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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.

And 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 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 follow up email after 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 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 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 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 for Follow Up Email After Interview


You don’t need to spend hours curating a perfect follow-up email after interview 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

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.

Draft the 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.

Sign Off with Your Name


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.

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 follow up email after interview.

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

A Follow Up Email After an Interview Sample


Here is a follow up email after interview example:

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
555-555-5555
james(at)hiration(dot)com

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 send a follow up email after interview and 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 taking 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 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 of 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 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 attached my portfolio as discussed over the call and cover letter with detailed work experience.

Best,
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.

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 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 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 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.
555-555-5555
john(at)hiration(dot)com

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 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: How to write an emial cover letter?

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, 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 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: What is a good subject line for sending resume through emails?

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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