Your interview may be over, but you have one more step take. It is a simple task to complete and goes a long way in keeping yourself top of mind with your future employers. Many people either skip the follow-up email to write something that fails to leave an impression.
This guide will explain when to send your interview follow-up email and how to make sure that it stands out from the rest. You’ll also find follow-up email examples and tips for when you don’t get a response.
When Should You Follow Up?
Following up at the right time can improve how your message is received. Instead of sending out messages quickly, or in excess, we recommend you allow the employer a bit of time to respond. A general progression can be helpful for understanding when to send each of your follow up emails as well as helping ensure you stay front and centre.
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Thank-you Email: Send a short thank-you email to the recruiter no later than 24 hours after the interview to keep your conversation fresh in both minds.
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First check-in: If you didn’t get any callback or message by the time the interviewer gave you, you should wait a few business days and then follow up if you have not heard anything.
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Second follow-up: If a week has gone by without any response, your last step will be to follow up in an email and hope for a response. Don't wait for a response. Search for another job and continue your job search.
Note that senior/executive hiring can sometimes be slower. This is down to the number of individuals who will be signing the authorization(s), and scheduling. Senior or leadership roles can sometimes warrant a week or so more time. A late reply isn't necessarily an indication that you are no longer considered. Hiring decisions can sometimes take longer than expected.
Effective Tips to Write the Email
Use these easy points when writing your follow-up email.
1. Start with a thank you
Begin your script by thanking the interviewer for his or her time and then mention that other little detail you discussed. This makes your email feel personal and real.
2. Summarize, briefly, why you fit
Mention a skill or previous experience which fits the role. Then, briefly connect to the requirements discussed by the interviewer during the interview. This keeps your email clear, focused, and worth reading.
3. Keep your message short
Interviewers rarely need lengthy follow-up emails. Instead, they usually appreciate succinct, brief messages detailing any thoughts/comments on topics discussed during the interview or concerns about the position.
4. Close with a clear
Let them know that you're happy to talk about anything else and that you're hoping to move onto the next stage of the process.
5. Proofread
Check the name and title of the interviewer before emailing.
The tips above can help you write an effective follow-up email. However, putting your thoughts into the right words can still be challenging. An AI email writer can help you create a clear first draft based on your interview details. You can then personalize it with specific points from your conversation before sending it. Just input your details into the tool, select the tone, and compose a ready-to-use email in a single click.
For example; The below image shows a random follow-up email we created using the AI email writer.
Interview Follow-Up Email Examples
Here are some examples you can use after types of interviews.
1. Quick Thank You (After Phone/Quick Interview)
Just a quick little note. Three or four lines at most.
Subject: Thank you - [Position Name]
Dear [Name],
Thank you so much for taking the time to chat with me today regarding the [Position]. Thanks for the chat; it was great to get to know more about [ detail]. I look forward to the opportunity. I am sure my [skill] would be a good match.
If anything remains unclear, I can provide more information.
Kind regards,
[Your Name/Phone/Email]
2. Detailed Thank You. (After in-person/panel interview)
Subject: Thank you for your time
Hi [Name],
Thank you for discussing the [Position] position yesterday and the opportunity I was provided for an in-person interview. I particularly enjoyed discussing the subject matter and the team’s goal. I have [skill/achievement] experience. Think that I am someone you are looking for specifically in relation to the [challenge they brought up].
I can answer any questions or provide details that may help with your decision. I am very interested in hearing your response for follow-up.
Best regards,
[Your Name /Phone number /Email Address]
3. First Follow Up (Checking In, No Reply Yet)-
A week is usually a good time to wait before checking in again.
Subject: Follow Up – [Position Name]
Hello [Name],
Hope you are doing well. I am following up on the [Position] position. I still have a strong interest and was wondering about the timing. I'm available to clarify anything you’d like to know.
Thank you.
[Contact / Surname]
4. Second Follow Up (Polite Nudge, No Response)
Abbreviate this further. You're just giving it one last low-pressure push.
Subject: Following Up - [Position Name]
Hello [Name],
Just wanted to follow up on the [Position] role again. I know these decisions aren't always made right away. I am still very interested in the opportunity.” Please reach out if you need any additional details.
Regards,
[Name]
5. Staying-in-Touch note (to keep in touch after a rejection or after not hearing back for a while)
Networking oriented, rather than focused on the job;
Subject: Keeping in touch
Dear [Name],
I want to thank you again for having given me the chance to interview for a position at [Company]. I really enjoyed learning more about your work and the team. I’d be glad to stay in touch.
If you're comfortable with it. I’d be glad to connect with you on LinkedIn.
Regards,
[Name]
What to Do If You Get No Response
Don't Expect a Response Immediately. The employer may still be considering other applicants or reaching a decision. Delay your follow-up for a few days.
So, follow-up in this way:
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Wait until one week has passed following your initial email.
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Follow up with a quick polite email if you haven't received a response.
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Avoid sending messages every day.
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Try again to apply for other jobs you are interested in.
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And maybe keep your professional network active.
Final Thought
It's not at all pushy to write a follow-up email. This is standard practice — not sending the email could have a detrimental effect on whether you get the job. Send the thank-you email within 0-24 hours of your interview, and follow-up 0-2 times only if essential.
Personalize and don't use a template response. Alternatively, learn how to compose a compelling thank-you note. Or look over the subsequent interview part to find out how to prepare properly for your following round.
FAQs
1. How quickly should you send a thank you email after an interview?
Within 24 hours, the conversation will still be fresh and, therefore, it should remain as such for the hirer.
2. Am I able to follow up multiple times?
Yes. Following up once about a week or so is great. Two follow-ups every two weeks, too!
3. What can I do if the company does not contact me after the two follow-ups?
Keep on sending job applications! The company can still receive updates to stay in contact.
4. What is the appropriate way to follow up by email or LinkedIn?
The initial follow-up will always be with email, and LinkedIn can follow afterwards.
5. Is the follow up with a notification going to help?
Yes. Keeping you at the top of their thoughts and showing you are still a strong candidate for this position.