follow up email after phd interview

Writing a Grad School Interview Thank You Email

• Early Career

So you’ve decided to embark on a new and exciting journey in your education by applying to a graduate school program. You join the ranks of many other scholars who seek to advance their education.

Low and behold, with an exceptional grad school application, you have moved forward in the process of completing an interview with the university. What comes next? You may think that all that is left is to wait and see if you are accepted into your chosen program. However, you may be missing the extra step of sending a grad school interview thank you email.

Why You Should Send a Thank You Email After Your Grad School Interview

Many prospective students do not follow up with the university they interview with either because they don’t believe it is necessary or because they don’t know to. With this extra step of sending a friendly thank you letter after your graduate school interview, you will be on the interviewer’s radar as an enthusiastic candidate. Also, the interviewer will see that you are genuinely interested in their graduate school and take the process seriously. Going that extra mile might mean the difference between acceptance and denial.

Best Time To Send Your Post-grad School Interview Thank You Email

The best time to email your grad school interview thank you is within 24–48 hours after completing your interview.

A grad school interviewer will often interview several candidates in anticipation for the upcoming semester. Email them any later and your email may be out of context from the interview haze. Or worse, the interviewer may get the impression that you are inconsiderate or forgetful.

The clock starts ticking as soon as you leave the interview, but don’t let this timeframe rush you to send a poorly written email. Take some time to evaluate your performance, and make notes on interesting talking points. The following list is a good starting point for compiling ideas.

• What interested you about the degree program
• Some of the strongest answers you had given
• Any information the interviewer provided that stuck with you

This isn’t all of the information that you should put in your thank you email. Keep reading to learn about essential thank you email components.

Information to Include in Your Thank You Email

The point of your post-grad school interview email is to thank the interviewer.

A generic thank you email is inauthentic and won’t cut it, here. Grad school interviewers will often interview several candidates in a small period of time. You must insert unique identifiers that’ll make your interview memorable.

In addition to the notes that you took post-interview, consider adding the following notes to your grad school interview thank you email.

• Elaborate on why you are thankful for the interview
• Show appreciation for the interviewer’s time
• Restate your interest in their grad school program
• Give one fact about why you would make a good candidate

You’re well on your way to writing a thank you email. Review the samples below to guide your writing process.

Winning Grad School Interview Thank You Email Samples

Once you’ve compiled a few talking points, you’re ready to write your thank you email. Don’t be overwhelmed by the task! The email doesn’t have to be a thesis—a few short paragraphs will do. Below we have listed some examples that you can personalize instead of simply copy and pasting.

Sample Grad School Interview Thank You Email #1

Dear Dr. LaCroix,

I wanted to reach out and thank you for taking the time out of your busy schedule to interview me for the Creative Writing Program at Northwestern Arizona University. I appreciate that you were able to go over some of the aspects of the program which make it unique. The most appealing part of the Creative Writing Program that you shared with me is working with publishing houses based in NYC.

Your advice on having me submit more of my creative writing to larger publications helped motivate me to get my work to a wider audience. I enjoyed your feedback on my writing style, and I believe that I would be an ideal candidate for Northwestern Arizona University’s program due to my dedication to the art of storytelling. I look forward to hearing from you once final decisions are made. Once again, thank you for the opportunity to interview with you.

The beginning of this letter starts with thanking the interviewer, then explains specifically what the student was thankful for. The student also touched on specific aspects of the interview so that the recipient would remember the student. The email ends with a call to action and restates the thank you.

Sample Grad School Interview Thank You Email #2

Dear Dr. Scheibel,

I wanted to thank you for generously considering me for the Masters of Biology program at MIT. I know that you have a busy schedule, and I appreciate your time interviewing me and sharing some of what makes MIT unique.

The interview with you shed some light on what I can expect in the program. I especially like how MIT has biology research labs on-site and opportunities for internships. I believe that my background in working in a biomedical research lab for the past two years has prepared me for the next step in my career, which is obtaining my graduate degree to study microbial diseases.

Again, thank you for your consideration, and I look forward to hearing from you on your final decision.

Again, the sample grad school thank you email opens with a thank you. The opening also acknowledges that the interviewer has a busy schedule and is doing you a favor by taking the time to interview you. The email further mentions a specific program detail that the interviewee likes and why. The letter ends with why they would be a good candidate and thanking the interviewer. The call to action motivates the interviewer to maintain contact with the writer.

Sample Grad School Interview Thank You Email #3

Dear Dr. Roderick,

I hoped to reach out and thank you for talking with me about the opportunity to study mathematics at UCLA’s Mathematics Graduate Program. Your dedication to interviewing me with your busy schedule shows me how concerned UCLA is with considering candidates for their graduate programs.

Thank you for explaining how the library at UCLA has its own collection of mathematic resources that I could use while studying. Because of my experience in tutoring math at the undergraduate level, I think that I would be able to accomplish my dream of teaching mathematics at a university.

I am happy to have learned more about the program and hope to hear from you when final decisions are made.

The opening paragraph is focused on thanking the interviewer and why the writer is thankful. The second paragraph details a few of the interviewer’s talking points to show that the writer was paying attention during the interview. The author then writes a background sentence on why they should be admitted to the graduate program. The last paragraph summarizes the grad school interview thank you in just one sentence.

Connect with the Best Resources for Grad School Interviews

Whether you are at the point of sending out that professional thank you letter after your grad school interview or still going through the process of interviewing, InterviewFocus has the tools you need to make the best impression possible.

Future graduate students already know the definition of hard work and dedication. This also translates to how much effort and preparation you put into an upcoming grad school interview. With InterviewFocus, you can take advantage of their mock interviews , which give you personalized feedback on your eye contact, filler words and even facial expressions.

Get interview ready for graduate school with InterviewFocus !

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How to Write a Follow-Up Email After an Interview: 6 Templates

Post-interview follow-up emails are the cherry on top of your job application.

They keep you on top of interviewers’ minds, make you look resourceful and proactive, and might even help you make it to the next round.

But how do you write one that’s memorable? When should you send it? And what if they don’t respond?

In this article, you’ll learn:

• How to write a thank-you follow-up email at various interviewing stages
• How to nudge an unresponsive recruiter with a follow-up email
• How to write a follow-up email if you get another offer
• When to send a follow-up email, how to structure it, and how to create your subject line

Don’t waste days compiling overused interview techniques. Get original answers to every single question you could expect.

Why Are Follow-Up Emails Important?

In a survey of US interviewers , 34.3% reported that thank-you follow-up notes are very or moderately important. It’s not that a follow-up email will make or break your chances but it’s a great addition to your interviewing process.

And this doesn’t only apply to the US. I interviewed Ivana Andrejic, an IT recruiter specialist working mainly with Eastern and Central European candidates. Although she said she hardly ever receives follow-up emails, she still remembers the candidates who take the time to send them. In her opinion, follow-up emails can definitely help candidates stand out.

Pamela Skillings, an interview coach and career counselor with extensive experience as a hiring manager, agrees.

“For me, getting a thank-you email just confirms that the candidate is seriously interested and has good follow-up/communication skills. I do think it’s possible that a well-written follow-up could boost my opinion of someone who seemed well-qualified but didn’t wow me in the interview. Plus, I have noticed that fewer candidates are sending thank-you emails lately. For me, that just means it stands out more when somebody sends a nice email.”

A well-written follow-up email will let you:

• Express your appreciation for the interviewer’s time
• Reinforce your interest in the role and your qualifications
• Clarify certain information or address any concerns that arose in an interview
• Sell yourself and build a better reputation
• Stand out from other candidates, build rapport with the interviewer, and simply prove you’ve got good manners.

Not sending a follow-up email won’t ruin your chances of getting a job (especially if you’re a suitable, experienced candidate), but it might make raise doubts about your level of interest in the position, Pamela says. Sending a generic one, in turn, will make you look lazy.

TL;DR: Take some time after the interview to write and send that follow-up email. It will keep you on top of the interviewer’s mind and demonstrate your knowledge of interviewing etiquette. Studies found that great answers to interview questions matter as much as following interviewing etiquette (that includes sending a follow-up email after an interview, among other things).

Some interviewers won’t notice or care, but for others, it might be an important factor. “Recently, I was speaking with a CEO who was hiring for a senior sales role and she told me she now sees the lack of a thank-you note as a red flag after some bad experiences. I think it’s more important in a field like sales where follow-up and outreach are so important.” — says Pamela Skillings.

Post-Interview Follow-Up Emails for Different Scenarios

Not all post-interview follow-up emails are the same.

Below, you’ll see samples and templates for 6 common situations:

• A follow-up email after a screening interview or phone interview
• A follow-up email after the first interview
• A follow-up email after the second interview
• A follow-up email when the company is unresponsive
• A follow-up email when you get an offer from another company
• A follow-up email to stay in touch when you haven’t been hired

Follow-up email after a screening interview or phone interview

A phone interview or a screening interview is usually the very first step in the hiring process. In it, the interviewer is trying to assess if you’re qualified to enter the interviewing process. It’s just an initial screening, it’s usually very short, and it focuses on the “big picture:” your key qualifications, first impressions, and basic cultural fit.

