How to write a follow up email after an interview

You’ve navigated the job interview, answered the questions thoughtfully, and built a rapport with the hiring manager. But your work isn’t quite finished. Sending a well-crafted follow-up email is a crucial final step in the interview process. It’s your chance to make a lasting impression and set yourself apart from other candidates.

Knowing how to write a follow-up email after an interview can significantly boost your chances. This simple gesture reinforces your professionalism and can influence the decision-making process.

The purpose of a follow-up email

So, why is sending an email after an interview so important? A follow-up email serves several key purposes.

Show your appreciation: Expressing gratitude for the interviewer’s time is a professional courtesy that demonstrates you value the opportunity and the conversation you had.
Reaffirm your interest: Reiterating your enthusiasm for the role shows hiring managers that you’re genuinely interested and serious about the position and the company.
Highlight your suitability: Briefly referencing a key point from your conversation helps showcase your engagement and why you’re a great fit for the role.

When to send your email

Timing is everything in your job search. The question of "when should you follow up after the interview?" is a common one. The general rule is to send your thank-you email within 24 hours of the job interview. This ensures the conversation is still fresh in the minds of the hiring team.

What if you've sent your initial message and the deadline they gave you has passed? If you haven’t received a response to your post-interview follow-up email, it’s acceptable to send a gentle reminder. Wait about a week after the initial follow-up before sending another professional message. This shows persistence without being pushy.

What to include in your follow-up

Knowing what to say in a follow-up email after an interview can feel tricky, but a clear structure makes it simple. Your message should be concise and professional.

Here’s a breakdown of what to include:

A clear subject line: Make it easy for the hiring manager to identify your message. Something like "Follow-up regarding [Job Title] Interview" or simply "Thank you - [Job Title]" works well. A clear subject line ensures your email gets noticed.
A personal greeting: Address the interviewer by name. If you met with multiple people, consider emailing the main point of contact who initially reached out to invite you to the interview.
Express thanks: Start by thanking them for their time and the opportunity to interview.
Reference the conversation: Briefly mention something specific you enjoyed discussing. This could be a project, a company value, or an aspect of the role you’re excited about. It shows you were paying attention.
Reiterate your interest: Clearly state your enthusiasm for the position and why you believe you’re a strong candidate. You can briefly connect your skills to the company’s needs without reading like a cover letter.
A professional closing: End your message with a polite closing, followed by your name and contact information. Let them know you look forward to hearing about the next steps.

What not to do

While a follow-up can help, a poorly executed one can hinder your chances. Avoid these common mistakes to maintain a positive impression:

Don't be pushy or demanding: Avoid sending multiple follow-up messages in a short period. This can come across as desperate and unprofessional.
Don't be too casual: Maintain a professional tone, even if the interview felt informal. Avoid slang, emojis, or overly colloquial language.
Don't write an essay: Keep your email concise and to the point. The hiring manager is busy, so a brief, impactful message is more effective than a long one.
Don't forget to proofread: Typos and grammatical errors suggest a lack of attention to detail. Read your email carefully before hitting send.
Don't just use a generic template: While a template is a great starting point, always personalise your message. A generic thank-you note won't have the same impact.

Sample follow-up email template

Here is an example of a follow-up email after a job interview. You can adapt this email template to fit your specific situation.

Subject: Thank you - [Job Title] Interview

Dear [Interviewer's Name],

Thank you for taking the time to speak with me today about the [Job Title] position. I truly enjoyed learning more about the role, the team, and the forward-thinking work you are doing at [Company Name].

I particularly enjoyed discussing [mention a specific topic from the conversation]. It was great to hear about your approach, and it further confirmed my interest in joining your team.

My experience in [mention a relevant skill or experience] aligns well with the requirements of this role, and I am confident I can contribute to your goals.

Thank you again for this opportunity. I am very interested in moving forward in the recruitment process and look forward to hearing from you about potential next steps.

Kind regards,

[Your Name]
[Your Phone Number]
[Link to your LinkedIn profile - optional]

Final tips for a great follow-up

To ensure your post-interview communication leaves a lasting impression, keep these final tips in mind. Always proofread your message for any errors. Personalise it by referencing the specific conversation you had, which demonstrates genuine engagement.

A well-written follow-up email after a job interview is more than just a thank you; it's a strategic move that reinforces your professionalism and keen interest, helping you stand out in a competitive hiring process.

Moving forward with Hays

A thoughtful follow-up not only keeps your conversation organised with the hiring manager but also demonstrates that you’re serious about moving forward in the interview process.

Whether you’re waiting to hear back or preparing for a potential second interview, Hays is here to help. From preparing for a one-way video interview to figuring out what to wear, browse our extensive resources.

Good luck!