How to Write Follow Up Emails After an Interview in 2023

by Dan Sullivan

It is crucial to understand the need to send a perfect follow up email after a job interview.

FollowUp Emails of an Interview

When it comes to sending or replying mails after an interview, you have to be very professional about it. This guide will assist you in drafting that unique follow-up email good enough to help you land that dream job.

Everyone wants that little edge when competing with other professionals for a particular role and most times, it comes down to how well you respond to your potential employer's email.

Don't be casual about it - ensure you apply a professional approach!

Keep in mind that a simple follow up email can make you a stand out pick for a particular role. It shows you care about your potential position and the success of any task or project you are faced with.

The interviewer will make lots of assessments during an interview such as;

· Your professional skills

· Your communication skills

· How reliable you can be when given a task

· How well you understand the company's culture

· …and lots more.

So, ignoring to send your potential employer follow-up emails will not only show them how nonchalant you are, it will also dent your chances of getting the job.

Employers love feedbacks. They love it when you appreciate the fact they gave you a platform to interview with them. Showing interest in their culture and company's goal will not only speak well of you as a potential employee, it will give you an edge over others that interviewed for the same role.

It is very important to send follow-up emails after an interview and that's why we've taken our time to write the article. It should be a useful guide for you.

Why do I need to send follow-up emails?

Why do I need to send follow-up emails?
Why do I need to send follow-up emails?

I can tell that's the question on your mind as you're reading this article.

Don't you worry - I will explain why this is very important!

· Sending follow up emails stands you out of the pack.

· It shows you have the initiative to push for a goal.

· Follow up emails creates a channel of interaction between you and the company's important personnel.

· It gives the hiring manager a good lasting impression about you.

· Sending follow up emails show case your value as a potential employee.

· It helps you stay in touch with important personnel in the company.

· This simple act shows your interviewer how highly interested you are.

· Sending follow-up mails after an interview increases your chances of landing the job.

Follow-up emails encourages an important personnel to help you and a simple message to thank them after an interview might just be the magic approach.

The various steps in writing and sending a unique follow-up email will be discussed in this article. The right time to send the mails will be explained and examples of message to send will also be given.

So, do well to make the best use of this ultimate guide.

So much talk about why it's important to send follow up emails. Now, let's take a look at the necessary actions to take after an interview.

1. Get Contact Information

2. Craft a Unique Follow Up Email

3. Send the crafted Follow Up Mail

4. Follow Up for Response

How to Write Follow Up Emails After an Interview in 2023

1. Get Contact Information

The first step to take after an interview is to request for contact information of everyone you came in contact with at the organization. What contact information are we talking about? Their business card and Email address. Phone Numbers? Yes if it's possible. But don't go around asking for residential addresses. That will knock you off the chart instantly. Be smart about it!

It could be the human resource personnel…

Or the waitress that entertained you while waiting to get called upon.

Requesting for their contact information helps build a good relationship with your future co-workers as I'll love to say. It's a good thing to do as every little information helps. Who knows, those contacts information might be very helpful later. So, ensure to use this approach when next you go for an interview.

Is your job done after getting these contact information? NO!

Don't just get these contact information. Send them a text or mail immediately you get back home to appreciate them for their time and opportunity given to you to discuss.

A simple example:

Hi (Insert the name of the person you are sending the mail to),

I appreciate the time spent at your firm today. It was a pleasure speaking with you about (interaction at the interview). I'll be looking forward to work with you.


(Insert your name here)


Hi (Insert the name of the person you are sending the mail to),

Thanks for the opportunity presented to me to interview at your company. It was an amazing experience for me. Hoping to hear from you soon.


(Insert your name here)

2. Craft a Unique Follow Up Email

After getting contact information such as email addresses. The first thing you need to do immediately you get back home, is to draft a unique follow-up email.

That's after you must have taken a long shower and a good meal!

Personally, I won't suggest you forward the same message to everyone you came in contact with. Ensure the follow up mails are distinct and specific for each person. Don't be that guy that will send the same message meant for the Human Resource Manager to the Waitress you met at the firm.

Doing that will show you're not professional. You have to stand out!

There are certain things you need to be mindful of while drafting a unique follow up email. These little details as it might seem, will help boost your chances of edging other candidates you're competing with.

· Make the follow up email short and simple:

You don't have to send a long and boring message to the hiring manager. Most won't bother to read and that will definitely defeat the purpose of sending the mail. Don't write a complex message and don't try too hard to impress. Keep it short and simple. K.I.S.S!!!

· Make good use of professional terms:

While writing a follow-up email, ensure you don't write casually. You are not sending the message to a friend or family. You have to be very professional about it. Use the proper official terms. You can check out " how to draft a professional follow up email" for future reference.

· Ensure you are very specific with the details of the message:

Writing about the little details you enjoyed talking about during the interview or how nicely you were treated while anticipating to be called upon in the waiting room helps to create a lasting impression.

· Make your purpose and intentions clear:

When drafting a follow up mail, ensure your intention is clear. Go straight to the purpose of sending the mail. Don't go about drafting irrelevant issues. That will only complicate your chances of getting the job.

3. Send the Crafted Follow Up Mail

After drafting the follow up email, the next step to carry out is to hit SEND !!!

It's important to send follow up emails within the first 6-12 hours after an interview. This is to ensure your mail remains as relevant as it can get. This keeps you in the thoughts of whoever interviewed you. This in turn helps to boost your chances when the final decisions are been taken.

