How to Write the Perfect Follow Up Email After an Interview

How to Write the Perfect Follow Up Email After an Interview

The interview might have ended, but your opportunity to make an impression has not. Crafting a follow-up email after an interview is a vital, often overlooked step that cements your candidacy and showcases your ongoing interest. MatchBuilt understands this pivotal post-interview phase and equips you with nuanced strategies to ensure your email stands out.

Essential Elements of an Impactful Follow-Up:

  • A Personal Touch: Reference specific moments from the interview to demonstrate engagement.
  • Reinforced Interest: Show that your enthusiasm for the role extends beyond the interview room.
  • Professional Polish: Maintain a balance of professional and personable to leave a memorable impression.

Jennifer Smith, a seasoned career coach, underscores this:

Not only is it common courtesy, but a well-timed follow-up can set you apart. It signals to the hiring manager that you’re not just interested but excited about the role, keeping you top of mind​.

Drawing from industry-respected sources like LinkedIn, Harvard Business Review, and Glassdoor, we have crafted a guide that mirrors MatchBuilt’s authoritative presence in the job search arena. Our carefully assembled advice is not just theory—it’s a blueprint laid out by experts who understand the gravity of every step you take in your career path.

Why Trust This Guide?

  • Track Record: MatchBuilt’s guidance is forged from countless successful placements.
  • Deep Insight: With insights from LinkedIn and Glassdoor, our advice is grounded in industry-wide best practices​2​.
  • Expert Collaboration: Endorsed by career experts, our methods are designed to give you a competitive edge.

Let’s delve into the structure of a perfect follow-up email—personalized, professional, and positioned to win you the job. With MatchBuilt’s expert-backed strategies, make your post-interview correspondence as compelling as your first impression.

Modern interview room setup.

Why is Crafting a Follow-Up Email After an Interview So Crucial?

According to LinkedIn’s insights on job interviews, sending a follow-up email isn’t just a gesture—it’s an essential strategy to demonstrate your professionalism post-interview. It offers the chance to reinforce your genuine interest, showcase your attentiveness, and emphasize your ideal fit for the job.

  • Reinforce Interest: Conveys enthusiasm for the role and company.
  • Showcase Attentiveness: As supported by Harvard Business Review’s perspective on post-interview communication, a meticulously composed email signifies an individual’s active listening skills during the interview process.
  • Set Yourself Apart: Distinguishes you from other candidates.

The Advantage of Personal Anecdotes in Your Follow-Up Email

As highlighted by Glassdoor’s guide on interview strategies, personal anecdotes infuse a personal touch to your emails. Such details stand out amidst the numerous generic follow-ups, signaling your unique connection to the interview.

Using a unique moment, shared joke, or specific topic from the interview:

  • Demonstrates engagement during the conversation.
  • Builds a personal connection with the interviewer.
  • Reminds them of your unique interaction.

Person writing a follow-up email after an interview

Essential Components of a Follow-Up Email

Crafting the ideal follow-up email is an art. The Muse’s take on post-interview etiquette suggests that balancing professionalism with a hint of personal touch can set the tone for a memorable impression. Each component, from the salutation to the sign-off, contributes to creating an email that resonates.

  • Salutation: Address the interviewer by name.
  • Gratitude: Thank them for the interview opportunity.
  • Reiteration: Highlight your suitability and enthusiasm.
  • Closure: Sign off professionally with contact details.

Brief Follow Up Email Templates & Examples

1. Brief & Professional

Subject: Appreciation for [Job Position] Interview

Dear [Interviewer’s Name],

I wanted to take a moment to express my gratitude for today’s discussion about the [Job Position]. It gave me valuable insights into the team dynamics and the goals of [Company Name]. I’m particularly excited about the potential to contribute to [specific project/team/goal], given my past experiences in [related experience or skill].

I’m eager to further discuss how my background aligns with the needs of your team.

Warm regards,

[Your Name]
[Your Phone Number]
[Your Email]

2. Addressing Feedback

Subject: Reflecting on our conversation about [Job Position]

Dear [Interviewer’s Name],

Thank you for providing clear and constructive feedback regarding the [Job Position]. Understanding your perspective has given me a clearer picture of what’s expected and has further fueled my desire to join [Company Name]. I believe that my prior experience in [specific skill or project] will be beneficial in addressing the challenges and needs you outlined.

I’m enthusiastic about the chance to be a part of such a dynamic team and hope to discuss the next steps soon.

Best regards,

[Your Name]
[Your Phone Number]
[Your Email]

Handshake after a job interview.

Follow Up Email Templates & Examples with Anecdotal References

1. Highlighting Shared Interests

Subject: Reflecting on our shared passion for [shared interest]

Dear [Interviewer’s Name],

Today’s conversation was both enlightening and enjoyable. Beyond discussing the role, I was pleasantly surprised to discover our mutual passion for [shared interest]. It’s great to know that [Company Name] values such interests, and it only reinforces my belief that I’d be a good cultural fit. Drawing from this shared interest, I can see how I can contribute to projects like [specific project/team/goal].

I look forward to potentially collaborating with a team that shares my passions and values.

