How to Write a Follow up Email After Interview: Samples & Templates

Navigating the post-interview phase can be just as crucial as the interview itself. A well-crafted follow-up email can not only reinforce your interest in the position but also keep you top-of-mind as the hiring decision is made. In this blog post, we’ll explore the essentials of writing an effective follow-up email, including key components, timing, and examples that can guide you in this important communication.

After you’ve put in the effort to prepare and perform well in an interview, the next step is to solidify your candidacy with a thoughtful follow-up email. This correspondence is more than just a polite gesture; it serves as an opportunity to thank the interviewer, reiterate your interest, and gather information. We’ll break down the components of an effective follow-up email, discuss the ideal timing for sending it, and provide samples and templates that you can customize for your own use.

How to Write a Follow up Email After Interview

1. Write a Concise Subject Line

Your subject line should be clear and to the point. It sets the tone for your email and helps the interviewer quickly identify its purpose. For instance, “Thank You for the Opportunity” or “Following Up on My Interview” are straightforward and effective options.

2. Begin with a Polite Greeting

Start your email with a courteous greeting. Address the interviewer by their first name (if appropriate) or use their title and last name. For example, “Dear Mr. Smith” or “Hello Sarah,” establishes a respectful tone.

3. Acknowledge the Context

In the opening lines of your email, acknowledge the interview you had. Mention the date and position you interviewed for as a reminder, especially if the interviewer meets several candidates.

4. Mention the Purpose of Your Email

Clearly state why you are writing. Whether it’s to express gratitude, clarify a point discussed during the interview, or inquire about the next steps in the hiring process, make it explicit.

5. Include a Call to Action

End your email with a call to action. This could be as simple as expressing your eagerness to hear back or asking if it’s possible to get an update on the hiring timeline.

6. Sign Off

Close your email with a professional sign-off, such as “Best regards” or “Sincerely,” followed by your name. You may also include your LinkedIn profile or contact information in the signature.

How Many Follow-Up Emails Should You Send After an Interview?

While one follow-up email is typically sufficient, you might consider sending an additional email if you haven’t received a response after a reasonable timeframe. However, sending too many emails can be perceived as pushy. A good rule of thumb is to wait a week after your initial follow-up before sending another inquiry.

When Should You Send a Follow up Email After Interview?

24 Hours After the Interview: This is the ideal time to send a thank-you note. It keeps you fresh in the interviewer's mind and acknowledges their time.

2-3 Days After the Interview: If you have not received a response, this is a good timeframe to send a gentle reminder about your interest.

1 Week After the Interview: If you have not heard back after a week, you can send a follow-up email to inquire about your application status.

2 Weeks After the Interview: If the interviewer indicated that a decision would take some time, this is an appropriate time to check in.

3-4 Weeks After the Interview: If you’re still waiting on a response, you can send one last follow-up to express continued interest. 

Samples of Follow Up Emails After Interview

24 Hours After the Interview

Subject: Thank You for the Opportunity

Dear [Interviewer's Name],

Thank you for the opportunity to discuss the [Position Title] role with [Company Name] on [Date]. I enjoyed learning more about the team and the exciting projects you have underway.

I am very enthusiastic about the possibility of joining [Company Name] and contributing to [specific project or value discussed in the interview]. If you need any more information from my side, please feel free to reach out.

Thank you once again for your time. I look forward to hearing from you soon.

Best regards,  

[Your Name] 

2-3 Days After the Interview

Subject: Following Up on My Interview

Hi [Interviewer's Name],

I hope this message finds you well. I wanted to follow up on my interview for the [Position Title] position. I am still very excited about the opportunity to work with [Company Name] and contribute to [any specific goals or projects].

If there are any updates regarding the hiring process, I would greatly appreciate it if you could let me know.

Thank you for your consideration!

Sincerely,  

[Your Name]

1 Week After the Interview

Subject: Checking In on My Application Status

Dear [Interviewer's Name],

I hope you are doing well. I wanted to check in regarding the [Position Title] position I interviewed for last week. I remain very interested in the role and would love to understand the next steps in the hiring process.

Thank you for your time, and I look forward to your update.

Warm regards,  

[Your Name] 

2 Weeks After the Interview

Subject: Follow-Up on [Position Title] Application

Hello [Interviewer's Name],

I hope you are having a great week. I wanted to follow up on my application for the [Position Title] role. I understand the hiring process can take time, but I am eager to hear about any updates or next steps.

Thank you for your attention, and I appreciate your consideration.

Best,  

[Your Name]

3-4 Weeks After the Interview

Subject: Continued Interest in [Position Title]

Hi [Interviewer's Name],

I hope this email finds you well. I wanted to reach out to express my continued interest in the [Position Title] position. I understand that the decision-making process can take time, and I appreciate the efforts involved.

If there are any updates or if you need further information from me, please do not hesitate to reach out.

Thank you once again for considering my application. I look forward to hearing from you.

Kind regards,  

[Your Name] 

Best Email Templates for Following Up After an Interview

Simple Follow Up Email After Interview

Subject: Thank You

Dear [Interviewer's Name],

Thank you for the opportunity to interview for the [Position Title] position. I appreciate the chance to connect and discuss my fit for the role.

I look forward to hearing about the next steps in the hiring process.

Sincerely,  

[Your Name]

Appreciation Follow-Up Email

Subject: Thank You for the Insight

Hi [Interviewer's Name],

I wanted to extend my gratitude for our conversation regarding the [Position Title] at [Company Name]. Your insights into the company culture and future projects were very enlightening.

I look forward to the possibility of contributing to your team.

Best,  

[Your Name] 

Status Update Email

Subject: Inquiry on Application Status

Dear [Interviewer's Name],

I hope you are doing well. I am writing to inquire about the status of my application for the [Position Title]. I am very interested in the opportunity and would appreciate any updates you might have.

Thank you for your time!

Warm regards,  

[Your Name]  

General Email Follow-up Templates

After a Screening Interview

Subject: Thank You for the Screening Interview

Hi [Interviewer's Name],

Thank you for the opportunity to participate in the screening interview for the [Position Title]. I enjoyed learning more about the role and [Company Name].

I look forward to your feedback on the next steps.

Best regards,  

[Your Name]

After an In-Person Interview

Subject: Thank You for the In-Person Interview

Dear [Interviewer's Name],

I want to express my appreciation for the in-person interview we had on [Date]. It was a pleasure meeting you and the team.

I am even more excited about the opportunity to be a part of [Company Name] and contribute to [specific project discussed].

Thank you once again for your time.

Sincerely,  

[Your Name] 

After the Second Interview

Subject: Following Up on My Second Interview

Hi [Interviewer's Name],

I wanted to follow up after my second interview for the [Position Title] position. Thank you for the opportunity to meet with [Names of Interviewers], as it deepened my understanding of the role and the team.

I look forward to hearing from you regarding the next steps.

Thank you,  

[Your Name]

Conclusion

A well-structured follow-up email can set you apart in the competitive world of job applications. By expressing gratitude, reinforcing your interest, and requesting updates, you can ensure that you remain memorable to the hiring team. Remember to personalize your email and maintain a professional tone. With the samples and templates provided in this guide, you’ll be well-prepared to craft the perfect follow-up email after your interview. Good luck, and may your next job opportunity be just around the corner!