Still, this doesn’t mean you shouldn’t send a follow-up email after such an interview — even if the recruiter found you.

Interested in continuing with the interviewing process or not, we recommend that you send a short follow-up email to express your gratitude and a) state your interest or b) politely decline going forward with the process.

How to write a follow-up email after a phone interview

You should keep this email short and simple:

• Thank the interviewer for their time.
• Reiterate how your qualifications align with the job description and why it makes you a great fit.
• Sign off, and make sure to include your phone number and email address.

Follow-up email after a screening interview: Sample email

Subject line: Thank you for your time, Serena!

Dear Serena,

Thank you for your time today. It was a pleasure talking to you about Big Interview and getting to know how the company works. I particularly liked the notion of regular, company-wide projects that encourage collaboration across departments.

Considering my style of work, I’m confident I could integrate into the team seamlessly.

If you need any additional information, I would be happy to meet with you again, in person or online.

Looking forward to hearing from you!

Amy Schmidt

[email protected] 202-555-0113

Template you can use

Subject line: Thank you for your time, [Interviewer name]!

Dear [Interviewer name],

Thank you for your time today. It was a pleasure talking to you about [Company name]. It was interesting to learn about [a particular detail you spoke about during the call].

Considering [your qualifications, preferences, skills, or similar], I’m confident I could [describe how you can fit in with the company].

If you need any additional information, I would be happy to meet with you again, in-person or online.

[Your name] [Your email address and phone number]

Follow-up email after the first interview

The first “official” interview will usually focus on your experience, achievements, and skills in more detail.

If you came prepared and did good, this follow-up email is going to leave yet another positive impression and increase your chances of making it to the next round.

But if you feel like you could have done better — this email might help you salvage your reputation and improve your chances of making it to the second round.

How to write a follow-up email after the first interview

• Start with a warm greeting and gratitude for the opportunity to interview.
• Recount some positive aspects of the interview and reiterate interest in the role by explaining why you would be a good fit.
• Provide a sign-off with your full name and contact information.

Follow-up email after the first interview: Sample email

Subject line: Lovely speaking to you about Kidco today

Thanks for taking the time to talk to me about Kidco today. I enjoyed discovering more about the company I’ve admired for several years now.

I was thrilled to hear about your content plans and how user-generated content fits into your strategy. Working on several user-generated content projects in the past year convinced me how important such an approach is for increasing authenticity, engagement, and community building.

I’m looking forward to diving deeper into this topic, if the opportunity presents itself.

In the meantime, should you need anything else from me, don’t hesitate to get in touch.

Hope to hear from you soon!

Best regards, Siobhan Kelly

Thanks for talking to me today about [Company name]. I’ve enjoyed [what you enjoyed the most about the interview].

I was thrilled to hear about [particular details, like plans, goals, strategies, or similar]. [A little bit about how you fit into the plans].

Best regards, [Your name]

If you’re preparing for a second interview, learn about 30+ Common Job Interview Mistakes to Avoid (Easily!) .

And if you need help with answering common interview questions, selling yourself, or negotiating the offer, check out our free course .

Follow-up email after a second interview

Your second interview with a company may be the final one, after which the company will decide on whether or not to hire you (of course, this might differ depending on the company — some will require only one interview, some will require 2–3 or more).

No matter the number of interviews, you should follow up after each . And the deeper you go, the more detailed your email needs to be.

Speaking about the second interview specifically, you need to pinpoint specific information you discussed in the interview. Outline concrete ideas on how you would achieve the goals discussed.

How to write a follow-up email after a second interview

• Begin by saying thank you for taking the time to have the second interview .
• Discuss specific points from the second interview that prove your qualifications.
• Reconfirm your keen interest in the role and express your eagerness to move forward.

Follow-up email after a second interview: Sample email

Dear Annie,

Thank you for taking the time to meet with me today. It was lovely meeting up again and I’m now convinced that Pioneer is the perfect place for me to continue my career at.

It was great hearing about your agency’s 2024 strategy and how a new email service provider can contribute to the revenue increase. As already mentioned, I have extensive experience with Engage, as I migrated several clients’ complete email operations to that ESP, which eventually helped us double the revenue in just two quarters. Attached below is a short deck where I proposed several ideas around ESP migration and new flow setup, along with the Replenishment flow you never utilized for your clients before.

I would love to discuss it in more detail, should we decide to work together.

If you need any additional information, don’t hesitate to contact me.

Thanks again for your time and consideration, I hope to hear from you soon.

Best, Kevin Anderson

Thank you for taking the time to meet with me today. It was lovely meeting up again and I’m now convinced that [Company name] is the perfect place for me to continue my career at.

It was great hearing about [particular details discussed during the interview]. As already mentioned, [restate the qualifications that make you the best candidate and back them up with your proud achievement]. Attached below is a short deck where I proposed several ideas around [what was discussed in the call].

Best, [Your name]

Follow-up when there’s no response within the agreed time

If the interviewer didn’t get back to you within the agreed time and you want to know where you stand, you can send a follow-up email to inquire about the status of your application.

Don’t get discouraged or worry that you might look pushy. You’re being proactive and using transparent communication.

A good thing to do, though, is to wait for the deadline to pass and email the interviewer only then — not before the deadline.

How to write a follow-up email if there hasn’t been a response within the agreed time

• Politely remind the recipient of your previous meeting.
• State your continued interest in the position.
• Request an update on the status of your application.

Follow-up email when there’s no response within the agreed time: Sample email

Subject line: Following up on the Content Writer position

Dear Monica,

Hope you’re well!

I’m checking in to ask about the content writer position status, considering that you mentioned the deadline for reaching a decision would be November 5. I’m still interested in the position and I’m looking forward to your update.

Please, let me know if you need any additional information on my side that would be helpful.

Warm regards, Marie Jenkins

I hope you’re doing well.

I’m checking in to ask about the [position name] position status, considering that you mentioned the deadline for reaching a decision would be [date]. I’m still interested in the position and I’m looking forward to your update.

Please, let me know if you need any information on my side that would be helpful.

Warm regards, [Your name]

Follow-up when you get an offer from another company

What if you’re interviewing for several positions and you get an offer from one company while still in the application process with others?

Well, you send them an email.

If you’re 100% happy with the offer you got from company 1, you can let company 2 know you’re no longer eligible for their position. You’ll want to kindly thank them for their time and effort and explain the situation.

If, on the other hand, you’re not sure whether to accept the offer from company 1 — you can let company 2 know that you got an offer, but would prefer to work with company 2 and would be willing to refuse company 1’s offer.

🥁 Story time: Our editor Michael got his first major job mostly because he followed up on the interview with the right message.

A few days after the interview, he received an offer from another organization. The offer was decent, but it did not come from his top-pick company. So he decided to be proactive, emailed his top pick, and told them about the offer he got and how he would be happy to turn it down if he was still in contention for a job with them. His top-pick company thanked him for the transparency and went out of their way to speed up the decision-making process.

Michael got the job.

Mind you, he had a pretty good feeling after that interview and suspected that he had a real shot. That’s why writing that email didn’t feel awkward.

If you’re in a similar situation, don’t hesitate to follow up. It might make all the difference between accepting an OK-ish offer and landing your dream gig.

Follow-up when you get an offer from another company: Sample email 1

Subject line: Sales Representative position update

I’m writing to let you know that I was offered a Sales Representative position at Gartner. The deadline for accepting or rejecting the offer is December 3.

I will be accepting the offer with them, and I’d like to thank you for your time and dedication once again.

It was a pleasure to get to know you and ScholarshipsUS. I wish you the best of luck with finding a suitable person for the position, and I hope our paths will cross again sometime in the future.

Best, Alexander Smith

Follow-up when you get an offer from another company: Sample email 2

I’m writing to let you know that I was offered a Sales Representative position at Gartner.

I’m really excited about your opening with ScholarshipsUS and feel it’s a much better fit for me. I’m happy to turn down the offer with Gartner if ScholarshipsUS chooses me to fill in the Sales Representative position in your company.

The deadline for accepting or rejecting my offer with Gartner is December 3 — let me know if you’ll have a decision by that date.

If you need any further information, don’t hesitate to contact me.

Template 1 you can use (Offer accepted)

Subject line: [Position name] update

I’m writing to let you know that I was offered a [Position name] position at [Company 1]. The deadline for accepting or rejecting the offer is [Deadline date].

It was a pleasure to get to know you and [Company 2]. I wish you the best of luck with finding a suitable person for the position, and I hope our paths will cross again sometime in the future.

Template 2 you can use (Offer on hold)

I’m writing to let you know that I was offered a [Position name] position at [Company 1].

I’m really excited about your opening with [Company 2] and feel it’s a much better fit for me. I’m happy to turn down the offer with [Company 1] if [Company 2] chooses me to fill in the [Position name] position in your company.

The deadline for accepting or rejecting my offer with [Company 1] is [Deadline date] — let me know if you’ll have a decision by that date.

Follow-up email to stay in touch even when not hired

If you haven’t been hired, but you had a good time during the interview process, you liked the people you met and the company culture — you can choose to stay in touch to explore future opportunities, suggest another mode of collaboration besides working full-time for them, or to nurture that relationship and perhaps ask for mentorship in the future.

