How to Follow Up After an Interview & Get a Response: A Step-by-Step Guide
Following up after an interview is a crucial step in the hiring process. It not only demonstrates your professionalism and enthusiasm for the role but also keeps you top-of-mind for the hiring manager. However, knowing how and when to follow up can be tricky. In this guide, we’ll walk you through the best practices for following up after an interview, ensuring you leave a positive impression and increase your chances of getting a response.
1. Why Following Up Matters
Before diving into the specifics, it’s important to understand why following up is so critical:
- Shows Enthusiasm: A well-timed follow-up email signals that you’re genuinely interested in the position.
- Reinforces Your Qualifications: It gives you another opportunity to highlight your skills and reiterate why you’re a great fit.
- Keeps You on the Radar: Hiring processes can take time, and a polite reminder ensures you remain in the hiring manager’s thoughts.
- Demonstrates Professionalism: A thoughtful follow-up reflects your attention to detail and respect for professional etiquette.
Now that you know why it’s important, let’s explore how to do it effectively.
2. Timing Your Follow-Up
Timing is everything when it comes to following up. Here’s a breakdown of when and how often to reach out:
a. Send a Thank-You Email Within 24 Hours
After the interview, send a thank-you email within 24 hours. This is your first chance to express gratitude and reinforce your interest in the role. Keep it concise and personalized (more on this later).
b. Wait 1-2 Weeks Before Following Up Again
If you haven’t heard back after the initial thank-you email, wait 1-2 weeks before sending a polite follow-up. This gives the hiring team enough time to review candidates without appearing pushy.
c. Limit Follow-Ups to 2-3 Attempts
If you still don’t receive a response after two follow-ups, it’s best to move on. Continuing to follow up excessively can come across as desperate or unprofessional.
3. Crafting the Perfect Thank-You Email
Your thank-you email should strike a balance between professionalism and personalization. Here’s how to structure it:
a. Subject Line
Use a clear and professional subject line, such as:
- “Thank You for the Opportunity – [Your Name]”
- “Follow-Up on [Job Title] Interview”
b. Greeting
Address the interviewer by name if possible. For example:
- “Dear [Interviewer’s Name],”
If you interviewed with multiple people, consider sending individual emails to each person.
c. Express Gratitude
Start by thanking them for their time and the opportunity to interview. For example:
- “Thank you for taking the time to meet with me yesterday to discuss the [Job Title] position.”
d. Reiterate Your Interest
Briefly mention why you’re excited about the role and how your skills align with the company’s needs. For example:
- “I’m particularly excited about the opportunity to contribute to [specific project or initiative] and believe my experience in [relevant skill] would be a great asset to your team.”
e. Highlight Key Points
Mention something specific from the interview to show you were engaged. For example:
- “I enjoyed our discussion about [topic] and appreciated learning more about [specific aspect of the company].”
f. Close Professionally
End with a polite closing and your contact information. For example:
- “Thank you again for considering me for this role. Please don’t hesitate to reach out if you need any additional information. I look forward to hearing from you soon.”
- “Best regards, [Your Name]”
4. Writing a Polite Follow-Up Email
If you haven’t received a response after your thank-you email, it’s time to send a follow-up. Here’s how to craft a professional and effective message:
a. Subject Line
Keep it simple and direct, such as:
- “Following Up on [Job Title] Interview”
- “Checking In on Application Status”
b. Acknowledge the Waiting Period
Start by acknowledging that hiring processes can take time. For example:
- “I hope this message finds you well. I wanted to follow up regarding the status of the [Job Title] position, as I understand these decisions can take time.”
c. Reaffirm Your Interest
Reiterate your enthusiasm for the role and briefly remind them of your qualifications. For example:
- “I remain very excited about the opportunity to join [Company Name] and contribute to [specific goal or project].”
d. Politely Request an Update
Ask for an update in a respectful manner. For example:
- “Could you kindly provide an estimated timeline for when a decision might be made? I’d greatly appreciate any updates you can share.”
e. Offer Flexibility
Show that you’re willing to accommodate their schedule. For example:
- “Please let me know if there’s any additional information I can provide to assist in the decision-making process.”
f. Close Gracefully
End with a polite closing, such as:
- “Thank you for your time and consideration. I look forward to hearing from you soon.”
- “Sincerely, [Your Name]”
5. Tips for Effective Follow-Ups
To maximize the impact of your follow-up efforts, keep these tips in mind:
a. Personalize Each Message
Avoid using generic templates. Tailor your emails to reflect the specific interview and company. Mention details from your conversation to show you were attentive.
b. Stay Positive and Professional
Even if the process is taking longer than expected, maintain a positive tone. Avoid sounding frustrated or impatient.
c. Use Multiple Channels (If Appropriate)
If you’ve sent multiple emails without a response, consider reaching out via LinkedIn or phone (if you have the contact information). Be cautious with this approach, as some companies prefer email communication.
d. Keep It Brief
Hiring managers are busy, so keep your follow-up emails concise and to the point. Aim for no more than 3-4 short paragraphs.
e. Proofread Carefully
Typos and grammatical errors can undermine your professionalism. Double-check your emails before hitting send.
6. Handling Silence or Rejection
Sometimes, despite your best efforts, you may not receive a response or may face rejection. Here’s how to handle these situations gracefully:
a. If You Don’t Hear Back
If you’ve followed up multiple times and still haven’t received a response, it’s likely that the company has moved on. While it’s disappointing, use this as motivation to continue applying to other opportunities.
b. If You Receive a Rejection
Thank the hiring manager for their time and consideration, and ask if they have any feedback to help you improve. For example:
- “Thank you for letting me know. I truly appreciate the opportunity to interview and learn more about [Company Name]. If possible, I’d love any feedback you could provide to help me grow as a candidate.”
This shows maturity and leaves the door open for future opportunities.
7. Bonus: How to Stand Out in Your Follow-Up
To make your follow-up stand out, consider adding a personal touch. For example:
- Share Relevant Information: If you come across an article or resource related to the company or industry, include it in your follow-up email.
- Highlight New Achievements: If you’ve completed a relevant project or gained a new certification since the interview, mention it.
- Send a Handwritten Note: For certain industries, a handwritten thank-you note can leave a lasting impression.
