How to Write a Follow-Up Message After an Interview

Imagine this: You've just walked out of an interview that went exceptionally well, or perhaps it didn't go as smoothly as you'd hoped. You want to leave a positive final impression. The follow-up message is your second chance—your opportunity to address any shortcomings in the interview or to reiterate your strengths. In fact, according to a CareerBuilder survey, 22% of employers are less likely to hire someone if they don’t send a follow-up message.

Step One: The Importance of Timing
Timing is crucial when sending a follow-up message. Ideally, you should send the email within 24 to 48 hours after the interview. A timely response shows enthusiasm and attentiveness, key qualities every employer values. Waiting too long can make it seem like you're not genuinely interested in the position. In contrast, sending a follow-up too soon may come across as overeager.

Consider this: after an interview, most hiring managers are deliberating their next move. You don’t want to interrupt that thought process, but you also don’t want to wait too long and risk being forgotten. If you're waiting for several weeks without hearing back, it's appropriate to send a second follow-up, sometimes referred to as a "check-in" email, around 1-2 weeks after the first one.

Step Two: Crafting the Perfect Subject Line
The subject line of your email is the first thing the recipient will see, and it needs to catch their attention while remaining professional. Some examples of strong subject lines are:

• “Thank You for the Opportunity – [Your Name]”
• “Following Up on Our [Date] Interview – [Your Name]”
• “Appreciation for the Interview – [Your Name]”

Why do these work? They are straightforward, polite, and they mention your name, making it easy for the hiring manager to remember you amidst dozens of other candidates.

Step Three: Structuring Your Follow-Up Email
Now, let’s break down the anatomy of a compelling follow-up email:

1. A Polite Greeting and Thank You
   Start by addressing the interviewer by name and expressing your gratitude. For instance:

   “Dear [Interviewer’s Name],
   Thank you for taking the time to speak with me about the [Job Title] position at [Company Name]. I enjoyed our conversation and learning more about the exciting opportunities your team is working on.”

2. Reiterate Your Interest and Enthusiasm
   In this section, reiterate your enthusiasm for the role and the company. It’s also an excellent time to bring up a specific aspect of the interview that you found particularly engaging. For example:

   “I am very excited about the opportunity to contribute to [specific project or task] and feel that my experience in [related skill or experience] would allow me to make a strong impact on your team.”

3. Address Any Unanswered Questions or Concerns
   If you felt you didn’t answer a question as well as you could have during the interview, this is your chance to clarify. Similarly, if the interviewer had questions about your qualifications, take this opportunity to address them.

   “During our conversation, we discussed [topic], and I wanted to clarify further by explaining [additional information]. I believe this will demonstrate my ability to handle [specific responsibility].”

4. Closing and Call to Action
   Wrap up the email by reinforcing your interest in the position and inviting the next steps. You might say something like:

   “I’m very much looking forward to the next steps in the process. Please let me know if you require any further information or if there is anything else I can provide. Thank you again for your time and consideration. I look forward to hearing from you soon.”

   Don’t forget to include a polite closing such as, “Best regards” or “Sincerely,” followed by your full name and contact information.

Step Four: The Tone of Your Message
Tone matters a lot in professional correspondence. Your message should come across as polite, humble, and professional, but you also need to sound confident in your skills. Avoid sounding desperate or entitled. For example, rather than saying, “I hope I get this job,” say, “I am confident that my skills and experiences would make me a valuable asset to your team.”

Also, avoid overly casual language like, “Hey” or “Thanks a ton!” Keeping it professional while maintaining warmth is key.

Step Five: Avoid Common Mistakes
Here are some common follow-up email mistakes and how to avoid them:

• Not proofreading: Spelling or grammatical errors can instantly ruin a well-written follow-up. Always proofread before hitting send. It’s often a good idea to use a tool like Grammarly or have someone else review it for you.

• Being too vague: Your follow-up should be personalized and specific. Avoid sending generic messages like “Thanks for the interview!” Take the time to reference specific parts of the interview or the company.

• Following up too soon or too frequently: Sending multiple emails over a short period can come across as pushy. Remember, hiring processes can take time. If you haven't heard back, wait at least a week before following up again.

• Not including your contact information: Even if you included it in your initial application, always add your phone number and email at the bottom of your follow-up email. This ensures that the hiring manager has your details handy.

Why Does Following Up Matter So Much?
Let’s return to why follow-up emails are so crucial in the hiring process. Employers are often interviewing multiple candidates, and sometimes their decision isn’t clear-cut. Your follow-up message is your opportunity to remind them of who you are and why you’re the best fit. Moreover, it signals your professionalism and attention to detail—traits highly valued in any role.

For example, a 2017 study by Robert Half found that 80% of HR managers said they find follow-up emails helpful in their decision-making process. This shows that not only are follow-up messages appreciated, but they may also help tip the scales in your favor.

Follow-Up Email Examples

Here are two sample follow-up emails to give you a better idea of what an effective message looks like:

Example 1: Basic Follow-Up After an Interview

Subject: Thank You for the Opportunity – [Your Name]

Dear [Interviewer’s Name],

Thank you for taking the time to meet with me to discuss the [Job Title] position at [Company Name]. I truly enjoyed learning more about the role and the exciting projects your team is working on.

I am confident that my experience in [specific area] will allow me to make meaningful contributions to [company name], especially in [specific project or task]. Please feel free to reach out if you need any more information from me. I look forward to hearing from you soon.

Thank you again for your time and consideration.

Best regards,
[Your Name]
[Your Contact Information]

Example 2: Follow-Up with Clarification

Subject: Following Up on Our [Date] Interview – [Your Name]

Dear [Interviewer’s Name],

I hope this message finds you well. I wanted to take a moment to thank you again for our conversation about the [Job Title] role at [Company Name] on [interview date]. It was a pleasure learning more about the position and the direction of your team.

Upon reflection, I wanted to add a bit more detail about my experience with [specific skill or project], which I believe aligns well with your team’s needs. During our discussion, we touched on [specific topic], and I realized that I could have expanded further on my experience with [clarification or additional details]. I hope this additional context is helpful in understanding how I can contribute to [Company Name].

Please let me know if you need any further information. I look forward to the next steps and thank you again for your time.

Best regards,
[Your Name]
[Your Contact Information]

By keeping these elements in mind and sending a well-timed, thoughtful follow-up email, you significantly increase your chances of staying top-of-mind with hiring managers.