How to Write Interview Follow-up Emails and Land Your Dream Job

Picture this. You browse the usual job sites, see a post that suits your skills and experience, and apply. You’re invited for an interview and feel it goes well. What next? Do you wait for an invitation to a further interview or a rejection later, or do you remain proactive and invested in the process? 

Many people think that applying for a job is like a game of tennis and that, post-interview, the ball is firmly in the employer’s court and you should wait for them to contact you. The reality is that most employers like to see enthusiasm from candidates, and interview follow-up emails can be a great idea. But how do you write an email that shows you are the ideal candidate? 

Why send a post-interview email? 

The simplest answer is that it’s good manners. Think of being invited to an interview as similar to being invited to a big event. You’d probably consider a simple note to say ‘thank you’ for the invitation. It may seem trivial, but it’s often the simplest gestures that can make a real difference. 

Beyond simple good manners, there are other traits that HR teams and recruitment managers may see in a follow-up email: 

• Professionalism. When worded correctly, your email can demonstrate that you respect the interview (and hiring) process and that you are professional in your approach. 

• Interest. Your email shows that you are still interested in the position, that you are enthusiastic, and that you have the motivation to progress. It can also show that you are serious about the position on offer.  

• Culture. If your email references points about the organisation’s culture and values, it shows the employer that you have both listened to them and done some reading, and that you want to align with the culture and values. 

• Detail. By constructing an email free of errors, you are demonstrating your attention to detail. 

• Proactive. Recruiters like to see initiative, and even a simple ‘thank you’ email shows that you can be proactive. 

Benefits of a follow-up email

Everything was covered in the interview, right? In most cases, yes, but a follow-up email can allow you to reinforce what was discussed or even offer a different perspective. 

• Reiterate. While you may have listed all your skills and experience on your application form and discussed them at the interview, it can help to reiterate those points in an email, particularly the ones most relevant to the post being offered. 

• Show enthusiasm. Your email can emphasise your enthusiasm, both for the role and for the organisation. You can even focus on specific tasks involved in the role to demonstrate you understand what’s required. 

• Stand out. While the number of applicants for a position can vary greatly, there’s an average of around 118 applications for each vacancy. Your email offers a further chance to make YOU stand out from the crowd.

When to send a follow-up email and how to word it

Other than a thank you email, it’s not always a case of automatically sending a follow-up mail. You need to think carefully, both about the reason you’re sending an email and what you say in it. Remember, you’re hoping that this email may help to tip the balance in your favor, so what you say can be crucial.

1. The thank-you email

In the majority of scenarios, this should be your automatic response but does not preclude further follow-up emails for other reasons. The rule here is to keep it simple. You don’t need to write a book or discuss anything else other than showing your gratitude and reinforcing your interest in the post. 

That reinforcement of interest can include (very) brief points that you felt stood out, but there’s no need to go into deep detail. For example, if the interviewer discussed data enrichment tools at length, you could mention (briefly) that this was something new to you and you’re keen to learn more. If you feel it is relevant, you could ask a question related to something discussed. 

EXAMPLE:

When to send: The same day as the interview or the day after.

Who to send it to: The person who interviewed you or the head of the interview panel.

Suggested subject lines: Thank you. Interview follow-up. 

Email body: 

Dear (insert name here),

Thank you for the opportunity to interview with you for the role of (insert job role here). It was a very interesting discussion, and your outline of what the job entails as well as the company culture added to my motivation. 

I’d like to reiterate my enthusiasm for the position and look forward to hearing from you soon. If you have any further questions or need more information, do not hesitate to contact me.

Best regards,

(your name here). 

2. The no-response email

What happens if you’ve not heard back from the company within a significant timeframe? Perhaps the interviewer said you’d hear something within two weeks, but that time is up and nothing. Things do sometimes get in the way, and maybe the business is having a hard time deciding who to take to the next stage. If you’ve not received a response, there’s nothing wrong with sending them a polite email. 

That polite part cannot be emphasised enough. You don’t want to highlight the time that has elapsed or suggest that the employer is ghosting you – you’re simply reinforcing your interest. Include all relevant information (date of interview, role applied for, etc.) and maintain a positive tone of voice. 

EXAMPLE:

When to send: If the interviewer stated a timeframe, wait until maybe two days after that date. If no timeframe was given, perhaps wait until two weeks after the interview.

Who to send it to: The person who interviewed you or the head of the interview panel.

Suggested subject lines: Application check. Follow up. 

Email body: 

Dear (insert name here),

I just thought I’d touch base with you regarding my application for a position with your B2B email marketing services team. You had mentioned during my interview on (insert date here) that I should expect to hear from you within two weeks but I appreciate things must have been busy. 

If possible, please advise what the next steps will entail or if there’s an unavoidable delay. If you have any further questions or need more information, do not hesitate to contact me.

