How to Write a Follow-Up Email After an Interview (Examples + Guide)

Kellie Hanna, CPRW
By Kellie Hanna, CPRW, Career Advice Expert Last Updated: March 12, 2024

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You’ve written your resume and cover letter and aced the interview. Congratulations, you’re almost there! But there’s still some work to do to secure the job: the interview follow-up email. 

Writing a follow-up email after an interview gives you a competitive edge over candidates who skip this important part of the interview process. Below are some of the benefits of sending a follow-up email after an interview:

Benefits of sending a follow-up email after an interview

  • Reinforces your enthusiasm for the position.
  • Demonstrates thoughtfulness and a willingness to go the extra mile.
  • Provides the opportunity to ask more questions.
  • Allows you to highlight your qualifications for the job.
  • Keeps you fresh in the hiring manager’s mind.

Interview follow-up email template

Below is a post-interview email template that you can use as a starting point for crafting your follow-up email.

Subject line: Thank You – [Job Title] Interview

Dear [Interviewer’s name],

Thank you for taking the time to interview me on [day or date] for the [job title] position with [company name]. It was a pleasure speaking with you and learning more about the job. 

I enjoyed learning about [something about: the job, the company’s goals, a project that interested you] and I am thrilled about the prospect of using my [skill and or knowledge] to assist you with [a task, project, goal]. I would make a great asset to your team because I can [explain how you would add value].

Please let me know if you have any further questions or need any additional information from me. I can be reached at [phone number] or via this email address. 

Best regards,

[Your name]

To see sample follow-up emails for after an interview that match your unique situation, jump to:

When to send a follow-up email after an interview

The timing of your interview follow-up email depends on the context and content of the email. We’ve detailed when to send an interview follow-up email for three common scenarios below.

Post-interview thank you email

When to send your email: Within 24 hours of your interview

Sending a thank you email after an interview is a common practice and can help you stand out as a candidate. You can express your gratitude for the opportunity to interview and reiterate your interest in the position.

You might feel compelled to write your email immediately after the interview to show the employer you are eager for the job and to keep the conversation fresh. Not so fast! 

Alison Green, the author of Ask a Manager, says that writing an interview follow-up email too fast can backfire. 

Not only are you bypassing the chance to personalize the content based on what happens in the interview itself, but sending it so quickly comes across like you’re just checking off an item on your to-do list. You want your interviewer to know that you’ve spent time digesting the conversation and that your note reflects real thought and interest.– Alison Green, author of Ask a Manager

Instead, take the time to write down anything that stood out from your interview and lingering questions that came to mind during the conversation. Then, send your initial thank-you email within 24 hours of your interview.

Application status check-in

When to send you email: Two weeks after your interview

You can send a follow-up email after an interview to inquire about the status of your application or to provide additional information that you may have forgotten to mention during the interview. 

Remember that the hiring process can take time, and it is important to give the employer the space and time they need to make a decision.

For instance, if you send an interview follow-up email after a week, it’s likely that the company is still interviewing candidates and will be unable to provide an update.

Keeping in touch

When to send your email: Within 24-48 hours of a rejection notice 

If the interviewer decides to pursue other candidates, you can send an email to thank them for their time and to express your continued interest in future opportunities.

While it can be disappointing to receive a job rejection, keeping in touch with the employer can help you expand your professional network

They may be able to refer you to other contacts in your field or contact you regarding future opportunities that better align with your skill set. 

What to include in an interview follow-up email

Although every follow-up email for an interview is unique, standard rules apply. Here’s what every post-interview email must contain:

Email subject line

If this is your first time writing the interviewer, then a good subject line should look like one of the following examples:

  • Thank you for the Interview on 6/15
  • Follow-up Regarding Interview for [Position Name]
  • [Your Name] Interview Follow-up 

Professional salutation

Address your interviewer by name, like “Dear First and Last Name,” Never greet informally like “Hello,” “Hi [Name],” or  “Greetings,” and avoid using titles like “Miss” or “Mr” unless you are certain of their gender identification. 

