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how to write a follow up email after an interview

How to write a follow up email after an interview? (Guide)

Key Takeaways
  • A follow-up email after an interview shows your deep interest in the position to the recruiting panel.
  • It is better to add a clear purpose when writing an email to get the attention of HR.
  • The three golden rules for writing a follow up email are positivity, clarity, and brevity.
  • The waiting period post the first follow up email after an interview should be at least five days before the second one.
  • Salesmate is the best recruitment CRM to streamline the hiring process for businesses, agencies, and consultant.

Standing out from thousands of candidates is no small feat. It requires a perfect resume, a stellar interview performance, and a good follow up email after an interview.   

In fact, did you know that 68% of hiring managers expect a follow up email from their candidates?   

This blog is a dedicated guide covering key topics such as:

  • How to write follow up email after an interview?
  • Best templates and examples for follow up emails after an interview.
  • How to send a follow up email after an interview?

Let’s begin this learning journey by understanding the importance of sending a follow up email after an interview.

Why send follow up after an interview? 

When you follow up after an interview, it reflects that you are interested in the position. Unfortunately, only 24% of job seekers take the time to send a thank-you note in the email.    

Further, sending follow-ups lets you clarify any additional questions or concerns you didn’t manage to address during the interview.   

Employers also appreciate follow up emails after job interviews because they give the impression that the candidate is eager for this role.

Hiring managers often consider these follow up emails when making a final recruitment decision. Sometimes, sending a follow up email is better, as it can be a differentiating factor between two equally qualified candidates.  

Next, we will discuss how you write how to write a follow up interview email.    

How to write a follow up email after an interview?  

Recruiting panels may ignore follow up emails due to a generic approach or the high volume of candidates they manage.

So, ensure you know how to write a follow up email after an interview that stands out.

Steps of follow up email after an interview

Let’s learn about the steps of writing a follow up email after an interview in detail:

1) Write a precise subject line 

The subject line of an email is the first thing any recipient will notice, so it should be compelling and relevant to your message.   

Your subject line must convey the purpose of the email to the hiring manager precisely.

Here are a few sample subject lines of a follow up email after an interview:   

  • Thank you for this opportunity   
  • Any updates: Job [Interview]   
  • Good to meet you again, [Interviewer’s name]   
  • Following up on [Job role] 

2) Begin in a polite manner

Always address your interviewer by name and start with a formal greeting.

Here are a few ways of doing this in the best way possible:   

  • Hi Name   
  • Dear Name   
  • Hello Name   

Among the above options, ‘Dear Name’ is the most common greeting. For a less formal greeting, you can adapt ‘Hi Name’ or ‘Hello Name.’   

3) Add up a gratitude component 

Before the main email body, acknowledge the hiring manager’s time and consideration for your interview.

Here is one of the best examples of a follow up email after an interview to draw inspiration from:

Add up a gratitude component 

If you are looking for some ideas on how to acknowledge your interviewer, the below pointers can guide you:   

  • Show gratitude by thanking the interviewer for the opportunity.   
  • Mention the role and interview date, showing your attentiveness.   
  • Summarize some specific details in the interview which you enjoyed learning.   

Always use a positive tone to convey your continued interest.

4) Give a clear purpose for the email 

A follow-up with no defined purpose leads nowhere, so focus on writing a meaningful follow-up that can help you obtain information regarding the next steps in the hiring process.

You must summarize your purpose for writing this follow up email in the first or second paragraph.    

Putting the right words in an email is essential, even if you think you have crafted the best follow-up email that can’t be ignored.  

Here are some of the most obvious purposes for a follow up email after an interview: 

  • To give a gentle reminder to the interviewer of your conversation and highlight your interest in the job.
  • Share the further resources that support your application and showcase your qualifications.
  • Ask some questions if you have any new questions or need clarifications post-interview.

5) A subtle CTA will work 

A clear CTA informs the recipient exactly what action or response is needed to your follow-up email.  

Here are a few examples of CTA for an interview follow up email:    

  • I am looking forward to hearing from you.    
  • Any further updates on the interview process that are shared will be appreciated.    
  • Please let me know when you want to schedule a chat.    

6) Professional sign-off 

Wrapping up an email with a professional sign-off leaves a positive impression in a recruiter’s mind.  

Here are the few words you can use:   

  • Sincerely   
  • Best regards   
  • Thanks     
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Let’s discuss when sending a follow up email after an interview is appropriate.    

When to send follow up email after interview?  

The average response time to be considered after an interview is 24 business days, which can vary per the given time frame.   

