Is it important to send a follow up email after an interview?

[Click here to directly go to the complete follow up email sample]

It has been 2 days, I haven't heard back from them.

Should I send a thank you note?

Is sending a follow up email a bad idea?

The list of such questions is endless, these questions pop up in your head after a much-awaited interview and leave you agitated.

If you are someone who is struggling with similar questions then you've hit a jackpot!

Before we start with our step by step guide there are a few points you should take note of-

Here is our blog summary-

  • Explaining the importance of a follow up email after an interview
  • When to write a follow up after an interview
  • Types of follow-up emails that can be sent after an interview
  • Step by step guide to writing a follow up email after an interview
  • Tips and tricks to make your follow-up email stand out

Why to write a follow-up email after an interview

Writing a follow up email after interview?

Everyone wants to know the results within minutes, each passing hour feels like torture.
Sending in a thank you note after the interview in the form of follow-up email after interview displays your interest and enthusiasm for the job.

Sometimes a lot of hiring managers wait to check whether you’ll follow-up with an email or not.

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.

It is never a bad idea to send a follow up email after an interview. It displays your interest in the job.

There have been situations where a simple follow up email has pushed the recruitment team to work faster and publish the results.

How to write a follow up email after 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 interview then read on.

Sending a follow up email after interview has become an unspoken rule.
Whether it is sending a thank you note or requesting for updates about the job.

While curating a follow-up email there are a few things that should be kept in mind before you decide to send the email.

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 keeping it professional at the same time.

Often the hiring managers are quite straight forward 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.

The Subject line

You don’t need to spend hours in curating a perfect subject line, 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

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.

Body of the email

What to say in a follow-up email after 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.

Signing off

You should end the follow-up email after 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.

An example for the same is given below-

Yours sincerely,
Paula Smith

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

A follow up email after an interview sample

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

When to send follow up email after an interview

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

Right words at the right time can make a huge difference in the outcome of an interview or even any non-specific situation.

While sending a follow up email after interview or a thank you email after interview make sure that your timing is right.

By timings we don't just mean the clock hours, but also the time that has passed since you gave your interview.

You can send the thank you note after interview without waiting for hours, it will display your courteous manners.

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 for an update on the same.

Once you have figured out when and how to write a follow up email after an interview, you should know how to send a follow up email after interview.

After you have formulated your email following the above-mentioned points, you need to 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 period 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 send a follow up email after interview and how to write a follow up email after an interview.

Types of follow-up emails

A number of organizations have a process of taking multiple interviews of a candidate before finalizing the candidate.

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

Screening interview/Phone interview

A screening interview is either held over 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 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 paragraph will answer the question- how to write follow up email after phone interview.

Follow-up email for phone interview and screening interview is pretty much the same and if you are wondering about how to send a thank you email after phone interview, then all you need to do is-

  • 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 phone interview sample to give you an overview of the same-

Subject line: Thank you for the opportunity, Mr.X (Hiring Mangers'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 up-coming project.

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

Your name

Second interview

Once you have been shortlisted for the second round, you'll have to go through another interview.
Another interview hints towards another follow-up email after interview that you need to send.

In the second follow-up email after 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 mails, addressing the particular interviewer and tweak your email as per the interaction with that particular person.

How to follow-up on a job interview

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

So, while you tackle with 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 phone call, then that means they prefer a phone call for communication.

However, it has been shown in a study that most of the 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 past experience with the interviewer/recruiter.

Here is a sample of a casual follow up email after 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 hear 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.

When to send a second follow-up email after interview

Sending in a couple of follow-up emails after 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 passed deadline
  • Ask them for the 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 a decision to make.

A different scenario arises when you 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, that doesn't mean you should severe all contact, follow-up with an email and use that opportunity for networking. Networking is the key to success in the job industry.

Few tips on sending a follow up email after an interview

How to send a follow up email after 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 interview.

  • Proofread your email, 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 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

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Key Takeaways

  • Elucidating upon the importance of sending in a follow-up email after an interview
  • Make sure of the timings before sending in the email
  • The steps to framing a perfect follow-up email after an interview
  • How and when to send a follow-up email after no response
  • Explaining the reasons for sending in a second follow-up email
  • Tips on sending a follow up email after interview

With this, we come to the end of our blog. If you want to know more about emails and building network through them, read our Guide to writing an effective networking email

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