Sample emails and when to use them
Here are a few follow-up email examples you might use during the hiring process. Below, we’ll discuss when and how you should send each, plus provide tips for writing them.1. Follow-up email after a short interview
A short follow-up version may be most appropriate as an email to thank someone for their time after a phone interview. In the short version, you’ll want to be concise: Subject line: Thank you for your time Dear Ms. Richardson, Thank you for taking the time to speak with me about the marketing coordinator role. It was great to meet with you and learn more about the position. I’m very excited about the opportunity to join Horizon Marketing and am particularly interested in the details you shared about the upcoming launch of the brand campaign. I’m enthusiastic about the prospect of taking on some of the project management and bringing my experience in successfully coordinating cross-functional initiatives to the table. After our conversation, I’m confident that my background in marketing and my interest in brand growth will enable me to fill the job requirements effectively and support the vision of Horizon. Please feel free to contact me if I can provide you with any further information or samples of my work. I look forward to hearing from you. Thanks again,Chuck Ferris
304-555-0192 chuckferris@email.com
2. Follow-up email after a long interview
In the long version, you have more opportunities to explain your skills in detail (although you’ll notice this long version is still relatively short). This is appropriate after an in-person interview or other meaningful interactions during the hiring process. Subject line: Thank you for your time Dear Mr. Richardson, Thank you very much for your time yesterday—it was a pleasure speaking with you about the account executive role. From our conversation, it’s clear that ABC Inc. has the energetic and hardworking environment I’m seeking. I especially enjoyed discussing your need for someone who can create value and insight during client conversations. It’s an interesting challenge, and I’ve continued reflecting on it since our meeting. Over the last few years, I’ve encountered many of the same roadblocks we discussed: tightening client budgets and lengthy decision-making processes. Prioritizing the quality of the conversation over simple information delivery has been one of my most successful tactics in overcoming those roadblocks and one reason I’ve routinely exceeded my quotas. In my relationships with clients, I focus on building trust and boosting credibility, and I’m excited about the prospect of bringing that skill set to ABC Inc. If you need any further information, please feel free to contact me by email or phone. Thanks again,Chuck Ferris
304-555-0192 chuckferris@email.com Keep in mind—particularly for the longer version—that you’ll want to spend time customizing the elements to your specific experience and the interview conversations. The more you customize these general examples, the more you’ll stand out as an applicant. Related: Did Your Job Interview Go Well? Learn How You Can Tell The image shows a simple desk scene with a pen, mug, and simplified screen of lines representing an email message. There are labels throughout the email that guides the user to recreate their own follow-up message. Headline: "Follow-up email format"
- Subject line
- Open your first paragraph with a thank you
- Talk about your interests, goals, and experience
- Set yourself apart from other candidates
- End with your signature and contact information
3. Follow-up email after no response
If you haven’t gotten an email or phone call from a potential employer after your interview or after your post-interview follow-up email, you can send an email to check on your application, ideally to the recruiter. You should send this email if you haven’t heard back after two weeks since your interview. Keep your email concise, and indicate you’re looking for more information without being overeager:- Include the job title you interviewed for in the subject line.
- Send this email to the recruiter. They’re the most likely to be up-to-date on what’s going on in the hiring process.
- Keep your follow-up email to one paragraph, indicating you’re still interested in the job and are looking for an update.
- Offer to provide additional information if they need it.
- Sign off with a thank you.
After sending an initial thank-you email, it may be appropriate to send additional emails. Start by asking when you can anticipate a response about the next steps or final decisions. Wait until the deadline passes before emailing again, unless someone from the organization reaches out with further questions.Subject line: Checking in RE: marketing coordinator role Dear Ms. Richardson, I hope you’re well! I’m checking in on the marketing coordinator role. It was great to meet with the team earlier and I’m looking forward to your update. Please let me know if there’s anything else I can provide to assist in the decision-making process. Thank you,
—Genevieve Northup, MBA, SHRM-CP, HCI-SPTD
Chuck Ferris
304-555-0192 chuckferris@email.com You don’t need to worry that checking in makes you seem desperate or annoying. The truth is that these decisions take a different amount of time at each company. By sending this email, you’re simply giving them a gentle nudge for an update. And, if you really want the job, there’s no harm in reiterating that.
