Follow-Up Email after Interview — 10+ Examples & Templates

Learn how to write the perfect follow-up email after an interview with examples and templates to increase your chances of landing the job.

Follow-up emails are the messages sent to the interviewer, recruiter, or hiring manager after your recent interaction with them in order to convey your appreciation for their time, tell them more about you, learn about the status of your application, and sometimes also build a stronger connection with the interviewer.

It can be worrying and desperate when you've not heard from your interviewer yet. And sometimes, you will decide to draw the attention of the interviewer towards you. There can also be a phase where you just want to express your gratitude to the interviewer. That's when follow-up emails come into play. Let us delve deep into understanding everything about follow-up emails.

Importance of Follow-Up Emails

It's a necessary factor for the applicants to understand why sending follow-up emails plays a vital role in raising their selection chances.

  • It can lift the selection chances: Sending the follow-up email can capture the attention of the interviewer, as it makes them understand that you are really interested.
  • It will reflect your appreciation: A follow-up email will portray your gratitude towards the interviewer. And it will have a positive impact on you.
  • It will exhibit your lasting commitment. You can show that you are actually looking forward to the particular role you applied for.
  • More chances for a clarified explanation: Though you were unable to explain yourself clearly in the interview, you can mention them in the email to add up more about yourself.
  • Maintaining a healthy relationship: It allows you to maintain a formal and healthy relationship between you and the recruiter.

When should I send a follow-up email after an interview?

Sending a follow-up email is important, but what matters more is the timing. So, when can you send the follow-up email? Let us look into this:

Immediate Follow-Up (within 24 hours)

You can send a follow-up email a day or two after the interview to convey thanks to the interviewer. This will highlight your proficiency and keen interest in the role.

You can use the following or similar subject lines:

  • Grateful for your time (interviewer's name)
  • Thank you!
  • Interview follow-up

Example:

Subject: Grateful for your time to talk about the system development position, Mr. Rohith.

Dear Rohith,

I would like to thank you for the wonderful time we had on August 8, 2024. I had enjoyed our conversation about the system development role in your renowned organization, Amazon.

It excited me so much to realize that my 5 years of experience and efficient skills are enough to convince me that I am fit for this job. I would love to work with you. I'm waiting to hear from you. For further clarity and details, kindly contact me.

Thank you,
Rachel
90xxxxxxxx
[email protected]

Second Follow-Up (After One Week)

A second follow-up email is to be sent for the second time if your first follow-up email is left unanswered. It might lower your confidence when the other side hasn't responded yet. So, try sending a second follow-up email. Usually, these emails are sent after a week.

You can use the following or similar subject lines:

  • Revisit: Follow up on previous inquiry
  • Status check
  • Eager to hear from you.

Example:

Subject: Follow-up on application status

Good morning, Mr. Cliff,

Thank you for talking to me about the system developer role on August 8, 2024. I have had a pleasant and amazing experience with you.

I am very confident that I am capable of performing the role in your esteemed company. It is to remind you about my application. I would like to know the application status, as I have not yet heard from you. I'm awaiting your response.

Thank you,
Emma
90xxxxxxxx
[email protected]

Final Follow-Up (After Two Weeks)

It can sometimes get on your nerves when you still don't hear back even after 2 weeks. But consistency is the key! So, don't hesitate to send a final follow-up.

You can use the following or similar subject lines:

  • Check-in: Kindly respond
  • Reminder: Awaiting your response.

Example:

Subject: Request for inquiry on the status of the application

Dear Mr. Edward,

I am writing to you to inquire about the status of my application. It was nice talking to you on August 8, 2024, about the position of system developer.

I get that you must have a packed calendar at work. But I would like to know where we are in the hiring process. Kindly let me know about the status soon, at your convenience.

Kind regards,
Aarna
90xxxxxxxx

How do I write a follow-up email after an interview?

Choose the right subject line:

It is simply the title of the book. But here, the book is the email body itself. So, the subject line refers to the text in the header that first catches the eye of the receiver and describes what the email is actually written for. Through the subject line, the receiver can understand the content of the email.

Some examples of attention-grabbing and standard subject lines for follow-up emails are given below:

  • Grateful for your time (interviewer's name)
  • Thank you!
  • Application status follow-up
  • Request to connect

The subject lines depend on the timing and purpose of your follow-up email. For example, the first two examples can be used when the email is sent within a day or two to express gratitude.

The second example can be used when the email is sent after one week for details about the application status.

