Last updated: 14th Aug 2024
If you’re on the job hunting hamster wheel, you’ll know that preparing well for a job interview is essential for landing a new role. Jobseekers tend to give less thought to a follow-up email after the interview.
Words of thanks are always welcome, and your follow up message can actually influence the post-interview decision-making process.
(Related: 40+ Best Job Sites In Australia).
Why Does A Follow-Up Email Matter?
A follow up email after the interview helps to progress your application, especially if you were already a strong candidate.
Not everyone involved in the hiring process will be sold on you — but there will be group-based deliberations after the interview is completed.
Never forget that hiring is a two-way conversation, and employers want to be wanted as well.
You can demonstrate your genuine enthusiasm for the role and the business with an authentic thank you message.
Three important reasons to follow up:
- Not everyone does it. By being prepared, and writing a decent follow up you can differentiate yourself from other candidates who didn’t make the effort.
- Leverage psychological biases. People tend to recall new information more easily and are also more likely to feel good about an experience if it ends on a positive note.
- Reinforce your personal brand. Use your unique voice to remind people involved in the interviews of the energy and attitude you’ll contribute.
Expert Tip.
If you communicate better in writing, or the role includes a focus on written communication, put more emphasis on creatively expressing yourself in the follow up email.
A personable, concise and timely email after the interview also helps drive home core attributes that many hiring managers are looking for, such as:
- Being organised and proactive in dealing with others.
- Being an effective listener and communicator.
- Being a positive and appreciative team member.
(Related: How To Ask For A Pay Rise – And Get One).
Guide To What To Include In Your Follow-Up Email.
Here’s what a follow up email after a job interview generally includes:
- A message of thanks for the opportunity to meet and confirmation you want the job.
- A summary of why you’re a great fit based on a deeper understanding of the role/company.
- Clarifying questions that you didn’t get to ask about the role or employment conditions.
- A request to be kept in the loop on the next steps and timing.
Expert Tip.
Use a subject line that references the specific interview details, e.g., ‘Re: Interview on 2nd Feb at 2.30pm’. You might simply reply to the email you were sent confirming your interview.
In addition, if it seems relevant you might use the follow up email to:
- Mention a recent piece of research or industry news that demonstrates your interest and insight into the company’s remit/goals as raised at interview.
- Raise a relevant achievement, work example, or professional development experience you didn’t get a chance to flesh out fully during the interview.
- Bring up an ‘in-joke’ from the interview if something memorable happened that you’re confident they’ll find charming, to trigger their impression of you.
(Related: The Great Resignation Is Finished).
What’s The Ideal Length Of An Interview Follow-Up Email?
Respect your audience’s time and don’t pad out the email with a lot of unnecessary content. A three-sentence email is often enough.
It’s fine to create a longer message provided it isn’t all fluff. If you don’t have new details or insights to offer, or a real question about the role or conditions, keep it short.
When Is The Best Time To Send Your Post-Interview Email?
There’s no definitive rule about when to send a follow up email after the interview to best catch the hiring manager’s attention.
However, let’s say you know the company had scheduled multiple interviews over three days, and yours was early in the process.
It might be wise to send a follow-up on the fourth day to refresh people’s memories and highlight your application.
How Many Follow-Up Emails Should You Send Post-Interview?
The number of follow up emails you’ll need to send depends on the responsiveness of the employer.
There are generally three types of follow up emails you may choose to write:
- An initial thank you email that reiterates your desire to join the company and includes follow up questions or additional information relevant for hirers.
- A request for an update if you haven’t heard back from the company within the timeframes they indicated for making a decision. This could be one or two follow up emails depending on whether you receive a prompt reply.
- A ‘let’s stay in touch’ email as a way to professionally finalise communications and potentially maintain a connection with the hiring manager in case of future opportunities.
The initial follow-up is the most vital to whether you’ll be hired, but handling the other types of follow-ups well is also useful.
At some stage, we’ve all been left hanging during the recruitment process — not sure if we’re still in contention.
Example Follow-Up Emails After An Interview.
Here’s some examples of how to write a follow up email after an interview.
Important!
Be sure to tailor your message and tone based on the audience and what you learnt in the interview.
Send your email to all of the people involved in the interview if you have their contacts, and address them by first name if you were introduced to them that way in person.
Example Thank You Emails To A Hiring Manager.
A standard, polite example of a follow up email looks like this:
Thank you for your time on Thursday to speak with me about the role of Marketing Coordinator at XYZ Company. I’m excited to apply my extensive direct marketing and stakeholder management skills to contribute to your success.
It would be great to receive information about the next steps in the recruitment process. Also, please let me know if you’d like any additional information about me and my experience?
I look forward to hearing from you.
Sincerely,
Alex
Here’s an example follow up email focused on providing extra detail to reinforce your suitability:
I appreciate the chance to meet you today and learn more about how XYZ Company is expanding its customer base in the manufacturing sector. I’m confident I have the skills and experience needed to excel in the role of Marketing Coordinator.
You mentioned trialling direct mail towards the end of the interview, and I wanted to share that in my current role I executed a direct mail piece targeted to the mining industry that delivered a 6% response rate and resulted in an increase in average order value.
I’m excited by the opportunity to contribute to your team’s success. Please let me know if I can provide any further information to help you make a final decision.
Sincerely,
Alex
Here’s an example follow up email focused on seeking clarity about work conditions:
I wanted to thank you for taking the time to interview me yesterday. I’m excited by the prospect of using my skills to increase the reach of your campaigns in the role of Marketing Coordinator.
It was great to learn about your commitment to flexibility and XYZ Company’s hybrid policy. I meant to ask, with this being a part-time position, how many days in the office would be required?
Please don’t hesitate to contact me if you needed any additional information from me. Looking forward to hearing from you.
Sincerely,
Alex
Example Follow-Up Email To Ask For An Update.
You may need to follow up multiple times to receive a response from employers or recruiters if the recruitment process has stalled. Here’s two examples of how to do so courteously:
I hope you’re well. I’m checking in following our conversation about the Marketing Coordinator role earlier this month.
I’d love to work for XYZ Company and it would be great to get an update on the potential next steps in the interview process. Please let me know if I can provide any details to assist with your decision.
Thank you!
Alex
If you suspect the role may have been filled, you might write a follow up email like this:
Thanks again for interviewing me recently for the Marketing Coordinator role. I’m still interested in joining XYZ Company and wanted to ask if you have made a final hiring decision?
If the recruitment process is ongoing, could you please provide an update on timing and potential next steps?
Thank you,
Alex
Example Follow-Up Email If You Didn’t Get The Job.
If you discover you weren’t successful but you know that the company hires regularly and you’d be keen to apply for alternative roles within the organisation, craft a follow up designed to maintain a connection.
Here’s an example of what you could say:
I really enjoyed our conversation about the marketing function at XYZ Company during the recent recruitment process for the Marketing Coordinator position.
I was impressed by the company’s differentiation strategy and your personal enthusiasm for making B2B content in the sector more thought-provoking.
I’d love to be considered for future roles in your team or simply learn from your experience, so it would be great to stay in touch. Please let me know if you may be free for a coffee chat sometime next month?
Sincerely,
Alex
Improve Your Application With A Great Follow-Up Email After Interview.
Once you’ve reached the interview stage, you’re so close to getting the job!
Give yourself every advantage over other candidates by taking the time to write an effective follow up email afterwards.
Continuing to follow up can help your application remain within the sights of busy recruiters.
Don’t worry about annoying people with multiple messages — follow this guide to follow up with purpose and authenticity.
Jody
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