So, you had a job interview. Great!
Before you sit back and begin the waiting game, we’re here to tell you that your work is not done. Nope! You may be thinking that you kicked butt at your interview and you’re obviously a shoo-in. Or… maybe not. But did you know that your interview actually isn’t over yet? Yup, you’re still in the spotlight, and even if your interview went great, you can still mess up your job prospects.
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Don’t sweat it! We want to tell you how you can help seal the deal—or at the very least get some clarity about your chances of getting the job. We’re here to walk you through how to write two types of emails you should send your prospective employer after your interview, complete with copy-paste sample templates for each.
The first type of email we’re going to talk about should ALWAYS be sent.
Always always always always.
Always. Send. A thank-you.
The Thank-You Email
The nice thing about the thank-you email is that you really shouldn’t have to think too much about it. Think: short, sweet, and polite. That said, there are a couple of best practices to follow when sending your thank-you note after an interview.
Do Send your thank-you note very soon after the interview. When to send it: within 24 hours is ideal, whether it was an in-person meeting, a phone interview, or a video call.
Do Make sure to address your interviewer(s) by name and send it to each person who interviewed you.
Do Put “Thank You” in the subject line of your thank-you email so your interviewers understand that you’re not trying to hound them about the job right after the interview. Include the title of the position you applied for to jog their memory. Something like “Thank You – Data Analyst Interview” works well as a subject line.
Do Briefly mention your qualifications again.
Don’t Be long-winded. This isn’t your cover letter, round two. While it’s okay to restate why you think you’d be a great fit for the job and address any concerns the hiring manager may have had, it’s important to respect their time and keep your note short and to the point.
Don’t Make spelling or grammar mistakes. Even if you had a great interview, this could hurt you—a lot.
“I have employers tell me all the time what a difference a handwritten thank-you note makes. Those are the candidates they remember, and if they’re having trouble deciding between two candidates, the thank you note can tip the scale.” — Lynne Sarikas, Executive Director of the MBA Career Center at Northeastern University, via Mediabistro
Sample Thank-You Email Template
This template works whether you interviewed in person, over video, or on a phone call. Just adjust the opening line to match your situation.
Hello HIRING MANAGER NAME,
It was great to meet you in person! Thank you for having me by the office today and taking the time to talk more about COMPANY NAME and the POSITION TITLE role. It was also great meeting with OTHER INTERVIEWERS and learning about their experience at the company and getting more detail on the day-to-day responsibilities.
I’m excited about where COMPANY NAME is headed and believe I can contribute to its success. My conversations with you confirmed that this role provides the perfect chance to be challenged and grow in INDUSTRY/FIELD. I’d be excited to use my experience in YOUR RELEVANT EXPERIENCE to help your company meet its goal of GOAL DISCUSSED IN INTERVIEW.
Please let me know if there is any other information I can provide. I’d be happy to follow up on anything we discussed or provide samples of my work.
Best,
YOUR NAME
YOUR PHONE NUMBER
YOUR EMAIL
Michelle, who coaches candidates through the application and interview process at Scouted, explains why this template works:
“It’s long enough to show that the candidate put thought into it, but concise and to the point. It appropriately reinforces interest in the role with specific reasons why. It lists each person the candidate met, along with specific details from those chats. It’s enthusiastic and positive without using too many exclamation points.”
Now we get to our second type of follow-up email…
The Follow-Up Email After Your Interview (When You Haven’t Heard Back)
Now is the time when you become frustratingly familiar with the last email that popped into your inbox, desperately waiting for a new, unread message with your interviewer’s name on it.
You may be tempted to forgo a follow-up altogether, imagining the worst-case scenario: Did the manager laugh at you as soon as you left the room? Did you horribly offend them? Bore them? Did they see right through your fear of feeling like an imposter?
Here’s what we’re going to tell you:
Hiring managers are busy. They’re real people with a real workload—which might be heavier than usual seeing as they’re trying to hire someone.
Some hiring managers might even be happy to see your email pop into their inbox and think, “Right! I was supposed to email them three days ago!”
Don Raskin, senior partner at MME and author of The Dirty Little Secrets of Getting Your Dream Job, shared a story with us that proves the point. One candidate he interviewed sent a follow-up quickly and made her interest unmistakable:
“She sent me a follow-up within 48 hours and reiterated her interest. I sent her a formal written offer and she signed it and sent it back at the start of the next business day.”— Don Raskin, Senior Partner at MME, via Mediabistro
It’s with this mindset that you should follow up with your interviewer. If you were given a date by which they said they would get back to you and that date has come and gone, feel free to type up your email. If you weren’t given a date but it’s been over a week and you haven’t heard back, type away.
Guidelines for Following Up After an Interview
- Always assume they’ve been busy.
- Always be polite and thank them for interviewing you in the first place.
- Remind them of your interview—bring up something specific you discussed so they remember you.
- Address any concerns they may have had and reassure them that you’re a great fit.
- Restate why you’d be a great fit for the role.
- Ask if there is anything else or more information they need from you.
- Leave a way to contact you, just in case.
Follow-Up Email Template
Dear HIRING MANAGER NAME,
I hope you’re doing well!
I wanted to follow up on my interview last week for the POSITION TITLE role. I’m still very excited about the opportunity and believe I’d be a great fit due to my experience in RELEVANT EXPERIENCE. I’m confident I could help your company GOAL FROM INTERVIEW.
Please let me know if you need any additional information from me or have any further questions.
Looking forward to hearing from you,
YOUR NAME
YOUR PHONE NUMBER
YOUR EMAIL
You shouldn’t ever worry about sending a follow-up email to a prospective employer as long as you keep it short and sweet, grateful, and not pushy. Follow these guidelines, and your email will simply demonstrate your interest and enthusiasm for the position.
For another look at the follow-up process — including what to do if you still don’t hear back — read our full guide: How to Follow Up After a Job Interview.
Got some follow-up or thank-you email advice of your own? What was the best follow-up message you ever wrote?
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