Amidst this waiting period, you can send up follow up emails after an interview within this time frame: 

Steps when send follow up email after interview

1) Within 24 hours: A thank you email was sent on the same day to express appreciation for your time and conversation with the interviewer.    

2) After one week: To express your appreciation and leave a stronger impression.    

3) After two weeks: This is a gentle reminder that you are still waiting to hear back from them!    

4) After 3 to 4 weeks: You will receive a response regarding whether you made it for the role.    

5) One month after an interview: It’s time to send an upfront reminder and the last email that creates a positive impression and helps you stay in touch with the company for future openings.    

After your first email, it’s better to step back and wait for the response. 

If you are given an estimated date for the response, it’s better to wait until then.

What to say in a follow up email after an interview – 4 Templates

Here are the templates that will give you an idea of how to write a meaningful follow up after the interview. Plus, there are ideas on how to use them, so let’s begin.

1) Thank you email within 24 hours 

Why send it – This is to thank the hiring managers and panel for their valuable time and express your interest in the position. It helps you stand out from the list of candidates who applied.   

  • Sample template  

Why is this template effective? 

You don’t have to say much; just express gratitude and interest, like this follow up email after an interview template. Appreciating company culture and team interaction is a good way to show your interest in joining.

2) Follow up email after one week 

Why send it – Following up after a week is ideal for leaving a gentle reminder to the recruiting panel. This kind of follow up will help move the interview process forward.    

  • Sample template  

Why is this template effective?  

This follow up email template is to the point, with a humble greeting and a request to share the portfolio to persuade the hiring decision.

3) Follow up email after two weeks 

Why send it – Here, we can ask for an answer through a gentle reminder if the recruiter has yet to give an update within the stipulated time.  

  • Sample template  

Why is this template effective? 

Use this template to remind the recruiter that you still have enthusiasm for the role and show empathy for any response delays. It conveys your patience and optimistic outlook.

4) Do a follow up email after a month 

Why send it – It’s a final email when you just put in the last email from your side, as you have been waiting to hear for a month.

  • Sample template   

Why is this template effective? 

If it has been a month since the interview, this template will give them a final reminder and help them remember you.

You can add a final note about the vacancy reminder, and you are still available if they are willing to return.

Let’s look at the prominent examples of writing a follow up email after an interview.    

Follow up email after an interview example – Must check!  

Here are five scenarios for follow-up emails after an interview, providing guidance on when and how to send a reminder:

Example 1: Post-interview status inquiry email

Post-interview status inquiry email

What makes this email example stand out?  

The specification in a follow up email makes it worth reading and reflects your attentiveness towards the event that happened. For an interview follow up, asking the question for hearing back directly tends to get you an answer.

Example 2: Email to job decline but to keep in touch

Email to job decline but to keep in touch

What makes this email example stand out? 

This type of follow-up email is proper when you want to decline a job offer politely but still maintain a positive relationship with the employer. It’s an excellent way to express your interest in future opportunities that better align with your career goals.

Sending this email can leave a lasting, positive impression, which might help you secure a job in the future.

Example 3: Gentle reminder email after interview

Gentle reminder email after interview

What makes this email example stand out? 

This follow-up email is a reminder and helps move the recruiting process forward. It should be brief and clear, allowing the recruiter to grasp its purpose quickly.

Remember to ask for updates on the hiring process to get an idea of when to expect a final decision. 

Example 4: Interview decision inquiry follow up email

Interview decision inquiry follow up email

What makes this email example stand out? 

This example is a second follow up email after an interview, typically sent about two weeks after the initial interview. It focuses on following up on the hiring process without mentioning additional skills already covered in the first follow up. 

Here, you can inquire if the recruiting panel requires further documents, information, or portfolios to assist decision-making.

Example 5: Application status request after interview

Application status request after interview

What makes this email example stand out? 

This follow-up email example is sent after an interview to remind the recruiter that you eagerly await a positive response. Including details from the conversation a few days earlier can be helpful, as recruiters often manage numerous candidates and may need reminders. 

In the call to action (CTA) section of the email, include your phone number and email address so that the recruiter can contact you directly at each hiring process step. 

After learning about the examples, let’s give you some tips on how to send follow up emails after the interview.  

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How to send a follow up email after an interview?  

Follow up is a strategic step in the job search process, and the below techniques will help you get a response to your follow-up emails after an interview:

1) Be mindful of the timeline given 

Consider whether HR provided a timeline for a follow up interview. If you don’t receive a reply, you can send a follow up thank you email within two days. 