The third example can be used when the email is sent to maintain personal connections.

Open with a greeting

So, who doesn't greet when initiating a conversation? In fact, a polite greeting is necessary here.

Start the email with a respectful salutation, like:

  • Good morning, madam/sir (name)
  • Greetings, sir
  • Dear Mr. or Mrs. (name)

If you already have a friendly connection with the recruiter, an informal greeting can be used sometimes.

  • Hey (name)
  • Hello (name)
  • Hi (name)

Be cautious of the tone in your email. If the tone sounded impolite and tactless, it might dull his or her enthusiasm to continue reading your email.

Say Thank You to the Interviewer

Thank the interviewer for their valuable time and let them know that you had a great time connecting with them and expressing your persistent interest and excitement for the position. You can also try to highlight the specific moments from the interview where you feel connected or where you enjoyed them.

Example format:

I am grateful for the valuable time you invested (date). It gave me immense pleasure to talk to you about the role of "SEO content writing" in your esteemed (organization/company) name. It was so pleasing to know that we had similar thoughts on the matter.

Remind them of the value you can bring

Jump at the chance to bring to their attention the skills you possess and how your skills align with the position's demands. Also, show them that you are more excited and have a continued interest in the position.

Example:

I think that I am capable and fit for the position and am very interested in making the most of myself to fulfill the role to the highest satisfaction.

Distinguish yourself from other candidates

Tell them how you differ from others and explain the reason why they should hire you. Briefly describe how you stand out among others. Ensure to mention all the unique selling points.

Example:

I am highly convinced that my background and in-depth experience make me fit for the role and that I can get the most out of it. For further clarity or information on my previous work and experience, kindly contact me. I hope to receive your response.

Add your signature and contact information

Conclude by mentioning your contact details.

Thank you,
Aarna
90xxxxxxxx
[email protected].

Tips for Creating a Follow-Up Email

  • Personalization and Customization: In the email, include and talk about particular moments between you and the recruiter. Ensure the email is more personalized and customized.
  • Timely response: As said, though sending the follow-up email is vital, what matters even more is the timing of your email. Make sure to send it in a short time (usually within a day), or depending on the context, so that it reaches the recruiter at the right time.
  • Adopt a respectful tone: throughout the email, be polite and professional. Being informal and pointless proves to disrespect the interview, which will scale down the selection chances drastically.
  • Be concise. Don't include irrelevant and unwanted information. Get straight to the point, but convey it fully.
  • Proofread: Never forget to check and rectify all the spelling and grammatical errors before sending. If any are found, it might have an adverse effect as the hiring manager loses an impression on you at the very first point.
  • Contact details: Provide all necessary contact details, like a contact number and email address. Or else it can make the interviewer furious, as he or she will have to search for the information again.

Examples of Follow-Up Emails

Check out some instances of follow-up emails to enhance your grasp on how to write follow-up emails.

Follow-Up Email After an In-Person Interview

Subject: Thank you for the interview.

Dear Mr. Peter,

It was an immense pleasure to have spent valuable time with you in the interview for a web development position in your acclaimed firm on August 8, 2024. Your current projects and work have left me in awe.

I consider myself well-qualified for the job and am eager to add value to your renowned organization. Any further clarifications on my experience and skills are welcomed with pleasure. I'm hoping to hear from you soon.

Thank you,
<YOUR NAME>
<CONTACT NUMBER>
<EMAIL/LINKEDIN URL>

Example of Follow-Up Email After Phone Interview

Subject: Follow-up on our recent interview

Hi, Mr. Ryan,

It was great speaking with you on the phone yesterday about the vacant position of network administrator. I enjoyed our conversation, and I deepened my understanding of your ideologies and requirements for the work.

After talking to you, I am very convinced that I am best suited for the job and that I can maximize the output quality to add to the reputation of your renowned organization. Please feel free to contact me for any more information.

Thank you,
Hannah
87xxxxxxxx
[email protected].

Example of Follow-Up Email for IT Manager Position

Subject: Follow-up for IT Manager Position with DTTL

Good morning, Ms. Alex,

Our discussion on August 7, 2024, about the IT manager position was truly rewarding. I was curious to learn about your company and its culture. It heightened my respect for the organization.

I was very delighted to know about your wonderful views on data centers and virtualization. I think I am suitable for the IT manager role, as my skills and previous experience make me fit for the job. I will be glad to work with you. I look forward to hearing from you.

Thank you,
Debria
85xxxxxxxx
[email protected].