How to write a follow-up email to stay in touch even if you were not hired

• As always, thank them for their time and the opportunity.
• Express your admiration for the company and your interest in staying connected.
• Say that you’d be interested to hear about potential openings that might be more relevant to your skill set.
• Suggest future possibilities of working together or offering your help if needed.

Follow-up to stay in touch even when not hired: Sample email

Subject line: Thank you for the opportunity, Eva!

I hope all is well. I’m reaching out to thank you once again for your time and consideration.

Although I did not get the opportunity to work with Globex, I thoroughly enjoyed the process and I learned a lot about both your company and the industry. Should an opportunity arise, I’d love to know about your future openings that might be a better fit for me.

It was a pleasure getting to know you and speaking about your career trajectory. Because I’d like to build a career in hiring and recruitment, I’m sure there’s a lot I could learn from you.

Would you be available for a 30-minute call sometime in the next couple of weeks?

Best regards, Jamie

Subject line: Thank you for the opportunity, [Interviewer name]!

Although I did not get the opportunity to work with [Company name], I thoroughly enjoyed the process and I learned a lot about both your company and the industry. Should an opportunity arise, I’d love to know about your future openings that might be a better fit for me.

It was a pleasure [insert the thing you enjoyed the most]. Because I’d like to [list your motivation behind inviting them for a call], I’m sure there’s a lot I could learn from you.

How to Follow Up on an Interview?

Below are general tips on how to best follow up after an interview.

Follow up within 24 hours of the interview

Generally, it’s suggested to send your follow-up email within 24 hours of the interview, while the interview is still fresh in your interviewer’s memory. This will help you further establish the good rapport you built during the interview.

However, if you had your interview late on a Friday, then waiting until Monday to send a follow-up email is better — don’t email people over the weekend.

In case you forgot to follow up with a thank-you email within 24 hours, do it as soon as you remember. (PS: To avoid this, set a reminder after each interview to send a follow-up email.)

In case you’re still waiting for a company’s decision, don’t email them within the set deadline. Instead, wait for the deadline to pass and then send a follow-up email the next day.

Finally, if you get another offer while waiting for a certain company to get back to you, inform that company you’re waiting for immediately, regardless of whether or not you’ll accept the offer.

Create a proper subject line

You’ll want the subject lines of your follow-up emails to be short, clear, and professional.

The rule of thumb is to be simple and straightforward and find a way to thank the interviewer for their time. Something like this:

• “Thank you for taking the time to speak, [Name]”
• “Thank you for your time and consideration, [Name]”
• “Grateful for the opportunity”

Optionally, you can use the name of the position you applied for, as it might make it easier for the interviewer to recognize you instantly:

• Thank you for the time and consideration for the [position name] position
• Grateful for the opportunity: [position name] interview follow-up
• A big thank you for the [position name] interview opportunity

Send a follow-up email to every person you interviewed with

If you interviewed with only one person in each round, it’s going to make the work easier for you, as you’ll be sending a follow-up email only to that person.

However, in case you interviewed with multiple people, you’ll have to send a separate follow-up email to every person.

You might be tempted to copy-paste the same email and send it to everyone, but it’s going to make you look lazy.

Instead, personalize each email and bring up unique talking points you covered with different people. It might be a bit more work, but it’s the only right way to show interest and determination.

For example, if you interviewed with an HR representative and someone from the leadership team, you will send separate follow-up emails. In the email to the HR person, focus on the day-to-day tasks you discussed, your key skills and achievements, or the logistical and administrative side of things.

People from the leadership team will usually be more focused on your strategic vision, culture fit, problem-solving skills, or leadership potential. They’ll look for skills and competencies that transcend everyday duties in a position.

So you might say something like “It was a pleasure speaking to you about [company’s strategic vision for the next years and how you can contribute/how you can fit in/your suggestions for specific long-term goals/your leadership skills or experience].”

Use a clear structure

In follow-up emails, you want to be as clear and concise as possible.

This is important because the hiring decision-makers are busy and you want to spare their time and make them immediately get what the email is about.

Here’s what your email structure should look like:

• Professional greeting
• Thanking them for their time
• Touching upon what was discussed in the interview
• Displaying your relevance and interest in the position
• Asking them if there is any additional information they would like to hear from you
• Closing professionally

“Currently, the overly formal, wordy “business letter” style of the past feels very old-fashioned for thank-you notes. Nobody is going to read long paragraphs of fluff and resume recap. Keep it concise and conversational. Say thank you, reiterate your interest, and maybe share or reinforce any additional information that you want them to know about you (a skill you forgot to mention, or your fit for a requirement that came up in the interview but wasn’t in the job description). Reference a detail or two from the discussion to show you were listening and you’re not just copy-pasting a form email. When following up later in the process to check on the application status, there are fewer universal rules. A lot depends on the situation. However, I would say it’s always fine to send a short, respectful note reiterating your interest and asking for an update.” — Pamela Skillings

Match the company’s communication style

Matching your communication style to the person you’re speaking or writing to is called mirroring.

Using the same lingo as the interviewer can help you build positive rapport and facilitate better understanding, but it can also make you sound more knowledgeable and persuasive.

If you’re interviewing with an enterprise that values formal communication, then you should be formal in your follow-up emails. On the other hand, startups or creative businesses might value a more casual approach. Pick up on common terms or abbreviations in the company or industry and use them (but don’t overdo it). You can also mirror things like exclamation points or emojis (if the interviewer used emojis in your correspondence, find a way to include at least one in your messages).

Here’s a few more tips you can use to stand out during the interview and when writing a follow-up email:

Personalize your email

Copy-pasting a generic follow-up email from the internet and sending it to the interviewer might ruin the good impression you left during the interview itself. Same goes for sending the same email to all interviewers.

Always personalize follow-up emails by referring to specific details discussed during the interview.

If you interviewed with several different people, write a separate, personalized email to each of them. Needless to say, double-check that you address the email to the right person.

Be persistent but polite

It’s okay to send more than one follow-up email if the company doesn’t respond, but remember that they’re likely just swamped and not ignoring you on purpose. Remain patient and polite.

For example — you sent a follow-up email hours after the interview and you never received a response. Now the deadline has passed and you still haven’t heard back from them. Should you email them? Yes, it’s totally ok to send another polite follow-up email inquiring about the status of your application and reminding them about the agreed deadline.

But you should stop there, as it should be enough to nudge them and get back to you quickly.

And in case you don’t hear back from them, don’t feel bad. Would you even want to work for a company that doesn’t value your time and efforts and ghosts you?

Summary of the Main Points

• Follow-up emails are a great way to stand out from the competition and reinforce your interest in the position.
• In your follow-up email be concise and direct, thank the interviewer for their time, restate your interest in the company, and ask if they need anything else from you.
• Send a follow-up email within 24 hours after the interview (but if you interviewed late on Friday, send it on Monday).
• In the subject line, thank the interviewer and optionally include the name of the role you applied for.
• Personalize each email and send separate emails if you interviewed with more than one person.

_______________________

Need a hand? There’s 3 ways we can help you:

• Getting invited to interview but not landing the job? Discover actionable lessons and interview practice here (Rated with 4.9/5 by 1,000,000 users).
• Learn how to cancel an interview politely
• Learn how to answer “Why should we hire you”

How long should an interview follow-up email be?

It should be short and to the point. We’d recommend just 2–3 paragraphs with no more than 2–4 sentences. Thank the interviewer for their time, restate your interest, bring up a specific topic you talked about to make it relevant and personalized, and offer to send them whatever they might need to reach the final decision. Just remember, the deeper you are into the process, the more detailed your follow-up email should be.

How to follow up on an interview I think went badly?

You can address the area of concern. If you messed up answering a certain interview question or you couldn’t think of a specific example, you can correct yourself or provide a bit more detail in the follow-up interview. You can also send your portfolio to provide insight into your work and decrease any suspicions an interviewer might have. This will show your willingness to learn, eagerness about the position, and resourceful and positive attitude — so even if the interview didn’t go as planned, you can still get the most out of the situation.

What if I forgot to mention something important during the interview. Can I write about it in my follow-up?

Absolutely. After thanking the interviewer for their time and bringing up some specific topics you talked about, you can mention an important thing that you forgot to elaborate on during the interview. Make sure to be concise, though, as the follow-up email needs to be short: 2–3 paragraphs with 2–4 sentences max.

What’s an example of a short and sweet follow-up email after an interview?

Thank you for your time today and the opportunity to discuss [Company name]. I thoroughly enjoyed learning more about [A particular detail you spoke about during the call].

If you need any additional information, don’t hesitate to contact me,

[Your name] [Your contact info]

Should I use the interviewer’s first or last name when addressing them in the follow-up email?

Depends on the level of formality and how you spoke during the interview. If you were on a first-name basis during the interview, then you can definitely call them by their first name in the follow-up email. The same goes if the interview was not formal, and for a startup or a youthful, creative business that values closeness. If the interview was formal, or for a huge enterprise, or if the interviewer called you by your last name, then you should definitely use their last name when addressing them. But you can use your own intuition here: if you had an informal interview with a person who is considerably older than you, then it might make sense to use their last name.