Introduction 

A follow-up email after an interview should always begin with gratitude. Thank the interviewer for their time and consideration. Always mention the specific job title and company name. For example:

“Thank you for taking the time to interview me yesterday about the editorial assistant job at The Times News. It was nice to meet you.”

Body text

The body of your letter should reiterate your interest in the position and reference something from your conversation with that person and connect it to your qualifications.

Ask a question if you have one about something that came up in your interview, and address any concerns the interviewer may have had. One or two paragraphs are acceptable for the body of your letter. For example:

“I was interested to learn about the new social media project you have spearheaded and I’d love to help you see it through. I’m sure my background in social media marketing and my editorial judgment will be great assets to you and the company.”

Conclusion

Your interview follow-up email should summarize why you’re the best candidate. Provide a detail or two to show what sets you apart from other job applicants, and invite them to ask you more questions.

Let them know you look forward to hearing back from them. Invite them to call you (remind them of your phone number!) or email them to reply.

Sign off

Close your letter with a professional signoff, like “Best regards,” “Sincerely,” and under it, leave a space and then write your name.

Sample interview follow-up emails for any scenario

Explore examples of professionally written post-interview emails for various scenarios to get started. 

We’ll offer expert tips every step of the way so that you navigate the entire interview process with ease. 

Follow-up email after a phone interview

A phone interview is typically a brief screening to ensure you meet the minimum requirements for the job.

Here’s how to write a follow-up email after a phone interview:

  • For a phone interview, it’s best to write your follow-up interview email the same day so the potential employer knows you’re interested in the job.
  • Thank the interviewer for contacting you for the position and for taking the time to talk to you.
  • Express your interest (if you are still interested in the job, that is), and be specific. Think of something about the job that excites you and explain how you can help the company with a goal or a need.
  • Close with an invitation to contact you for more information and let them know you look forward to taking the next step in the interview process.
  • Sign off politely and professionally.

Use this example of a job interview follow-up email for reference:

Subject line: Thank you for your time today.

Dear [Interviewer’s Name],

Thank you for talking with me today about the [job title] position with [company name]. It was great to learn more about [company name]! I’m happy to know we have similar ideas. I am particularly intrigued by your thoughts on [topic that you discussed], and I’d love to learn more about it. I’m excited about the prospect of using my [skill/knowledge] in [subject matter] to help you reach your goals.

Please let me know if you have any further questions. I can be reached at [phone number] or by replying to this email.

Best regards,

[Your Name]

Follow-up email after a first-round interview

If all goes well during your phone screen, you’ll be asked to meet with one or more people for a first-round video interview or in-person interview. 

Here’s how to write a short and sweet follow-up email after a first-round interview:

  • Write an interview follow-up email to each person you talked to if you interviewed with more than one person. 
  • Your follow-up letter for the first round after a phone screen should be a bit more detailed and focused on specific topics from your conversations.
  • Greet the interviewer by name, like “Dear Joan.”
  • In your introduction, show your excitement for the position and thank the interviewers for their time. 
  • The body of your email follow-up after an interview following a phone screen should describe how you would tackle specific challenges that you discussed during the interview and detail how you would handle them should you be hired.
  • Have a presentation or notes prepared to explain what you can do to help meet a goal or spearhead a project and attach it to your email. 
  • Close by reiterating your interest in the position and sign off professionally.

Here’s an example of what an interview follow-up email for a first-round interview following a phone screen might look like:

Subject line: Thank you for the interview on [date]

Dear [Interviewer’s Name],

Thank you for talking more in-depth with me about the [job title] position with [company name]. I really enjoyed our conversation, and I’m even more excited about the opportunity to join your team.

After thinking about your goals for the next year, I came up with a few ideas I think would help you succeed. I’ve attached a short presentation to explain my ideas in detail and to show you how I can help. I’d love to know what you think, and I’m happy to answer any questions you might have. Feel free to call me at [your phone number] or reply to me directly through this email.

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

Best regards,

[Your Name]

Follow-up email after a second-round interview

You’ve made it through the job application process, a phone screen and the first round of interviews. The hiring manager liked you so much that they called you in for a second round of interviews. Nice work! 

