A follow-up email after an interview shows your interest in the position — and the hiring managers notice this.
In fact, 89% of hiring managers consider a follow-up email completely acceptable.
Sending the right type of follow-up email can make the difference between getting your dream job and not.
We created this guide to help you do just that: explore how and when to send a follow up email, complete with templates for the exact follow-up you need.
Why Sending a Follow-Up Email Is Key to Job Interview Success
Sending a follow-up email is a quick way to inquire about the status of your job application.
Furthermore, it is an easy way to provide your potential employer with additional information, something that might not have been mentioned during the interview.
Considering that 1 in 5 hiring managers are more likely to dismiss a candidate that doesn’t send a “thank you” note (a follow-up “thank you” email), sending one can be a strategic move that separates you from the competition.
Best Time to Send Your Follow-Up Email
You want to send a “thank you” email within 24 hours after the interview.
After that, you should go by what you were told during the interview. If the hiring manager told you that they would need a week to reach their decision, don’t follow up until one week passes.
Consequently, if you were told that you would hear from someone after one or two weeks, but no one reaches out, it’s safe to follow up and inquire about your application.
Types of Follow-Up Emails You Can Send + Examples
Depending on your objective, there are different types of follow-up emails you can send to potential employers.
They are:
- “Thank you” emails
- Follow-up for updates emails
- Emails you send for networking purposes
We have also provided an example for each type of follow-up email below.
1. “Thank You” Email
After the interview, you will want to express your gratitude for being considered for the job.
A quick “thank you” email where you thank the hiring manager for their time will suffice.
You can do so in the following way:
Subject line: Thank you for your time
Dear Mrs. Smith,
Thank you for taking the time to meet with me about the Concierge role.
I am excited about the opportunity to join your organization and contribute to your team.
After our conversation, I am confident that my previous experience and skills align with what you are looking for in the role and I look forward to supporting your team in achieving business goals.
If you have any additional questions, please feel free to reach out at [email address] or [phone number].
Again, thank you for taking the time to meet with me.
Best,
[Name]
2. Follow-Up Email for Updates
If you haven’t heard from your potential employer within the time frame they indicated during the interview, it is perfectly acceptable to send a follow-up email for updates.
Use this email to inquire about your application in a professional manner.
Be brief, express your interest in the position and offer to provide additional information.
Subject line: Follow-up on Bartender role
Dear Mrs. Smith,
I hope this email finds you well!
I am writing to inquire about the status of my application for the Bartender role.
It was great to meet you and the team, and I look forward to hearing from you.
Should you need any additional information from me, feel free to reach out here or at [phone number].
Thank you for your time and consideration,
[Your Name]
3. Networking Email
If you haven’t heard from your potential employer two weeks after your follow-up email or if you’ve been informed that you didn’t get the job, you can still send a networking email to stay in touch.
This will allow you to build a rapport with interviewers and will help your chances should a similar position within the company arise again in the future.
Subject line: Thank you for your time
Dear Mrs. Smith,
Thank you for taking the time to consider me for the role of Chef.
I am reaching out to say that I enjoyed my conversation with you and other members of your organization.
Although I may not be the right fit for the Chef role, I am still aspiring to build my career in the restaurant industry.
I would greatly appreciate it if you could provide any feedback or insights from the interview process. Your guidance would be invaluable as I continue to pursue opportunities in this field.
I would also like to stay in touch and express my interest in any future opportunities that may align better with my skills and experience.
Thank you for your time.
Sincerely,
[Your Name]
How To Write a Great Follow-Up Email
Writing a great follow-up email after an interview is a matter of combining elements with a degree of personalization.
See how to do it below.
Basic Elements Every Follow-Up Email Should Have
Every follow-up email should include the following:
- Clear subject line: Clearly communicate the purpose of the email in the subject line. If it’s a “thank you” email, your subject line should be something like: “Thank you for your time.”
- Personalized greeting and introductory line: Be professional and address the recruiter or the hiring manager. Begin your email by saying “Dear [hiring manager’s last name]” and personalize it according to your previous interview.
- For example, if you learned during the interview that the company refers to its customers as “clients” or “guests” then you should also refer to them that way.