Maja Stojanovic

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How to Write a Follow-Up Email After an Interview: Examples and Tips

Personalization and attention to detail make all the difference.

Sending a follow-up email after an interview is a small step on the job interview journey , but this gesture can be the deciding factor when the race is tight.

“A great thank you letter can truly be the difference between a job offer and not. If there’s two strong candidates that they’re thinking about, and they can’t choose which one, but one of them follows up with a genuine thank you letter, that could be the difference between a job offer and not,” said Sara Hutchison, CEO and executive career consultant at Get Your Best Resume . 

Such weight can make every small detail feel fraught. To get a sense of best practices, we talked to veteran recruiters , hiring managers and career coaches about the dos and don’ts — and whens and hows — of writing a follow-up email after an interview.

8 Tips for Following Up After Job Interviews

• Send a short thank-you note within 24 hours of each interview.
• Follow up your initial thank you note with another email four to five business days after a final interview.
• In follow-ups, thank the interviewer for their time, reiterate your interest and include specific references about your conversation.
• Be concise. A couple sentences or a paragraph is fine.
• Keep your tone professional, even if the hiring manager is more casual.
• Use email. There’s no need for creative outreach.
• Following technical interviews, you can correct notable mistakes in the follow-up.
• You can use the follow-up email to send additional information like a relevant article or a work sample.

How to Write a Follow-Up Email After an Interview

Writing a follow-up email can follow a formula, but you absolutely must customize the content for each interviewer and add personal details from your conversations.

“The content of the email, it’s great when they’re not stock or that they don’t feel canned,” said Dawid Wiacek, career and interview coach and founder of  The Career Fixer . 

Here are the basics to include in your follow-up email, as  outlined by the UCLA Career Center.

• Thank the interviewer for their time and interest in meeting with you and explaining the position.
• Reiterate the skills, strengths and abilities you can bring to the job.
• Refer to something specific you discussed in the interview to remind them of your conversation. 
• Describe how your interest was intensified after learning something specific from one of the  questions you asked at the end. 

“Try to tailor each thank you email to the specific interviewer. Do not send the same thank you letter to the recruiter, hiring manager and CEO,” said Tina Hawk, former senior vice president of human resources at Inflection . “If you had a test or demonstration as part of your interview process, make sure to reference that in your thank you. A simple ‘thank you for the opportunity to demonstrate x, y, z’ allows you to once again highlight your skill sets.”

With that in mind, here are some specific tips for formatting the email.

Write a Simple Subject Line 

Keep the subject line simple. Here are a few recommendations from the experts:

• Thanks for the opportunity.
• Thanks for the opportunity ([Title of job interviewing for])
• Thanks for your time today/yesterday.
• Follow-up ([Title of job interviewing for])

“It doesn’t have to be complicated or witty. Just your name, the date and time of the interview will do just fine,” Hawk said. 

Keep Your Follow-Up Email Concise 

Ravi Raman , executive career coach for technology leaders, recommends your follow-up should be concise and hit three key points: thank the recruiter or hiring manager for their time and the opportunity, reiterate interest in the role and express confidence that one’s skill set dovetails with the position and with the overall department and company goals.

The general consensus among experts is that two paragraphs is more than enough. One paragraph is sufficient, unless the interviewer, say, left the candidate with a question to consider and follow up on.

Personalize Your Message With Concrete Details 

Nearly as bad as sending no follow-up at all is sending an email so short and canned that it screams “perfunctory.” Ryan Brown, director of HR practice at Hirewell , said she has seen candidates send rote, single-sentence follow-ups consisting of little beyond, “It was nice chatting with you, and thanks for your time.”

“It shows that you haven’t invested a lot of time and that maybe you don’t care to either,” she said.

A good way to avoid having one’s follow-up read as boilerplate is to reference something interesting that came up during the interview or some new, pertinent-to-the-job piece of information that you learned since the last conversation.

Mollie Khine, senior director of student success and outcomes at  Flatiron School , also recommends studying up on the company’s language nuances — on its website, in the job description, recalling phrases from the interview — and incorporating those into your communication.

“Do they call their customers users or guests? Do they refer to their employees as team members? The more you can adapt to the way that they speak — those are all things to bring into the interview process, including in your thank you notes,” Khine said.

Proofread Your Writing

Are there any misspelled words in your email? Is the email recipient’s name spelled correctly? Is the company name? Does your email reference a completely different job opportunity you’re interviewing for? That might seem impossible, but it does happen, especially if a candidate has gone through a rash of recent interviews with various prospects.

There’s no program that can catch that blunder, but there are plenty of stopgaps against grammatical errors. Keep the spell-check function on in your email, or — as Ryan Brown recommends — try an application like Grammarly, which can help clear up grammar, syntax and clarity issues.

“Proofread your emails. It is so much worse to send an email with a typo or to the wrong person,” said Georgina Salamy, director of talent acquisition and insight at Zoox .

Maintain a Professional Tone

Imagine you’re about to have your first interview with a company that you know has a casual dress culture — hardly unique in tech. Would you wear jeans and flip-flops to the interview, knowing such attire would likely be perfectly acceptable on the job? Nope. There’s still an expectation of some formality, and why risk communicating presumptuousness or unprofessionalism?

“Be professional and courteous, and be direct and clear in your communication. You want to come off as thoughtful, kind and enthusiastic. ‘Wow’ the employer,” Hawk said.

There’s an analog in the follow-up email. Even if a company’s culture — and communication style — seems laid back, keep the tone of your follow-ups proper.

“It’s okay to tone match, but you also want to level up a little bit with professionalism,” Khine said.

For example, use proper capitalization and punctuation even if the people you correspond with do not. Or, if the recruiter or hiring manager, say, signs off emails with just a hyphen and an initial, keep your signature more formal nonetheless, with a sign-off like:

“Thanks for your time,

[Your Name]”

Avoid Unnecessary Punctuation 

While no employer keeps a running spreadsheet of punctuation choices among candidates, and the number of exclamation marks is unlikely to make or break your candidacy, be conservative.

“It’s probably the same rule of thumb, I would say, for any professional email correspondence,” Khine said. “You don’t want to use more than a handful of exclamation points or anything to that effect.”

And keep them out of your subject line altogether. They make your email look spammy — and that much easier to overlook. “If you write, ‘Let’s change the world together!!!’ — with three exclamations, you might just get screened out,” Raman said.

Include Additional Information and Corrections When Appropriate

Too much self-reconsideration could come off as desperate, but there are times when correcting yourself makes sense.  Technical interviews are common in tech, and demonstrating applied knowledge after flubbing one or more questions might help overcome missed points, Khine said.

Research your error, write up the correct code snippets, post it to a blog and drop a quick link in the follow-up email. Rather than appear unconfident, it’ll show initiative, an eagerness to learn new material, a willingness to own mistakes and a genuine interest in the role.

If you forgot to mention something crucial to your candidacy in the interview, the follow-up email can serve as an opportunity to share that information. Erin Brown, associate director of graduate student career services at UCLA, said a PhD student once called her after an interview upset when forgot to mention a major part of her research project. She suggested the student include a link to the journal article in her follow-up email to the interview committee.

“She sent it to everyone. They all wrote back to her saying ‘Thank you so much. That article was so helpful,’ and she got the job,” she said. “It went from a period of panic to actually this was probably really to her benefit to be able to send that link.”

Similarly, one of Raman’s clients was certain he’d tanked his phone interview for a leadership role at Facebook. He was so dismayed that he nearly didn’t send a follow-up thank-you email, until Raman, a former director of marketing at Microsoft, convinced him otherwise.

It turned out to be a smart move. The job interview process kept progressing, and he ultimately received a job offer. 

“Always follow up, always be prompt, and just assume the best — even if you feel like you bombed, because you just don’t know,” said Raman.

Close With a Seamless Ending and Possible Next Steps

Be sure to end your follow-up email on a succinct note. “Close with a simple ‘looking forward to hearing from you,’ then a ‘thank you,’ followed by your full name,” Hawk said. “You might also add that you welcome any additional questions.”

At the end of the email, you can also finalize details about upcoming parts of the process.

“Close the email with your appreciation and by calling out next steps. For example, if they mentioned you are moving forward in the interview process, provide your availability for the next interview,” said Lauren Stempel, vice president of recruiting, West, at  B​​etts .

Lily Valentin, former head of operations for North America at Adzuna , recommends linking your LinkedIn profile in your signature and making sure you have the correct contact information for yourself included.

Should You Write a Follow-Up Email After a Phone Interview?

When it comes to phone interviews , sending a follow-up email after the interview remains a must for candidates. Follow the same tips and steps for writing a follow-up email after an in-person or virtual interview. Thank the interviewer for their time, express your interest in the position, rehash some of your strong suits, reference specific details of your conversation and close with a short ending and potential next steps. 

Make sure to send your message within 24 hours after your phone interview. Even if the phone interview is a simple screening call, interviewers will appreciate you showing gratitude and thoughtfulness in a follow-up email. And demonstrating these positive traits may help you establish yourself as a top candidate in the interview process.     

