What do you do after you come back from a job interview? Most people do nothing. However, sending follow-up mail can increase your chances of getting hired. But you need to do it the right way. Delve deeper into this article to discover details regarding how to frame the best emails to follow up after an interview.
Importance of a follow-up email
Are you wondering why you should send a follow-up mail to your interviewer? Well, it’s an opportunity to showcase your eagerness about the job. Moreover, the recruiter might be impressed with your proactiveness.
Additionally, these emails provide another opportunity to create a positive impression and differentiate yourself from other candidates. In case you made some mistakes during your interview, a follow-up mail is a nice way of correcting them. It shows that you are willing to give the recruiters an accurate assessment of yourself.
When should you send the follow-up email?
Send a follow-up email within one to two days of your interview. But allow the interviewers a few hours to process your answers before sending the mail. If you haven’t received any communication from the company a week after your interview, it’s okay to send a follow-up email reflecting your continued interest.
Related: How to Write an Interview Confirmation Email: Tips and Best Practices
Basic Structure of a Follow-Up Email
Your interview follow-up email should incorporate the following elements:
1. Subject Line: Keep it clear and to the point.
When sending a follow-up message to a hiring manager, the subject line holds great importance. It provides a glimpse into the email’s content, so make sure it’s clear, brief, and directly communicates your purpose. To make your email stand out, consider personalizing the subject line. Include your name, the position you interviewed for, and the interview date. Alternatively, you can reply to the existing email thread to maintain continuity.
Example:
1. Thank you so much (Name of the hiring manager) for your time
2. Questions about (position)
3. Looking for clarification regarding the interview process
4. Follow-up for (job title)
5. It was great talking to you regarding the position of (job title)
2. Personal Greeting: Address the interviewer by name.
To make a professional impression, begin your follow up mail with appropriate salutations. Use “Dear Ms.” or “Dear Mr.” followed by the person’s name, industry, job title, and company name. This personalized approach helps establish a connection from the outset. Alternatively, you can address the recipient as “Sir” or “Madam.”
Example:
1. Dear Mr/ Ms (last name of the hiring manager)
2. Good morning, Mr/ Ms (last name of the hiring manager)
3. Greetings Sir/ Madam
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3. Expression of Gratitude: Thank the interviewer for their time and the opportunity.
Begin your email by acknowledging the job you applied for and expressing gratitude for the opportunity. Highlight a specific part of the interview that stood out to the interviewer, such as a key question or discussion. Include the location and date of the interview to help the hiring manager recall the specific conversation. Be concise and specific in your email while showcasing your interest in the company and the position.
Example: Thank you so much for talking to me regarding the account executive position. It was delightful talking to you about the role.
4. Reiteration of Interest: Clearly state your continued interest in the position.
In your follow up mail, restate your excitement for the position and the company. This shows your continued enthusiasm and interest in the role, making you more memorable to the hiring manager. By keeping your name fresh in their mind, you increase your chances of being considered for the position.
Example: I really loved talking to you about the sales executive position at your company. I found my responsibilities to be quite exciting and would love to join the team.
5. Summary of Qualifications: Briefly remind them of your suitability for the role.
In your follow-up email, emphasize your qualifications for the position by highlighting the relevant skills you mentioned in the interview. Reflect your confidence in your ability to contribute to the team using these skills. While doing so, maintain a humble and respectful tone. Your objective is to remind the hiring manager of the value you can bring to the role.
Example: I am confident in my ability to excel in the role of senior content writer due to my five years of experience in writing and proofreading. I believe that my skills and expertise will enable me to create engaging and impactful content that effectively connects with the intended audience.
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6. Specific Highlights: Mention any specific discussion points from the interview that support your candidacy.
Explain what sets you apart from others in your follow-up email after the interview. Talk about any points you wanted to mention in the interview but couldn’t. Just mention that you wish you could have talked about what’s on your mind and suggest continuing the conversation via email. Encourage potential employers to reach out with more questions. Include a call-to-action inviting hiring managers to get in touch.
Example: I was considering your point about the future of data centres. In my previous job, I was heavily involved in building and overseeing data centres. I am eager to apply that expertise at your company.
7. Additional Information: Offer to provide further details or documents if necessary.
In your follow up message, mention that you are willing to discuss more about yourself if necessary. Let the hiring manager know that you can send them more documents if they want them.
Example: I am sure that my background in website designing and my managerial experience will make me an ideal candidate to fulfil the organization’s objectives. Feel free to contact me for more samples of my work. I am looking forward to receiving a response from you.
8. Professional Sign-Off: Close the email with a courteous sign-off and your contact information.
Don’t skip including your signature and contact information when closing your email. Make sure to add your alternative email, home address, and home phone number. For a professional touch, use a friendly closing like Sincerely, Thank you, or Best regards.
