What to Say When Following Up After an Interview

Imagine this scenario: You've completed your interview. It went well—or at least you think it did. Now comes the waiting game. The question buzzing in your mind is, “What do I say when I follow up?” This is where things can get tricky because the way you follow up can either reinforce your candidacy or diminish it. Follow-ups are more than just a formality; they are your chance to demonstrate professionalism, enthusiasm, and a proactive attitude.

Let’s begin by acknowledging that timing is critical. Many people make the mistake of following up too soon, while others wait too long. What’s the sweet spot? Ideally, you should follow up within 24-48 hours after the interview. Why this timeframe? It’s long enough for your interviewer to have processed the interview but short enough to stay fresh in their minds. Timing shows respect for their busy schedule, yet it signals that you're serious about the position.

Subject Line Matters:
One of the most overlooked aspects of the follow-up email is the subject line. It’s your first point of contact, and a vague or overly formal subject line can make your email blend into the background. Keep it straightforward but engaging. For instance, "Following Up on Our Interview – [Your Name]" or "Thank You – Next Steps After Our Interview." This makes your purpose clear while showing gratitude, which is always appreciated.

The Tone:
The tone of your follow-up email is another critical element. It needs to strike a balance between being professional and personable. You don’t want to come across as robotic, but at the same time, avoid being too casual. Start by thanking the interviewer for their time and mentioning something memorable from your conversation. This not only shows that you were fully engaged during the interview but also makes your follow-up feel more tailored and sincere.

Reaffirming Interest:
One of the key components of a follow-up email is reaffirming your interest in the role. Be specific about what excites you about the opportunity and how your skills align with the job. For example, you could say:
"I enjoyed our discussion about the company’s direction and am very excited about the possibility of contributing to your team’s efforts. The way you described the challenges the department is facing aligns perfectly with my experience in XYZ."

What you're doing here is creating a bridge between the interview and the follow-up. You want to re-anchor your skills and enthusiasm in the interviewer’s mind without rehashing the entire conversation.

Offering Additional Information:
Sometimes, after an interview, you realize there’s something important you forgot to mention. This is a great opportunity to bring it up in your follow-up. You could say something like:
"In reflecting on our conversation, I realized I didn’t have the chance to mention that my recent project on ABC directly improved team efficiency by 30%."

This not only adds value to your candidacy but also shows that you are reflective and thoughtful, traits every employer looks for.

Ask for Next Steps:
Towards the end of your email, it’s important to ask for the next steps in the process. It shows that you are proactive and eager to move forward. However, avoid being pushy. A polite way to frame this is:
"I would love to hear more about the next steps in the hiring process and how I can continue to contribute to your team."
This type of phrasing gives the interviewer the chance to update you without feeling pressured.

Gratitude and Sign-Off:
Finally, wrap up your email with a sincere expression of gratitude. Even if you think you nailed the interview, gratitude goes a long way in leaving a positive final impression. End with something like:
"Thank you once again for your time and consideration. I look forward to the opportunity to continue the conversation."
Then sign off professionally:
"Best regards, [Your Name]"

Common Mistakes to Avoid:
Now that we’ve discussed what to include in your follow-up email, let’s talk about what you should avoid:

1. Being overly casual:
   Sure, you want to be personable, but too much familiarity can come across as unprofessional. Avoid phrases like "Hey, just checking in!" or "Any updates?"

2. Forgetting to proofread:
   Spelling mistakes and grammatical errors can sabotage all the hard work you put into crafting a thoughtful follow-up. Double-check your email for errors before hitting send.

3. Being too vague:
   Don’t send a generic follow-up email. If you’ve had multiple interviews, tailor each email to the specific interviewer and conversation. This shows attention to detail.

4. Following up too many times:
   If you haven’t heard back after a week, it’s okay to send a second follow-up. However, after two emails, it’s best to step back. Over-following up can come across as desperate or even annoying.

Table for Ideal Follow-Up Timeline:

Event	Timeframe to Follow Up
After First Interview	24-48 hours
After Second Interview	1-3 business days
After Final Interview	3-5 business days
After No Response	7 days (Second Follow-Up)

In conclusion, following up after an interview is a delicate balance of showing your interest without overwhelming the interviewer. A well-timed, well-written follow-up can reinforce your candidacy, leaving the interviewer with a positive impression of your professionalism, attention to detail, and enthusiasm for the role. Just remember: be specific, be professional, and be patient.