Spencer Lanoue
So, you’ve just wrapped up a job interview. Congratulations! The next step? Sending a follow-up email. This might seem like a small task, but it’s your chance to leave a lasting impression. In this post, I’ll guide you through crafting an email after an interview that stands out and keeps you top of mind with your potential employer.
The Importance of a Follow-Up Email
Let’s kick things off by talking about why a follow-up email matters so much. After all, you’ve just spent an hour (or more) discussing your qualifications in detail. Why not let that speak for itself? Well, here’s the thing: following up shows professionalism, enthusiasm, and gratitude. It’s a small gesture that can set you apart from other candidates.
Imagine this: you’re a hiring manager who just interviewed a slew of candidates. By the end of the day, they all start to blur together. Then, you receive a thoughtful email from one candidate expressing appreciation for the opportunity. Suddenly, that candidate stands out. A follow-up email reinforces your interest in the position and keeps you fresh in the interviewer’s mind.
Plus, it’s a chance to address anything you forgot to mention during the interview or to clarify a response if you felt you didn’t quite nail it. Done right, a follow-up email can help tip the scales in your favor.
Timing Is Everything
When it comes to follow-up emails, timing is crucial. Too soon, and you might come across as overeager. Too late, and your email might get lost in the noise. So, when’s the sweet spot?
Generally, it’s best to send your email within 24 hours of your interview. This shows you’re prompt and interested without being pushy. It also ensures your conversation is still fresh in the interviewer’s mind, which can help tie your email back to specific points discussed.
That said, if your interview was on a Friday, you might want to wait until Monday to send your follow-up. This helps avoid your email getting buried in a weekend inbox glut. Timing isn’t just about when you send your email but also about when it’s likely to be read. Keep in mind the company’s working hours and adjust your timing accordingly.
Crafting Your Subject Line
Your subject line is the first thing the recipient sees, so it needs to grab attention without being gimmicky. Here are a few tips to keep in mind:
- Be clear and concise: Aim for a subject line that’s direct and to the point. Something like "Thank You for the Opportunity" or "Follow-Up on Our Conversation" works well.
- Include your name: This helps the interviewer immediately recall who you are. For example, "Thank You – [Your Name]" or "Following Up – [Your Name]."
- Reference the job title: If applicable, include the position you interviewed for. This is especially useful if the company is hiring for multiple roles. Try something like "Thank You for the Interview – [Job Title]."
A strong subject line increases the chances of your email being opened and sets the tone for the rest of your message.
Opening Your Email
Start with a friendly but professional salutation. If you had a formal interview, "Dear [Interviewer's Name]" is appropriate. If the interview was more casual, "Hi [Interviewer's Name]" could be acceptable.
In your opening paragraph, express your gratitude. A simple "Thank you for taking the time to meet with me today" or "I appreciate the opportunity to learn more about [Company Name]" sets a positive tone. Here’s an example of a strong opening:
Dear [Interviewer's Name],
Thank you for meeting with me yesterday to discuss the [Job Title] position. I enjoyed learning more about the team and the exciting projects at [Company Name].
This opening not only shows appreciation but also reiterates your interest in the role and the company.
Reinforcing Your Interest
Now that you’ve got the pleasantries out of the way, it’s time to get to the heart of your email. Reiterate your enthusiasm for the position and the company. This doesn’t need to be over-the-top, but a line or two highlighting your interest and fit can go a long way.
Reference specific points from your interview to show that you were engaged and attentive. Something like this works well:
I’m particularly excited about the opportunity to contribute to [specific project or team] that we discussed. I believe my experience with [relevant experience or skill] would allow me to make a meaningful impact.
This part of your email is all about reinforcing why you’re the right person for the job while showing you were actively involved in the conversation.
Addressing Any Lingering Questions or Concerns
Was there a moment during your interview when you felt stumped or wished you’d answered differently? Your follow-up email is the perfect place to address it. This shows that you’re reflective and committed to putting your best foot forward.
For instance, if you stumbled on a technical question, you might say:
Upon reflection, I realized I could have better articulated my experience with [specific skill or software]. I have extensive experience in this area and would be happy to provide more details or examples if needed.