Here’s how to follow up after a second-round interview with an email:

  • At this stage in the interview process, you are likely competing with a few additional candidates. To gain a competitive edge, you will want to use your interview follow-up email to explain exactly why you are the only candidate worth hiring.
  • Just like you did after your first round of interviews, wait a few hours to follow up and, in the meantime, process the conversations you had.
  • Frame your interview follow-up email as you did for your phone screen and first-round interview emails.
  • When writing your second round follow-up letter, express your eagerness to join the company, being careful not to come across as desperate. Tell them exactly why you feel excited about the opportunity, using points from your conversation.
  • In the body of your letter, emphasize your selling points and mention a skill or past accomplishment you didn’t mention in any of your earlier interviews. Provide a compelling statement that tells the interviewer why you’re the best for the job,
  • Wrap up your last follow-up email by once again showing your eagerness for the position and inviting the interviewer to follow up.

Use this example of an interview follow-up email for inspiration:

Subject line: Thank you for the interview

Dear [Interviewer’s Name],

Thank you for taking the time to speak with me [day/date] about the [job title] position at [company]. It was great to meet you and learn about your goals for the team. I’m thrilled for the chance to work with you, and I’m ready to roll up my sleeves to help you get [project] off the ground.

My [specific skills] and knowledge of [topic] will come in handy to help bring in new leads, and my track record shows I am capable of retaining clients after I bring them in. I don’t think I mentioned this when we spoke but in my previous role, I [specific, measurable accomplishment]. I’d love to do the same for [company name].

I’m ready to get started! I look forward to hearing about the next steps in the process. Please let me know if I can provide additional information in the meantime.

Sincerely,

[Your Name]

Follow-up email after no response

If it’s been two weeks since your last interview and you haven’t heard back after sending your initial thank-you emails, then it is reasonable to check in on the status of your candidacy.

Remember to maintain a positive and professional tone to avoid sounding overly pushy. Here are a few tips for sending an interview follow-up email after no response: 

  • For this type of follow-up, write the job title in the subject line, like “Following up about [Job title].”
  • Since this email follow-up is for a status check, you only have to write to the hiring manager since they are the final decision maker.
  • Keep this email follow-up letter very brief. You simply want to let the employer know that you’re still interested in the position and would like an update about your status.
  • Ask how you can help them with their decision and offer to provide more information or references if they need them.

Have a look at this example:

Subject line: Following up on our conversation

Dear [Interviewer’s Name],

Dear [First name],

I hope you’ve been doing well since our chat two weeks ago. I’m still very much interested in the opportunity to work with you. Do you have any updates for me?

Please let me know if there is anything I can provide to assist in the decision-making process. I look forward to hearing from you.

Best regards,

[Your Name] [Your phone number]

Follow-up email to stay in touch

Sending an email to stay in touch if an employer decides not to proceed with your candidacy demonstrates your professionalism and gratitude for the opportunity. 

By maintaining a positive and respectful relationship with the employer, you keep yourself on their radar for future opportunities that may arise. They may remember you for other positions or refer you to contacts in their network. 

Here are a few tips for sending a follow-up email after a rejection notice: 

  • Remember to approach the situation with grace and gratitude, and keep your communication concise and professional.
  • It’s important to balance staying in touch without being overbearing. 
  • Let the employer know that you are still interested in the company and would like to stay connected for future opportunities.
  • Mention that you would like to connect on LinkedIn to maintain a professional relationship and stay updated on company news and job openings.
  • Keep your email brief and to the point. Respect the recipient’s time and make it easy for them to read and respond.

Take a look at this example for inspiration:

Subject line: Thank you for your time and consideration

Dear [Interviewer’s Name],

I hope this email finds you well. I wanted to take a moment to express my sincere appreciation for the opportunity to interview for the [Job Title] role at [Company Name]. I enjoyed our conversations and appreciate the time and effort you took to consider my application.

I understand that the company decided to move forward with other candidates for the role. I respect the decision and wish the company continued success in all its endeavors.

