How to Write a Follow-Up Email After an Interview [w/ Examples]

A follow-up email after an interview is a vital piece of the puzzle in the job-seeking process that can significantly improve your chances with recruiters. It can help you get ahead of the competition and showcase your communication skills, professionalism, cordiality, and more.

But how do you craft an outstanding follow-up email, and when should you send it? In this article, we’ll explore the intricacies of post-interview email correspondence by giving you an in-depth guide with examples. 

Let’s dive in!

Why You Should Send a Follow-Up Email After an Interview

You should send a follow-up email after an interview to boost the likelihood of a positive outcome.

Firstly, it shows professionalism and courtesy on your end, as you can use the opportunity to thank the interviewer for their time. Even a simple thank-you email after an interview sets you apart from other candidates who didn’t take this step.

Another important reason for sending this email is to reiterate your interest in the position you’re applying for. It represents the perfect opportunity to reinforce the idea that you’re a good fit for the company. You can restate that you’re highly motivated to do the job and eager to join their team.

A well-written follow-up email can also repeat some of the key points from the interview, such as the most important details about your skills and qualifications. You can even take the opportunity to briefly expand on some ideas that you felt weren’t adequately covered during the initial conversation.

Ultimately, a follow-up email sent to recruiters after an interview is a powerful tool in any job hunter’s arsenal. It communicates proactivity and genuine interest in the role. When written properly, the follow-up email makes you more memorable and improves your visibility by putting you back on the recruiter’s radar.

How to Write a Follow-Up Email After an Interview in 7 Steps

Here’s a step-by-step guide on how to write a follow-up email after an interview.

#1. Write a Subject Line

You should start by writing a subject line that is brief and to the point. This is the first thing recruiters will see, so you want it to communicate the intention behind your email concisely.

With that in mind, the subject line of your follow-up email should include factual information like your name, the date of your interview, the day of the week that you had it, and the hour.

Other, more personal and informal options include lines like “Thank you for your time” or “Pleasure to meet you today.”

Here’s one way you can write a compelling subject line for your follow-up email:

#2. Use Adequate Salutation

An adequate salutation builds rapport with the recipient and sets the stage for further communication. To make the most out of it, you should make it cordial and personal.

If you’re on a first-name basis with the recruiter or hiring manager, you can address them that way. You can use “Hi” or “Hello” before their name or—like with a formal cover letter—opt for a more orderly “Dear” before addressing the reader.

Here’s an example:

If using their first name feels too informal, you can use their surname or even their title. The only thing to avoid is a generic salutation like “Dear Sir or Madam.”

#3. Express Gratitude

You should begin your follow-up email after an interview by expressing gratitude and thanking the recruiter for their time. This isn’t just a polite way to start the conversation; it shows that you’re a considerate person who truly appreciates the chance that they’ve been given.

When expressing gratitude, be sure to specify the day or date when the interview happened to further remind the recruiter of your encounter and make it more memorable.

Let’s see that in an example:

#4. Restate Your Interest in the Position

By restating your interest in the position, you’ll demonstrate genuine enthusiasm, which can set you apart from the other candidates. To achieve that, you should mention the job and your excitement for it and acknowledge specific projects, aspects, or work of the company that you’re applying to.

Here’s an example:

#5. Briefly Recap the Key Points from the Interview

You can use a follow-up email to quickly go through some of the main ideas of the interview. By doing that, you’ll remind the recruiter of your conversation while simultaneously pointing out the key skills and qualifications that make you the best person for the job.

Moreover, this demonstrates your focus, diligence, and attention to detail. Lastly, since you’re highlighting the specifics of a conversation—like your answers to unique interview questions—you’re also showing that you were attentive and engaged throughout the dialogue.

Check out an example:

#6. Encourage Further Communication

One of the main purposes of a follow-up email is to elicit a response from the recruiter. That’s why you want to encourage further communication by including a call to action (CTA) in your writing.

A call to action is a term coined by marketing professionals to describe text, graphics, or other stimuli that prompt immediate reaction. So, brush up on your writing skills and implement a CTA in the email, and you’ll vastly increase your chances of getting a reply or being called over for the next stage in the interviewing process.

Here’s an example:

#7. Politely Close the Email

A polite concluding statement with a sign-off is the established way of finishing this type of business correspondence. You can use any of the courteous closings, such as “Kind regards,” “Sincerely,” or “With appreciation,” to name a few.

You should follow that up with your name, and you can also include relevant contact details, such as your phone number and email address.