Interview Follow-Up Email Examples

Many career experts shy away from offering follow-up email templates for fear that job seekers will simply copy and paste and send a generic email. A couple experts did provide specific examples for reference, which you can use for inspiration, but you should make sure to completely rewrite and customize your email.

Here’s a highly personalized example from Wiacek:

Hi Juan,   I recognize that this is the high-volume season for your company, so I greatly appreciate that you took a half hour out of your busy day yesterday to speak with me. Beyond our mutual obsession over “Squid Game” (I heard just today that they greenlit season 2!), I felt that you and I aligned deeply over these core values: [xyz]. As I mentioned, I am being quite selective in my job search and want to make sure that the fit is right for my skills and passions. Additionally, it’s of great importance that my next job be challenging, not dull. I am confident, based on the roadmap you painted yesterday, that the path ahead is equal parts challenging and exciting—and I would be thrilled to share my energy with you and the rest of the [Company name] team.

The UCLA Career Center shares with its students an example of a traditional follow-up letter.

Dear Ms. Lastname:   Thank you for giving me the opportunity to meet with you and discuss the Financial Analyst position. I enjoyed speaking with you and learning more about Wealth Management Fictitious Name and your department. [Insert something specific you learned during the interview that particularly interested or excited you.]   My enthusiasm for the position and interest for working for Wealth Management Fictitious Name were greatly strengthened as a result of our interview. I am confident that my academic background and work experience provide a good fit with your requirements of the job. I can tell that those are qualities you value in an employee and I believe I have demonstrated those through [insert a brief recap of an accomplishment or experience you discussed during the interview].   Please feel free to contact me at (555) 555-5555 or by email to [email protected] if you would like me to provide you with any additional information. Thank you again for the interview and your consideration.

Here’s an example of a follow-up you can send if you haven’t heard anything from the recruiter or hiring manager after the final interview.

Hello First Name,   Thank you again for taking time to meet with me on [date] about [position] at [Company]. I am reaching out to see if there are any updates regarding the hiring decision for this role. Any information you can provide would be appreciated.   [Express your continued interest and reiterate why you think you would be the right choice for the role in a sentence.] Thank you again for your time. I look forward to hearing from you.

More on Interview Prep The Best Way to Answer ‘Why Should We Hire You?’

When to Send Follow-Up Emails

The general consensus of when to send a follow-up email after an interview is as soon as possible. Maybe not the second you step out of the office or leave the Zoom call, but take some time to think through a thoughtful email and send it within a day.

“After the interview, send a follow-up email within the first 24 hours. Doing so shows the employer that you appreciate their time and are interested in the role,” said Chantal Grindle, former chief human resources officer at Bold Commerce . 

Besides upholding your professionalism, sending a follow-up email can make you a more memorable candidate in the minds of recruiters. 

“Most importantly, highlight what it is about the company or the role that excites you,” Grindle continued. “Maybe you’ve come across an article or podcast that’s relevant to your conversation, or you simply want to share how you feel you’d be able to support the company’s growth — taking this extra step can be one of the best ways to set yourself apart from the other candidates.”

Promptness Is Required

The 24-hour guidance applies whether you’re following up from a phone interview, the first round of in-person interviews or subsequent rounds.

“You can never go wrong being prompt,” Raman said. “Some people, speaking from my experience working with clients, will say, ‘I had a great conversation with the hiring manager. I’m gonna wait until the third day before checking in.’ Why? Just be prompt.”

Remember that your emails — including the follow-ups — are a reflection of what it’s like to work with you. Are you quick, responsive, thorough?

“For those reasons, I’m in the 24-hour camp,” Khine said. “You have to send it either right after you leave the meeting, or shortly thereafter.”

Emily Connery, former senior director of people and talent at ChartHop agrees. “[There are] no dating rules like waiting a few days and trying to play it cool. I think that can come immediately,” she said. 

Consider Scheduling for the Morning

Is there a best time of day to send that follow-up? The more important detail is that it’s sent within 24 hours, but some argue that a morning send is ideal. That way it’s among the first emails to hit the hiring manager’s inbox as they’re greeting the day.

Khine mentioned email-scheduling tools like Boomerang and Gmail’s “schedule send” feature, which a candidate can use to pre-write a thank-you and slate for morning delivery, even if their schedule or habits don’t necessarily facilitate that timing.

Don’t Wait Too Long on Further Follow-Ups

Near the end of each interview, the hiring manager or recruiter will likely provide at least a ballpark timetable for when the candidate can expect to hear back.

So after sending that initial thank you follow-up within 24 hours, is it best to stand pat until that specified date arrives, and follow up again only then? Not necessarily.

As long as the next-steps timeline isn’t a matter of days, there’s no harm in sending a quick, short second follow-up at the middle point of the timeline. That way you’re not inundating the hiring manager or overstepping boundaries, but still reiterating interest and making sure your candidacy stays top of mind. Just be mindful to keep it short.

“I think it’s safe to drop a line or two, but it can be overkill and feel a little overwhelming if it’s more than that,” Ryan Brown said. 

Don’t Panic if Your Follow-Up Receives No Response

Few things are more dispiriting than going through an interview, or multiple rounds of interviews, for a coveted role only to have your follow-up outreach met with ... crickets. But it does occasionally happen.

Hutchison suggests you can follow up again about four to five business days after a final interview if you haven’t heard anything. 

“Follow up with the hiring manager or the HR person’s email before you would email the main person directly because there’s a balance of wanting to come across as showing initiative, but also you don’t want to be a pest,” Hutchison said.

Connery suggests going to the recruiter first, but if you don’t hear anything in 24 hours, it’s fine to go to the hiring manager, she said.

If three follow-ups, reasonably spaced so as to not overwhelm, still fail to net a reply, cut your losses and assume the company has gone another direction, Ryan Brown said.

But even though the silence may be irritating, it’s important to remain courteous, because the door may someday swing open again. Khine recommends sending one last email in which you thank them for their time, graciously let them know you assume the role was filled and let them know you’d still like to be considered for future openings.

“You never really know what’s going on on the other side,” she said. “And more often than not, that type of final follow-up will probably get some sort of response, even if it’s not the one you want.”

More on Job Interviews Tackling the ‘How Would You Describe Yourself?’ Interview Question

 How to Send Follow-Up Emails

Don’t get cute.

Devising a unique way to present your follow-up email might be tempting, but there’s a thin line between creative and cloying, and hiring managers may not react well to distracting stunts.

“Don’t worry about trying to get overly creative, because part of this is still just a formality,” Ryan Brown said. “It’s not something [employers] are putting a ton of emphasis on, in terms of who they got the most creative or innovative thank you from.”

In other words, the place to really stand out is  in the interview , not in the follow-up. And the  way to stand out in the interview is to make it clear that your strengths and skills match the role, not through strained whimsy.

Just Use Email

But what about a more traditional, less gimmicky way to make the follow-up stand out? Like, say, a handwritten thank you note? While a nice gesture in the past, sending a physical thank you note is unnecessary, especially in the increasingly remote world that companies operate in today. 

Ryan Brown recently went into the office for the first time since March 2020 and found several handwritten thank-yous waiting for her. “It was lovely, but they were sent last year,” she said. “If I didn’t go into the office, how long would it have been until I received those?”

Besides employees being in and out of the office due to flexible work schedules , there’s simply no guarantee that a card — or any other physical deliverable — will actually arrive as intended.

“Don’t send a gift. Don’t send an Edible Arrangement. It’s just not going to help,” Raman said. “At the end of the day, they’re going to hire you or not based on merits, and the standout factor really doesn’t go all that far.”

The only exceptions raised were Loom and LinkedIn. Khine said she’s seen a handful of Flatiron students and graduates use Loom, the video-message recording application, to send video clips as follow-ups and have success. And she said extending a LinkedIn invitation to the hiring manager or recruiter is appropriate, if the candidate feels comfortable doing so — although that should always be done in addition to the email.

But in general, the rule of thumb is stick to email and don’t overcomplicate.

Be Authentic

The follow-up will always be more of a humble obligation than the interviews themselves. So it’s best to take all the details seriously, but not overthink them or try to “hack” the process.

They will always be a space where unforced errors can occur, said Raman, drawing a tennis analogy. But they’re not really the arena for attempting hundred-mile-per-hour aces or dazzling between-the-legs shots, to extend the metaphor. If something in your follow-up outreach feels shoehorned or inorganic, it’ll probably read that way to the hiring manager as well.

“The reason an organization hires you is because you’re authentically you, and you have the right experience,” Ryan Brown said. “So don’t put too much thought or pressure into this component.”  

An earlier version of this story was published by Stephen Gossett in 2021.

Recent Career Development Articles

How to Properly Follow Up After an Interview

You passed the phone screening and aced the job interview . Now, you wait.

Constantly checking your inbox to see if the hiring manager reached out will grow tiring fast. That’s why knowing how to follow up after an interview is key.

The follow-up can seem stressful. You want to strike a balance between staying top of mind and not pestering the hiring manager. But through this process, you’re given the opportunity to reiterate your interest in the role. Plus, even if you’re not a fit for the position, you could be perfect for future roles—making properly conducting yourself post-interview crucial.

