How to Write a Follow-Up Email: Examples and Full Guide

Following up after an interview might just be your winning point. A well-crafted follow-up email can keep you top-of-mind with recruiters, demonstrate your professionalism, and even tip the scales in your favour when decisions are being made. 

Whether it’s your first interview, a second-round discussion, or a casual coffee chat, the right follow-up approach can make a lasting impression. In this guide, you’ll discover when to send your follow-up, what to say, and how to stand out without being pushy. Plus, you’ll get practical examples, a ready-to-use follow-up template, and extra tips to make your message impossible to ignore.

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There are more work-related letters you might want to learn how to write: 

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What is a follow-up email?

A follow-up email is a message sent after an initial interaction, like a meeting, job application, or business proposal, to check in, reiterate key points, or keep the dialogue active. It’s a powerful way to strengthen professional relationships, maintain engagement, and move conversations forward without seeming intrusive.

While it may seem like a small gesture, a follow-up email can play a significant role in the decision-making process. A well-crafted one can leave a positive, lasting impression, demonstrate your professionalism, and keep the conversation going in your favour. Not to mention that 91% of the recruiters expect a follow-up after an interview.

Typically, follow-up emails serve three key purposes:

• Expressing gratitude: When writing a follow-up email, show appreciation for the interviewer’s time and consideration.
• Reinforcing interest: Once again, express your enthusiasm for the position and the company.
• Clarifying information: A follow-up email may also serve as an excellent opportunity to explain any points you may not have fully addressed during the interview. For example, if you felt that a particular skill or experience didn’t come across clearly, this is your chance to reinforce it.

A well-written follow-up email after an interview reflects positively on your professional communication skills. It can set you apart from other candidates who may not take this extra step.

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How to write a follow-up email after an interview

Crafting a short and sweet follow-up email involves more than just saying: “Thank you for the interview.” There’s a correct structure that will convince your recruiter that you’re a thoroughly professional candidate. 

1. Use a clear subject line

The subject line is the first thing the interviewer will see. It should be clear that the email is a follow-up and about the interview process, without sounding too casual or too formal. Keep the subject line simple and professional, yet engaging. 

Some effective subject lines include:

• “Thank You for the Interview”
• “Follow-Up on [Job Title] Interview”
• “Appreciation for the Opportunity – [Job Title] Interview”

2. Begin follow-up with a professional greeting

Address the interviewer by their first name (if appropriate) or use their last name with the correct salutation, such as “Dear Mr. Smith” or “Dear Dr. Johnson.” The greeting should reflect the tone of the interview and the formality of the relationship.

3. Express gratitude for the interview

It’s essential to thank the interviewer for their time, given the busy schedules of interviewers. Make sure the first sentence of your follow-up email expresses genuine thanks. Acknowledge that you appreciate the opportunity to interview, and be specific about what you enjoyed during your meeting. 

4. Reaffirm your interest

Reiterate your enthusiasm for the position in the following sentence. Be specific about aspects of the job or the company that stood out to you, and reaffirm why you feel you are the right fit for the role. This could be something you discussed during the interview or a new piece of information you learned. Also, consider mentioning how the interview made you more excited about the opportunity.

5. Address any key points

If there are any points, such as some key skills you forgot to mention or an impressive achievement you’d like to add, now is the time to include them. Try to naturally incorporate them into the message so it doesn’t seem too desperate. 

6. Sign your follow-up off

Close your email by thanking the interviewer once again for their time and consideration. Reaffirm your excitement and let them know you’re looking forward to hearing from them. End with a professional sign-off such as:

• “Best regards,” 
• “Sincerely,” 
• “Kind regards,”

How to follow up after a second interview?

After a second interview, the follow-up email becomes even more critical. At this stage, the employer is likely narrowing down their options, and your email can help you stay in the spotlight. A second interview is often a sign that they’re seriously considering you, so your follow-up should reflect this.

To make an even greater impression, follow these tips:

1. Be sure to thank the interviewer for the deeper conversation and express your appreciation for learning more about the company’s culture, goals, or projects.
2. State why you’re even more enthusiastic about the position after the second interview.
3. Mention any new insights you gained during the conversation and explain why you feel you are an excellent match for the company’s needs.
4. Ask about the next steps in the hiring process. This shows that you’re eager and interested in moving forward. 

When should you send a follow-up email after a job interview?

Remember this: you should always send a follow-up email after an interview. Not doing so can make you seem disinterested or unprofessional. But the question remains: when is the right time to send a follow-up email?

The University of Harvard advises sending a follow-up email within 5 to 10 days after the interview. However, if your recruiter specified that they would contact you within a specific timeframe, you should wait until then.

Job interview follow-up email template

Here is a structured template to guide you in crafting a short and sweet follow-up email:

Interview follow-up email examples

Below you will find seven examples of follow-up emails that work well for different scenarios.

Standard follow-up email (after first interview)

Follow-up email after the second or final interview

Follow-up email after interview when you haven’t heard back

Follow-up email after a technical interview

Follow-up email after a group interview

Follow-up email after an informal interview

Follow-up email when declining an offer

When is it better to opt for a phone call rather than an email to follow up?

In certain situations, a phone call may be a better way to follow up than an email. However, calling should be approached with caution and professionalism. 

Here are some instances when a call might be more appropriate:

• If more than a week has passed since you sent your follow-up email, and you haven’t heard back, a polite phone call can help you get the information you need. A phone call might feel more personal and can help you stand out.
• If you had a particularly close rapport with the interviewer and the conversation was less formal, a phone call may be more in line with the tone of your discussions. It can also convey your enthusiasm more directly.
• If the job posting specifically encourages follow-up calls. Sometimes, the employer will explicitly invite candidates to call after the interview. If that’s the case, take them up on the offer, but be sure to keep your call short and professional.

Remember, if the employer has already told you when to expect feedback, avoid calling before that date unless you haven’t heard back by the end of that timeline.

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And that’s it. You’re 100% ready to write a follow-up email after a job interview. With our guidance, it will surely boost your chances of landing that job!

How we review the content at LiveCareer

Our editorial team has reviewed this article for compliance with LiveCareer’s editorial guidelines. It’s to ensure that our expert advice and recommendations are consistent across all our career guides and align with current CV and cover letter writing standards and trends. We’re trusted by over 10 million job seekers, supporting them on their way to finding their dream job. Each article is preceded by research and scrutiny to ensure our content responds to current market trends and demand.

Sources

• TeamStage: Job Interview Statistics: Applications and Hiring Rates in 2024
• Harvard Business School Online, “How to Follow up After a Job Interview the Right Way”
• Robert Half, “Survey Reveals Email, Phone Call Are Preferred Methods for Post-Interview Follow-Up”