Job Interview Follow-Up Email Templates

Sending a job interview follow-up email can be nerve-wracking. But it’s also an essential step to demonstrate your interest and professionalism to the hiring manager. You want to make sure you leave a lasting impression that sets you apart from other candidates. As a result, crafting a well-thought-out job interview follow-up email can make all the difference in your job search journey.

In this article, we will guide you through the art of writing effective job interview follow-up emails. Whether you’ve just completed the interview, are awaiting a response, or looking to strengthen your networking efforts, we’ve got you covered. We’ll break down the process into three basic categories, each requiring a unique approach. 

What’s so important about sending job interview follow-up emails to candidates?

Sending job interview follow-up emails to candidates is essential for a few important reasons. Firstly, it’s a nice way to say thank you for your time and effort in attending the interview. This makes them feel valued and respected, leading to a better candidate experience.

Also, a follow-up email after a job interview allows you to show your continued interest in the candidate and the position. It’s also a great chance to personalize the message and remind them of the positive aspects of the interview. In fact, 91% of candidates like to receive follow-up thank-you notes.

Moreover, sending a job interview follow-up email reflects your company’s professionalism and attention to detail. It helps build a positive employer brand and makes candidates more likely to recommend your company to others.

Lastly, a job interview follow-up email can address any remaining questions or concerns the candidate might have, which can help them make an informed decision about the job.

Overall, sending job interview follow-up emails is a simple yet powerful way to improve your recruitment process and leave a lasting impression on candidates.

Follow-up email after a short interview

The follow-up email is a courteous and appreciative message sent to candidates after a short interview. Its primary purpose is to express gratitude for the candidate’s time and participation in the interview process. The email acknowledges the candidate’s enthusiasm for the position and highlights any specific qualifications or skills that stood out during the interview.

Why Does It Matter? 

The job interview follow-up email holds significant importance in the hiring process for several reasons. Firstly, it shows the company’s commitment to providing a positive candidate experience. By thanking candidates for their time, the company demonstrates professionalism and respect, leaving a favorable impression on the candidate, whether they are ultimately selected or not.

Additionally, the email serves as a personalized touchpoint, reinforcing the candidate’s interest in the role and the company. This communication can help keep the candidate engaged and excited about the potential opportunity, increasing the likelihood of their continued interest.

When to Send It?

The job interview follow-up email should be sent promptly, ideally within 24 to 48 hours after the short interview. Sending it promptly shows the company’s efficiency and consideration for the candidate’s time and interest.

What to Include?

• Warm greetings and address the candidate by name.
• Express gratitude for their time and participation in the interview.
• Highlight a positive aspect of the interview or mention a specific qualification that impressed you or other interviewers.
• Reiterate the candidate’s enthusiasm for the role and the company.
• Mention that the company is still in the interview process and evaluating all candidates.
• Promise to keep the candidate informed about any further updates.
• Encourage the candidate to reach out if they have any questions or need additional information.
• Sign the email with the sender’s name, job title, company name, and contact information.
• Add a friendly closing to end the email on a positive note.

The Template:

Subject: Thank You for the Interview!

Dear [Candidate’s Name],

I hope this email finds you well. I wanted to take a moment to express my gratitude for the short interview we had earlier today. It was a pleasure meeting you and learning more about your skills and experiences.

I wanted to let you know that your enthusiasm for the [Job Title] role and your qualifications caught our attention. Your [mention specific skills/experience] align perfectly with what we are looking for in a candidate.

At this stage, we are still in the interview process and evaluating all candidates carefully. Rest assured. We will keep you informed about any further updates.

If you have any additional questions or need further information, please feel free to reach out to me directly at [Your Email] or [Your Phone Number].

Once again, thank you for your time and interest in joining our team. We’ll be in touch soon!

Best regards,

[Your Name]

[Your Job Title]

[Company Name]

[Company Website]

[Company Phone Number]

Follow-up email after a long interview

The follow-up email after a long interview is a gracious and appreciative message sent to candidates. It aims to express gratitude for the candidate’s extensive time and effort invested in the interview process. The email acknowledges the candidate’s impressive skills and experiences discussed during the interview, reaffirming their suitability for the position.

Why Does It Matter?

This job interview follow-up email holds great significance in the hiring process for several reasons. Firstly, it reinforces the company’s commitment to providing a positive candidate experience. By thanking the candidate for their time and insights, the company showcases professionalism and respect, leaving a lasting positive impression on the candidate, regardless of the outcome.

Additionally, the email serves as a personalized touchpoint, reassuring the candidate that their qualifications align with the company’s needs. This helps keep the candidate engaged and interested in the opportunity, increasing the likelihood of their continued interest and enthusiasm.

When to Send It? 

This email template for job interview follow-up should be sent promptly, ideally within 24 to 48 hours after the long interview. Sending it promptly demonstrates the company’s efficiency and appreciation for the candidate’s time and dedication.

What to Include?

