How to write a follow-up email after a job interview

How to write a follow-up email after a job interview
How to write a follow-up email after a job interview

posted 05 Mar 23

Want to drastically improve your chances of being hired? Sending a follow-up email after your interview to thank them for their time really does make a difference. 

A research survey from TopResume found that 68% of recruiters and hiring managers agreed that sending a follow-up email after an interview impacted their decision-making process, with a further one in five recruiters and hiring managers rejecting candidates that didn’t send a thank you email after an interview. Therefore, sending a follow-up email after an interview should be a vital step in your job search process.  

We guide you through how to structure your follow-up interview email alongside our all-important top tips to help set you up for job search success.   

Structuring your post-interview follow-up email 

1. Choose an engaging subject line  

The easiest way to increase your chances of your interviewer opening your email is to respond to the latest email thread you have with them. Why? Because they will be curious to see what your email is about.  

If you don’t have an existing email thread, your first email to your interviewer should be engaging, and the same goes for the subject line. You want your subject line to clearly outline the purpose of your message and remind your interviewer of your presence. After all, you want to keep your name at the forefront of their mind. 

We recommend structuring your subject line one of these three ways: 

Interview follow-up – [Insert full name and job title you’re interviewing for] 

[Insert full name]: Thank you for your time yesterday [insert interviewer name] 

[Insert full name]: Thank you for the opportunity 

Be mindful that most email providers show the first 40-50 characters of the subject line before it’s cut off, so prioritise the most important information first. 

2. Thank your interviewer for their time 

Now, onto the body of the email. Thank your interviewer for their time, giving details of when your interview took place and the job title you applied for. Personalisation and specific details are vital to ensure your email is as authentic as possible. You never want to give the impression that your email is being sent to everyone, as it may jeopardise your chances of being considered for the role.  

3. Draw on a conversation you had in the interview 

Similarly, the little details matter. Show your interviewer that you were engaged throughout the conversation and that you valued their time by referencing a topic of conversation you discussed in the interview.  

4. Express your continued interest in the job role 

After an interview, some candidates may withdraw their application or find a better-suited role, so it’s always a good idea to remind your interviewer that you’re still keen to land the job. Your thank-you email alone will be enough to convince them that you’re interested, but it’s best practice to clearly communicate this.  

5. Include any relevant information you missed in the interview 

Although it’s not always necessary, you can use your thank you email to include any additional information that would further support that you are a good fit for the role. Relevant information such as additional courses you’ve completed, qualifications you’ve achieved, or notable projects worked on.  

6. Ask about your next steps 

Usually, interviewers will tell you when you should expect to hear back. We always recommend that you ask this at the end of your interview, but if the timeframe given is not met, or you have forgotten to ask, you could include this in your follow-up email to manage expectations.  

7. Sign off your follow-up email on a positive note 

Demonstrate your enthusiasm for being considered for the role by ending your post-interview email by expressing that you look forward to hearing from them or potentially working together in the future. 

Extra top tips:  

  • Send your email the day after your interview, ideally in the morning when recruiters and hiring managers are most active on email. 
  • Match the company tone of voice if appropriate. 
  • Proofread your email and use a tool like Grammarly to ensure grammatical accuracy.  
  • Keep your email formal and concise. 

 

Follow-up email example in practice:  

Subject line: Interview follow-up: [YOUR NAME], Learning & Development Team Leader 

Hi [INTERVIEWERS NAME], 

Thank you so much for your time yesterday. I enjoyed learning more about the Learning and Development Team Leader position. It was interesting to hear more about the company culture, and how you and [COMPANY NAME] prioritise [X] and [Y].  

In my previous role, I spearheaded a [12-week values project], where I [coordinated a range of team events to enhance employee engagement and increase awareness around our new values]. This project led to a [60% increase in employee satisfaction in our bi-annual survey]. 

I am thrilled about the prospect of [being able to mentor employees with a company that invests in training, development, and employee satisfaction]. Please let me know what the next steps are and if there’s any additional information I can provide. I look forward to hearing from you soon.  

Kind regards, 

[YOUR NAME] 

Finally, well done for landing the interview in the first place and being one step closer to landing a job. Follow our post-interview follow-up email tips to make the prospect a reality. Have you found this blog useful? For more advice on how to secure your next job, download a free copy of our Career Toolkit.