Let’s see an example:

Follow-Up Email After an Interview: Example

Let’s combine everything we’ve learned so far into a complete example of a follow-up email after an interview.

In this instance, a candidate is sending a brief email a day after an interview to include a thank-you note and emphasize their enthusiasm for the opportunity. The email also includes a call to action to increase the candidate's chances of receiving a positive response.

Here’s an example:

When to Follow Up After an Interview: 5+ Impactful Timeframes

Knowing when to follow up after an interview is just as important as knowing how to do it. Your writing should match the timing, so let’s find out when you can send an email to the recruiter.

#1. Within 24 Hours

Following up with an email within the first 24 hours is perfectly acceptable, especially if you’re truly enthusiastic about the role and feel like you’re the perfect candidate. In this case, your email should be as brief as possible, with a focus on thanking the interviewer for their time and effort.

You should also take the opportunity to restate your motivation for the position and possibly recapitulate some of the key points (e.g., answers to notable interview questions) brought up during the conversation.

#2. 2-3 Days

A follow-up email you send within the first 2–3 days should, in many ways, be similar to the one sent within the first 24 hours. The goal is to follow up quickly and in under a week to display drive and eagerness while showing appreciation for the opportunity.

However, don't send too many thank-you emails. If you’ve already sent one within the first 24 hours, wait at least a week before sending the next email.

#3. 1 Week

Sending a follow-up email after one week should be all about reminding recruiters of your encounter. A standard business letter response time is five business days. So, if you haven’t gotten an answer by then, you can send an email to politely mention that you’re still interested in the position.

#4. 2 Weeks

If you already sent a follow-up email after an interview and got no response in the first week, you can send another one during the following week. It’s normal for companies—particularly big ones—to get back to you as late as 3–4 weeks after an interview.

This time around, you can do more than just remind recruiters that you’re waiting for a response. You can use this opportunity to inquire about their plan, figure out what the next steps will be, and create a timeline to follow.

#5. 3-4 Weeks

A follow-up email sent after 3–4 weeks will likely be the third or fourth one you sent. At this point, you should’ve sent one email within the first few days and then one every following week.

The purpose of an email sent after all this time is to get you a response regarding your status. It’s highly likely that the company that you’re applying to is close to making a decision at this time, or they’ve already made it but haven’t informed you yet.

Another polite reminder can help you obtain the information you’re after in case of unexpected circumstances, such as companies processing large volumes of applications or encountering increased workloads.

#6. 1+ Month

If you haven’t heard back from the recruiter or the company a month after the interview, it’s likely time to move on. If you haven’t already, you should start sending your resume and cover letter to other organizations and continue looking for new roles.

It’s not uncommon for organizations or recruiters to ghost candidates, so you need to be aware of it and consider alternatives. Ultimately, you can ask for one final response, but you can send a follow-up email for networking purposes, indicating that you’d be willing to have another interview down the road.

How Do I Send a Follow-Up Email After No Response?

Sending a follow-up email after not getting a response should be all about reminding recruiters or hiring managers of your interview and seeking an update on the process.

You should send this email a couple of days after not getting the initial response that you expected. To make the purpose of your writing clear from the get-go, include the intent right in the subject line. For instance, your subject line can say “Following up on the application” or “Checking in.”

In the body of your email, make sure to include that you’re looking for an update. You should mention specific details about when you had the interview and what position you’re going for.

Should I Follow-Up After an Interview via Email or Phone Call?

While it’s acceptable to follow up via both email and a phone call, a short email thank-you note is one of the best ways to conclude the meeting. By diversifying methods of communicating, you demonstrate diligence and convey more information. Plus, an email is less pushy and gives the recipient the option to respond on their terms.

The subject line should be something simple, such as “Thank you for your time,” while the body of the text should include a concise recap of the conversation along with a call to action toward the end.

By sending this follow-up email, you’ll underscore your enthusiasm. You can also use it to reinforce the main ideas brought up during the dialogue, emphasizing that you’re the best candidate for the role.

4 Crucial Things to Avoid in Your Follow-Up Email

Here’s what you shouldn’t include in a follow-up email after an interview to maximize its effectiveness and remain professional and courteous:

Final Thoughts

In the complex domain of job interviews, even seemingly minor things, such as follow-up emails, can make the difference when it comes to being hired and having your application discarded. More than common courtesy, these are powerful communication tools that differentiate adept and driven candidates from everyday job seekers.

When putting those email writing skills to use, remember to be polite and professional and send a follow-up email in a timely manner. That way, you’ll maximize its potential and, ultimately, enhance the chances of landing your dream job!