When written professionally and politely, follow-up emails can leave a strong positive impression on hiring managers. However, they can also leave a bad one if written awkwardly or aggressively. While following a basic template is OK, the best follow-up email is tailored to each interviewer and includes personal details from your conversations.
Reiterate Your Interest in the Position
You likely should send a follow-up email after an interview, but you might need to learn how to craft one. Start by thanking the interviewer for their time and reiterating your interest in the position. It’s also helpful to note anything specific from the interview that you found interesting or insightful. It’s essential to stay focused on the interviewer’s needs and your ability to meet them—as a job seeker, you should never try to impress with a witty response or ramble on about yourself. Be sure to address the interviewer by name rather than using “To Whom It May Concern.” If you don’t have their name, try looking it up online or referencing something they said during the interview. You should also ensure that your email is well-spaced, free of typos, and has been run through a spelling and grammar checker.
Reiterate Your Qualifications
It is common for interviewers to be still in the decision-making process or that their team will reach out soon. A second follow-up serves as a chance to express your enthusiasm for the position and emphasize how your abilities and qualifications align with what they are seeking in a candidate. It’s also a chance to express gratitude for the interviewer’s time. Remember that they’re probably juggling many interviews at once, and a few days can slip by without them even realizing it. So keep the subject line short, and focus on conveying your enthusiasm about the role and company. If you had a particularly awkward moment during the interview—like forgetting to mention one of your qualifications or getting a technical question wrong—take this time to correct it.
Ask for a Next Step
Your follow-up email should end with a simple closing line, such as “Best” or “Regards,” depending on the level of formality established in your previous communication. Then sign off with your name and contact information. Make sure to proofread your follow-up email before sending it. Typos and other grammar mistakes make you think you must be more careful and professional. In the body of your follow-up email, reiterate your interest in the position and emphasize how well your qualifications match the job’s requirements. Be sure to refer back to your interview notes and the job description when writing this email, so you can craft a message that is both clear and effective. Then, ask for a timeframe for when you should expect to hear back from them.
Thank Them for Their Time
When writing a follow-up email, avoid the three common mistakes. First, send it quickly. Emailing an interviewer within 24 hours shows you’re interested and thinking about the next steps. It also helps ensure the details are understood and remembered. Lastly, remember to thank the interviewer for their time and their efforts. Interviewers are busy, and a quick thank you note reminds them that you appreciate their time. Personalizing your email by referencing a specific discussion point is also good. This could make the interviewer laugh or be a topic you shared, such as a hobby, team, or hometown.