a follow-up email after an interview.

  • Proofread your email, and make sure there aren’t any typos
  • Send your email during office hours
  • Make sure that you have mentioned your name, job title, and interview date and time
  • If you have been communicating with the interviewer, sending the follow-up email after the interview on the same email thread is better
  • You can add or elaborate on something that you forgot to mention during the interview
  • Keep the length of the email concise

Also Read: How to draft the perfect networking email?

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Also Read: How to address a cover letter without a name?

FAQs About Follow-up Email After Interview

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

When writing a follow-up email after an interview, start by expressing appreciation for the opportunity. Briefly reiterate your interest in the position and highlight key points from the interview. Lastly, mention your availability for any further discussions and thank the interviewer for their time.

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

It is generally recommended to wait about one week after the interview before sending a follow-up email. This allows sufficient time for the hiring process to progress while still demonstrating your interest and enthusiasm for the position.

  • What do I say when I follow up after an interview?

When following up after an interview, express gratitude for the opportunity, reiterate your interest in the position, and mention any additional information or updates you may have, while also expressing your availability for further discussions.

  • How to write a follow up email after an interview with no response?

When writing a follow-up email after not receiving a response from an interview, politely inquire about the status of the hiring process and express continued interest in the position. Keep the tone professional and friendly, and emphasize your enthusiasm for the opportunity to contribute to the company.

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