Sending an Effective Follow-Up Email After Your Interview
As a candidate, it's natural to feel hesitant about following up with the recruiters. Many candidates worry that they might be seen as annoying or intrusive. However, it's essential to remember that effective communication is a key part of the hiring process.
In reality, you should not hesitate to follow up with the interviewer after an interview if you haven’t heard back after an appropriate waiting period. A well-timed follow-up email helps keep you on the hiring manager’s radar and demonstrates your genuine interest in the role and company. It highlights your eagerness and dedication to join the team, which are qualities recruiters appreciate. Also, sometimes, hiring processes can take longer than expected. Following up can give you peace of mind and a clearer picture of where you stand in the process. In this blog post, we’ll cover everything you need to know about how to follow up after an interview. We’ll outline what a follow-up email is, its benefits, structure and tips.
What is a Follow-Up Email?
A follow-up email is a message sent to the interviewer after your job interview to express gratitude and reinforce your interest in the position. It serves as a gentle reminder of your interest in and qualifications for the role. A follow-up email should be sent within 24 hours of the interview. This promptness shows that you are organized and respectful of the interview process.
Moreover, a follow-up email can showcase your professionalism and attention to detail. It’s an opportunity to thank your interviewer for their time and consideration.
Benefits of Sending a Follow-Up Email
Below are some benefits of a follow-up email after an interview:
Shows Professionalism
Following up after an interview showcases your professionalism and gratitude. It reflects your appreciation for the interviewer’s time and the opportunity to discuss the role. This gesture also highlights your passion for the job and shows how seriously you are taking the application process. It is a testament to your good work ethic and commitment.
Reinforces Your Interest in the Role
A follow-up email reinforces your interest in the position and keeps your candidacy at the top of the interviewer’s mind. In the email, you can reiterate your interest in the position and the company. Mention why you are excited about the opportunity and how your skills align with the role.
Highlights Your Key Qualifications
A follow-up email is an excellent way to reinforce your qualifications and why you would be a good fit for the role. You can use this as an opportunity to mention any relevant experiences or skills that may have been overlooked during the interview. Mentioning specific accomplishments, such as leading successful projects, reinforces your suitability for the role.
Read: 5 Tips to Make an Impression During Interview
Clarifies Any Questions or Doubts
A follow-up email provides an opportunity to clarify any questions or concerns that may not have been fully addressed during the interview. It also allows you to expand on topics that were discussed briefly. Additionally, you can ask for feedback to improve your performance in future interviews, demonstrating your commitment to personal and professional growth.
Builds Relationships
Sending a follow-up email is also essential for building relationships with hiring managers. It can keep the lines of communication open and strengthen your relationship with the interviewer. Maintaining a positive rapport can lead to future opportunities even if a hiring manager doesn’t move forward with your candidacy.
Increase Your Chances of Success
Did you know that sending a follow-up email can increase your chances of getting the job by 22%? You reinforce your suitability for the role by highlighting your enthusiasm and professionalism. This can set you apart from other candidates and increase your likelihood of being considered a top candidate.
Structuring an Effective Interview Follow-Up Email
Here is a guide to structuring your follow-up email:
Subject line
The subject line should be clear and to the point, ensuring the interviewer immediately recognises the purpose of your email. Examples include:
“Thank You for the Interview Opportunity”
“Follow-Up on Our Interview”
“Appreciation for the Interview Session”
Salutation
Start your email with a professional salutation. If you felt a strong connection with the interviewer, you might use their first name. Otherwise, stick to their title and last name.
Introduction
Begin your email by expressing gratitude for the interview opportunity.
Example:
“Thank you for taking the time to meet with me yesterday. I truly appreciated the opportunity to discuss the (Job Title) position at (Company Name).”
Body text
In the body of your email, restate your interest in the role and highlight key points from the interview that reinforce your qualifications. You can also mention any specific topics or questions discussed during the interview.
Example:
“I am very enthusiastic about the opportunity to join your team and contribute to (specific project or aspect discussed). Our discussion about (specific topic) further convinced me that my background in (relevant skill) aligns well with your team’s needs.”
Signing off
Close your email with a professional or polite sign-off. If you feel comfortable, include your contact information. This makes it easy for the interviewer to reach out to you if you have further questions.
Example:
“Best regards,
(Your Name)
(Your Email)
(Your Phone Number)”
Final checks
Before hitting send, double-check your email for spelling and grammatical errors. Carefully review the content to ensure it flows logically and conveys your intended message clearly.
Tips for Writing Follow-Up Email
Here are some tips for effective interview follow-up emails:
Be Concise and Clear: Keep your follow-up message concise and to the point. Recruits often have limited time, so avoid lengthy paragraphs or unnecessary details. Respect the recruiter’s time by getting your message across succinctly. If you need to discuss more details, suggest a follow-up call or meeting.
Personalize the Email: Avoid sending generic follow-up messages. Tailor your follow-up email to each specific job application. Refer to the job title, company name, and any unique details gathered during your research. Personalization shows that you were attentive and genuinely interested in the conversation.
Pay attention to your tone: keep the tone of your follow-up polite, positive and professional. Avoid sounding demanding or impatient.
Be Professional and Patient: Maintain a professional tone and avoid multiple follow-ups within short periods. Give them time to review applications and make decisions. A second follow-up should be spaced about a week or two after the initial follow-up.
Stay persistent yet respectful: If you don’t receive an immediate response, don’t be discouraged. It’s common for HR to have a high volume of applications and a structured hiring process. While it’s appropriate to follow-up once or twice, avoid excessive or intrusive follow-ups that may be perceived as negative.
Follow application instructions: Some job postings provide specific instructions on how to follow up. Be sure you adhere to these instructions, whether it’s contacting a particular person or using a specific email subject line. Following instructions showcases your attention to detail and professionalism.
Proofread: Carefully proofread your email to ensure there are no typos or grammatical errors. A well-written follow-up email reflects positively on your communication skills.
Example of a Follow-Up Email
Subject: Follow-Up on Our Interview
Dear (Interviewer Name),
Thank you for the opportunity to interview for the (Job Title) position at (Company Name). I enjoyed our discussion about (specific topic) and wanted to provide additional information regarding (specific question or concern raised during the interview).
(Provide a brief and concise explanation or additional information.)
I hope this information helps clarify my qualifications for the role. If you have any further questions, please feel free to contact me. Thank you once again for considering my application.
Best regards,
(Your Name)
(Your Email)
(Your Phone Number)
Final Thoughts
Sending a follow-up email is a crucial step in the job application process. It can significantly heighten your chance of landing a job by showing that you are enthusiastic, attentive and a perfect fit for the company. Follow the structure and tips outlined in this blog to craft an effective follow-up email that leaves a lasting impression.