Writing a Follow-Up Email After an Interview [How to + Examples]

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Table of contents

Sending a follow up email immediately after interview
Sending a second follow up email after an interview
Sending a follow-up email when there’s no response
How to follow up after a phone interview
What not to say in a follow-up email
Key Takeaways

Sending a follow-up email after a job interview is important — but it can also feel a bit stressful.

When should you send it? What should you say? What if you make a typo and ruin your standing with the company?

But following up after an interview is how you stay on the employer’s mind. It shows persistence and a genuine interest in the role. It’s also an opportunity to show gratitude and professionalism.

We’ve spoken with hundreds of job seekers over the years to share our best advice on writing follow-up emails — and we can help you.

We’ll cover four common post-interview follow-up scenarios:

Your immediate follow-up email.
When to send a second follow-up email.
Whether to send a follow-up after no response.
How to follow-up if you have another offer.
Following up after a phone interview.

We’ll also touch on a bunch of frequently asked questions — from how to write the perfect subject line to whether phone interviews require a different strategy.

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Sending a follow up email immediately after interview

If you’re wondering whether following up after an interview is a good move, it is.

One LinkedIn poll found that only 60% of the respondents always send a thank you note after an interview.

And that’s on LinkedIn — where the audience answering the poll is professionally engaged and eager to share their thoughts. The overall number for job seekers who follow up after an interview must be lower.

That means that if you write an appreciative follow-up email, you’ll be seen as more thorough than nearly half of the applicants.

That’s a nice advantage!

Now, let’s clear up some of the common concerns and questions related to writing an interview follow-up email.

When to follow up after an interview

Let’s start with the most pressing concern — timing.

Maybe three days have passed since your interview, and you’re wondering, is it too soon to send a follow-up?

Or perhaps two weeks slipped by, and you’re wondering if it’s too late?

You want to be fresh in the interviewer’s mind when they receive your email.

While you can always send an email immediately following the interview, it’s a good rule of thumb to email between 24 and 48 hours after you talked.

That way, just as they might be moving on to other candidates, you’ll be reminding them of your interest in the role — and the great conversation you had.

Identifying the right recipient(s) for your email

Figuring out who to send your follow-up email to can be equally as important as what you say in the email.

Here are some tips for different scenarios:

One-on-one interviews
After a one-on-one interview, it is fairly straightforward: send your follow-up email to the person who interviewed you.

Panel interviews
In the case of a panel interview, it would be respectful to send a personalized email to each member of the panel, acknowledging their individual inputs and perspectives during the interview.

Group interviews
If you were interviewed in a group setting (with other candidates), try to send your email to the lead interviewer or the person who coordinated the interview.

Recruiters
If your primary contact has been a recruiter, it’s a good idea to send them a thank you note expressing your continued interest in the position.

In all cases, if you don’t have key email addresses, it’s always fine to ask for business cards or contact information at the close of the interview.

You can also reach out to the HR department or whoever coordinated the interview to get the necessary details.

All of this makes for a smoother follow-up.

Crafting a perfect email subject line

Ah, subject lines — they’re only a few words long, and when they are done well, they shouldn’t leave much of an impression. Yet if you get it wrong — including a typo or failing to cover your bases — it could cost you.

Here are examples of well-written subject lines:

“Following Up: [Job Title] Phone Interview with [Interviewer’s Name]”
“[Your Name]: Following up on the [Job Title] Interview”
“Eager to explore the next steps with [Company Name]”

Are you writing one from scratch? That’s great!

Consider using these instructions as you start writing:

Keep it short and sweet
Email subject lines are quickly scanned alongside dozens of others. A long one could get cut off — easily losing your key point in the shuffle.
Personalize it
Don’t use spammy language. Mention the role, the interviewer’s name, your name or the company name to make it as specific as possible.
Be enthusiastic — and professional
Show enthusiasm for the position by reiterating your genuine interest and touching on why you would excel at the role.
AVOID ALL CAPS
Caps are a huge turn-off in the corporate world. You don’t want the reader to think you’re yelling at them. If you want to show excitement, it’s fine to use an exclamation point, sparingly.
Proofread
Nothing is more frustrating than realizing you had a typo in your subject line. This is a small but serious mistake that can cost you a job. But it’s avoidable with proofreading. Run it by a friend first, just to be safe.

Follow-up email after interview — 4 examples

Let’s run down a few templates you can use in common follow-up email situations. Feel free to use them as they are, or cobble together your own version by taking your favorite parts of each.

Here’s an example of a formal follow-up email:

Subject: Thank You for Your Consideration for the [Job Title] Position

Dear [Interviewer’s Name],

I wanted to express gratitude for the opportunity to discuss the [Job Title] position at [Company Name] yesterday. Our conversation left me with a deeper understanding of the role and the remarkable initiatives your team is spearheading.

