After completing a job interview, sending a follow-up email is an essential step in maintaining a positive impression and demonstrating continued interest in the role. While it’s natural to want an update especially if the interview felt promising how you communicate post-interview can significantly impact the hiring team’s perception of you.
At Resource Provider Ltd, we help jobseekers navigate every step of the recruitment journey. In this article, we share our expert advice on how to craft a professional and effective follow-up email that can set you apart from other candidates.
When Is the Right Time to Send a Follow-Up Email?
Timing is crucial. While you should send a thank-you email within 24 hours of your interview, it’s best to wait three to five business days before sending a follow-up email to request an update. This gives hiring managers time to meet with other candidates and move through their internal processes without feeling rushed.
Keep the Tone Professional and Polite
Even if your interview was casual or friendly, your follow-up should remain courteous and professional. Avoid using humor or overly informal language. Be clear and concise about your purpose—most likely, you’re seeking an update on the recruitment process. Respect the interviewer’s time by keeping your message short and to the point.
What to Include in a Post-Interview Follow-Up Email
To give yourself the best chance of getting a response, structure your email with the following key elements:
1. Subject Line
Keep it straightforward and relevant. If you’re replying to a previous email thread, continue that chain. If starting a new thread, use a clear format like:
Your Name – Re: Interview on [Day] at [Time]
Example: Sarah Khan – Re: Interview on Thursday at 2:00 PM
2. Introduction
Use the appropriate salutation. If you’re unsure whether to use the first name or a formal title, it’s safer to go with:
Dear Ms. Ahmed
Or, if you were on a first-name basis: Hi Sarah
3. Main Body
Your message should:
- Thank the interviewer again for their time.
- Reference the specific role and date of your interview.
- Express your ongoing interest in the position.
- Politely request a status update or information on next steps.
- Offer to provide any additional information if needed.
4. Closing
End your message by showing appreciation and professionalism. A polite close could look like this:
Looking forward to hearing from you.
Thank you once again,
[Your Full Name]
Proofread Before You Hit Send
Review your message for any spelling or grammatical errors. A polished email reflects your attention to detail and professionalism. Use a spellchecker or ask someone you trust to review it.
Follow-Up Email Template
Subject: Ayesha Raza – Re: Interview on Monday at 3:00 PM
Hi (Sarah / Ms. Khan),
Thank you once again for taking the time to speak with me on [interview date]. I really appreciated the opportunity to learn more about the [job title] role, and I’m confident that the position aligns well with my experience and career goals.
I wanted to follow up to see if there are any updates regarding the next steps in the recruitment process. Please let me know if there’s anything further I can provide to support your decision.
Looking forward to hearing from you,
Ayesha Raza
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