Why follow up after an interview?

We have already discussed the importance of sending follow-ups. Sometimes we can see that even follow-ups might not help us land the job. It can be a devastating experience.

But even if follow-ups do not serve their actual purpose, they still prove to be worthy because they help maintain a healthy relationship with the interviewer. Though the interviewer was unable to offer you the role, he or she would've felt connected to you in some aspects, or they might have felt some bond with or liked something about you.

With the follow-up emails, they will feel more comfortable, and you can make great connections after that, which can also help you receive even greater opportunities. Anyway, it is critical to realize the importance of follow-ups.

How Do You Write a Thank-You Email After an Interview?

Writing a thank-you email shows your appreciation for the time the recruiter spent with you.

Here's how you can write a thank-you email:

IF YOU WANT TO SOUND WARM

Subject: Thank you for the interview.

Dear Mr. Jack,

Thank you for talking to me yesterday about the software developer role. I am excited to learn more, and I am pleased to have such an amazing talk with you. It was enjoyable.

Kindly let me know if there is anything more I can improve to enhance my suitability. Thank you once again for the joyful conversation we had.

Best regards,
Ariana
56xxxxxxx

IF YOU WANT TO SOUND FORMAL

Subject: Appreciation for the opportunity

Good morning, Ms. Olivia,

I would like to convey my heartfelt thanks to you for spending your quality time talking to me about the security analyst role in your reputable company on the 5th of this month.

I am eager to use my skills to fulfill the security analyst position and look forward to working with you. Please feel free to contact me for further details.

Kind regards,
Tom Hanks
944xxxxxxx

What Not to Include in Your Follow-Up Email?

It's smart to know what to do, but it is crucial to know what not to do. So being aware of what not to include in your follow-up email is also equally important. Here are the things that you must avoid using in your follow-up email to make sure you don't miss the mark.

Warning iconCommon Mistakes to Avoid

  • NOT PROOFREADING: Don't forget to check for spelling and grammatical errors before sending the email to the interviewer. The presence of spelling and grammatical errors may reduce professionalism and can exhibit your incompetence.
  • BEATING AROUND THE BUSH: Hiring managers basically hold a very tight schedule to be able to read all the emails with focus. So don't lag the conversation by writing about irrelevant matters, or else it will make them lose interest in continuing to read your follow-up. Follow the standard format and get straight to the point.
  • NOT MAINTAINING PROPER TIMING: Be attentive to sending follow-up emails after proper timing, usually within 24 hours or depending on your context. Sending a thank-you follow-up one week after the interview will make little sense.
  • Absence of Appreciation: If you skip the kudos, it will convince the recruiter that you lack basic courtesy. Also, try to personalize the email more.
  • MISSING PROPER CONTACT DETAILS: If you don't provide the correct or required contact details, the interviewer will have to search for them, for which he or she can simply reject your application instead of searching.

Examples of ineffective follow-up emails

Lack of appreciation

Subject: Talk about the sales manager.

Hey, Mr. John,

I was happy to talk to you about the role of sales manager in your company. I think I am qualified enough to join this job. I am waiting for your response. Kindly get back to me after the process. I am providing my contact details here.

Regards,
Robert
90xxxxxxxx

The above email does not show any gratitude to the interviewer. It might not meet their expectations.

Beating around the bush

Subject: Thank you for the interview.

Dear Ms. Rachel,

I am excited to share my profound appreciation for your valuable time on August 6, 2024. I really enjoyed our conversation about the marketing manager position in your company. I was keen to listen to your ideologies and current projects. And I am glad to realize that I will be perfectly qualified to start working with you in the role.

I had a great experience in my previous work as well. I always kept my full concentration on the work to contribute to the development of the organization. I was always determined and disciplined enough. I am ready to be more disciplined and put in my best efforts to achieve the best outcome. I'm hoping to hear from you soon.

Sincerely,
Cristie
84xxxxxxxx
<YOUR EMAIL>

The above email is so elaborate, which might take away the interest of the reader.

Being impolite

Subject: Status of application

Hey, Mr. Michael,

My deepest thanks to you for talking to me about the security analyst job in your company. I am writing to you to ask you about the status of my application. As I have not yet heard from you, I would like to know where we are in the hiring process.

I am hoping you will get back to me as soon as possible.

Regards,
Annie
76xxxxxxxx

This email possesses a higher chance of getting rejected because it doesn't prove to be in a respectful tone.

