Sending an interview follow-up email is considered a polite nudge to the hiring manager or interviewer. It reminds them of your candidacy and makes sure they follow through with the interview and hiring process. Part of the employers’ process is to inform candidates that they moved onto a second interview. And are ready to receive a job offer. Or aren’t qualified or right for the role. At that point, it’s best to write a follow-up email after your interview and learn what’s going on.
As a job seeker, you might feel uncertain about your future without knowing whether the interview was successful. Or worse, having an interview be successful. But simply not putting forth enough effort to stand out from the rest of the candidates who performed well too. Writing a follow-up interview email is considered a normal part of a job candidate’s job search process. For employers, receiving these letters and emails is a regular part of hiring for a role.
How to Write an Interview Follow-up Email
Before using an email template provided, consider what’s required to customize or write the personalized follow-up email. All emails should be personalized to the experience the candidate and the HR manager, recruiter, hiring manager, or interviewer shared.
Use a catchy follow-up email subject line
Did you send a thank-you email after the job interview? If so, then you should directly reply to that email and follow-up in that “thread.” If not, consider an email subject line that refers to something unique that got shared in the interview. For example, was a sports team shared in the interview? If so, use that as the subject line.
General follow-up email subject line examples
- Candidate with the cool hair
- The candidate who loves the Chicago Cubs as much as you
- The candidate from last week at 9 AM on Wednesday
For after a phone interview email subject line examples
- Thank you for taking the time to talk [Day/Time]
- I enjoyed speaking by phone on [Day/Time]
- What are the next steps with [Company Name]
After an in-person interview subject line examples
- Thanks for showing me around the offices
- Appreciate you showing me around the office of [Company Name]
- Thanks for letting me meet the team
- Have time for another chat, [Name]
Email subject lines after meeting with a recruiter
- Need any further information from me about the [Job Title] opportunity?
- Have time to speak further about [Job Title]?
- Can’t wait to learn more about [Job Title] at [Company Name]
As long as the subject line gets customized and is unique. Then the person receiving this follow-up is more inclined to click to read the email and recall the session.
Keep your email simple
The shorter the email, the more likely the person is to read it and thus, respond. Keep the email under 200 words. Use a part of the interview session to recall the interviewer’s memory. And then create the request to receive more information on the hiring process.
For example:
The interview last week was wonderful; I loved talking to you about the team updating to the latest version of iOS. And how that has changed their process.
Another example:
I really enjoyed speaking with you the other week and learning about how the marketing team is focusing on content marketing this year.
Address the person by name
Make the email personalized, address the person by name. Never say, “Dear Hiring Manager” in this setting. You have already spoken to this person multiple times. Because of this, you both are familiar with each other. You can refer to them by their first name. Say, “Hey Ryan,” to start the email.
Have an informative email signature
Having a personal website, LinkedIn profile, or Twitter profile as part of the signature can help the interviewer recall who you are. They can click these links and see your face and get reminded of who you are. You may want to include the current job title and company name in the email signature, as well. Only use a professional social media presence.
Keep your email to an ask
You don’t need to remind the hiring manager of the job title or job opportunity you’re applying for. Write a basic ask after you’ve helped them remember who you are and make sure they’re following through on the interview process. For example, “I haven’t heard from you in a week or so. And I wanted to make sure you were still searching to fill this role.”
Be polite and empathetic
Since you’re creating an email ask, it’s important to consider the other person. This will leave a positive impression on the reader when they open the email. For example, show empathy and say, “I know you have a busy schedule and get loaded with emails from candidates.” It’s nice to be empathetic to the recruiter, interviewer, or hiring manager.
Show your interest level
It’s always nice to show a high-interest level to the recruiter. Ask them a relevant question about the job or the role. Be sure it’s something relevant to what got discussed. For example, “I had an additional question about the way the marketing team operates. And I’d love to ask about it during the next interview or time we have to talk.”
Attach your job application assets again
This is a small trick and can be helpful for the interviewer. And if you feel the potential employer is speaking with multiple people about this role. Then you can attach a resume and cover letter to the follow-up email and letter. This will provide them with job application assets once more, so they don’t have to refer to old emails, files, or HR software.
Best Day and Time to Send the Email
After weekends, most email inboxes are quite full. Because of this, avoid Mondays, unless the interview lands perfectly to where 5 business days after the interview happens to be a Monday. Send the email anywhere from 11 AM to 2 PM. Or when professional has cleared out their inbox and are more receptive to seeing the message.
