The interviewer hasn’t gotten back in touch on the date they mentioned. Days and weeks go by—and still no reply.
Perhaps you’re facing a different kind of situation:
- It’s been more than a month since you heard back from the company
- The job opportunity feels like the perfect fit based on your skills and experience
- You have other job offers on hold, but you’d like a response as soon as you can from the company you had an interview with
In this guide, you’ll learn how to write the perfect follow-up email after the interview step-by-step. You’ll also find 24 sample emails to help you navigate through your particular circumstances.
Let’s get started!
How to Write the Perfect Follow-up Email After Interview
Here’s how to write the perfect email to follow up after the interview:
- Write a concise subject line
- Begin with a polite greeting
- Acknowledge the context
- Mention the purpose of your email
- Have a call to action
- Sign off
Knowing what you want to say and putting the right words together are two different things.
Even if you feel like you delivered a masterful performance, the doubts creep in when the employer hasn’t reached back out to you in the timeframe that they said they would.
Sending an interview follow-up email to get a response on how your application is faring can help ease those doubts.
1. Write a Concise Subject Line
The subject line is the first thing the recipient will see in an email.
A good subject line means your email gets opened. Get straight to the point and make it clear what you’re after so the hiring manager knows what it’s about.
Here are a few examples:
- Thank you for the [Job Title] interview
- About the [Job Title] interview
- The next steps for [Job Title] interview
- Re: [Job Title] interview
- [Job Title] interview: A few questions
2. Begin With a Polite Greeting
Address your interviewer by name. All emails begin with a greeting. Here are a few examples:
- Hi Name
- Dear Name
- Hello Name
“Dear Name” is the most formal greeting. To go slightly less formal, you can start with either “Hi Name” or “Hello Name.”
3. Acknowledge the Context
Before getting to the email body, acknowledge the context by doing one or more of the following:
- Show gratitude by thanking the interviewer for their time
- Mention the particular role and date of the interview
- Summarize something specific that was discussed in your interview
Maintain a professional tone and be sincere in your email. Always use positive language to convey your interest.
4. Mention the Purpose of Your Email
The purpose is to, well, follow up with the interviewer. And the reason you’re following up could be for of one of these reasons:
- To get a status update
- Share further resources
- Ask certain questions
- Reschedule an interview
- Leave an impression
Bring up the main purpose of your email in either the first or second paragraph.
5. Have a Call to Action
Your call to action can either be implicit or explicit.
An implicit call to action is one that’s subtle and implies the next steps to the email recipient. Here are a few examples:
- I look forward to hearing from you
- Any updates on the hiring process would be greatly appreciated
On the other hand, an explicit call to action is one that clearly outlines the next steps to the recipient. It tells them exactly what you want them to do. Here are a few examples:
- Please let me know when you'd like to schedule a time to chat next
- When are you available to discuss?
6. Sign Off
Lastly, finish your email with a professional sign-off followed by your name.
Here are a few of the best ways to end an email:
- Best regards
How Many Follow-Up Emails Should You Send After an Interview?
It honestly depends. Getting a reply after 1-2 follow-up emails after an interview is ideal. But not all employers may reply by then. That’s why some candidates might send more emails than anticipated to get a response.
How quickly the hiring team responds varies. Some companies will take longer than others because of factors like the amount of applications they’re receiving.
However, let the company take time to breathe by giving them room to reply.
Have at least a 1-week break between each follow-up email. Sending too many follow-ups could make you look needy, desperate, and impatient.
When Should You Send a Follow-up Email After an Interview?
Here are examples of when you could send a follow-up email after the interview:
- Within 24 Hours: You feel like the job opportunity is a perfect fit and you want to show your appreciation for the interviewer’s time.
- 2-3 Days: To express your appreciation and leave a stronger impression.
- 1 Week: Gentle reminder that you’re still interested in the role.
- 2 Weeks: Get an update on your job application and the hiring process.
- 3-4 Weeks: Seek a response on whether or not you made the cut.