- Relevant follow-up points: Stick to the main point of your email. If you’re trying to say thank you, do it concisely. If you’re inquiring about the status of your application, include it in the subject line and then inquire about your application in the body of the email.
- Professionalism: Regardless of how the interview went, you want to remain professional and clearly and respectfully state your purpose.
When signing off, close your email with a phrase like “Sincerely”, “Best regards” or similar.
How To Personalize Your Email Based on Your Interview
Email personalization refers to the action of incorporating personal data or previous experience in the email you are writing.
Personalizing your follow-up emails demonstrates your sincere interest in the role while also building a rapport with the recruiter or a hiring manager.
You can create your personalized follow-up email by following the below steps:
- Reference interview insights: Mention the specific topics, projections or expectations discussed during the interview. It shows you paid attention and are excited about contributing to the company where you applied.
- Acknowledge the culture: The recruiter probably shared company values and what it stands for. Express your enthusiasm about joining the team and how company values align with your own.
- Personal connection: If you’ve made a personal connection with the recruiter through a topic, be it education or a hobby, you can briefly reflect on that situation. This will help reinforce your relationship with the potential employer and build a rapport.
Follow-Up Email Templates
Below are customizable email templates you can use to send follow-up emails after an interview.
Adjust them according to your needs and follow-up with the recruiter or a hiring manager.
Quick Follow-Up Email Template
A concise thank-you email you can send to the recruiter to thank them for their time.
Subject: Thank you for your time
Dear [Name of Hiring Manager],
I hope this email finds you well.
I wish to thank you for your time and consideration for the role of [Job Title].
It was a pleasure to meet you and discuss how my skills and experience align with the role you are trying to fill.
I look forward to hearing from you and contributing my skills to your team.
If you have any additional questions or require additional information, don’t hesitate to reach out at [email] or [phone].
Best regards,
[Your Name]
Detailed Follow-Up Template
A more detailed follow-up email that you can send 24-48 hours after the interview, while recalling the specific points that were made.
Subject: Follow-up on [Position] interview
Dear [Name of Hiring Manager],
I hope this email finds you well.
I wanted to thank you for your time and consideration for the role of [Job Title].
After discussing the job description and [specific topics covered in the interview], I am excited about the prospect of joining your team.
I believe my skills align well with the role you are trying to fill and my [previous work experience] has made me well equipped to tackle the challenges your team faces.
Moreover, I am confident in my ability to contribute to your organization and to be a part of a team that works towards [specific business goal objective mentioned in the interview].
Should you need any additional materials or reference from me, please let me know.
Once again, thank you for considering me for the role of [Job Title].
Best regards,
[Your Name]
Casual Follow-Up Email Template
If the tone of the interview was more casual than professional, then you can send the below casual follow-up email.
Subject: Following-up on the interview
Hi [Name of Hiring Manager],
I hope you’re doing well.
I want to follow-up on our recent conversation regarding the [Job Title] position at [Company Name].
I wish to express my continued interest in the role and my excitement about the prospect of joining your team.
If you have any updates on my application or if you need anything else from, please let me know.
Thank you for your time and I look forward to hearing from you.
Sincerely,
[Your Name]
Professional Follow-Up Email
If the tone of the interview was professional, consider sending a professional follow-up email like the one below:
Subject line: Follow-up on the interview for [position]
Dear [Mr./Mrs./Ms.] [Surname of Hiring Manager],
I hope this email finds you well.
I wanted to extend my gratitude for your time and consideration for the [Job Title] role at [Company [company name]. It was a pleasure to discuss the role and learn more about your company and its broader objectives.
I remain confident in my ability to contribute to your team and deliver results that align with [Company Name]’s goals.
If you require any additional materials or references, please let me know. I am eager to provide all documentation that will demonstrate my commitment to this role.
Thank you for your time and consideration, and I look forward to the opportunity to work alongside you.
Best regards,
[Your Name]
Advance Your Hospitality Career With OysterLink
OysterLink is a comprehensive hospitality platform, providing you with valuable resources to start or improve your career in the restaurant and hospitality industry.
If you’re looking how to write a follow-up email, conduct a follow-up call or write a motivational letter to get that job you’ve wanted, you came to the right place.
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