Your aim for example is to say "Thank you" after a job interview. It won't make much sense if you send such message 3 days after the interview. That will only expose your nonchalant attitude. Instead, ensure this message is sent within 12 hours. It will show your enthusiasm.

You can always create a draft. That makes sending much easier and faster as you might actually be a busy person. You can do this before the interview.

Do not procrastinate

Most people are guilty of this. We love to tell ourselves - I will do it later.

Oh, I need to make dinner and put the kids to bed, I will do it later tonight.

Oh, I have a TV series to catch up. I will send the follow up mail after.

Oh, I am very tired right now. I will send the mail first thing in the morning.

These little excuses will only lead to procrastination and you'll probably end up not sending that follow-up email. So, the trick is to send the mail IMMEDIATELY you get back home. Don't wait till the next day.

TIP: This emails can also be automated if you are a very busy person and have little time on your hands. Though, most people do this even before attending an interview. All you need do, is to create a draft and edit nicely when you're ready to send the follow-up email after the interview.

It's a fast approach but one you need to be careful with.

4. Follow Up for Response

Most hiring managers might not respond to your message immediately. It may take few days or few weeks. Don't be worried.

All you need do is to follow up the initial mail with a gentle but detailed purpose!

This is the time to work through the content of the mail you initially sent. Craft a new one and this time, make it more detailed. Distinguish the mail by carefully writing them in a more professional matter. Focus on the Introduction, Opening line, Body, Closing line and Signature.

When should I follow-up on the initial mail sent?

Do this if you haven't received a response after few days. Don't wait till it become weeks. As much as you want it to be detailed, ensure you go straight to the point.

Show how interested you are in the job while composing the body of the message. Don't make the person you are sending the follow-up mail feel guilty for not responding swiftly, as it could backfire.

You have to understand the person might be very busy and does not have the time to respond or probably your message got hidden in the spam box.

This is a period when you need a lot of patience. Don't flood people's inbox with follow-up emails because you want their attention. After sending, wait for a week to get a response. It's a patient and effective approach that should help you get the response you so desire.

A good example:

Hi (Insert the name of the person you are sending the mail to),

I just needed to follow up on the (job position) we discussed about the last time I was at your office on (date of interview). I'm really interested in getting a feedback from you.

You said you will get in touch with me about the next steps to take in respect to the job offer. Is there anything you'll like me to do at this time?

I look forward to hearing from you, (Your First Name).


When do you call it quit on following up?

Days have passed and weeks have rolled by, and you're yet to get that response you've been hoping for. It seems all the effort to get back the attention of your interviewer is futile. Don't give up!

SEND that final email. Let this be the last…

A simple example:

Hi (Insert the name of the person you are sending the mail to),

I hope you're doing great. I am using this opportunity to float my emails to the top of your message inbox in case you've missed the previous ones.


(Insert your name here)

At this point, you have done all that is necessary. The reality might be that another person have assumed the position you are aspiring for at the company.

If this is the case, do not worry. Keep your heads up and go again!

It's best you learn how to prepare for a job interview so as to improve your chances of landing the next job you apply for.

Follow-up emails helps to build strong relationships and boost chances of closing a deal. But the challenge is getting whoever you are sending the mail to actually show interest in reading and responding to the mail. You can learn how to ensure your follow-up email remain relevant and eye-catching here.

Timing is everything when it comes to sending follow up emails. You have to get the time right. The exact time you hit that "SEND" tab is very crucial. You also have to strike a balance between sending a unique follow-up email that will drag attention and also boost your prospect of landing the job you applied for.

When do you call it quit on following up?
When do you call it quit on following up?

This charts above shows the average response time to follow-up emails
This charts above shows the average response time to follow-up emails

What can I do to encourage response to my follow-up mail?

Certain people use a closing the loop approach that ensures you send something of value to the person that interviewed you. This could be;

· A blog post

· YouTube Video

· Email News Letter

· … or a Journal

This shows that you were paying attention during the interview. You can tell the person you are only sending them to buttress their point about a certain thing you both discussed about and you are not expecting a response. Just felt they might find them useful.

The most challenging part of applying for a job is going through the interview process. There's always a sense of relief after an interview and sending a follow-up email shouldn't be something that will stress you as much.

Don't relax though - you want to stay on your interviewer's mind right?

That's why it's necessary to follow this guide. As you might know already, this approach is an unwritten rule. This is because most interviewers won't expect you to send them a follow up email after an interview.

Finally, following up after an interview shows how devoted and interested you are in the position applied for, and recruiters can tell how passionate you are about the opportunity presented to you.

So what's stopping you from writing that thank-you note after an interview?

Seeking for a job can be very difficult, so you want to learn and improve on your skills to land your dream job. Ensure your research about the field and company you want to work with before sending an application. You should also learn how to create a professional resume. It will help greatly.

You can learn how to write a follow-up email after no response here.

You have to stay motivated as a job seeker and search online for ways to get better and improve on your past struggles. Don't let doubts creep into your mind. You are capable of landing that dream job. Go for it!

We believe this article is enough eye opener for you. So, ensure you follow these basic steps in writing a unique follow-up email. You can always refer to these follow-up email templates if you really need one.

Don't forget to share your views in the comment box!

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About Dan Sullivan

Dan Sullivan is a renowned professor and esteemed education writer with a passion for inspiring students and transforming the field of education. With a diverse background in academia and practical teaching experience, he has become a leading figure in educational research and pedagogy.

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