Here are some tips to help you effectively follow up after your next job interview.

During the Interview

At the end of the interview, ask what next steps are. The hiring manager will likely provide a timeframe of when you can expect to hear from him or her, which you can use as a guide. If the response is, “We plan to make a decision within the next two weeks,” and you’re 16 days in without word, it’s acceptable to contact the hiring manager.

Keep your email succinct. The message can simply say:

I hope all is well. You mentioned that the team would be making a hiring decision within the next two weeks, and I was wondering if there were any updates. Also, if there are any additional questions I could answer that might help ease the decision-making process, please let me know. I look forward to chatting again soon and, hopefully, taking on this role.  

Immediately After the Interview

Within 24 hours of the interview, send an individual email to everyone you met. Thank them for taking the time to interview you and re-express your enthusiasm for the role. If there was something the two of you bonded over during the conversation—perhaps you share an alma mater or favorite author—note that in the email. That way, you stand out and stay top of mind.

You can also use the email to highlight anything you forgot to include in the interview, or elaborate on a question you were asked. Maybe you discussed a business challenge the company is facing and brainstormed ideas after the meeting based on experience from your previous roles. Share that, and tie it to results you’ve produced to remind the hiring manager why you’re right for the job.

Just be sure to keep the email concise. You want the hiring manager to remember you and respond to your email, not overlook you because your message was too long.

In the Weeks Following the Interview

If you sent a “thank you” email and then followed up again because you hadn’t heard anything within the initial timeframe proposed, you might need to start periodically checking in. Rather than repeatedly ask, “Have you made a decision yet?” there are tactics you can leverage that add value to the hiring manager—similar to how you build and maintain your professional network .

• Forward Content : Share an article you think he or she might find interesting and, in your email, explain why that article made you think of him or her. If you stumble upon a relevant industry event or webinar, forward it along and ask if he or she plans on attending or tuning in.
• Offer Congratulations : If exciting news is published on the company or you notice that the hiring manager was promoted, send a congratulatory note.

When periodically checking in, refrain from asking for anything or pestering for a hiring decision. Your goal should be staying top of mind and showing the hiring manager that you can provide value in a variety of contexts, whether it’s on the job or as part of his or her network.

If You Don’t Get the Job

If you do hear back and were, unfortunately, not the chosen candidate, ask if the hiring manager would be willing to provide any feedback as to why. Their advice will not only help you during future interviews, but also reaffirm your professionalism and drive to improve. You might also consider saying, “If you think I could be the right fit for any future roles, please let me know. I’m still very interested in working for the company.”

Just remember that, no matter how you’re corresponding with a hiring manager, to always keep it professional. Kelly McDonald, senior HR business partner for startup accelerator Cogo Labs , reiterated that point in a recent post about how to properly reach out to a hiring manager , saying:

You want to leave the impression you put thought into your email—not that you tapped out a hasty note with a “Sent from my iPhone” signature. Show that you took applying seriously and that you respect the hiring manager’s time, and he or she will do the same.

While the follow-up might seem stressful, with these tips, you can hopefully start feeling as confident after the interview as you did during it.

Are you looking for more interview advice? Check out our posts on “ How to Ace 7 of the Most Common Interview Questions ” and “ Interview Etiquette 101: How to Impress Employers .”

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How to Write an Interview Follow-Up Email (Examples Included)

Mike Simpson 0 Comments

By Mike Simpson

Nothing feels quite as good as leaving a job interview knowing that you rocked it. But after you write an amazing thank you email , what comes next? If you don’t get an offer soon, do you need to send a follow-up email after your interview, too? Or is that too much?

In the end, the world of job interview follow-up is, in a word, tricky. If you reach out too often or in the wrong way, you can actually destroy your chances of getting the position, even if you rocked the interview. But not following up at all isn’t always the best move either, making the whole situation really complex.

Luckily, you’re here, and we’re going to help. Come with us as we take a deep dive into the world of follow-up emails.

What Is a Follow-Up Email?

Okay, before we take a deep dive into creating an interview follow-up email, let’s take a breath and talk about what one is in the first place. In the simplest sense, a follow-up email is a short message where you touch base with the hiring manager.

Exactly how you touch base can vary depending on the circumstances surrounding the contact. For example, you’ll use a different approach for a follow-up email after no response than you might in other situations.

Here, we’re going to focus on a basic job interview follow-up email, as you can adapt it to a range of scenarios. Plus, just because the hiring manager reached out after your interview doesn’t mean you won’t need to follow up, so it’s good to know how to do it even if it isn’t an issue of no response.

But why would you need to follow up after a job interview? Won’t the hiring manager end up making whatever decision they feel is right eventually?

Well, it is true that the hiring manager will make a choice at some point. The thing is, if they haven’t made it yet, your follow-up email can make a difference.

In the end, 74 percent of employers admit they’ve made a bad hire at some point. Why does that matter? Because bad hires are expensive, and a single experience with one could make a hiring manager a bit gun-shy when they need to choose a candidate.

Consider this: a single bad hire costs about 30 percent of the new hire’s first-year salary. That means one mistake cost tens of thousands of dollars. Ouch, right?

So, if you were responsible for a hiring mistake that came with a price tag like that, do you think you’d rush to choose a candidate the next time you need to fill a position? Probably not.

And that’s just one reason why a hiring manager may not make a decision right away. Maybe their hiring budget got changed after your interview, or they got overwhelmed with a high-priority project. Perhaps they had a personal emergency that took them away from the office.

The thing is, those delays can actually be opportunities. By creating an outstanding follow-up email, you can make yourself a stronger candidate. Pretty cool, right? We think so.

Details of a Follow-Up Email

Before we take a look at how to write the message or a follow-up email example, let’s go over the basic format. That way, you’ll have a handy follow-up email template of sorts available.

With a follow-up email, you’ll usually have a:

• Subject Line
• Personal Greeting
• Request for an Update
• Reaffirmation of Continued Interest
• Sharing More Details
• Professional Sign-Off

While that might seem like a ton of stuff on the surface, it really isn’t. In many cases, your final email will be just a few paragraphs long, as a decent number of those points only need a few words or one sentence to cover.

Follow-Up Email Etiquette

Alright, here’s another crucial part of the equation: follow-up email etiquette. For this, one of the most critical things to understand is that you need to time the sending of your message.

While your thank you email should go out within 24 hours, you need to wait longer before you send out an interview follow-up email, typically at least one week.

Now, it’s important to remember that a follow-up and a reply are two different things. If the hiring manager reaches out to you via email and you respond, that isn’t a follow-up in a traditional sense. Instead, you’re engaging in a dialog, so you want to reply as soon as possible after receiving the message, and you don’t necessarily have to use a follow-up email format.

Instead, a follow-up email should happen about one week after the dialog has died. In some cases, this is one week after the interview. In others, it’s one week after you last received an email or phone call from the hiring manager.

The only exception to the one-week timing is if the hiring manager gave you a date when a decision would be made. With that, you don’t want to reach out until at least one business day after that day passes. Anything earlier than that makes you seem impatient.

Otherwise, you need to make sure your tone is appropriate. You don’t want to be demanding or pushy. Remember, while you’d like an update, the hiring manager doesn’t technically “owe” you anything, so it’s best not to act like they do.

It’s also critical to keep things brief. While you can certainly highlight a bit more of what you bring to the table, now isn’t the time to write a dissertation about your awesomeness.

In the end, be polite, be professional, be brief, and be reasonable. If you do all of that and nail the timing, you’re good to go.

How to Write a Follow-Up Email

While we’ve already touched on the basics of what goes into a follow-up email, a little bit of detail never hurt. Here’s a step-by-step how-to guide for writing a follow-up email after an interview.

Step-by-Step Guide for How to Write a Follow-Up Email After an Interview

1. subject line.

Yes, when you’re writing any email, your subject line matters. It lets the hiring manager know what the message is about, so it’s wise to keep things short, sweet, and ridiculously straightforward.

Now, it’s important to note that you have two options for your subject line. One option is to create a brand new one. Usually, something like “Following Up on [Job Title] Interview” will do the trick. It’s incredibly clear, so the hiring manager won’t have any doubts about the intention behind your email.

Second, you can reply directly to the last message you received from the hiring manager (or your last reply if you didn’t get a response). That keeps everything in the same chain.

2. Personal Greeting

While you might think that jumping straight into the body of your email is fine, it’s always better to start with a greeting. Now, this doesn’t mean you actually need to say, “Hello.” Instead, just make sure to have the hiring manager’s name on its own line at the top.

3. Request for an Update

One of the big keys to writing an effective follow-up email after an interview is getting to the point. Let the hiring manager know right away that you’d like an update about the position, adding a few crucial details – like the job title, department, and date of your interview – to make it clear which role you’re discussing.

4. Reaffirmation of Continued Interest

Whenever you follow up, it’s always a good idea to blatantly express your ongoing interest in the job. It reassures the hiring manager that you’re excited about the position and you’d welcome an offer, which does give them some peace of mind.

