Interviewing for a new job can be stressful and exciting at the same time. If you’re gearing up to interview for a new job or have just finished the interview process, congratulations! You’re one step closer to finding a new career. But before you can breathe a sigh of relief and wait for a callback, it’s important to send an interview follow up email.
According to staffing and recruiting firm Robert Half, 80 percent of hiring managers appreciated thank you notes(new window) and found follow up emails helpful in the hiring process. Of the managers surveyed, less than 30 percent of applicants send a follow up email after interview, meaning you’re sure to stand out if you submit a thoughtful email after yours.
A follow up email after interview doesn’t just look professional, it reinforces your interest in the position, keeps your name at the top of the company’s mind, and can help you establish an even better rapport with your (hopefully) future employer.
In this article, we’ve included a series of interview follow up email templates, so you can learn how to follow up after an interview and write the best follow up email. That job you’ve always wanted? It could be just an email away.
Why a follow up email after interview is important
Once your interview is complete, a follow up email shows appreciation and gratitude to the company, your hiring manager, future boss, and anyone else involved in the interview process. Sending one can help you stand out from other candidates, reinforce your enthusiasm for the job, solidify your good impression with your interviewer, and show that you have strong communication skills that will be useful in your role in the future.
When to send a follow up email after interview
The ideal timeframe is after 24 hours, but less than 48 hours after your interview. Essentially, you don’t want to appear hasty and follow up too quickly, which could make you look impatient — and you don’t want to follow up too late and let your employer forget about your interview.
If you’ve sent a follow up email after your interview but still haven’t heard back, it’s also wise to send an interview follow-up email after two weeks. While it’s possible that the company went a different direction, it’s also possible that the process is taking longer than expected, in which case it would be beneficial to politely follow up once more, let them know you’re still interested, and are open to other roles in the future if the case the position you applied for gets filled by someone else.
What to include in your follow up email
Every candidate is going to approach how to follow up after an interview differently. When writing your follow up email after interview, you want to make sure communication is polite and professional. Like all business emails, make sure to include a clear subject line and a polite greeting. For an interview follow up email, you’ll want to include a thank you right away, as well as details from the interview that recall a conversation you had, or a question you were asked, to show your attention to detail.
Remember to express your interest in the position and include a call to action — like offering your phone number for a follow up should your interviewer have any additional questions.
Lastly, you’ll want to end with an effective closing that shows your enthusiasm and professionalism.
Mistakes to avoid
When writing your interview follow up email, there are some key faux-pas you’ll want to steer clear of, including:
- Sounding like you’ve copied and pasted the same email before
- Using a template without personalizing it first
- Seeming impatient or demanding, which can also stem from sending the email too early
- Sending your follow up email too late
- Including typos and spelling errors that could have easily been avoided with spellcheck
- Forgetting to recall details from your interview, or not saying “thank you”
Five customizable interview follow up email templates
1. General interview follow up email template
Subject: Thank you for your time – [your name]
Email:
“Dear Mr. or Mrs. [name here],
Thank you for taking the time out of your day on [date] to interview me for the [position] role. I know your time is valuable, and I truly appreciated our conversation about the mission driving [company name] forward.
Our discussion has only confirmed my interest in the [title] position and how my background in [your field] aligns with [company name]’s needs. I’m particularly enthusiastic about [a project mentioned in the interview].
Additionally, I was pleasantly surprised to see how much the company has invested in its employees, both in the quality and caliber of the staff and the positive feedback I heard from everyone who works there. It clearly aligned with the company’s mission statement and with my long-term career goals.
I know that my skillset in [field] could be an asset to your team and would love to embark on my career with [company name].
Feel free to contact me at my personal phone if you have any questions. I look forward to being a part of your team.
Best regards,
[Your Full Name]
[Your Phone Number]
2. Phone interview follow-up email template
Subject: Great speaking with you about the [title] role
Email:
Hi [interviewer name here],
It was a pleasure speaking with you yesterday about the [job title] role. Thanks for taking the time to share more about the position and what you’re looking for in a candidate — I know your time is very valuable.
