Follow up after an interview with confidence. Learn what to send, when to send it and when it is finally time to move on.
More...
Key Takeaways
So, the interview has gone well. In truth, secretly, you actually think you might have nailed it this time. Sure, there were a couple of occasions where you had to work hard to answer the behavioural questions thrown at you but, overall, you are confident.
But then the nervous wait begins. And it goes on, and on and on.
Now you are second guessing yourself, wondering where you went wrong, and wondering whether you should follow up after your interview or just accept you haven’t got the job. After all, their silence is the answer, right?
Wrong! Yes, of course, that might be the case because we don’t get offers from every interview we attend. But there are so many other reasons why they still might respond positively, so don't make any assumptions.
But do you really need to follow up after an interview?
Before we get into how to follow up, it’s probably a good idea to cover why you should follow up. You may be thinking modern recruitment processes should be professional and robust enough to handle what happens post interview and that, if you are the right person for the job, you will automatically get the job.
But here’s the harsh truth. Please don’t shoot the messenger! I’m just letting you know as a hands on recruiter from the other side of the desk.
Yes, you’re absolutely right in thinking that you shouldn’t need to follow up after an interview. It’s their job to make decisions and come back to you. But, there’s always a but. You have to be in the right place, at the right time, and with the right skills for a speedy response to happen. Let me give you an example.
I am currently helping a tier 2 civil contractor in Australia with their recruitment strategy for the next 6 months. There are certain engineers that are in high demand, namely Site Engineers, Project Engineers, and Project Managers. When we find a good one, we are doing all the chasing. These people definitely do not need to follow up after their interviews. We want them on board, right now. Yesterday preferably.
However, most times when you apply for a role you have huge competition, and therefore you need to adopt a more proactive approach.
You can of course choose to do nothing after your interview and just wait to see what happens. But, if you make the effort to follow up after your interview, it will reinforce your interest, remind them of your fit and make you stand out from your competition.
Three steps for the perfect follow up after an interview
It may seem like following up is just random and based on luck and yes, of course that plays a part, but there is a proven system to follow to ensure you are doing all you can post interview to help you get the job you really want.
Let’s go through these 3 steps now plus some situation specific examples.
Step One: Thank you email
Without exception, as a minimum you should always send a thank you email as a follow up after an interview.
Here are three compelling reasons why.
Communication skills
I am sure that your interview at some point involved questions probing your communication skills. I am also sure that you said they are excellent. Well, now is the time to prove that by being professional and appreciative of the time they spent with you by sending a thank you email.
Likeability
Recruiters and hiring managers are busy. Super busy if they are recruiting multiple roles simultaneously. Even though saying thank you is a common decency, it’s not very common to actually receive a thank you from a candidate after an interview. Put yourself above your competition by showing you are a true professional with integrity. Remember, people recruit people they like and believe in.
Turning up for interview isn’t convincing enough
Recruiters are always worried about forwarding the right candidates. If they get it wrong, they may not be asked to recruit for that company again.
Hiring managers are also nervous about making the right hire. If they get it wrong and choose someone who isn’t truly invested in their company and moves on in six months, it will cost them a lot of money because it means they will need to re-recruit again from scratch.
A thank you email reassures recruiters and hiring managers that you really want their job and you are taking this opportunity seriously.
You need to send a thank you follow up email after an interview direct to the interviewer and copy in the recruiter if there was one. Then also send one direct to that recruiter thanking them and saying how you felt it went.
The key to a great thank you email is to make it short enough so that they can easily read it in just a couple of minutes, but also long enough to ensure you have reassured them that you are a great fit for their role.
How to write a great thank you email after an interview
You may be wondering what subject line to use for your thank you email and that is a valid concern if the recruiter or hiring manager is very busy and their inbox is full.
The best way to write a subject line for a follow-up email is to simply reply to the latest email thread (that was used to schedule the interview) and leave the previous subject line.
For example, let’s say that this was the previous email subject line:
“Interview on Monday 12th at 9am”
You should hit “reply” and then the subject line will look like this:
“Re: Interview on Monday 12th at 9am”
Continuing with the existing email thread, and leaving the original subject line, will boost your email’s chances of getting opened faster.
