Steps to Writing the Perfect Follow-Up Email After an Interview

You just had a great job interview.  The hiring manager was impressed by your detailed answers and your knowledge of their organization and the questions you asked.  During the interview, you remained poised, displayed confidence, and defined professionalism.

Now that the interview is over, there’s nothing left to do but wait for the company’s response. Right?

Not quite.

While it may seem like the biggest challenge to face has been accomplished, there’s still one very important part of the interview process to complete: the follow-up email.  (We would suggest sending a handwritten thank you note but the postal service is slower these days so an email is a better way to ensure speed.)

Below, we’ll discuss the importance of a follow-up email and explain the proper way to compose this small, yet significant, piece of professional correspondence.

Reasons for Sending Follow-Up Emails

On the surface, sending a follow-up email to the hiring manager or recruiter who interviewed you may seem akin to sending a thank you letter after receiving a gift.  However, the purpose of this professional correspondence goes beyond common courtesy.  In fact, there are several reasons for sending a follow-up email:

 ●  It expresses your gratitude for being considered for the position.  The hiring manager or recruiter reviewed hundreds of applications and resumes from numerous candidates - and you made the short list for consideration.  Your follow-up email acknowledges this fact.   

●  Staying at the top of the hiring manager’s mind is critical during the hiring process.  If other candidates do not send follow-up interview emails, your correspondence stands out even more.

●  A follow-up email provides another opportunity to ask any additional questions that you may have about the position and/or company.  This appeals to hiring managers as it demonstrates your interest in being a part of the organization.

●  It provides the hiring manager with an opportunity to ask you any additional questions or extend the conversation.

●  Follow-up emails allow candidates another opportunity to highlight their skills (especially soft skills like written communications) and demonstrate how they can benefit the company.

Although there is no rule that says you must send a follow-up email, it’s plain to see how taking a few minutes to compose and send a brief message may increase your chances of consideration and move the hiring process forward.

How to Write a Follow-Up Email After an Interview

Now that you know why it’s important to send a follow-up email, it’s time to demonstrate how to write a professional email.  And the best place to start is the subject line and salutation of your email

Follow-Up Email Subject Lines and Salutations

Hiring managers receive dozens of emails daily - and not all of them pertain to the hiring process.  To help your email standout and give the recipient an indication of the email’s purpose, it’s best to use a simple and direct subject line, such as

●  Following Up Regarding (Position Title)

●  Thank You for Your Consideration

●  Thank You for Your Time Today

After you’ve decided on your preferred subject line, you need to craft an appropriate salutation.  Since this is a professional email, it’s best to use a more formal tone and greeting.  Even if you feel comfortable using the interviewer's first name, it’s always best to address them formally at this early stage of the professional relationship.  Therefore, you should use one of the following options:

●  Mrs., Ms. or Mr.

●  Dear Mrs., Ms. or Mr. (this option is a bit more personable yet still polite and professional)

 Follow-Up Email Opening Paragraph

Since you want to stay at the top of the hiring manager or recruiter’s mind, the opening paragraph should be reserved for expressing gratitude.  You can also use this section of the email to ask any additional questions about the role and/or company to highlight your excitement about potentially joining the organization.

An example of a strong opening paragraph is:

Thank you for taking the time to meet with me to discuss the (position title).  I am grateful for the opportunity to be considered for this position and enjoyed learning more about the position and the company.

Follow-Up Email Second Paragraph

After expressing your gratitude for consideration in the introduction, it’s time to highlight the things you can offer to the company.  To use this opportunity effectively, be brief, to-the-point, and genuine.  Avoid using language that is too assuming as it can come across as presumptuous.

An example of an effective second paragraph is:

After meeting with you today, I am even more excited by the prospect of working at (company name).  I believe my experience in the (respective industry) and collaborative nature are ideally suited for this position.  I would be honored to complete the team and contribute to its continued success.

Follow-Up Email Closing Paragraph and Signature

The final paragraph should be used to reiterate your gratitude for the opportunity, further express your excitement about the possibility of joining the team and extend an offer to the hiring manager to follow up with you if they have any questions.  Before signing off with a simple salutation, you should communicate that you are open to any additional interview possibilities and provide your contact information for such cases.

An example of an appropriate final paragraph is:

Once again, I would like to thank you for your time and consideration.  I look forward to hearing from you.  If you have any additional questions, please feel free to contact me at (phone number) or (email address).

You should conclude your email with a very simple and professional message, such as:

●  Thank you,

●  Best regards,

●  Regards,

●  Sincerely,

Proofread your email to make sure there are no grammatical or spelling errors, and you’ll be ready to hit the send button!

Conclusion

Now that you understand the benefits of follow-up interview emails and know how to craft an effective email, it's time to put those tools into practice.

If you’re eager to connect with great companies and enjoy your next professional opportunity, Elite Personnel wants to help you accomplish those goals.

Apply today to land your next great job!