When to Send a Follow-up Email
Sending a follow-up email letter should get timed perfectly. The best trick is to place a calendar reminder in a personal calendar. One that reminds you of the day to follow-up with the interviewer. Especially if you didn’t hear back about the job position. Set this reminder anywhere from 3-5 business days after the interview if you didn’t hear from the hiring manager.
Three business days is considered putting a little pressure on the interviewer, while five business days might be late. Use good judgment.
This information is critical to the process. Don’t send a follow-up email to an interviewer or HR manager if there has been no response within one to three business days. Provide ample time for a manager to determine appropriate next steps in an interview.
A follow-up email should get sent roughly four business days after not hearing a response. Following that follow-up email, another one should not get sent within another two to three business days. Meaning, do not follow-up repeatedly.
If no response has been received after sending the initial follow-up email, the employer should decide to move forward with another candidate. And the candidate should not try to follow-up more frequently.
Additionally, do not try to follow up with the hiring manager through social media accounts like LinkedIn, Twitter, or Facebook. This could be perceived as “badgering” or “stalking” the hiring manager.
Types of Follow-up Emails
There are a few types of follow-up letters that can get sent to the interviewer. They’re defined as:
- A thank-you email: The email you send after the first interview or phone call thanking them for their time.
- A follow-up email: The email discussed in this guide. One which reminds the person that you haven’t heard back about the hiring decision. Or next steps in the interview process.
- A second follow-up email: The email you send after the follow-up email or letter when you haven’t heard back from the initial follow-up.
Follow-up Email After a Phone Interview or Zoom Interview Example
Below is an email example sending the hiring manager a follow-up after the initial phone call.
Email subject line: Our call last Thursday was awesome!
It was great talking to you about the job opportunity and the Chicago Cubs! Loved it. This really sounds like it could be my dream job. And I wanted to follow-up and see if you had the next steps for me.
Attaching my resume and cover letter for you once again. I really look forward to meeting the team and hearing about the next steps.
Thank you for your time and consideration. I look forward to hearing from you.
Thanks so much, Joe,
Benjamin
Tip: If you are truly passionate about working with this business, perform an informational interview. It’s an interview where you ask someone who works at the company you want to be hired for career advice. This can help you gather important information that can be useful during the interview process. Like what to expect. Or what to say to help align you to the role better. And always restate your interest in the position.
Follow-up Email After an Interview to Check on the Status of Moving Forward
It can be beneficial to check with the hiring manager on the next steps. Especially if the hiring manager hasn’t sent any further details on the next interview, status of any job offer, or generally provided any feedback. This type of email can get used when checking on the status of a job application as well.
Email subject line: It was great to visit on Thursday!
I haven’t heard from you yet, and I wanted to check on the hiring process’s status. The conversation was incredible. I felt highly motivated to start digging into the challenges you shared with me.
I’ve attached my resume, cover letter, and some further details for the team to review.
Thanks so much, Joe,
Robert
Follow-up Email After a Job Application
A follow-up email after sending a job application.
I’m really excited about the open position of [Job title] at [Company]. Part of the reason for my application is the work culture at [Company]. I can see that innovation and passion are nurtured to create a wonderful customer experience and product. Some of my favorite products include [Product Name]. And I’ve been using this product for several years. I’m excited about this position. And it’s exactly what I’ve been looking for. I would love to be able to provide more information on my job application. And am available for a phone interview when possible.
If this position has already been filled, would it be possible to be informed of that? I’d really love to work at [Company]. And I am moving aside other job offers in anticipation that I might be able to have a job interview with [Company].
I appreciate any response from this follow-up email.
Sincerely,
[Your Name]
Follow-up Email After a Recruiter Discussion
A follow-up email to a recruiter after learning more about the job opportunity.
Email subject line: Loved hearing about the job opportunity at [Company Name]
I was really excited to hear about the open position of [Job Title] at [Company Name]. It sounds like the work culture, and the environment is something that I can stand behind. And aligns with my passions and skills as a professional.
I’m excited about this position. And it’s exactly what I’ve been looking for. I hope my core competencies and character as a professional were available for you to measure. If not, I’d like the opportunity to share more about my past and help to assess the hiring opportunity available here.