Our chat certainly bolstered my interest in [company name], specifically with regards to [something specific from your interview]. I’m confident my experience in [background skillset] is a great match for your team.
I’m truly excited for the opportunity to contribute to your [company title] as [job title] and hope that I can make [company name] my next career.
Please don’t hesitate to reach out if there’s anything else you need.
Kindly,
[Your name]
[Your phone number]
3. Video interview follow up template
Subject: Thanks for the video interview – [your name]
Email:
Dear Mr. or Mrs. [name here],
Thank you for meeting with me over [Zoom/Google Meet/Skype] today. I appreciated speaking with you and learning more about [company name] while exploring the details of the [job title] position.
Our conversation reinforced my excitement about the role and the possibility of joining such a hands-on team. I was particularly interested in your approach to [something specific from your interview], and believe my skillset in [background] would be a major asset to [company name].
I look forward to the next steps and am excited to be considered for your team.
Sincerely,
[Your name]
[Your phone number]
4. In-person interview follow up email template
Subject: Thank you for the interview at [company name]
Email:
Dear Mr. or Mrs. [name here],
It was a pleasure meeting you and visiting [company name]’s office to discuss the [job title] opportunity. I appreciated the enthusiastic welcome and chance to meet the rest of the team.
Our conversation left me even more enthusiastic about the [job title] position, specifically when we discussed [an anecdote from your interview].
I’m confident that my background in [skillset] aligns with [company name]’s goals and would be delighted to contribute to a company that values its employees the way [company name] does.
If you need anything, please don’t hesitate to reach out. Thank you again for your time and for such a pleasant interview.
Best regards,
[Your name]
[Your phone number]
5. Interview follow up email after two weeks without response
Subject Line: Following up on [job title] interview – [your name]
Email Body:
Dear Mr. or Mrs. [name here],
I hope you’ve been well since the last time we last spoke. I’m writing to follow up on our interview from [date] regarding the [job title] position. I know things can get busy and wanted to express my sincere thanks for the opportunity to interview with [company name].
I’m confident that the role at [company name] would be a great fit and I’m enthusiastic about the position, especially given my experience in [background skills].
Please let me know if there’s any update on the hiring process or if you need any additional information from me.
Thank you again for your time and consideration.
Kind regards,
[Your name]
[Your phone number]
Frequently asked questions
- What if I forgot to send a follow up email? If you forget to send a follow up email, it’s standard procedure to send a follow up email after two weeks to check in with the hiring manager. Use or modify the template above (number five) and remember to remain professional and polite when asking about any additional steps or information.
- How many times should I follow up? You should send a follow up email 24 hours after interview but less than 48 hours after your interview. If you’ve missed this window, you can always send it later, but it will look more professional and make a lasting impression to do it sooner. Remember, if you haven’t heard back within two weeks, it’s a good rule of thumb to follow up one more time — but never more than twice.
- Should I use LinkedIn to nudge the hiring manager? Following up on LinkedIn looks far less professional than following up via email. Because official business isn’t conducted through LinkedIn, it shouldn’t be treated as a medium to communicate professionally, especially with a potential employer.
- When can I send a second follow up email? How to follow up after an interview is up to you, but it’s appropriate to send a second follow up email at about the two-week mark, if you haven’t heard back.
Customize your follow up interview email with Proton
Now that you know the importance of a follow up email after interview, writing a thoughtful message to your potential employer should be the first thing you draft after your initial interview.
Remember to keep your message concise, timely, and most of all, personal. It’s easy to copy and paste a template, but circling back on key moments from your interview will show that you were paying attention and show your enthusiasm for the role.
We’ve provided five templates for you to adapt, and with the help of Scribe, Proton Mail’s new writing assistant, you can write the best interview follow up email that sets you apart from the rest.
Get creative and you’ll impress your hiring manager — and, hopefully — land the dream job you’ve always wanted.