- 1+ Month: Move on and send an upfront reminder.
You could send the first follow-up email within 24 hours, 2-3 days, or even 1-2 weeks after your interview. If you decide to send it before the 1-week mark, it should only be a short message that simply thanks the interviewer for their time.
After your first email, it becomes a bit of a waiting game since it’s only recommended to follow up on a weekly basis.
Important Note: If you’re given a date for an expected response, you could send your first follow-up email within the first week after your interview to express gratitude or save it until after the anticipated reply date.
24 Hours After the Interview
It’s perfectly okay to send a follow-up email within 24 hours after a job interview. A short thank-you note emphasizes that you’re grateful for the interviewer’s time and enthusiastic about the job opportunity.
Keep your email brief and straight to the point. Thank the interviewer for their time and express your appreciation for the opportunity.
If you’d like to do so, you could also reiterate your interest by mentioning something specific you discussed in the interview.
2-3 Days After the Interview
Sending a follow-up email 2-3 days after the interview is more or less the same as how you would follow up within 24 hours.
If you want to follow up as soon as you can, do so either within 24 hours or within 2-3 days after the interview. When following up within the first week, this should only be a quick note to show your appreciation.
Don’t forget to give at least a 1-week space for every email you send to follow up. Emailing the interviewer twice within the span of one week can come across as too pushy.
1 Week After the Interview
One week after the interview or expected reply date is the most standard time to follow up with the interviewer. This is when you can send a gentle reminder that you’re still interested.
2 Weeks After the Interview
Okay, it’s been two weeks since your interview. You already emailed them last week but you still haven’t heard back. What now?
No worries. It’s pretty normal for some companies to get back to you within 3-4 weeks if they haven’t gotten back to you already.
That said, try sending another email reminder to get an update on your application. You could also request a date for the next steps or the timeline of the decision-making process.
3-4 Weeks After the Interview
At this point, you might’ve sent a couple of emails already:
- First Email: Within the first 24 hours or 2-3 days after the interview to show your appreciation
- Second Email: Sending a gentle reminder one week after the interview or the expected reply date
- Third Email: Requesting a status update and date for when you can expect a response since it’s now been a total of 2 weeks after the interview or expected reply date
If you’ve followed the above timeline, this makes it your fourth follow-up email.
The purpose here is to get a response regarding your job application. You can expect that they’re close to finalizing a decision or have made a decision but haven’t managed to get back to you yet.
In some cases, it could just be that the company is taking longer than expected for a few reasons:
- They’re processing a large volume of job applications
- The interviewer or hiring manager is on vacation
- The workload is heavy, so they may get back to you a bit later
- Lots of people are involved in the decision-making process
- Other unexpected circumstances
Moving On: 1+ Month After the Interview
Still haven’t heard back? Hopefully, you continued applying to other companies by sending them a tailored ATS resume. After all, you don’t want to put all your eggs in one basket.
Unfortunately, it’s still quite common for some companies to ghost candidates.
If it’s been over a month since the interview or expected response date, you can expect the answer to be a no.
Our advice? Move on, especially when it’s been a whole month and you haven’t heard back. There are lots of other companies out there that would value your skills far more and would be stoked to have you on their team.
Best Email Templates for Following Up After an Interview
CEOs at startups appreciate it when candidates follow up and break the typical cycle of waiting for feedback. Well, at least that’s what our CEO at Rezi has to say.
Now, we’ll go through the best email templates to follow up after an interview. These are the only follow-ups you’ll ever need.
Keep things simple with a follow-up email that gets straight to the point while showing your enthusiasm.
Make your appreciation loud and clear.
Whether the company was a good cultural match or you had a genuinely insightful conversation, you can use this email follow-up template to emphasize your gratitude.
Status Update Email
Has it been more than one week since the interview? Send a reminder using the email template below to get a status update.
