Interviewing

How To Write a Follow-Up Email After an Interview

August 25, 2020

Throughout the interview process, there are many different things that you can do to improve your chances of getting hired. After an interview, it is important to follow up with your interviewer to leave a lasting impression in their mind. Though many people have used physical letters in the past, the most common way to follow up with an employer after an interview is through email.

In this article, we list some of the advantages of writing a follow-up email after an interview, explain the steps necessary to write one, provide some examples and explore some additional tips for writing an effective follow-up message.

Benefits of writing a follow-up email after an interview

It is important to show proper professional etiquette throughout the interview process, and follow-up emails are an essential aspect of this. Here are some of the major advantages of writing a follow-up email to your interviewer:

  • Expresses gratitude: Interviewers always appreciate when candidates express gratitude for their time and consideration. Make sure that you thank your interviewer for the opportunity.
  • Helps you provide more information: If you were nervous during your interview and, as a result, felt like you inadequately addressed a specific question, a follow-up email can be the perfect opportunity to clarify or elaborate on a topic that you discussed in your interview.
  • Gives you an opportunity to further impress employers: It can be very beneficial to get another chance to impress employers after your interview. A great time to do this is in a follow-up email because it gives you another opportunity to explain why you would be an ideal candidate for the position.
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How to write a follow-up email after an interview

Follow these steps to craft a professional and effective follow-up email to thank an employer for their time and further impress them after an interview:

  1. Pick a great subject line
  2. Appropriately address the individual
  3. Begin with a 'thank you'
  4. Explain that you are following up after the interview
  5. Reinforce your interest in the job opportunity
  6. Set yourself apart
  7. Ask them to contact you and sign off

1. Pick a great subject line

The subject line is the topic or main agenda of the email, and it is usually the first thing that someone sees. Your first task is to select a great subject line that can capture your interviewer's attention. Make sure that it is short and conveys the main idea of the email. Here are a few examples:

  • I appreciate your time
  • Great speaking with you today
  • Follow up regarding (insert the job title)
  • Thank you for your time and consideration

2. Appropriately address the individual

In most cases, you should begin any professional correspondence by saying, 'Dear Mr or Ms' accompanied by the person's last name. The only time that you should address them differently is if the interviewer instructed you to call them something else or by their first name during the interview.

3. Begin with a 'thank you'

After addressing the interviewer, the first thing that follows is the body. Your email's body should begin by expressing your gratitude. Using the words 'thank you' is essential, but you should include them in complete sentences to specifically express what you are grateful for. You should mention the job title and thank the interviewer for giving you this opportunity.

4. Explain that you are following up after the interview

This is the part where you go into detail about what the email is all about. State that you are following up after your recent interview, and provide specific details about your meeting and the conversation that you had. It's common for interviewers to hold several interviews in one day, so it's wise to use as many unique details as possible and specify the job that you interviewed for. This allows the interviewer to better recall your interaction and properly attribute the message.

5. Reinforce your interest in the job opportunity

It's a good idea to clearly state your continued interest in the job so that interviewers know that you still want to work there after learning more information about the role and company. This also shows the interviewer your determination and excitement to get the position, which are attributes that employers look for in a new hire.

6. Set yourself apart

You are likely not the only one who interviewed for the job, so it is important to set yourself apart and convince the employer that you are the best candidate for the role. One way of doing this is by showing them the exceptional skills you possess. Take this opportunity to explain how you would use these skills to improve the company and further its goals.

7. Ask them to contact you and sign off

After completing the body, it is now time to finish up the email. Make sure that you keep communication open by telling them to contact you with any additional questions. This may prompt them to email you in case they need clarification about something or want to convey a message. You should then sign off with your first and last name.

Examples of follow-up emails

For better comprehension, use these examples of great follow-up emails as a guide when writing your own.

Sales manager position example

Here is an example of a follow-up email after an interview for a sales manager role:

Subject line: Great speaking to you today

Dear Ms Chu,

Thank you for inviting me to interview for the managerial position at PharmaSolutions yesterday. It was great speaking with you, and I'm excited about the opportunity. The details you provided about the job description are in line with what I have always wanted to do, and it would be my honor to join your firm. I strongly believe that the opportunity would help me further develop my skills and expertise.

I have worked with a wide range of companies in the industry and have handled hundreds of sales tasks. I would love to use my years of experience and administrative skills to help your company grow by applying my knowledge of sales management.

Please feel free to contact me if you need any more information. I look forward to your call within the week, as we discussed.

Thank you once again for your time and consideration.

Best regards,

Soojin Nguyen

Secretarial position example

Here is an example of a follow-up email that you could use for a secretarial role:

Subject line: I appreciate your time

Dear Mr Meyers,

I would just like to thank you for taking the time to interview me for the secretarial job at XDR International. I enjoyed our conversation about managing and handling people as a secretary. Our in-depth discussion reaffirmed for me that I would love to serve as a secretary for your company. I am eager to apply my expertise in interpersonal relationships and communication to assist and improve your firm.

I look forward to hearing updates about the position. Feel free to contact me if you have any concerns or questions.

Regards,

Chris Kim

Additional tips for follow-up emails

Here are some extra tips for crafting and delivering an effective follow-up email:

  • Send the follow-up email within 24 hours. Speed is important for follow-up emails after an interview. This is especially true if you forgot something or want to add something to the previous conversation. It's advisable to send a follow-up email within 24 hours of your interview. This ensures that the interviewer can get the message quickly before they make a decision.
  • Make it as short as possible. The employer is likely a busy person, so be considerate of their time by sending a concise message. Keep the email concise and straight to the point so that the employer can spend a short time skimming it. Most importantly, express yourself clearly to make it easy to understand the purpose of your email.
  • Send separate, personalized emails to everyone who interviewed you. To increase your chances of making a good final impression, send separate emails to every interviewer and personalize each one. You can do this by including their individual names and mentioning something specific they discussed with you during the interview.
  • Keep it positive. It is important to remain positive in any situation you are in, especially during a professional interaction. Make sure that your language focuses on your hopefulness and excitement for the opportunity by highlighting the great potential that you see for you and the company if they give you the position.
  • Maintain a professional persona. Remember, a follow-up email is a formal document, so make sure that you use professional language. A good example of this would be to use words like 'Dear Ms Chan' instead of 'Hi Michelle'.
  • Proofread the email. It's important to proofread your email before sending it to look for and correct any grammatical or spelling errors in your message. It can also be helpful to ask a friend to read through your follow-up email before sending it.