2) Add the interviewer’s name in the CC 

The recruiter’s direct point of contact should be added to address them. It is also advisable to add all the names from the recruiting panel to the CC so that everyone is in the loop and knows about your follow up email. 

3) Proofread before sending an email 

There should be no grammar or spelling errors, so checking the email before sending it helps them know you are sincere about the job.

Please ensure that the follow up email does not contain format errors. Also, all the emails mentioned belong to the recruiter panel.  

Also read> <Ultimate guide to email sequences

Now, let’s know how long you should wait after a follow up.

How long should you wait after an interview to follow up? 

A quick follow up within 24 hours or two days ensures interest in the position and keeps you relevant amongst other candidates.  

Further, wait a week to ten days before sending a second follow up for a better timeline so you never look pushy for the response.  

It is better to follow all the guidelines mentioned by the recruiter during the interview. If the recruiter doesn’t mention the deadline during the interview, ask.  

Let’s examine how a CRM tool can automate the hiring process.

How does Salesmate CRM streamline the hiring process? 

Being a recruiter, finding a recruitment CRM that helps businesses collect, evaluate, and hire the best talent is hard.  

Salesmate is a recruitment CRM that allows businesses and agencies to hire and choose from an ample talent pool.  

Here are the top features of Salesmate CRM to streamline your hiring process:  

  • Automation: It helps to assign tasks, collect applications, or send automated communications through calls, email campaigns, and texts.  
  • Automated Chatbot: Set up the custom chatbot to drive more applicants to the company.  
  • Built-in connection:Connect through your CRM to different candidates via a built-in system for a phone interview, sync your emails, send text messages, and meeting scheduler.  
  • Pipeline to maintain deals: Maintain separate pipelines for every candidate to manage unlimited candidates and customize them.  
  • Sequences: Automate your follow up emails or texts so that you can spend more time attracting the right candidate to the company. 
  • Shared inbox: Follow and assign conversations to the team to focus on talented candidates.  
  • Reports & Insights:Use insights and reports to determine the number of candidates applying for the job.  
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Final thoughts 

I hope you’ve found the strategic approach to the question: how to write an interview follow up email?

Further, sending a follow up email after an interview is an effective tactic for getting a response from recruiters and helping you get shortlisted.   

The most proven tactics for sending a follow up email after an interview include the right timing, relevant email address, and frequency.

The best templates and examples mentioned can help improve your chances of winning a job. 

If you’re a recruitment agency or have a full-fledged business, investing in Salesmate, a recruitment CRM, can be an all-in solution for recruiting great talent and growing your business with smart automation and analytics.

Know more by starting your 15-day free trial today!

Frequently asked questions 

1) Should I send a follow up email after an interview?

It is better to send a thank you note within 24 hours, which shows your interest in the recruiting panel and creates a better impression.

However, wait before sending a reminder after the first interview until the dedicated deadline to avoid looking pushy. 

2) How do you politely ask for an update after an interview?  

If you’re aiming to win your dream job, you must know how to write a follow -up email after an interview. Here is an answer to ‘how to write a follow up email after interview’ for an update:  

  • Clear subject line  
  • Proper salutation  
  • Express appreciation in the first paragraph
  • Ask your follow up question
  • Show your enthusiasm again  
  • Request interview feedback  
  • Closing CTA & note  
3) How soon should you expect to hear back after an interview?  

Within 24 business days, you can expect the final reply from the HR panel.

4) What to say in a follow-up email after an interview?

You can state the following things in a follow up email after an interview:

  • Express gratitude to the interviewer for their time and the opportunity.
  • Highlight specific aspects of the interview or the company that particularly interest you.
  • Offer additional information to help you win a response, such as your latest project/achievement.
  • Inquire about the next steps in the hiring process.
5) How long after an interview should I be worried if I don t hear back?

Ideally, you should wait 7-10 days after an interview before sending a follow-up email if you haven’t received a response.

Also, if the interviewer has given you a specific timeline for their decision-making process, wait until that period has passed, plus a couple of days before reaching out again.

6) Is it unprofessional to not hear back after an interview?

It’s not unprofessional to not hear back after an interview, as hiring processes vary. Recruiters handle many candidates and other responsibilities, which can delay communication. 

However, companies informing candidates of their status enhance their reputation by ensuring a positive candidate experience.

Sonali Negi

Sonali is a writer born out of her utmost passion for writing. She is working with a passionate team of content creators at Salesmate. She enjoys learning about new ideas in marketing and sales. She is an optimistic girl and endeavors to bring the best out of every situation. In her free time, she loves to introspect and observe people.

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