Best regards,

(your name here). 

3. The staying-in-touch email

If you’re considering sending this email, then the likely bad news is that your application was unsuccessful. However, that doesn’t mean you should be despondent; competition might have been tough, and you may have just missed out. Your details will be held in the company’s candidate relationship management system, and any follow-ups will also be recorded there. 

In this case, a follow-up email is about building on the relationship established during the interview process. As well as being recorded on their system, you want to be remembered by the interviewer or HR team. Your email should demonstrate that you have a continued interest in the company and that you’d be open to applying if any other suitable roles arose. 

EXAMPLE:

When to send: You’d usually send this type of follow-up email after the recruitment process had ended (i.e. after you’ve been turned down for the position). Ideally, you’d send it within a week or two of it ending. 

Who to send it to: Any of the points of contact that you established within the organisation. It could be the interviewer themselves or the HR team member who undertook all communications with you. 

Suggested subject lines: Staying in touch. Continued interest. 

Email body: 

Dear (insert name here),

Thank you for the efficient communication during the recruitment process. While obviously disappointed not to be successful on this occasion, I was highly impressed with your organisational values and company’s culture. 

I hope that you will keep my details on file and that I would be considered for any future vacancy. Can I ask that you notify me if anything suitable comes up? I would also like to ask if it would be possible to schedule an informational interview at your convenience. I was particularly interested in the ABM campaign examples you discussed and am keen to learn more. 

Best regards,

(your name here). 

Things to always include in your follow-up email

Of course, the contents of the email you send may vary slightly or greatly from the examples above. Every sector offers job roles that come with different requirements in terms of skills and experience. However, there are certain things you should include in every follow-up email or related communication to the company you’re dealing with. 

• Subject line. Clearly state what the email is about to give the recipient some idea.

• Greetings. Remember, this is a professional message, and how you greet the recipient should reflect that. You can use ‘Hello’ or ‘Dear’ followed by the recipient’s name. 

• Contents. Avoid waffle. Be clear and concise as to what your email is about. If you ask questions, such as what is an API and how is it relevant to this position, make them pertinent to the role or to the recruitment process. 

• Tone of voice. Always be polite. Never be confrontational or rude even if you think the interviewer (or panel) has made a wrong decision. If you feel something was forgotten in the interview, you can add it here but take responsibility for the omission. 

• Signing off. Again, be professional and use business terminology where you can. A casual sign off such as ‘cheers’ is not appropriate in an application-related email. Your sign off can range from a very formal option such as ‘sincerely’ to less formal but still acceptable choices such as ‘ kind regards’, ‘ best regards’, or ‘thanks/many thanks’. 

Top tips for follow-up emails

As well as things you should always include, there are also some best practices you should observe when following up on a job application or interview. Remember though, everything starts with that all-important application and CV. 

1. Directness 

Once again, avoid waffle. The recipient of your emails is probably very busy and has no time to read long-winded stories about why you are the best person for that position. Before you compose your email, list some bullet points of what you want to say and what your objective is. You can then translate them to the body of your email. A shorter email is more likely to be remembered and digested than one that is several pages long. 

2. Honesty 

Don’t feed the recipient a lot of nonsense in an attempt to win them over. They’ve seen and heard every trick in the book. Be honest in each and every communication with them. It will be more appreciated and will go in your favour than any obfuscation and deceit. Remember, every communication with them will be recorded and it could go against you in future applications. 

Presenting yourself honestly is something that will align with the company’s values. The interview process, even if you are unsuccessful, is partly about seeing how good a fit your personality is, and that can include all your email communication. 

3. One contact 

You will probably have a single point of contact throughout the recruitment process and you should stick to that person when it comes to follow-up emails. If for some reason, you want to contact someone else within the organisation, then the most professional way to approach that is to ask your original contact if they can either forward an email to them or supply you with their email address. 

4. Timelines 

Always be respectful of timelines and boundaries. If the interviewer said you’d hear within three weeks, do not contact them after two weeks unless there has been a major change in circumstances. It’s also essential that you do not bombard them with emails, even if you haven’t yet received a reply to your previous mail. If you really feel you need to follow up on the follow-up email, wait a minimum of two weeks before sending. 

The takeaway

The recruitment process can be a stressful one. First, you need to ensure your application meets the employer’s requirements, then hope that you’re invited for an interview. Then, once the interview has happened, you have to wait and see if you have progressed further. Keeping in touch with the recruitment team and ensuring any emails are polite and friendly can only help your case.

The important things to remember about follow-up emails are knowing when to send them and what to say. You want your application to be enhanced rather than damaged, so following our ideas and tips can be crucial. Once you’ve mastered how to write interview follow-up emails, it’s only a matter of time until you land your dream job.