Job hunting is already hard as it is, considering the immense competition in the job market, not forgetting the thousands of qualified candidates all coveting the same job – your dream job. Crafting an impressive cover letter, resume, and acing the interview is just the beginning. With all the in-between processes and formalities involved in the hiring process, getting a job offer letter may take longer than expected.
Typically, there are at least seven types of interview follow up emails you can send after a job interview. If you are lucky, just a simple thank you email, expressing your gratitude for the recruiter’s time and enthusiasm for the position, will do the job. However, what happens when several weeks pass by without getting any feedback from your potential employer? What should you do, perhaps sit around and wait for a couple more weeks? No! If this happens, you need to send a second interview follow up email to check in on the progress of your application. Followed by a third email requesting to keep in touch with the hiring manager, which provides an excellent opportunity for you to expand your professional network and get insightful feedback on areas you need to work on and improve your chances of landing the next job.
While sending an interview follow up email is essential, it’s important to understand the best time to send one and what to include. A poorly crafted and timed email can destroy your shot at landing the job. Read on to find out how to write the perfect follow up emails.
1. Tips on how to properly follow up on a job interview, the right way
2. Sample interview follow up emails
Days, or weeks, have passed and you’re on the verge of cutting your losses and moving on from the hopes of landing your dream job, despite the fact that your cover letter, resume, and how you answered the interview questions was the crème de la crème of all the ones you’ve had in your life. Wait, before you move on, consider sending a follow-up email. Follow the steps below to ensure you maintain your potential employer’s attention:
1. Send a thank you note
It is advisable always to send a thank you note to the hiring manager or the person you interviewed with, preferably no later than 24 hours after your interview.
While writing the note, use this as an opportunity to demonstrate your personality and gratitude for the time taken to interview you, or considering you as a potentially ideal candidate for the job. Keep the note brief and friendly. Also, highlight any essential information you might have forgotten to mention during your interview.
2. Express your enthusiasm
This is your opportunity to illustrate your interest in the job — the final opportunity to convince the hiring manager that you are the ideal candidate for the position by highlighting your qualifications, skills, and accomplishments.
3. Avoid jumping to conclusions
The hiring process is long and tiresome. The hiring manager is expected to go through hundreds of applications to determine the best candidate, who will add instant value to the organization. Therefore, the process can take longer than expected. Just be patient. However, if you concluded the interview by asking the hiring manager about the following stages of the hiring process or when to expect feedback from them, stick to this time frame. If the timeline expires without getting any feedback, then send a follow-up email but be positive.
4. Keep in touch
Regardless of whether you get the job or not, it may be beneficial to have the recruiter as part of your network. Consider establishing a relationship with the hiring manager and converse from time to time, you never know, he or she could end up becoming your mentor and guide you along your career path. Also, research and if befitting add them on LinkedIn. However, don’t overdo it. Remain professional.
5. Edit
Ensure you thoroughly read the message before sending it. Remember you are still trying to convince the hiring manager that you’ll be a good fit for the company. Therefore, a professional, well-written email is essential for creating a strong impression. Ensure the final draft is null and void of any typos or misspelled words especially in the name of the hiring manager.
1. Thank you email, following the interview
a) Phone interview
Due to the high numbers of job applications that stream into an organization once the job opening is out there, is huge. Therefore, some companies will opt to conduct a phone interview to narrow down on the candidates who are the ideal fit for the organization. It can be nerve-wracking to wait to receive a call concerning a one to one interview. Therefore, you can send the recruiter an email as a reminder that you are still interested in the position. In the message, restate the various accomplishments or achievements you have worked on in the past and illustrate how they are relevant to the job.
Example
Subject line: Samantha Jones-Thank you
Dear [interviewer’s name]
Thank you very much for taking your time today to discuss with me the details of the role at the ABC company. After getting to know more about the position, I’m enthusiastic for a chance to join the team and assist in [mention something specific you will bring to the company, e.g., increase revenue, improve the client base, design excellent marketing campaigns and so forth]. I would appreciate the opportunity. I am attaching my cover letter and resume with this email as well as projects and certificates of proficiency that I have achieved through the course of my career.
Please free to contact me for further information, samples of my work or more question. I look forward to hearing from you.
Kind regards,
[Your name]
b) One-to-one interview
After you got the chance to attend an interview and you’re sure you did your best. Now it’s the time to send an interview follow up email, to show your appreciation for the opportunity and time, also a subtle reminder that you are the best candidate for the position.
Example
Subject line: Samantha Jones-Thank you
Dear [interviewer’s name]
Thank you so much for taking your time today morning- It was a delight to speak with you about the sales and marketing role at ABC company. From our discussion, it is clear that the ABC company is in line with my career goals and provides the perfect working environment for me.