I am particularly excited about the possibility of leveraging my expertise in [specific area of expertise] to further [Company Name]’s goals. I was encouraged by our discussion about [mention a particular project or aspect discussed during the interview], and I am keen to bring my experience and skills to add value to such ventures.

I am confident that my background in [mention a relevant skill or experience] aligns well with the [Job Title] role, and I am eager to potentially explore the depth of solutions I can offer in addressing the challenges and opportunities we discussed.

I would be happy to provide any additional information you may need. Thank you once again for considering my application and for the enriching conversation. I’m excited about the prospect of helping [Company Name] achieve its goals.

Sincerely,
[Your Name]

Here’s an informal follow-up email:

Subject: Had a Great Time Discussing the [Job Title] Role — Thanks!

Hey [Interviewer’s Name],

I can’t thank you enough for the great conversation we had regarding the [Job Title] role at [Company Name]. It sounds like an exciting opportunity, and I am thrilled by the idea of bringing my skills in [specific area of expertise] to your team. The more we talked, the more I could imagine fitting right in and hitting the ground running.

Thanks again for considering my application and taking the time to chat. I am very eager to potentially step into the [Job Title] role and collaborate with the awesome individuals at [Company Name].

Best,
[Your Name]

Here’s an example that references a company project:

Subject: Excited about the [Specific Project] at [Company Name]

Dear [Interviewer’s Name],

I wanted to extend my sincere thanks for our discussion today regarding the [Job Title] role at [Company Name]. It was heartening to hear about the [specific project] and the trajectory it is on. Your insights into how I could contribute to this through the role we discussed are well worth pondering.

Your passion for the project was truly contagious, and I would love the opportunity to become part of a team that works on such innovative initiatives. I believe that my experience with [specific skill/experience] would allow me to add value to the team and to [specific project].

Thank you once again for considering my application. I look forward to the possibility of working under your guidance and learning from your expertise.

Kind regards,
[Your Name]

And here’s an example that calls back to a specific personal detail about the interview to create a stronger connection:

Subject: Appreciated the Insight into [Company Name]

Hi [Interviewer’s Name],

Thank you for the enriching conversation yesterday. I particularly enjoyed learning about your love for [shared interest or topic] — it’s not every day that I meet someone who shares this interest!

I am excited about the opportunity to work at [Company Name], where the team values innovative projects like [specific project]. I am confident that my background in [specific skill/experience related to the job] would allow me to effectively contribute to your team.

I look forward to possibly bringing this shared perspective to the [Job Title] role and hopefully having more of these engaging discussions with you and the team.

Thank you once again for considering my application, and I hope to have the privilege of possibly working together in the future.

Best,
[Your Name]

What do you do when you get no response? Send a second follow-up email, of course!

Sending a second follow up email after an interview

We get it — you don’t want to be that annoying person who emails too much.

But the reality is not sending a second follow-up email is even riskier.

After all, what if they simply forgot? What if they’ve just been very busy and haven’t had a chance to reach out? For all you know, they’ll be grateful to get a second follow-up email.

So, trust us, play it safe and send the second follow-up. Below, we’ll show you exactly when to send it and how it should sound.

When to send your second follow-up email

The ideal time is between three to seven days after your first follow-up before reaching out again.

If you send it too soon, you’ll come off as pushy or desperate. If you wait too long, you’ll risk missing out on the job.

Again, the sweet spot is three to seven days after your initial follow-up.

Don’t forget to write a thoughtful subject line.

Sample second follow-up email after interview

Subject: Continuing Our Conversation on [Job Position] Role

Dear [Interviewer’s Name],

I hope you’re doing well. I’m reaching out again to express my continued interest in the [Job Position] role at [Company Name]. Our conversation on [specific date] reinforced my belief that I can contribute effectively to [specific project or team].

I understand that hiring decisions involve numerous considerations and can take time. If there are any further details or references you require from me, please don’t hesitate to ask.

Thank you for considering my application. I’m hopeful for an opportunity to further discuss how I can add value to your team.

Warm regards,

[Your Name]

Next, we’ll discuss your best course of action when you’re not getting a response.

Sending a follow-up email when there’s no response

You’ve sent a follow-up email. Maybe you sent a second one.

Crickets.

At this point, many people stop reaching out — but that might not be wise.

Following up one more time couldn’t hurt. If nothing else, it keeps your lines of communication open and offers a potential networking opportunity.

One important rule about sending a final follow-up — keep it brief.

At this point, you’ve given them all the information you can. This message is simply one last chance to remind them of your candidacy and reiterate your interest.

Oh, there’s one more reason to send a follow-up email — a job offer! We’ll get to that shortly.

A final follow-up email when there’s been no response

Here’s what to include in one final follow-up email when you’re simply trying to reach closure.

Subject: Final Check-In Regarding the [Job Title] Position

Dear [Recipient’s Name],

I’m reaching out one last time about [specific topic or reason for reaching out]. I understand that we all have busy schedules, and some emails might get overlooked.