Example:
Thank you,
Jahnvi Bhatt
9xxxx 56782
b.jahnvi@xyz.com
Tips For Creating A Follow-Up Email
Some tips for drafting an impressive follow-up mail are as follows:
1. Quickly Send the follow-up email
Timeliness is crucial for sending a thank-you note after an interview. Sending it within 24 hours is ideal, as waiting longer than a day or two can decrease your chances of impressing the hiring manager. Neglecting to follow this etiquette rule may hinder your application.
2. Keep it precise
Penning a two-page long follow-up message including all the details about why you love the company is not a good idea. You will have to send a short and sweet follow-up email after interview to keep it effective. But don’t keep it too short with just one or two lines. Such a short message will fail to address the key points from the interview.
3. Send personalized emails
Personalize your follow up mail by mentioning specific aspects of the interview conversation. Refer to a topic or question discussed during the interview to demonstrate your interest and attentiveness.
4. Keep it positive
To make a great impression through your follow up mail, maintain a positive attitude. Express your passion and excitement for the job through your message.
5. Proofread the write-up
Carefully check your interview response email for any spelling or grammatical errors before sending it. Consider using tools like Grammarly to ensure accuracy and maintain your credibility.
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Mistakes to Avoid
If you are trying to figure out how to write a follow-up email after an interview, steer clear of the following mistakes:
1. Being overly pushy or demanding.
Follow up politely after the interview, but avoid excessive communication. Repeated emails or frequent calls can create the impression of desperation and may discourage the hiring manager.
2. Sending the email too soon or without giving the hiring manager the courtesy of the agreed-upon time frame.
When sending a follow-up message after interview, consider the timeline of the company. If they said they would reach out to you within two weeks, give them that time with a buffer of a few days before reaching out again. However, there are exceptions.
If you receive a job offer from another company, it’s advisable to contact your point of contact promptly. By informing them of your situation, you enable them to move forward with informed decisions and potentially prevent conflicts in timelines.
3. Failing to customize your message for each recipient​
Avoid sending generic emails to multiple interviewers. Personalize your email after interview by tailoring them to each interview. Remember, interviewing is a two-way street. Show that you were attentive by addressing specific challenges or qualities the team mentioned. This demonstrates your genuine interest in the position.
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Sample follow-up email after the interview
If you are still wondering how to write a follow-up email, these samples might give you an idea:
1. Sample Follow-Up Email #1: General
| Subject: Thank you for the opportunity Dear Mr Singh, I am really thankful that you took the time to speak to me regarding the sales manager position. It was great knowing that you liked some of my ideas about growing sales. I am looking forward to joining the team and becoming a valuable asset to the company’s growth. If you need any further clarification from me, please feel free to contact me. Sincerely Anish Ahuja 98xxx 12345 ahuja.anisha@xyz.com |
2. Sample Follow-Up Email #2: Competitive
| Subject: Follow-up for SEO Executive position Dear Mr Verma, Thank you so much for your time yesterday. I found the discussion immensely beneficial for learning about the work environment and culture at your company. It was great speaking to you, and I found the opportunity quite exciting. I believe that my knowledge of SEO principles will make me a perfect fit for the job role. I am really looking forward to joining the team and contributing to organically growing your website traffic. Please feel free to contact me if you need any more details from my side. Sincerely Shweta Mishra 90xxx 45231 shweta.mishra@xyz.com |
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Conclusion
To wrap up, sending a follow up mail after an interview is an effective method to show your interest and eagerness for the position. By applying the advice provided, you can create a follow-up message that will leave a lasting impression. A thoughtful and well-written follow-up message will significantly escalate your chances of securing your desired job.
FAQs on Follow-Up Email After an Interview
Q1. What is the ideal time to send a follow up mail?
A1. The best time to send a follow up mail is within three to four days. It is important to give the hirers adequate time to process your application. Only if there is no result for four to five days you should send a follow up mail.
Q2. What should we avoid while writing the email?
A2. There is a certain way to compose the mail. The three major things to avoid are not to be extremely demanding or nagging, show signs of urgency like sending immediate followup mails, generalising your mail.
Q3. What are some of the important tips to abide by?
A3. Keep the email concise and to the point. Thank the interviewer for their time and opportunity. You should sound eager, not desperate. Also keep a positive tonality and remember to proofread before sending it.
Q4. Why should I send a follow-up email?
A4. Proactiveness is always a preferable behaviour and the best way to ensure your proactiveness to the recruiter is by sending a follow-up email. Additionally, it also sets you apart from the rest and assures your interest in the job.