Advanced Follow-Up Email Strategies

Ensure to personalize your email content to make the reader feel more comfortable.

Follow-Up Email After No Response

Patience crafts excellence. It's natural to not have heard from the interviewer, but time takes its toll too! Try sending another follow-up after receiving no response.

Example:

Subject: Status update

Dear Mr. Robert,

I am glad to have been interviewed by you for the sales manager job in your acclaimed organization. I have already conveyed my appreciation through my previous email. I remain interested in working with you. And I request that you kindly let me know about the status of my application. I'm hoping to hear from you soon.

Thank you,
John
7780xxxxxx
[email protected]

IF YOU WANT TO SEND A SECOND FOLLOW UP AS THERE IS NO RESPONSE FOR ABOVE ONE, YOU CAN SEND IN THE FOLLOWING FORMAT:

Subject: Request for update

Hey, Mr. Oliver,

I am writing to you to ask you to let me know where we stand in the hiring process. I understand that you will be busy interviewing many people in a day, but I would like to know about my application status soon, as I have not yet received any response from your side. Please feel free to connect with me at any time. I'm awaiting your response.

Kind regards,
Noah
778xxxxxxx
[email protected]

Follow-up email to Stay in Touch

It is even better if we stay in touch with the managers after the interview. It strengthens our social connections. This is one of the ways to attract more opportunities and also make some good friends in real life!

Example:

Subject: Stay in touch

Hey, Ms. Amelia,

I am delighted to share with you that I have very much enjoyed our recent conversation. I realized that we had similar thoughts and ideologies. It would be great if we made a good connection for future collaborations, and I think we would make great friends together.

I am interested in carrying forward with more conversations. I think it will be mutually beneficial, and it will be good to have professional support. I am eager to listen to you.

Truly,
Tom
778xxxxxxx

Follow-Up Email Templates

Let us take you through some templates you can use for follow-up emails:

Thank you sample email

Subject: Thank you for the interview.

Dear <interviewer's name>,

It was an immense pleasure to have spent valuable time with you in the interview for <position> in your acclaimed firm. Your current projects and work have left me in awe. I consider myself well qualified for the job and am eager to add value to your renowned organization. Any further clarifications on my experience and skills are welcomed with pleasure. I'm hoping to hear from you soon.

Thank you,
<YOUR FULL NAME>
<CONTACT NUMBER>
<EMAIL/LINKEDIN URL>

After the interview on the phone

Subject: Follow-up on our recent interview

Hi, <interviewer's name>,

It was great speaking with you on the phone yesterday about the vacant position. I enjoyed our conversation, and I deepened my understanding of your ideologies and requirements for the work.

After talking to you, I am very convinced that I am best suited for the job and that I can maximize the output quality to add to the reputation of your renowned organization. Please feel free to contact me for any more information.

Thank you,
<Your name>
<Contact number>
<Your email id>
<your LinkedIn/other platform URL>

Second follow-up email

Subject: Pending response

Good morning, <interviewer's name>,

Thank you for talking to me about the <position> role on <date>. I have had a pleasant and amazing experience with you.

I am very confident that I am capable of performing the role in your esteemed company. It is to remind you about my application. I would like to know the application status, as I have not yet heard from you. I'm awaiting your response.

Thank you,
<Your name>
<Your contact number>
<Your email id>
<LinkedIn/other sites' URL>

Final follow-up email

Subject: Request for inquiry on the status of the application

Dear <interviewer's name>,

I am writing to you to inquire about the status of my application. It was nice talking to you about the position of <position>.

I get that you must have a packed calendar for interviewing many people. But I would like to know where we are in the hiring process. Kindly let me know about the status soon, at your convenience.

Kind regards,
<Your name>
<Your contact number>
<Your email id>
<LinkedIn/other sites' URL>

To stay in touch

Subject: Stay in touch

Hey, <interviewer's name>,

I am delighted to share with you that I have very much enjoyed our recent conversation. I realized that we had similar thoughts and ideologies. It would be great if we made a good connection for future collaborations, and I think we would make great friends together.

I am interested in carrying forward with more conversations. I think it will be mutually beneficial, and it will be good to have professional support. I am eager to listen to you.