General Email Follow-up Templates
We’ll go through a few more general post-interview email templates that you can use to follow up with the interviewer. You can use these for one or more of the following reasons:
- Reiterate your interest in the position
- Express your appreciation to the hiring manager
- Address any potential questions or concerns
- Provide any further information that may be helpful
That said, we encourage you to edit these general email templates based on how your interview went.
After a Screening Interview
Screening interviews are usually a quick phone call or video chat to make sure you’re on the same page as HR.
Although the personal connection of these types of interviews isn’t as strong as an in-person interview, you can still use this opportunity to reinforce your enthusiasm. You can also mention details you discussed with the interviewer to highlight your interest.
After an In-Person Interview
An in-person interview means you’re personally acquainted with your hiring manager. This means you’ve got a more intimate understanding of the company. Sending a follow-up email allows you to make a more lasting positive impression.
After the Second Interview
The follow-up email after the second interview will be slightly different from after the first interview.
Firstly, you’ll have more information about the role and company culture. Secondly, you’ll have a better sense of whether or not you’re a good fit for the role. You can use all of this information to tailor your email.
How to Follow-up if You Find Yourself in These Other Scenarios
You might find yourself in one of the following situations:
- You have other job offers
- Your interview was interrupted
- The interviewer hasn’t followed on a promise
- Multiple reschedules
- No-show interviews
- Receiving feedback
- Connecting on LinkedIn
There are different ways to respond in each of these scenarios. We’ll share a general email template you can customize.
You Have Other Job Offers
Waiting for a company to reply after an interview while having other job offers on standby can feel like a pain. After all, you want to secure the job.
At the same time, you don’t want to decline a potential opportunity that might be a better fit for you because of higher pay or other reasons.
Don’t worry. You can use the post-interview follow-up email template below to seek a response.
Your Interview Was Interrupted
In-person and virtual interviews could get interrupted for all sorts of reasons:
- Technical issues
- Personal problems
- Scheduling conflicts
Any of these can prevent you from completing the interview or performing to the best of your ability.
The Interviewer Hasn’t Fulfilled a Promise
Some interviewers may have made a promise that they didn’t follow through on because things got busy or because of some other unforeseen circumstances. Either way, hiring managers typically have a lot on their plate, so it’s not surprising for some tasks to get lost in the shuffle.
In this case, send a gentle reminder.
This one’s pretty rare, but dealing with multiple rescheduled dates for your interview can strike a nerve. Being respectful of each other’s time is a given.
However, it’s crucial to maintain professionalism even in the most frustrating situations.
Wait 5-10 minutes before sending an email reminder that you’re waiting on the interviewer.
Once you send that email reminder, wait another 5-10 minutes. If they haven’t joined or responded by then, use the next email template designed for no-show interviews.
Waited for the hiring manager to join the Zoom call, but they never made it?
This can be another annoying situation to deal with. Still, it’s important not to let your emotions get in the way.
There’s nothing wrong with asking to receive feedback from the company, regardless of whether you passed or failed the job interview process.
Here are two of the main reasons why:
- Get insight into how you can improve for future interviews
- Highlight your commitment to professional growth
Should you get a response from the employer, reply in the email thread showing your appreciation.
Connecting on LinkedIn
Had an interview that felt like a big eye-opener?
It’s not out of the norm to want to network with the person you had an interview with. Staying in touch allows you to build relationships with people in your field and find future opportunities.
Kindly send a request via email and share your thoughts. You could also send a connection request on LinkedIn with a personalized note.
If you don’t hear back from them, it’s best to move on respectfully.
More Email Templates to Follow Up After a Job Interview
The earlier follow-up email templates should be more than enough.
If you need more, feel free to check out the templates listed below. You can use these to do one or more of the following:
- Clarify certain points
- Address doubts
- Highlight how you’re a good fit
- Stay on the employer’s radar
Rescheduling an Interview
Life is unpredictable. Things can happen. Your hiring managers are human as well and will understand this.
With that in mind, use this template to reschedule an interview.
