What to Say In A Follow Up Email After Interview: Crafting the Perfect Thank You
A follow-up email after an interview is crucial; the best ones reiterate your enthusiasm, briefly remind the interviewer of your key qualifications, and express continued interest in the role, ultimately solidifying your positive impression. This article provides a definitive guide on what to say in a follow up email after interview, ensuring your message resonates with potential employers.
Why Sending a Follow-Up Email Matters
Following up after a job interview isn’t just good manners; it’s a strategic move that can significantly impact your candidacy. It demonstrates professionalism, reinforces your interest in the position, and provides another opportunity to highlight your qualifications and address any concerns the interviewer might have.
Here’s why taking the time to craft a well-written follow-up email is essential:
- Reinforces your interest: It shows you’re truly excited about the opportunity.
- Demonstrates professionalism: It’s a standard business courtesy that reflects positively on you.
- Highlights key qualifications: A chance to reiterate why you’re a good fit.
- Addresses concerns: You can clarify any points that may have been unclear during the interview.
- Keeps you top-of-mind: It reminds the hiring manager of your candidacy amidst a pool of applicants.
- Provides a thank you: Expressing gratitude is always appreciated.
Failing to send a follow-up email can be perceived as a lack of enthusiasm or unprofessionalism, potentially costing you the job.
Crafting the Perfect Follow-Up Email: A Step-by-Step Guide
What to say in a follow up email after interview depends on several factors, including the company culture, the interviewer’s personality, and the nature of the interview itself. However, certain elements should always be included:
- Subject Line: Keep it clear and concise. Examples include:
- “Thank You – [Your Name] – [Job Title] Interview”
- “Following Up – [Your Name] – Interview for [Job Title]”
- Greeting: Address the interviewer by name. “Dear Mr./Ms. [Last Name]” is a safe bet. If you’re unsure of their title, “Dear [First Name]” is acceptable, especially in more casual environments.
- Express Gratitude: Thank the interviewer for their time and the opportunity to learn more about the role and the company.
- Reiterate Your Interest: Clearly state your continued enthusiasm for the position.
- Highlight Key Qualifications: Briefly remind the interviewer of one or two key skills or experiences that align with the job requirements. Avoid simply repeating your resume; instead, connect your skills to specific needs discussed during the interview.
- Personalize the Message: Reference something specific you discussed during the interview to show you were engaged and listening. This could be a project, a company initiative, or a shared interest.
- Address Potential Concerns (Optional): If you felt you didn’t adequately answer a question during the interview, use the follow-up email to clarify your response.
- Reinforce Your Value Proposition: Briefly reiterate what makes you the ideal candidate.
- Call to Action: Express your eagerness to hear about the next steps in the hiring process.
- Closing: Use a professional closing, such as “Sincerely,” “Best regards,” or “Thank you again.”
- Signature: Include your full name and contact information.
- Proofread: Thoroughly proofread your email for any errors in grammar or spelling before sending it.
Common Mistakes to Avoid
While a follow-up email is crucial, it’s important to avoid common pitfalls that can undermine your efforts:
- Generic templates: Avoid sending a generic, impersonal email. Take the time to tailor your message to each interviewer and company.
- Excessive length: Keep your email concise and to the point. The ideal length is typically 3-5 paragraphs.
- Aggressiveness or desperation: Avoid sounding overly eager or demanding. Maintain a professional and respectful tone.
- Negativity: Focus on the positives and avoid dwelling on any perceived weaknesses or mistakes you made during the interview.
- Typos and grammatical errors: These errors can make you appear unprofessional and careless.
- Asking about salary or benefits too early: It’s best to wait until you’ve received a job offer to discuss these topics.
- Ignoring company culture: Adapt your email’s tone and style to match the company’s culture.
Timing is Everything: When to Send Your Follow-Up
The ideal time to send your follow-up email is within 24 hours of the interview. This shows you’re prompt and eager. Sending it later than 48 hours can make you seem less interested. If the interview was on a Friday, sending the email on Monday morning is acceptable.
Example Follow-Up Email
Subject: Thank You – Jane Doe – Marketing Manager Interview
Dear Mr. Smith,
Thank you so much for taking the time to speak with me yesterday about the Marketing Manager position at Acme Corp. I enjoyed learning more about your team’s current initiatives and the company’s vision for the future.
Our conversation reinforced my enthusiasm for this role. I was particularly excited to hear about your plans to expand into the social media marketing space, which aligns perfectly with my experience in developing and implementing successful social media campaigns. As we discussed, my ability to increase engagement by 30% within six months for my previous employer makes me confident I can contribute significantly to Acme Corp’s success.
Thank you again for your time and consideration. I am very interested in this opportunity and eager to hear about the next steps in the hiring process.
Sincerely,
Jane Doe
(555) 555-5555
jane.doe@email.com
FAQs: Demystifying the Follow-Up Email
Here are some frequently asked questions about crafting effective follow-up emails:
What if I interviewed with multiple people?
Send a separate, personalized follow-up email to each interviewer. While you can use a similar template, be sure to tailor each message to reflect your individual conversation with that person. Reference specific points you discussed with each interviewer to demonstrate that you were engaged and paying attention. Personalization is key!
What if I don’t have the interviewer’s email address?
Ask your recruiter or HR contact for the interviewer’s email address. If that’s not possible, try to find it online through LinkedIn or the company website. As a last resort, you can send your email to the HR department and ask them to forward it to the interviewer.
Should I mention salary expectations in the follow-up email?
No. It’s best to avoid discussing salary expectations in your follow-up email. Wait until you’ve received a job offer to discuss compensation. Focus on your qualifications and enthusiasm for the role. Keep the focus on your value.
What if I made a mistake during the interview?
If you made a mistake or misspoke during the interview, you can use the follow-up email to clarify your response. Briefly acknowledge the mistake and provide a more accurate or complete answer. Be concise and confident.
How long should I wait to hear back after sending my follow-up email?
The timeframe for hearing back can vary depending on the company and the hiring process. In general, it’s reasonable to wait about a week before following up again. If you haven’t heard back after a week, you can send a brief email to inquire about the status of your application.
What if I’m not interested in the job after the interview?
If you’ve decided you’re not interested in the job after the interview, it’s still important to send a follow-up email. Thank the interviewer for their time and consideration, and politely decline the opportunity. This is a professional courtesy that will leave a positive impression. Maintain professionalism, even in declining.
Should I attach my resume again in the follow-up email?
Generally, no. Unless the interviewer specifically requested it, there’s no need to attach your resume again. They already have it. Focus on highlighting your key qualifications in the body of the email.
How can I make my follow-up email stand out?
Personalization is key to making your follow-up email stand out. Reference specific points you discussed during the interview, and tailor your message to the interviewer’s personality and the company’s culture. Show genuine interest and engagement.
What if I don’t have anything specific to reference from the interview?
Even if you don’t have a specific anecdote to reference, you can still personalize your email by mentioning something you learned about the company or the role that you found particularly interesting. This shows you were engaged and paying attention. Focus on learning.
Should I proofread my follow-up email multiple times?
Absolutely! Proofreading is essential to ensure your email is free of typos and grammatical errors. Ask a friend or family member to proofread it for you as well.
What if I have additional questions after the interview?
If you have additional questions that you didn’t ask during the interview, you can include them in your follow-up email. However, keep the number of questions to a minimum (one or two) and ensure they are relevant and important.
Is it okay to send a handwritten thank-you note instead of an email?
While a handwritten thank-you note is a nice gesture, it’s generally not recommended as a substitute for an email. An email is faster and more efficient, and it allows you to follow up promptly. You could send both, but prioritize the email.