5. Sharing More Details

After that, you can highlight something about what you offer that makes you a great fit. Ideally, you want to tap on something that you may not have been able to fit in during the interview, giving them something new to consider.

Then, follow that up with an offer to provide more information if they need it.

6. Thank You

Every single time you speak with the hiring manager, showcasing your appreciation should be a goal. It makes you seem gracious about the opportunity, and that helps keep the tone positive.

7. Professional Sign-Off

When you sign off, choose a classic like “Best Regards,” “Sincerely,” or “Thank You.” Then, add your name and contact details. Done.

Follow-Up Email Mistakes to Avoid

As with most parts of the hiring process, missteps can seriously hurt your chances of landing a position, including mistakes in your follow-up email for a job. So, how do we avoid them? By knowing what they are and what to do instead.

With follow-up emails, one of the biggest faux pas is coming across as pushy, desperate, or demanding. This can happen if you send the message too soon, as it makes you seem impatient or if your tone is wrong.

In the end, you want to seem enthusiastic, but you always want to be calm and professional. If you focus on brevity and politeness, that gets a lot easier.

It’s also crucial not to accuse the hiring manager of not keeping a promise or disappointing you. Even if they gave you a timeline for a decision and that day came and went, you never want to throw that in the hiring manager’s face. Instead, it’s better to come from a place of understanding.

Demanding an explanation for a delay is also a bad idea. In the end, why the decision isn’t made yet is likely none of your business, and requesting an explanation can make you seem entitled or aggressive.

Otherwise, failing to say “thank you” is a big issue. Hiring managers want to know that you value the opportunity and their time, so expressing your appreciation is a must.

Follow-Up Email After Your Interview Examples

Now’s the moment you’ve been waiting for; it’s time for a fantastic follow-up email example (or three). You can use each one as a follow-up email template or simply as a source of information.

Every follow-up email example here uses a slightly different approach, though make sure to tap on each of the critical points. So, without further ado, here’s a look at some samples of how to create an interview follow-up email.

1. Simple Follow-Up Email

This follow-up email after a job interview is probably the most flexible option. You could use it if there’s been no response at all, as well as if there’s been a lull in the conversation, the decision date you were previously given has passed, or in many other situations.

Subject: [Job Title] Interview Follow-Up

Mr. John Doe:

I’m reaching out to touch base regarding the [Job Title] position with [Company Name] I interviewed for on [date of interview]. It seems like both an exceptional opportunity as well as an outstanding match for my skill set.

Based on my past experience managing [project, duty, or responsibility], where I was able to [accomplishment], I feel that I can bring a significant amount of value to the position. Additionally, I’m well equipped to help [Company Name] with [challenge they are facing], as I’m adept at [relevant skills].

If there is any additional information I can provide that can assist you with your hiring decision, I am happy to supply it. Thank you again for your time and consideration, and I am looking forward to any update you are able to provide at this time.

Best Regards,

[Your Name and Contact Information]

2. Follow-Up After Past Conversation About Next Steps

If there has been a previous discussion about next steps, and either the stated timeline has passed, or it’s been a reasonable amount of time after you’ve learned of them, then you may want to use a particular approach when reaching out. Here’s one option for requesting an update.

Subject: RE: [Past email chain subject line]

Mrs. Jane Doe:

I wanted to take a moment to follow up on the [Job Title] position I interviewed for on [date of interview], as well as our past conversations about the opportunity. The role seems like a great fit for my capabilities, particularly when it comes to [project, duty, or responsibility], as I have prior experience in that arena, as well as expertise in [related skills].

As you mentioned, [hiring process step] was underway, and it would be followed by [additional hiring step you were made aware of]. If there is any information you need from me to help complete the next steps you outlined previously, I am happy to provide it.

Please do not hesitate to reach out at any time, and I appreciate your time and consideration in this matter.

3. Follow-Up After Previous Discussion About Skills/Experience

If you’ve exchanged a few emails with the hiring manager about your skills or experience since the job interview, you may also want to use a modified approach. Here, the goal is to reignite the discussion while also learning more about the status.

Subject: Re: [Job Title] Interview – [Previous subject line from conversation]

Dr. John Doe:

I’m reaching out to follow up on my interview on [date of interview] for the [Job Title] position at [Company Name], as well as our previous conversation about my skills and experience.

I believe wholeheartedly that the role is a great fit for my skills, and I feel that I could provide [Company Name] with exceptional value. Along with the accomplishments I discussed previously, I also [new relevant achievement that you haven’t previously talked about in detail]. That experience allowed me to genuinely hone my [relevant skills] skills, as well as gain experience in [more skills or relevant duties].

Ultimately, I am genuinely excited to learn more about the role, as well as any next steps in the hiring process that may be on the horizon. If you have any additional questions about what I bring to the table, I am happy to discuss my capabilities further. Thank you again for your time, and I truly appreciate your consideration.

Putting It All Together

In the end, you should now have a solid idea of how to write a follow-up email after an interview. Use every tip and example above to your advantage. That way, when you reach out for an update, you can nail it.

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com.

His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others.

Learn more about The Interview Guys on our About Us page .

About The Author

Mike simpson.

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com. His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others. Learn more about The Interview Guys on our About Us page .

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After the interview, reflect and assess.

After the interview, take between 15-30 minutes to think about how it went. Consider writing or typing out notes while things are still fresh in your head so you do not have to rely on memory later. These notes will help you better assess your level of interest in the position and prepare for future interviews.

Here are some recommended questions to ask yourself for interview reflection:

• What questions did they ask?
• How did I answer? What stories did I tell?
• What seemed to matter to them?
• Did I learn anything new about the position? About the employer?
• What was the vibe like? How did the interview "feel?"
• If asked to another interview, what would I want to emphasize in the next stage?

For more advice on post-interview reflection, read What to Do Immediately After an Interview .

Thank You Notes

Always send a thank you note to your interviewers to convey your appreciation for their consideration and reiterate your interest in the opportunity. This is a small but impactful gesture in the interview process.

Here are some general tips:

• Send your notes in a timely manner, ideally within two days of the interview.
• Email is appropriate, and typically the best way to guarantee your note will arrive in a timely manner. If you prefer to send a handwritten thank you note, consider sending an email and a mailed letter.
• Send a note to everyone who interviewed you or had a meaningful interaction with. If you do not have contact information for everyone, try researching online or asking your main point of contact at the organization. You can also include them by name in your thank you note to your main contact. For example, "Please extend my thanks to Dr. Lee and Ms. Brown for taking the time to speak with me."
• Personalize your note by addressing something specific from your interview. For example, mention something you learned during the interview that makes the position or company desirable to reiterate your interest.
• Be brief and positive. You may include additional information about yourself or clarify an issue that was not adequately addressed while interviewing.

If you return from an interview certain that you do not want this position, you can send a note to politely inform them that you have determined you are not interested. For example, "Thank you again for the opportunity to interview. At this time, I have decided to withdraw from consideration for the position."

Following Up

During your interview, it is a good practice to ask when you should expect to hear back from them. If you have not heard anything after this time, you may follow up with a polite communication restating your interest in the position and inquiring about the status of the search. If no timeline was offered, two weeks is considered an acceptable amount of time to wait before following up. Remain professional at all times and follow-up only once.

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4 Ways to Follow Up After a Job Interview

• Art Markman

When is it best to write the hiring manager a note?

What’s the best way to follow up after a job interview?

• First, write a thank-you note to the hiring manager no later than a day after. Keep it short and sweet, but mention one specific thing that you learned about their organization.
• If you don’t hear back by the date they said they’d make a decision, don’t panic. Wait a week, and if it’s still radio silence, follow up with a short note expressing your excitement about the role.
• Finally, if you don’t get the job, you can send one last note asking for feedback. Who knows, it may teach you something and lead to better opportunities down the line.

Where your work meets your life. See more from Ascend here .

Much of the job application process involves waiting. You check job postings and wait for new opportunities that match your skills and interests. You put together a cover letter and a résumé, send them off, and wait to hear about a possible interview. If you land an interview , you prepare, give it your best shot, and then you wait for a response.

• Art Markman , PhD, is the Annabel Irion Worsham Centennial Professor of Psychology and Marketing at the University of Texas at Austin and founding director of the program in the  Human Dimensions of Organizations . He has written over 150 scholarly papers on topics including reasoning, decision-making, and motivation. His most recent book is Bring Your Brain to Work: Using Cognitive Science to Get a Job, Do it Well, and Advance Your Career (HBR Press).

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How Long Does It Take To Hear Back After A PhD Interview?: Key Interview Tips.

You had the doctoral interview and now you are in the waiting stage after you finished the interview. I am sure that you are asking yourself, “how long should you wait to hear from the selection committee on your PhD interview?”

It is reasonable to wait anywhere from a few weeks to a few months to hear back from the selection committee on your PhD interview. It varies a lot depending on how put together the university is on their selection process and how many applicants that the university is looking at. (Once you are done reading this post, you should look at the longer post of PhD interviews).

Why does it take so long to hear back from a PhD interview?