4. Third follow-up email to stay in touch
If you still haven’t gotten a response after checking in or you’ve learned you didn’t get the job, you can still venture to stay in touch with the hiring manager. The goal of this follow-up email is to establish a professional relationship with a person who can help you grow. Just like your checking-in email, this follow-up is short:- Send this email to the hiring manager. This person is probably at a senior level and could be a potential mentor if you’re looking to grow in this field.
- Mention in your first paragraph what about the company you found interesting or inspirational.
- Limit your email to two paragraphs at most and include a proposed timeframe for a future phone call or coffee meeting.
Chuck Ferris
304-555-0192 chuckferris@email.com Be aware that if you received a firm “no” on this job, it’s highly unlikely that this email will change that. What it can do, however, is reinforce your interest in the company and indicate to the hiring manager that even though you may not have been the right fit for this job, there may be a future role for which you are well-suited.
Follow-up email templates
Use these templates to help you craft your own follow-up email:Short follow-up email template
Here's a template you can use to craft a brief email to send after an interview: Subject line: Thanks for meeting with me Hello [recipient’s name], Thanks again for taking the time to meet with me yesterday afternoon. I enjoyed our conversation about the [position] and appreciated learning more about working with the [team]. It sounds like a rewarding role, especially given the opportunities for collaboration and advancement. I think my [qualification] would make me an excellent candidate for the role. I look forward to discussing this opportunity with you more. Please don't hesitate to contact me if you need additional information about my references. Thank you, [Name][Email]
[Phone number]
Detailed follow-up email template
Here's one you can use to write a more detailed email to send after an interview: Subject line: Thank you for meeting with me Hello [recipient’s name ], Thank you for taking the time to interview me this morning. I enjoyed our conversation about the [position] and appreciated learning more about how the role works. The way the [teams/departments] work together sounds ideal for reaching goals and optimizing performance. The [position] sounds like a rewarding role, especially given the opportunities for leadership and advancement. I think my [qualification] and [qualification] would make me an excellent candidate for this position. I look forward to discussing this opportunity with you more. Please don't hesitate to contact me to arrange a follow-up interview. Thank you, [Name][Email]
[Phone number]
Informal follow-up email template
If the interview was more informal than formal, you can match its tone with an informal follow-up email: Subject line: Great to meet you Hi [recipient’s name ], Thanks so much for taking the time to talk with me earlier today. Our conversation about the [position] was inspiring, and it was fantastic to learn more about the role. The job sounds exciting, and I think I would be an ideal candidate, thanks to my [qualification] and [qualification] Please contact me if you want to discuss this further. Thanks again for the opportunity. Thanks, [Name][Email]
[Phone number]
Formal follow-up email template
If the interview was very formal, here's a formal email template you can use to follow up: Subject line: Thank you for the interview Dear [recipient’s name ], Thank you for taking the time to speak with me about the [position] this morning. It was inspiring to have such an insightful conversation about [subject], and it was a pleasure to learn more about your insight into the industry. The details you shared about the position and future goals for the [department] convinced me that the role would be an ideal match for my qualifications. I believe that my [qualification] and [qualification] would allow me to make a valuable contribution to the department. Thank you, [Name][Email]
[Phone number]
Tips for following up after an interview
If you don’t get a response to your previous emails, follow up one more time. Most people aren’t ignoring you on purpose. They’re genuinely busy and your email has likely slipped their mind. As long as you are gracious and polite rather than pushy, these follow-up emails are simple, short indications of your interest and goodwill.You're staring at a blank screen and have no idea where to start. Even if you don't know what to write, it's critical that you send a post-interview follow-up email to express continued interest, reiterate what makes you a strong candidate and give gratitude for the interviewer's time. Keep it short and sincere.Here are some additional interview follow-up tips you may consider when writing your own:
—Genevieve Northup, MBA, SHRM-CP, HCI-SPTD
- If there’s something you forgot to say or want to elaborate on from your interview, this email is a great place to mention it.
- Send your interview follow-up email within 24 hours.
- Start with the name of the person who interviewed you. Use their first name if you’re on a first-name basis. If not, include both their first and last name.
- Choose an appropriate length. More concise is appropriate for most cases.
- Close the letter with your name and contact information, including your phone number and your email.
- Carefully proofread before you hit send. As with everything else you’ve sent to potential employers, give your follow-up a final edit before you send it.