I continue to be interested in the [job title] role and appreciate the time you’ve taken to consider my application. If circumstances change or if there’s an opportunity in the future where my skills or expertise align with your needs, I’d be glad to hear from you.

Wishing you all the best in your endeavors.

Warm regards,

[Your Name]

[Your Contact Information, if appropriate]

Sending a follow up email if you have a job offer

The best reason to send another follow-up email after an interview — there’s another offer on the table.

After all, if they are interested in you, letting them know you already have a concrete offer might be just what they need to finally make a decision.

Here’s what that email should sound like:

Subject: Update on My Job Search Status

Dear [Interviewer’s/HR Manager’s Name],

I hope this message finds you well. I am reaching out to share an update on my job search journey. Recently, I was extended an offer for a [Job Title] role at another organization.

However, I am genuinely enthusiastic about the opportunity at [Company Name] and would sincerely prefer to be a part of your team, contributing to [mention a specific project or team goal discussed during the interview].

Before moving forward with this other opportunity, I wanted to reach out and see if there was any update on the timeline for the [Job Title] position at [Company Name]. I am hopeful to hear any updates you may have as I am eager to potentially join your team.

Thank you for your understanding and for any updates you can provide at this juncture.

Best,

[Your Name]

How to follow up after a phone interview

When all is said and done, are phone interviews any different than in-person or video interviews?

That entirely depends on the nature of the interview.

If this is a first-round interview after you’ve submitted your application, then the standard rules of follow-up emails apply.

If this is a recruiter screening call, then a different type of follow-up email may be in order.

In the follow-up email below, you’ll see beyond the usual niceties and enthusiasm that the applicant also includes their resume and a cover letter as an attachment.

Let’s review the example.

Follow-up after a phone interview

Subject: Following Up: [Job Title] Interview

Hi [Interviewer’s Name],

It was great speaking with you today. I am excited about the chance to bring my [specific skill/experience] to [Company Name]. Thank you for considering me for this role.

Please find attached my resume and cover letter for your reference. Let me know if you need any more information.

Best,

[Your Name]

Is it ever appropriate to follow up by phone?

Following your interview with a phone call should be a last resort.

Unless specifically suggested by the employer, you should follow up by email.

Why?

Emailing allows the employer to respond on their own time. You shouldn’t be following up to apply pressure — you’re just trying to keep a tab on the outcome. You can do that easily over email.

Should you use LinkedIn to follow up?

In general, a follow-up email would be more appropriate than following up over LinkedIn.

Save LinkedIn for the later stages of the process. If you learn you’ve been passed up for the role, you may want to add the recruiter or hiring manager on your professional social platform, especially if you had a good rapport.

Feel free to send them a couple of relevant articles and encourage staying in touch, once again expressing appreciation for the opportunity.

Next, let’s get into what not to do in your interview follow-up email.

What not to say in a follow-up email

Here are five things you should steer clear of in an interview follow-up email:

Avoid negative language. Never blame the recipient for not emailing back by writing something like, “You never got back to me.” Steer clear of any language that comes off as frustration. Always maintain a professional and neutral tone, even when you’re disappointed.
Don’t mention other companies. Unless you have an offer in hand, keep it to yourself. Citing your slate of interviews might come off as pressuring when they probably haven’t made a decision.
Avoid coming off as desperate. Desperation is a major turn off in the job market and often seen as unprofessional. Even seemingly straightforward phrases like “I need your response” could strike a hiring manager as overly pushy. Be unfailingly polite.
Never over-apologize. Yes, you should be polite, but avoid being excessively apologetic. Relying on phrases like “I’m sorry to bother you again” can undermine your standing with a company.
Don’t forget to say thank you. Gratitude is a good look. Failing to express it is bad. Thank the interviewers for their time and consideration, and make it clear you appreciate the opportunity.

To wrap up, read through the key takeaways list below.

Key Takeaways

Send an email shortly after the interview

To show you are proactive and thorough, send a follow-up email shortly after the interview. Somewhere between one or two days is perfect.
Keep it short and sweet

Don’t waste the hiring manager’s time. They’re probably busy, so respect their time with a brief, focused note.
Maintain a friendly and professional tone

Strike the right balance between warmth and professionalism by using appropriate language — for example, starting with a friendly “Hi” or “Hello” rather than “To whom it may concern.”
Limit the number of follow-ups

While it’s okay to send a second or even third follow-up, incessantly emailing can come off as unprofessional. Avoid seeming desperate or pushy.
Proofread. Proofread. Proofread.

Can’t say it enough — always proofread and use spell check on your email before you hit send. We recommend having others review it, too, just to be safe.

Don is a Certified Professional Resume Writer (CPRW) with more than 10 years’ experience creating digital content, including four years helping job seekers develop their careers. He holds an M.S. in Journalism from Northwestern University.

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