It’s not about dwelling on mistakes but rather showing your willingness to engage and clarify any uncertainties.
Highlighting Your Skills and Achievements
Your email is also a chance to bring up any relevant skills or achievements that didn’t come up during the interview. This can be particularly useful if you’re worried that important aspects of your background might have been overlooked.
Think about what makes you unique and how it relates to the job. You could say something like:
Additionally, I wanted to mention my experience leading a team on a project similar to what you have at [Company Name]. This experience honed my leadership skills and taught me the importance of clear communication and collaboration.
Make sure any skills or achievements you highlight are relevant to the role. This isn’t the place to rehash your resume but to add value to the conversation.
Concluding with Courtesy
As you wrap up your email, reiterate your gratitude and express your eagerness to hear back. Keep it polite, concise, and forward-looking. Here’s an example:
Thank you once again for the opportunity to interview for the [Job Title] position. I’m looking forward to the possibility of working together and contributing to your team. Please let me know if there’s anything else you need from my side.
End your email with a professional closing—"Sincerely," "Best regards," or even "Thank you again" are all great options. Don’t forget to include your full name and contact information.
Reviewing and Sending Your Email
Before hitting send, take a moment to review your email for any typos or errors. A polished email reflects your attention to detail and professionalism. Consider reading it aloud or having a friend or family member give it a once-over.
Interestingly enough, this is where an AI tool like Spell can come in handy. Not only can Spell help draft your email, but it can also assist in refining your message to ensure clarity and impact. We’ve built it to help you write polished, high-quality content quickly, so you’re not spending hours perfecting a single email.
Once you’re satisfied with your email, hit send. Then, sit back and give yourself a pat on the back for taking this extra step that could make all the difference.
Common Mistakes to Avoid
Even with the best intentions, it’s easy to slip up when writing a follow-up email. Here are a few common mistakes to steer clear of:
- Being too informal: While you want to be friendly, maintain professionalism throughout your email. Avoid slang or overly casual language.
- Writing a novel: Keep your email concise. Aim for a few well-crafted paragraphs rather than a lengthy dissertation.
- Forgetting to proofread: Typos and grammatical errors can detract from your message. Take the time to review and polish your email.
- Sending the same email to multiple interviewers: If you met with more than one person, personalize your emails. Mention something specific from your conversation with each individual.
Avoiding these pitfalls will help your follow-up email leave a positive impression rather than an unintended negative one.
Following Up on Your Follow-Up
So, you’ve sent your follow-up email. Now what? If you don’t hear back right away, don’t panic. Hiring processes can take time, and silence doesn’t necessarily mean you’re out of the running.
If you haven’t heard back within a week or so, it’s perfectly acceptable to send a polite email checking in. Here’s an example of how you might approach this:
Subject: Checking In – [Your Name]
Dear [Interviewer's Name],
I wanted to check in regarding the [Job Title] position I interviewed for on [date]. I remain very interested in joining your team and contributing to [Company Name]. Please let me know if there have been any updates or if there’s anything else you need from me.
Thank you again for the opportunity.
Best regards,
[Your Name]
This follow-up shows your continued interest without being pushy or demanding.
When and How to Use Spell for Your Email
Creating a follow-up email after an interview doesn’t have to be daunting, especially with tools like Spell. With Spell, you can draft and refine your email effortlessly, ensuring it’s polished and professional.
Imagine having the ability to generate a first draft in seconds and then using natural language commands to tweak and perfect your message. Whether you need help with phrasing, tone, or structure, Spell’s AI-driven editor can enhance your writing process from start to finish.
Plus, with Spell’s collaborative features, you can share drafts with friends or mentors for feedback. It’s like having a writing assistant and editor all rolled into one, helping you nail that follow-up email without the stress.
Final Thoughts
Writing a follow-up email after an interview might seem like a small task, but it can have a big impact. By sending a thoughtful, well-crafted message, you reinforce your interest and professionalism. And, if crafting the perfect email feels daunting, Spell can help you create a polished and engaging follow-up that leaves a lasting impression. Here’s to your success in landing that dream job!