The recipient will open your follow-up email because it’s clear what the email is about (and it’s clear that you’re not a stranger or someone cold emailing them).
If your interview was not confirmed by email, you can use this: “Interview follow up [role] [date]”
Here’s a format you can copy and edit for the body of your email.
Hi [interviewer's name]
Thank you so much for taking the time to meet with me today. I really appreciated the chance to learn more about you and the company.
Based on the key points we discussed today, I feel I would be a great match for this job because [ give specific reasons but be careful – just the top 2 or 3 – don’t bore them or rehash the entire interview and don’t make it more than a couple of sentences or they won’t read it at all]
This is an exciting opportunity for me at this point in my career and I look forward to hearing any updates as they’re available.
Please don’t hesitate to reach out to me should you have any queries or require clarification on any points we covered in our meeting today.
I look forward to talking with you again soon.
[your sign off]
Step two: First follow up email
Assuming you have sent that first vital email within 24 hours of your interview, the big question is, how long should you wait before you follow up again so that you don’t look desperate? The answer is that it should be based on what you learnt from the interview itself.
At the end of each interview, you should always say something like this.
"Thanks for your time today.
After finding out more about the opportunity, I really feel we are a great fit, and I want you to know that I am very interested in this position. Can you please tell me what the next step would be? Who is going to contact me and by when?"
The logic is simple here. You need to ask this so that you know when to follow up.
If they say “I don’t know” just say “what has normally been the next step when you have interviewed people in the past? Will it be someone from [company name] or the recruiter?”
Next, “when do you think you will have a decision?’ This is absolutely vital and let me tell you why.
Every day you are waiting for ‘that call’ will feel like a month to you because you are anxious to hear back. But every day the recruiter or hiring manager doesn’t make ‘that call’ will feel like 5 minutes to them because they are juggling lots of jobs and deadlines. It’s all about perspective and how busy they are.
If you follow up too soon you run the risk of them being frustrated and feeling that you are pestering them. But, by finding out the likely progression and time line for a role, you can navigate around this problem.
For example, if they tell you that the General Manager doesn’t return for 2 weeks and they will need to be involved with selecting a short list, then you know you need to wait.
In a case such as this you should send your thank you email to reassure them of your interest and add that you look forward to hearing from them in two weeks as discussed. This also shows you were listening and gives them the feeling that you are ‘part of their team’ rather than an outsider. This is subtle but it is very effective.
Then, wait until the timeframe they gave you has passed, then allow another two or three business days before following up.
If however, you couldn’t get anything out of them at the interview, leave it a week.
Here is a template you can use for that first follow up email after an interview.
Hi [interviewer's name],
I hope you’re having a great week. I just wanted to follow up about the [job title] role.
I really enjoyed meeting you [and the team/other person's name] [last week or whenever it was], and I’m still very interested in the opportunity.
I appreciate how busy you are, but I was wondering if you are able to give me some idea of when I will get some feedback on the progress of my application?
If there’s any further information I can provide during your hiring timeline, please just let me know.
Many thanks,
[Your sign off]
If they come back to you and say “I’m not sure because we still have others to interview” just send the following:
Hello [interviewer's name]
Thank you for the update. I really appreciate it.
Given the interviews you have scheduled, when would be an appropriate time for me to check back in?
I’m excited about the opportunity and want to stay in touch, but I know these things take time, so I don’t want to follow up too often.
Any information that you can share about the process would be great.
Thank you,
[your sign off]
Step three: Last follow up email
Your second and last follow up email should again be in sync with what you know about the timeline for a position.
Quick tip here if you are applying for a lot of roles. You really need to set up a job tracking system of some kind. That way you can add notes regarding when to send follow ups.
Now, you may be thinking sure but ‘I don't need this’ because I will remember but, trust me on this, just do it. It doesn’t matter how you set this up. It could be in Excel, Notion, or ChatGPT. What matters is being in control and not missing follow ups or, worse, following up too many times because you weren’t organised.
Back to the actual email, here is a template you can use if you got a specific date from them previously:
Hi [Interviewer’s Name],
I thought I’d check in as you mentioned that you would likely be making the final recruitment decision for the [the name of your position] by [the established deadline].