I especially enjoyed talking about the various creative insights that the company fosters to ensure that both employees’ and customers’ needs are taken care of. My time with the team was insightful and educative as it provided me with the general feel of the working environment and the people I will be working with.
I am confident that my skills and achievements could add much value to the team and ensure the company’s goals are achieved.
Kindly feel free to contact me in case there’s anything I could help with to hasten the process.
Thanks again,
Samantha Jones.
2. Email after the second interview
In some cases, hiring managers may be presented with a tough decision from several promising candidates. In these situations, candidates are usually invited back for a second interview. If this happens to you, there is all the reason to send a follow-up email.
Example
Subject line: Samantha Jones-Thank you
Dear [interviewer’s name]
It was a pleasure meeting with you once again to discuss the sales and marketing position at ABC company further. I am thankful for the time you took to review my candidacy and calling me back for a second interview for the job.
I enjoyed my time with the team and getting to exchange ideas on how to increase sales revenues and methods of revamping marketing campaigns to reach the target audience effectively. The more I spoke with you and the team, the more convinced I was that my sales and marketing experience, and my passion for creativity and innovations make me a strong candidate for this position.
I look forward to hearing from you regarding the position. Feel free to reach me in case of any questions or concerns. My phone number is 333-555-333-222.
Thanks again,
Samantha Jones.
3. Check-in email
After writing your thank you email and not getting a response after two weeks, you may feel like it’s time to count your losses and move on. However, before you do, send a checking in email to remind the hiring manager that you are still interested in the job.
You might be worried that checking in will make you come off as abrasive, or worse still, desperate. However, do not worry! The truth is such a decision takes much time. A check-in follow-up email is standard and professional if you approach it carefully.
Example
Subject line: Checking in about the sales and marketing position
Dear [Name of hiring manager],
I hope all’s well! You stated that you would be polishing your decision for the sales and marketing role by this week. It was my pleasure to meet you and the team earlier and look forward to your feedback. Kindly inform me if there’s anything I can help you with to aid in the decision-making process.
Regards,
[your name].
4. Follow up emails regarding job offers
a) Email requesting for time to think about the job offer
So, you’ve nailed the interview and impressed the hiring manager and finally got an offer letter. Congratulation! However, now you need time to think about it? Accept or reject the offer? No problem, send an email stating your intent or request for more time.
Example
Subject line: Requesting for time to think about the offer
Dear [Name of hiring manager],
Thanking you very much for granting me this opportunity to work with your company. It’s what I was hoping for exactly. I would appreciate if you gave me some time to think over the offer. I understand that you too have time restrictions. Will it be okay if I got back to you with my decision, next week? Again, I am honored for having been selected by your company.
Regards,
[Your name].
b) Email to decline a job offer
Sometimes, a job offer may not fit into what you had hoped for, despite having applied for the job or maybe you have received a better offer elsewhere. It’s difficult to turn down a job offer, but it is necessary for such situations.
Example
Subject line: Job Offer-Samantha Jones
Dear Mr./Ms. [Insert Surname of recruiter],
Thank you so much for giving me the sales and marketing role at ABC company. Though it was a hard decision, I have accepted a position with another company.
I enjoyed our discussion very much, and I appreciate you taking the time to interview me over the past few weeks.
Again, thank you for your time and consideration. Thank you for offering me the job. Wish you and the company the best.
Sincerely,
Samantha Jones.
C) Email to accept the job offer
Finally, you’ve landed your dream job, and it’s everything you had hoped for. All that is remaining is for you to accept it.
Example
Subject line: Job offer- Samantha Jones
Dear Mr./Ms. [Insert Surname of recruiter],
I highly appreciate the opportunity to join your team in the sales and marketing position. I am writing to accept the job offer at ABC company formally. I am excited about this opportunity and cannot wait to begin working with the team and contribute to the company’s success.
As agreed upon my starting salary will be $60,000 annually with four weeks of paid vacation. I understand that my health and dental plans will commence upon my reporting day on 10th January 20xx.
Please feel free to contact me if there are any additional information or documents that I should prepare before my commencement date. Again, my utmost appreciation for this opportunity.
Regards,
Samantha Jones.
5. Stay in touch email
It’s a good idea to use this opportunity to broaden your professional network, regardless of the outcome of your job application.
Example
Subject line: Staying in touch
Dear [Hiring manager’s name],
I hope all’s well. I want to thank you for the time and consideration. I enjoyed my discussion with you and your team at ABC company. Mainly, I was intrigued by your career path journey, and I found it to be very inspirational. As someone who is interested in the marketing industry, I would appreciate learning more about how you’ve developed and applied your skills in the field.
I understand you’re occupied with work and your personal life, but if you have some time to spare, it would be great to schedule a meeting or a call. Will you be available for a phone conversation in the next couple of weeks?
Thanks again,
[Your name].
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