Warm regards,

[Your Name]
[Your Phone Number]
[Your Email]

2. Referring to a Challenge

Subject: Contemplating the [specific challenge] we discussed

Dear [Interviewer’s Name],

Our conversation today gave me much food for thought, particularly when we delved into the [specific challenge] the team is facing. Reflecting on it, I’m reminded of a similar challenge I encountered at [previous job/role], where I [specific action or strategy used to overcome challenge]. I believe such experiences would allow me to bring a fresh perspective to [Company Name].

I’m genuinely excited about the possibility of addressing and overcoming such challenges alongside your team.

Best regards,

[Your Name]
[Your Phone Number]
[Your Email]

Thoughtful individual reflecting post-interview

3. Nostalgia or Shared Joke

Subject: Still chuckling about [light-hearted moment]

Hi [Interviewer’s Name],

Today’s discussion was both insightful and enjoyable. And our light-hearted moment about [shared joke] truly made it memorable! I believe moments like these, coupled with a shared vision, can foster great team dynamics. I’m eager to bring both my skills and a touch of levity to [Company Name], ensuring that while we work hard, we also appreciate the lighter moments.

Hoping to share many more such moments and successful projects in the future.


[Your Name]
[Your Phone Number]
[Your Email]

4. Acknowledging Inspiring Moments

Subject: Inspired by our conversation on [specific topic]

Dear [Interviewer’s Name],

Our discussion today, especially your insights on [specific topic], left a profound impact on me. It’s not every day that one comes across visionary leadership that’s both inspiring and grounded in reality. Your perspective aligns with what I’ve been seeking in a workplace, and it makes me all the more enthusiastic about the potential of joining [Company Name].

I eagerly await the opportunity to continue our dialogue and delve deeper into how I can contribute.

Warm wishes,

[Your Name]
[Your Phone Number]
[Your Email]

Desk with open email app for post-interview follow-up

Your Top Questions About Post-Interview Emails, Answered

How soon should I send a follow-up email after the interview?

Typically, it's best for you to send your follow-up email within 24-48 hours after the interview. This time frame allows you to express your gratitude and enthusiasm while the conversation remains fresh in both your and the interviewer's minds.

What if I had multiple interviewers? Should I send each one an email?

Yes, if you interact with multiple interviewers, it's best to send each one a personalized email. Tailor each message slightly to reflect specific points or moments from your conversation with each individual.

I haven't received a response to my follow-up email. What should I do?

If you haven't received a response within a week, sending a brief and polite second follow-up is acceptable. Restate your interest in the position and inquire about the next steps or timeline.

Should my follow-up email be formal or casual in tone?

Your email should reflect the tone of your interview. However, it's always safer to lean towards a more professional manner when in doubt. Ensure that your message is polite, clear, and error-free.

What should I do if I realize I made an error in my follow-up email?

If the error is minor, like a small typo, there's usually no need to send another email. However, if the mistake was significant (like addressing the wrong person), a brief and polite correction in a subsequent email may be necessary.

In my follow-up email, can I ask about the next steps or time frame for a decision?

Yes, asking about the next steps or the decision-making timeline in your follow-up is very appropriate, mainly if this wasn't addressed during your interview.

What if I think of a question or an additional point after the interview? Can I include it in my follow-up email?

Certainly! Your follow-up email is an excellent opportunity to ask any lingering questions or clarify points discussed during the interview. Just ensure the email remains concise and to the point.

I received a rejection after sending my follow-up email. How should I respond?

It's professional and gracious to send a brief thank-you note even if rejected. Express gratitude for the opportunity to interview and request feedback if it feels appropriate. This maintains a positive relationship with the employer and leaves the door open for potential future opportunities.

Final Thoughts From an Executive Recruiter

The aftermath of a job interview and the follow-up emails sent after are just as consequential as the dialogue that occurs during the interview itself. A follow-up email serves as a bridge between the conversation and the potential offer, providing candidates with a powerful tool to fortify the connection forged during the meeting. But remember, it’s not just about ticking a box. It’s about conveying your enthusiasm, demonstrating your attentiveness, and distinguishing yourself in a crowded field.

MatchBuilt’s dedication to aiding professionals like you extends beyond mere placement. We’re committed to ensuring every touchpoint in your professional journey is maximized for success. As you prepare to send your next post-interview email, remember that it’s more than just a letter—it’s an extension of your professional brand and an opportunity to echo the value you bring to the table.

By leveraging the strategies and templates provided, you ensure that the lasting impression you make is not only positive but also memorable. Whether you’re narrating a shared anecdote or addressing the complexities of the job role, each follow-up email is a testament to your commitment and passion for the position in question.

Embrace this critical step with the same vigor and preparation you’d devote to the interview itself. Because, in today’s competitive job landscape, it’s the attention to such details that ultimately paves the way for success. Remember, the journey doesn’t end when you exit the interview room—it continues with the follow-up email after the interview.

Crafting the perfect follow-up email post-interview is more than a formality; it’s an art. It can make the difference between being remembered or being just another applicant. Need help getting started? Check out our thank you letter generator here.

Further Insights: Handpicked Interview Follow-Up Videos