I am still very keen on this opportunity so if you could give me an update I would really appreciate it.
If there are any additional details I could provide you with to help with your hiring process I would be more than happy to do this for you.
Many thanks
[your sign off]
And here is one if you didn’t get any dates from them:
Hi [Interviewer’s name]
I just wanted to follow up again, make sure you saw my last email, and ask whether you have any status updates regarding the [job title] position that I interviewed for on [date].
I’m looking forward to hearing back about potential next steps when you have a chance.
Thank you so much.
[your sign off]
Variances to the three-step rule
Here are few variances from the 3 step rule that you may come across.
How to follow up after a second or third interview
The biggest difference between a first and second or third interview regarding follow-up emails is detail. The deeper your run in the recruitment process, the more specific you should be in your messages.
You’ve probably discussed particular plans and challenges or the details of the position. After a second or third interview, your follow-up letter should make reference to these and could also provide information on how you would tackle them where appropriate.
This is a great opportunity to act like a team member rather than an outsider by proving you understand their core deliverables and challenges and, ultimately, that you would be part of the solution if they hired you.
Another difference at this stage is that you may have interviewed with several people. If that is the case, ensure you send separate, personalised emails to each of them.
Here’s a template you can adapt to fit your circumstances. You don't have to attach a separate presentation or document but you do need to speak specifically and knowledgeably about the content of your interview.
At this stage they are likely on the fence about whether to make you an offer. Get this email right and it can make them commit to you.
Hello [Interviewer’s Name],
Thank you for the opportunity to come and chat for the [second/third] time. Now I am even more certain that working with [the team’s name] would be exactly what I would like for my next career move.
I started to think about the [project] that we discussed and I have some ideas on how we could make it successful. I describe them briefly in the attached [presentation/document].
Let me know what you think. I’d be happy to explain the details and hope to get the chance to discuss them with you later.
Thank you again for your time.
Looking forward to hearing from you.
[your sign off]
How to follow up after a phone interview
Should the follow up after a phone interview be different?
Possibly because oftentimes phone interviews are used to screen applicants to short list them for an actual interview. In fact, you should always assume that any conversation with a recruiter or a hiring manager is just that. An interview.
Although a phone interview or ‘casual chat’ is different, the same process rules apply.
Ask the interviewer about the process going forward to ensure that you know when to follow up then edit your thank you email and your two follow up emails accordingly.
How to follow up after video interviews
Not all video interviews are the same. A live interview on Teams or Zoom is a real conversation conducted through a screen. An asynchronous interview is a series of recorded answers submitted through a platform, with nobody sitting on the other side while you complete it. Your follow-up should reflect that difference.
After a live Teams or Zoom interview
Treat a live video interview in exactly the same way as an interview conducted in person. Send a short thank you email within 24 hours, refer to something specific you discussed and confirm your interest in the role.
If several people attended, send each person a separate message where possible. Do not send three identical emails with the names changed. Mention the part of the conversation that involved that particular person. If you don't have their contact details, send your message to the recruiter and ask them to pass it on.
There is no need to apologise for every frozen screen, awkward pause or moment when two people spoke at once. That is life on Teams. Only mention a technical problem if it significantly affected your interview or prevented you from answering something properly. In that situation, keep it factual and use the email to briefly clarify the point you were unable to finish.
Your usual follow-up timetable then applies. If they gave you a decision date, wait until that date has passed and allow another two or three business days before checking in.
After an asynchronous video interview
An asynchronous interview is different because you have not actually met the interviewer. You may not even know who will watch your recording or whether it will initially be reviewed by a recruiter, a hiring manager or more software.
Start by checking that the platform confirms your interview was successfully submitted. Save the confirmation email or take a screenshot. If the platform does not confirm completion, or something went wrong while recording, contact the recruiter or nominated support contact immediately. Explain exactly what happened, which question was affected and when you completed the interview. Do not attempt to submit it again unless they tell you to.
If everything worked, send a short email to the recruiter or person who invited you. Do not write as though you had a conversation directly with them. Simply confirm that you have completed the interview, thank them for the opportunity and reiterate your interest.
For example:
Hi [Name],
I have now completed the video interview for the [job title] position and received confirmation that it was successfully submitted.