How soon is the job looking to be placed? Can I provide my resume and cover letter for you to send to the company? Please let me know what the next steps are, so I can provide them to you and assist in the hiring process.
Sincerely,
[Your Name]
Follow-up Email After Sending a Thank-You Email/Note
After sending a thank-you email after the interview.
Email subject line: Wanted to follow-up on our meeting
I wanted to follow-up on the open position of [Job Title] at [Copmany Name]. Is this position still moving forward? I really appreciated the approach to the position. And felt my skills as a previous [Job Title] were applicable.
I’m excited about this position. And it’s exactly what I’ve been looking for. I hope my core competencies and character as a professional were available for you to measure. If not, I’d like the opportunity to share more about my past and help to assess the hiring opportunity available here.
Thank you so much for your time. Let me know if the position is still available. And if not, would you mind providing feedback on what I can to do improve myself as a job candidate in the future?
Sincerely,
[Your Name]
Follow-up Email After No Response
Or when there has been absolutely no response from the interviewer.
Email subject line: Haven’t heard from you, this position still moving forward?
I wanted to take a moment to thank you for your time yesterday. I enjoyed our conversation about [notable moment] and the position I interviewed for sounds like an exciting opportunity. I’m looking forward to hearing from you once the decision is made. And please don’t hesitate to contact me if you have any questions or concerns!
Thanks again for taking the time,
[Your Name]
Follow-up Email After a Job Offer
A follow-up email after receiving a job offer, but no response has been made from the hiring manager.
Email subject line: Following up on the job offer
I reviewed the job offer and made some notes. I’m ready to sign when ready. I wanted to follow-up because it’s been a few business days, and I haven’t heard back yet. I know a major goal for this position was to get it filled and placed within the next few weeks. And I don’t want to create any delays for the team or yourself.
I’m happy to speak by phone if there are any issues with my questions. Please let me know if I can clarify. Once these questions are cleared up, I’m ready to sign the employment agreement and get to work with this world-class team!
Thank you so much [Hiring Manager],
[Your Name]
Follow-up Email Accepting a Job Offer
Or when the follow-up email needs to be the acceptance of a job offer.
Email subject line: Accepting the role of [Job Title]
Thank you so much for this opportunity. I could tell this was going to be a good fit the moment we spoke. I’ve reviewed the job offer letter in detail, and I would like to extend my formal acceptance of this offer. I want to speak with you one more time about the official start date if possible. I’d like to be able to provide my current employer with at least two weeks of my time (two weeks’ notice). To be able to alleviate the company of my duties and start the transition plan or process.
Please let me know if you need any documentation from me to complete the hiring process and move this forward.
Thank you so much [Hiring Manager]! I look forward to joining the team!
[Your Name]
Tip: Sending a LinkedIn Connection request to the interviewer can be a great way to stay in touch professionally. And ensure your name is “top of mind” with the HR manager.
Follow-up Email Declining a Job After the Interview
Use the email below when deciding that the job isn’t a “good fit” after the job interview.
Email subject line: Regarding the job opportunity at [Company Name]
I’m very humbled by this opportunity. I want to take this opportunity to tell you that I appreciated spending time with the team. And learning about how each one of the engineers works. Plus learning about the objectives for both the business and the team this year.
I had the opportunity to read through the original job offer. And I noticed some terms of the job that make it less flexible than I was hoping. Primarily, the vacation day policy. My family leaves for a big trip each year, heading to Sweden to visit family. It’s part of reconnecting with our ancestry.
I was curious if we could alter the terms of the vacation policy for this employment agreement? If not, I don’t think I’ll accept this offer as my family relies on this trip each year to fulfill their happiness.
Thanks so much,
[Your Name]
Follow-up Email Deciding to Withdraw After an Interview
After an interview, deciding to withdraw as a candidate is an acceptable decision.
Email subject line: Appreciate the interview regarding [Job title]
I was really excited to hear about the open position of [Job Title] at [Company Name]. It sounds like the objectives and goals for the position and the company is world-class.
After spending time reviewing where I’d like for my career to go, I’m deciding that it’s best if I withdraw my candidacy. I’d like it to be understood that this is not a reflection of the business or the job opportunity. I am choosing to withdraw as a candidate to assist in the hiring process. And ensure that there’s a good fit for the both of us.