I would like to express my continued interest in the company and would like to stay in touch for future opportunities. If there are any other suitable positions that match my qualifications, I would love to be considered. Additionally, I would like to connect with you on LinkedIn to stay updated on the company’s news and job openings.

If possible, I would appreciate any feedback you could provide regarding my application or interview performance. I am always looking for ways to improve and would value your insights.

Thank you again for your time and consideration. I look forward to staying connected and following the company’s success.

Best regards,

[Your Name]

Tips for writing a follow-up email after a job interview 

Take a look at the following tips on writing a compelling follow-up email after an interview and following up if you do not get a response. 

Personalize your email for your audience

As with any other form of writing, you must keep your audience in mind when writing a job interview follow-up email.

Chances are, over the course of the interview process, you will have spoken to more than one person, and you have to follow up with each one of them.

So, when you prepare your interview follow-up email, make notes from each interview so you don’t forget anything from your conversations.

Send a follow-up email to each interviewer 

If you interviewed with multiple people, it is important to send a follow-up email to each of them individually to show your appreciation and reinforce your interest in the position. 

Here are some tips on how to send a follow-up email if you interviewed with multiple people:

  • Send individual emails: Avoid sending a group email to all the interviewers as it can come across as impersonal and lazy. Instead, send individual emails to each person you interviewed with. 
  • Mention specifics: In each email, mention specific details from the interview that you discussed with that person. This could be a particular question or topic that resonated with you or a challenge the company is facing that you have experience with.
  • Personalize the message: Customize your email to reflect the interviewer’s communication style and personality. For instance, if one interviewer was more formal, use a more professional tone and language, while if another was more casual, use a more conversational tone. 

Pay attention to your tone

The tone of an interview follow-up email plays a crucial role in how your message is perceived by the hiring manager.

It is essential to strike the right tone to make a positive impression and maintain a professional image. 

A follow-up email with an overly aggressive, pushy or impatient tone can turn off the hiring manager and hurt your chances of being considered for the role.

On the other hand, an email with a passive or lackluster tone can convey disinterest or lack of initiative, making the hiring manager less likely to remember you.

If you are expressing gratitude for the interview or confirming next steps, your tone should be appreciative and respectful.

If you are following up on the application status, your tone should be polite but assertive, showing your interest in the position without sounding pushy.

Follow up strategically if you don’t hear back    

It’s been several weeks since you’ve written a second-round interview follow-up email to every person you spoke with and check your email daily for news, but all you hear back is crickets. What to do?

Don’t contact the company every day. This will likely lead to irritation and reduce your chances of landing the job. You should still follow up (politely and professionally!) if you want to convey that you’re serious about the job. 

Reach out to human resources if you do not hear back after two weeks, and then once more after the third week.

If you don’t hear back after three weeks, refrain from sending an additional check-in email. Instead, focus on new opportunities. Here are a few tips: 

  • Reach out to your network. If you know someone who works at the company, or if a colleague or friend knows someone who works at the company, check to see if they know anything about the status of the job. 
  • Focus on new opportunities. Once you decide to move on, do so with grace. Although it can be challenging not to take rejection personally, it’s important to realize there are many reasons you didn’t hear back about the job. Now it’s time to focus on the next steps in your job search. 
  • Update your resume for a better chance of getting a job. Start your next search on the right foot with a revised resume. We can help you build a great new resume fast! Simply upload your resume into our Resume Builder or start from scratch with one of our resume templates

Key takeaways 

  1. Sending a follow-up email after an interview demonstrates your professionalism and gives you a competitive edge over candidates who do not send one. Be brief and to the point in your interview follow-up email.
  2. Send a post-interview thank you email within 24 hours of your interview, addressing the interviewer by name and mentioning topics discussed during the interview.
  3. You can send an application status check-in email two weeks after your interview if you do not hear back.
  4. If the employer decides not to move forward with your candidacy, it’s a good idea to send an email thanking them for their time and offering to stay in touch for future roles.
  5. Send a personalized thank you email to each person you interview with after each round of interviews throughout the process.
  6. Maintain a positive and professional one in every email you send, conveying your confidence without sounding pushy.

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