Thank you for the opportunity to take part. The questions gave me an even clearer sense of the role, and I remain very interested in progressing.
Please let me know if you need any further information from me or if you can share the likely timeframe for the next stage.
Many thanks,
[your sign off]
If you received an automated invitation and have no named contact, don't start hunting down senior managers on LinkedIn to announce that you have finished. Use the recruitment email address provided or wait for the next communication. Once the stated timeframe has passed, follow up with the recruiter or hiring contact in the same way you would after any other interview.
How to follow up if you get another offer
As time passes you may find yourself in the good but nevertheless tricky position of being offered another role.
If you truly would still prefer this first role to your new job offer, here is a template to handle this situation:
Hello [Interviewer’s Name],
I have a bit of a dilemma.
I have been offered a position with [company name/or say one of your competitors/or just say another company]. My deadline for accepting or rejecting is the [date].
Whilst this is a good offer, I’d be happy to turn it down if you decided to choose me as your new [the name of the position].
Can you please let me know if you’re likely to reach a hiring decision before this deadline passes?
If you need any additional information from me, please let me know.
Many thanks for your help with this.
[your sign off]
What if your follow up gets no response?
I get it. It’s very tempting to shoot off an email from the heart, not the head, when you get no response but please don’t do this. There may be many things going on within a company that you are not aware of so don’t burn your bridges by sending a ‘speaking your mind’ email that you may well regret later.
The obvious one is that you haven’t got the job, and they couldn’t be bothered to tell you, but there could be so many other things at play.
For example:
- The recruiter/hirer is waiting for an internal event to happen first that they have no control over eg a project being awarded, someone retiring/being promoted/being fired.
- You may be a great fit for a new role, but they need to get approval for it first so they can’t talk to you about it yet.
- Perhaps they have offered it to someone else but you were a close second, so they want to see if they accept first.
- Maybe a staff member is off sick, and the process has slowed down.
- Or perhaps they are firefighting an issue or bottleneck that is more important to resolve right now and will come back to recruiting at a later date.
Now this will be hard because you will be quite rightly annoyed and disappointed, but don’t judge a company by their lack of response to any particular job you apply for.
If you see another great job with them, still apply. Just because a recruiter or hiring manager may have been neglectful with their feedback, it doesn’t mean the whole organisation is the same. It could still be the right company to work for and have your dream job in the future.
Conclusion
Following up isn’t desperate. Chasing is.
A good follow-up email will not magically turn a bad interview into a job offer but it can make it harder for your application to disappear into an overcrowded inbox.
The difference between professional and pushy is timing. Ask what happens next, follow the timeline they give you and keep your emails short, relevant and easy to answer. You are not begging for the job. You are managing your job search like someone who knows their value.
Send the thank you. Follow up when you said you would. Then, if silence is all you get, stop waiting for somebody else to decide your future.
Move on and keep looking. The right opportunity will not need you to continually chase it.
FAQ
Should I connect with the interviewer on LinkedIn after the interview?
You can, but don't assume every interviewer wants to connect with candidates. If you send a request, personalise it briefly and avoid using LinkedIn as another channel for chasing an update. One professional follow-up route is enough.
What if I realise I gave a poor answer during the interview?
Don't send a lengthy correction covering everything you wish you had said. If the mistake was important, briefly include what you should have said in the section saying why you are still interested and why you feel the position is a good fit. Don't say anything like "I made a mistake." You will be highlighting this as a problem that may not even exist because we are all our own worst critics.
Should I send work samples after an interview?
Only send samples that are relevant to something discussed or specifically requested. An unexpected 20-page presentation is more likely to create work for the interviewer than impress them. If you have something useful, explain why you are sending it and keep it concise.
Is it better to follow up by phone or email?
Email is usually the better option because it is less intrusive, gives the recipient time to respond and creates a written record. A phone call may be appropriate if the recruiter has previously communicated by phone or specifically invited you to call.
Can I ask for feedback if I am rejected after an interview?
Yes, but ask while the conversation is still recent and make it easy for them to respond. Request one or two specific observations rather than asking for a complete assessment. Not every employer will provide feedback, but a thoughtful answer could help you perform better next time.