I really appreciate the time and effort spent presenting the job opportunity. And I am really excited about what I’m seeing the company do as a customer. But for now, I’ll be rooting for the team and the company on the bench and sidelines. Once again, thank you so much for your time.
Sincerely,
[Your Name]
Follow-up Email Mistakes
Common mistakes job seekers make when writing a follow-up email about a job application, interview, or another meeting.
Waiting too long to send the follow-up email
Sending the follow-up email a week after the meeting is going to be difficult. This doesn’t show a high level of passion for the job. And for the recruiter or hiring manager, it can be difficult to recall the interview session. It’s important to send the follow-up email four business days after not hearing a response. If required, send the email three business days after not hearing a response. Don’t wait one week or two weeks before sending the email.
Sending the follow-up email too soon
Give the hiring manager or recruiter some time to review with the rest of the team. Or give the HR manager time to review the job application. Sending a follow-up email one business day after sending the initial email. Or after having a job interview is considered to be “pushy.” And could make the manager feel like the candidate isn’t a great fit for the work culture.
Stalking the manager on social media
Connecting on LinkedIn is a good thing. But sending repeated messages through LinkedIn, Twitter, Facebook, or other social media channels is considered “aggressive” in nature. Instead, send the professional follow-up email and wait for the appropriate response.
Sending a generic email
Sending a generic email without any passion behind it will not get a response. It’s best to solicit how to “help” the interviewer or HR manager with the hiring process. Creating multiple requests in the email will seem “one-sided” to the interviewer. To get a response, ask how to help! Say, “Is there anything I can provide you to assist in the hiring process? A letter of recommendation? A reference sheet? My portfolio of work? Links to my work?” Any assets that can be thought of should be considered.
Having too many demands
Being demanding about soliciting a response is a poor idea. Saying something like, “Every other job application I’ve sent I’ve at least heard back from! Why doesn’t your company respond to their job applications? I think that’s rude and shows the caliber of employer this is.” If an interviewer, recruiter, or hiring manager does not respond to a follow-up email. Then it’s a sign that the interview or application isn’t a great fit for the business. Instead of using the email as an opportunity to “vent” frustration, move on with the job search.
Waiting to hear back before moving on with the job search
This is a common problem. Don’t wait to hear back from a potential employer who isn’t responding before continuing a job search. As a job seeker, remember that finding a job is about doing “what’s best for you.” And keep that in mind. If a prospective employer isn’t showing promise after the follow-up email, it’s best to move on with the job search.
Job Seeker FAQ’s
Common questions asked by job seekers regarding follow-up emails.
How long should you wait until after an interview to follow up?
You should wait no longer than 5 business days after the interview. 3 business days if you have not heard back from the potential employer. This would be regardless of their response after sending an initial thank-you email after the interview.
Should you send a follow-up email after an interview?
It is considered standard practice to send a follow-up email after an interview. And shows the employer’s passion for the job opportunity. It is recommended that you send one of these emails rather than not.
How can I tell if the interview went well?
The interviewer will tell you on the spot that they enjoyed the conversation. And that they feel you are a good fit for the job opportunity. Or that they’d like you to interview in-person. And lastly, that you should hear back from them within the next few days. Any proactive response to moving you along with the interview process and securing the role. These are strong indicators that the interview went well.
What if I don’t hear a response from a follow-up email? Is that considered a bad sign?
Yes, if after sending a follow-up email from having an actual interview with the company, it’s considered a bad sign. The employer, hiring manager, or recruiter might have deemed that there isn’t a “great fit” with the job application. And while it’s considered poor business etiquette not to respond to a follow-up email. Especially regarding a job application, interview, or the status of a job offer. It’s not required by law. Meaning, a recruiter or hiring manager can disregard the applicant altogether. And “leave them hanging.”
What if it was a group interview or panel interview? Who should the follow-up email be sent to?
In the event of attending a group interview or panel interview. Then send the follow-up email to the lead recruiter or lead HR manager. The one who is hiring for the position. Sending a thank-you note and email to each interviewer in a separate email is considered to be a “good thing.” But not the follow-up email. Sending a follow-up email to each person in attendance is considered “aggressive” and potentially impolite.
Additional Resources
Favorite Resources
Our favorite resources are included below.
Job interview resources
Resume and cover letter resources
Job search resources
Interview Question and Answer Guide (PDF)
Download our full interview preparation guide. Complete with common interview questions and example answers. Free download. No email required.