Guaranteed that you are freaking out right now. I do when I wait to hear back from any selection committee. What a stressful time for you! I know that you are wondering why it takes so long to hear back from the selection committee. The ultimate truth is that you are paying more attention to the time than the selection committee is. You have to see it from their perspective: They have probably done this job several times before, and it feels like a job to them. Not to diminish the importance of your waiting, but the selection committee just as a different perspective than you do.

Read this post to help you prepare for your PhD interviews. So helpful!

The other thing that you have to think about is that the selection process generally has to go through many ‘hoops’ and administrative discussions before they can communicate back to you. The university that you are waiting to hear back from has to double and triple check that they have the resources to fund your doctoral journey. They also want to make sure that you are the right person for the position. (You should read this post we wrote on what PhD students do all day – you might be surprised.)

Should you send a thank you email after PhD interview?

Absolutely. You should send a nice note to everyone that you talk to during the interview process. You should likely send this email about 1-5 days after your interview. It should say something like this, “Dear so and so, I just wanted to let you know how much I enjoyed the discussion with you. I looked further into what you were talking about, and your research interests. I very much enjoyed the research article on blaa. Most importantly, I want to say thank you for having the discussion with me and sharing your time. I know that you are very busy, and that spending even a bit of time with me, has inspired my doctoral journey. Best, Student.

Before you go through with your PhD, you should read this article on bad PhD experiences.

Do you need to know what PhD students actually do? You should read this!

No Response on the PhD Interview?

If you get no response after a period of time (say 2 months) after the PhD interview, I would move on. This generally means that you likely did not get the position, or you were put on a wait-list. It is likely that the person forgot to contact you.

If you want to make sure, you can prompt your contact during the PhD interview once again about how you enjoyed the PhD interview, and whether the position is still open. I would be quite subtle with this prompt, and wait a bit of time before you sent it.

If you need help on tips for applying to PhD programs and help through the whole process, you should check out this video:

PhD Rejection?

Remember, getting a PhD position is generally very difficult, so don’t feel bad about not getting the position. If I were you, I would ‘try, try again,’ until you find the position you were looking for! If you need motivation with your PhD, check out this post on the importance of doing difficult things in your life. The career is all about persistence, and the sooner you learn this idea, the more prepared you are going to be for research. You got this!

Read this why you need to be consistent and persistent in your PhD journey! Check out this post on why we really need to be cheering for each other a lot more.

Here are 20 super PhD tips that you should know.

The R3ciprocity Project started out as a side-project, where David Maslach created an App to help others get feedback on their work (r3ciprocity.com – it is seriously inexpensive and easy to use. You have to try it!) , but it is beginning to grow into a real movement.

Did you benefit from this post? Do you know of anyone at all that could use feedback on their writing or editing of their documents? I would be so grateful if you read this post on how to get feedback on your writing using R3ciprocity.com or let others know about the R3ciprocity Project. THANK YOU in advance! You are the bees knees.

Check out the YouTube channel , or some of these posts if you want to understand more:

If you like this post, you should check out:

Ace Your PhD Interviews Easily.

Five Frustrating PhD Questions To (Never) Ask A PhD.

How To Deal With Self-Doubts As A PhD?

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How to follow up after a job interview and say thank you

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You nailed the interview! So now it’s time to follow up after your job interview and say thank you. 📝 Career.io host, Kevin, is here with tips on writing a follow-up email that increases your chances of landing the job!

👀 Check out more follow-up email examples: https://career.io/career-advice/follow-up-email-after-an-interview

VIDEO CHAPTERS

00:00 Introduction 00:30 Benefits of following up by email 00:50 How to write a thank you email 01:18 Example follow-up email 02:09 Bonus tip

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This subreddit is for anyone who is going through the process of getting into graduate school, and for those who've been there and have advice to give.

How long should I wait for the following up email after PhD interview?

I got the final interview for a PhD position 2 weeks ago. Last week I sent out a Thank you note for all interviewers. During one of the interviews, the professor told me that I should expect the result the latest by the end of June. It is already the end of June this week, should I email the prof to ask or should I wait? And if until the end of this week, no news from the professor, then should I email him?

Thank you for your insight and comments. I waited so long for this, so I feel a little bitter than usual.

Please let me know your experience (if possible).

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Sending a second follow-up email for a potential PhD position

Four weeks ago I contacted the department of the University to ask whether there are PhD positions open. They emailed me some questions I needed to fill in and said that they will review my application and let me know if they have something available for me as soon as possible. After two weeks, I sent a follow-up email asking if there was already some news about my application, but they didn't respond.

Now, two weeks after that follow-up email, I still haven't heard anything. Is it okay to send a second follow-up email? How should I formulate it? I don't want to seem annoying and intrusive. On the one hand, I'm willing to be patient as I really want to pursue a PhD at that faculty, but on the other hand, if they don't offer me a position, I need to start looking for other positions as soon as possible.

• graduate-admissions
• graduate-school

• Trust them to "let you know". And follow astronat's advice to send out a bunch of applications now. –  Buffy Commented Mar 29, 2021 at 12:37
• What country? . –  Azor Ahai -him- Commented Mar 30, 2021 at 17:28

2 Answers 2

It's typical to apply for multiple (10+) PhD positions simultaneously, rather than sequentially. Don't wait to hear back from this place, just send your other applications now. It's fine to ask again about your application, but this time ask for the date by which you can expect to have a decision.

Here's a suggestion for how to formulate the email (you can modify it according to the specific details of your situation):

Dear Prof. X, Last month I applied for a PhD position in your department. Do you have any further news about my application, or an idea of when you might make a decision? I am really excited about this opportunity and look forward to hearing from you soon. Best wishes, MDG1999

• 1 The first part of this answer is most important, I think. Would you still recommend the bottom part knowing they inquired 2 weeks ago? Maybe something more like... Could you clarify what the typical timeline for this type of decision is at your lab/department/university?” –  Dawn Commented Mar 29, 2021 at 14:38

Another factor may be if the department hires a pool of students that are afterwards matched with supervisors after a year or so of courses, or if new students enter a research group directly. In the latter case, you could reach out to your potential supervisor. In certain cases it is in fact beneficial to reach out to possible supervisors ahead of time.

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I left Google to start a recruiting service. I've learned there are 4 things you should always do in a tech interview, and 1 you shouldn't.

• Rihab Lajmi left her role at Google  and launched FAANG, an AI hiring platform.
• Lajmi has gone through dozens of interviews herself and interviewed 35 recruiters to learn what they're looking for.
• These are the five interview tips she recommends to job seekers.

This as-told-to essay is based on a conversation with Rihab Lajmi, a 26-year-old living in Germany. Her employment history has been verified by BI. It's been edited for length and clarity.

You may have heard of FAANG being used as an acronym for Facebook, Amazon, Apple, Netflix, and Google — and that's exactly what inspired the name of my company.

FAANG jobs are highly coveted and represent success in tech. So about six months ago, I quit my job as a Cloud space architect at Google to create an AI recruiting platform to help people land their dream jobs.

Our conversational AI recruiter "Buddy" conducts custom simulated video interviews for job applicants based on the company's preferences, culture, and technical needs. Our vision is to scale "Buddy" to become every job seeker's companion to prepare for job interviews.

By adopting this name, we aim to empower individuals to achieve their career aspirations, whether at FAANG or elsewhere. So far, we've interviewed over 35 recruiters to learn more about what they're looking for.

Before Google, I worked at Microsoft and went through dozens of interviews at other companies like Amazon. Through my own experience and from speaking with recruiters directly, these are my biggest takeaways on how to excel in an interview.

1. Request a champion call with the hiring manager

In many interview processes, the hiring manager won't show up until the final round of interviews. That person often has the final say so it's good practice to increase your visibility early on.

Related stories

If you don't have a call scheduled with the hiring manager prior to the first interview, request it. This breaks the ice and helps them remember you later.

The call should be casual and you should start by introducing yourself. Then, you can ask about them and what they're looking for. This will also help you get more information as you go through the interview process.

2. Begin the interview with small talk

Starting with small talk may help the interviewer remember you later on. You can start by asking the interviewer questions about the company or you can try a less formal approach if they seem open.

A lot of the people I've worked with have been international so I often start with questions about where they're from and then mention my favorite dish from that region.

Make sure you read the room and don't let the small talk go on for too long. Some interviewers like to chat more than others so make sure to pay attention to verbal cues.

3. Be concise

People often look at interviews like an exam — don't go into it with that approach. While you should do your homework and prepare for the interview, it's important that you don't get bogged down by the details.

The person who is interviewing you will lose their focus if you talk too much. They also are assessing your ability to communicate so being concise can help you score higher or make a better impression.

4. Weave in your personality when answering questions

The company wants to get to know you as a person. So when it comes to behavioral questions, do your best to weave in stories and examples that highlight parts of your personality .

For example, if someone asks about a time you had to work through a conflict, don't put an emphasis on the problem or the solution. Instead, make sure you focus on how you went about solving the problem and how you communicated.

5. Don't follow up right after the interview

Don't follow up with a recruiter right after the interview and don't contact them more than twice. It could take a while to make the decision, especially if it's a competitive role, and if you appear overly eager you could lose leverage power with salary negotiation.

Do you work at Google? We want to hear from you. Email the reporter from a non-work email at [email protected].

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