Truly,
<Your name>
<Your contact number>
<Your email id>
<LinkedIn/other sites' URL>

Effective Communication in Follow-Up Emails

Writing, Design, and Presentation

  • Writing: Write your email in such a way that it is concise and straight to the point. Ensure to maintain a professional tone and mention the purpose of your email properly.
  • Design: The font style can be checked to enhance the effectiveness of the email. If any links are mentioned, then mention them in the content so that the reader will know what the link is for.
  • Presentation: Avoid using many emojis and special characters, though you can use them where required, and check for spelling and grammar mistakes before sending, or, in other words, proofread it compulsorily without fail.

Finding Your Professional Voice

  • Check if the email is in a professional tone or not. If not, personalize and alter it as per the interviewer's style.
  • During the interview, if you were able to analyze the interviewer's views and preferences, then modify the email body such that it aligns with their mindset.
  • Reflect on your thoughts properly. Be straight, but polite. Not crossing the limits and staying within the boundaries is the key.

Alternative Ways to Follow Up

There are many modes of communication in this modern world. For example, to convey a message to someone, you can simply send them a text message or make a phone call directly. Similarly, there are other ways you can contact the recruiter:

  • Phone calls: Though it is not always advised, you can converse through a phone call if the situation demands it or if you already have a personal connection with the interview.
  • LinkedIn Messages: There are many social media platforms to make professional connections outside of your personal life. One of the most widely used platforms is LinkedIn. You can contact them by starting a chat on LinkedIn or any other platform.
  • Handwritten Notes: Though not as effective as emails, this method cannot assure you of reaching the correct person, nor can it give the status of the message. But still, you can send handwritten letters if you prefer to do so.

Final Checks Before Sending Your Follow-Up Email

Proofreading

Not proofreading is one of the biggest mistakes you can make in your professional life, not only in this case but anywhere. To prove your fluency and worth, good grammar and the style of your conversation play a great role. Don't forget to ensure your content is grammatically correct. Check for the spellings, too.

Ensuring Professionalism

Your email should not sound informal. For example, take a look at the sample below:

Subject: About the interview

Hey, Mr. Akhil,

I hope you are doing well. I felt so good talking to you. Shall we catch up some time to discuss more about the work? I feel like I can do this job well. I think you've analyzed accurately during the interview, haven't you? Send me information about the status of my application soon. You can contact me anytime.

Sincerely,
Rishi
778xxxxxxx

Guess what's wrong with the message above? This kind of tone is totally unacceptable when it comes to corporate life. Sound like a professional, like we did in the samples we provided in the above sections.

Conclusion

Let's recap all the to-be-highlighted points:

  • A follow-up email is a message that is sent to the interviewer after a recent interaction with him or her to tell them more about you, to thank them, or to remind them of your application.
  • Things to follow while writing a follow-up email: Be polite, concise, and professional. Express your gratitude and provide your contact information.
  • Things to avoid while writing a follow-up email: sounding informal, not proofreading, or not following proper timing.
  • Follow-up emails are important—almost necessary—because they are impression boosters.
  • Keep your presentation clean and good-looking.
  • Proofreading is a must before sending the email.

Concluding with that, we wish you the best of luck in your interviews. Even if things go wrong, remember that consistency is the key!

Frequently asked questions

When should I send a follow-up email after an interview?

The ideal timing for sending a follow-up email depends on the situation. For a thank-you email, send it within 24 hours of the interview. For a status check, wait at least a week after the interview or the timeframe mentioned by the interviewer. If you haven't received a response after two weeks, it's appropriate to send a final follow-up email.

What should I include in a follow-up email after an interview?

A good follow-up email should include: 1) A thank you for the interviewer's time, 2) A brief reminder of your qualifications and interest in the position, 3) Any additional information you may have forgotten to mention during the interview, 4) Your contact information, and 5) A polite request for an update on the hiring process if appropriate.

How do I write a follow-up email if I haven't received a response?

When writing a follow-up email after no response, maintain a professional and courteous tone. Acknowledge that the hiring manager is likely busy, express your continued interest in the position, and politely ask for an update on the hiring timeline. Keep the email concise and avoid sounding desperate or impatient.

Is it okay to send multiple follow-up emails?

Yes, it's acceptable to send multiple follow-up emails, but with appropriate spacing. Send a thank-you email within 24 hours, a status check after a week, and a final follow-up after two weeks if you haven't received a response. After that, it's best to move on and focus on other opportunities.

What should I do if I receive a rejection after sending a follow-up email?

If you receive a rejection after sending a follow-up email, respond professionally and graciously. Thank them for their time and consideration, express your appreciation for the opportunity to interview, and ask if they would be willing to provide feedback on your interview performance. This can help you improve for future interviews.