Additional Questions or Resources
This goes both ways:
- Providing other resources to respond to what’s been discussed in an interview
- Asking additional questions to the hiring manager
Customize the follow-up email template below based on your particular situation. Be sure to answer any questions the hiring manager might’ve left you and respond thoughtfully.
Here are a few more reasons why you might send resources or ask a couple more questions:
- Clarify specific details related to your eligibility for the role
- Grasp a better understanding of a company department or cultural values
- Showcase your skills more comprehensively
Important Note: Some companies may have a strict recruitment process with a set amount of time to assess each candidate equally. Others simply don’t have the time or resources. For these reasons, some hiring managers might not get back to you.
Mentioning a New Skill
Learned or developed any new skills since the interview?
Mention it in a follow-up email to reaffirm your interest and dedication to becoming the best fit for the role.
Tips When Following Up on a Job Interview
These are the top five tips to keep in mind on your quest for following up with hiring managers:
- Keep your email concise (shorter is better)
- Double-check spelling, grammar, and other small details
- Don’t send too many emails (start with one and go from there)
- Reflect the tone of the company’s culture
Remember, your cover letter is where you share your story and your resume is where you highlight your skills. The primary aim of the follow-up email after an interview is to get a response about the next steps moving forward.
Keep Your Email Concise (Shorter is Better)
Interviewers are busy. Show respect for their time by keeping your emails short and straight to the point.
In total, 1-2 paragraphs is more than enough.
Most candidates think that a longer email is better because it shows off their commitment and enthusiasm. In reality, it’s the opposite.
For some employers, long emails can be a huge turn-off and they’re not likely to read the entire message. It’s nothing personal. They just have a lot to get through on their to-do list, so a shorter email is more appreciated.
Double-Check Spelling, Grammar, and Other Small Details
Here are a few things to check:
- Email addresses
And make sure you’ve also included the necessary links and attachments. Small slip-ups can cost you the perfect email.
Don’t Send Too Many Emails (Start With One and Go From There)
As mentioned, wait at least a week before sending your next follow-up email. If the hiring manager gets back to you sooner, feel free to send a response at your earliest convenience.
Sending too many emails in a short span of time makes you look needy. If you’ve followed up for more than a month and they haven’t got back in touch, it’s best to move on.
Reflect the Tone of the Company’s Culture
Follow the same tone of voice from the initial email that the company sent you.
From relaxed and casual to smart and formal, emulate that same vibe in your email. This can make you a more memorable candidate who looks like a strong fit for the team.
If you’re unsure, maintain a professional tone of voice.
Prevent the Need to Send Follow-up Emails By Acing Job Interviews With Rezi AI Interview
Follow-up emails after the interview can often be avoided in the first place by completely acing your job interviews.
Here’s how: have a realistic practice partner for specific job interviews.
A friend or family member is one option. Another option that we recommend is the Rezi AI Interview.
With Rezi AI Interview, you’ll have a virtual partner who can help you test out your interview skills:
- Job-Specific Questions: Answer auto-generated questions based on your resume as well as the specific job position and job description you’re applying for.
- Constructive Feedback: Get feedback on your interview answers along with a recommended answer for each question.
- Realistic Simulation: Our AI Interview feature is based on real-life interviews. Therefore, you’ll be asked real questions that have been asked in the past in your particular role and industry.
You can sign up here to get started for free.
Side Note: In some cases, it really could just be that the company needs more time to reply since they’re facing a large volume of candidates. A follow-up email is essential in the application process to leave a lasting impression and get status updates.
Don’t Put All Your Eggs in One Basket
The safest option is to not solely focus on one company at a time.
Yes, it might be best for the company you’re applying to, but you should also think about what’s best for yourself.
You never know what other options are out there waiting for you. And it’s only possible to come across such career opportunities by not pinning all your hopes down on a single company.
Then again, sending multiple high-quality job applications while preparing for an interview is tough because tailoring your resume and cover letter to each job description is a time-consuming process.
In all honesty, juggling multiple applications can be a total headache.
If you want all the AI tools and interview prep features you need to make the entire job search process easier, you can try Rezi for free.