• Warm greetings and address the candidate by name.
• Express sincere gratitude for their extensive time and effort in the interview.
• Highlight specific skills or experiences discussed during the interview that impressed the interviewer.
• Reiterate the candidate’s enthusiasm for the role and how well their qualifications align with the company’s needs.
• Mention that the candidate’s candidacy is under careful consideration as the company evaluates all applicants.
• Promise to keep the candidate informed about any further updates in the hiring process.
• Encourage the candidate to reach out if they have any questions or need additional information.
• Sign the email with the sender’s name, job title, company name, and contact information.
• Add a friendly closing to end the email on a positive note.

The Template: 

Subject: Thank You for Your Time and Insights!

Dear [Candidate’s Name],

I hope this email finds you well. I wanted to extend my sincere gratitude for the extensive and insightful interview we had earlier today. It was truly a pleasure getting to know you and learning more about your experiences and qualifications.

Your enthusiasm for the [Job Title] role and your exceptional [mention specific skills/experience] were truly impressive and aligned perfectly with our team’s needs.

I wanted to let you know that your candidacy is under careful consideration as we evaluate all applicants thoroughly. We understand the importance of making a well-informed decision, and we will be in touch with any updates.

Should you have any further questions or require additional information, please don’t hesitate to reach out to me directly at [Your Email] or [Your Phone Number].

Once again, thank you for investing your time with us and sharing your passion for joining our team. We’ll be in touch soon!

Best regards,

[Your Name]

[Your Job Title]

[Company Name]

[Company Website]

[Company Phone Number]

Second follow-up email after no response

The second job interview follow-up email to a candidate after no response is a polite and considerate message sent to inquire about the candidate’s continued interest in the job position. The email expresses appreciation for the candidate’s initial application and communicates the company’s eagerness to further engage with the candidate.

Why Does It Matter?

This follow-up email holds significant importance in the hiring process as it demonstrates the company’s commitment to maintaining open communication and valuing the candidate’s potential contribution to the team. It conveys professionalism and consideration, leaving a positive impression on the candidate, even if they have not responded to previous communications.

The email serves as a gentle reminder to the candidate that their application is valued and their interest is still sought after. It provides an opportunity for the candidate to express any potential concerns, ask questions, or reconfirm their interest in the position.

When to Send It?

The second follow-up email should be sent approximately one to two weeks after the initial follow-up email or after the last communication with the candidate. This time frame gives the candidate ample time to respond while still maintaining the hiring process’s momentum.

What to Include?

• Express appreciation for the candidate’s initial application and interest in the position.
• Kindly inquire about the candidate’s current status and interest in the role.
• Encourage the candidate to respond if they are still interested or provide any updates if circumstances have changed.
• Offer support and provide the candidate with an opportunity to ask questions or seek further information about the role or the company.
• Sign the email with the sender’s name, job title, company name, contact information, and a courteous closing.

The Template: 

Subject: Follow-Up on Your Job Application

Dear [Candidate’s Name],

I hope this email finds you well. I wanted to reach out and follow up on your job application for the [Job Title] position at [Company Name].

We truly appreciate your interest in joining our team, and we understand that life can get busy. We sent an initial follow-up email after the interview, but we haven’t received a response from you yet.

If you are still interested in the position and would like to move forward with your application, please let us know. We value your candidacy and would like to continue the conversation.

If you have any questions or need further information about the role or the company, please don’t hesitate to reach out. We are here to assist you in any way we can.

We look forward to hearing from you and hope to connect soon.

Best regards,

[Your Name]

[Your Job Title]

[Company Name]

[Company Website]

[Company Phone Number]

Third follow-up email after an interview to stay in touch

This email template for job interview follow-up is a friendly and appreciative message that aims to help the recruiter stay connected with the candidate. It expresses gratitude for the candidate’s time and insights shared during the interview and highlights the company’s continued interest in their candidacy. The email assures the candidate that they are valued and that the company is eager to keep them informed about the hiring process.

Why Does It Matter?

This job interview follow-up email holds considerable importance in the hiring process as it reinforces a positive candidate experience. It showcases the company’s commitment to maintaining communication and fostering a strong relationship with potential hires. By expressing continued interest and appreciation, the email leaves a lasting impression on the candidate, reflecting the company’s professionalism and attention to detail.

When to Send It?

This email should be sent approximately one to two weeks after the last communication or interview. This time frame provides candidates with enough time to process their experience while maintaining engagement and interest in the role.

What to Include?

• Highlight the candidate’s impressive qualifications and valuable insights shared during the interview.
• Reiterate the company’s continued interest in the candidate’s candidacy.
• Offer to keep the candidate informed about any updates in the hiring process.
• Provide contact information and encourage the candidate to reach out with any questions or additional information.
• Sign off with a warm and friendly closing.

The Template: 

Subject: Keeping in Touch and Appreciating Your Time

Dear [Candidate’s Name],

I hope this email finds you doing well. I wanted to reach out and express our sincere appreciation for your time and participation in the interview for the [Job Title] position at [Company Name].

Since the interview, we have been thoroughly reviewing all candidates, and we remain impressed with your qualifications and the valuable insights you shared during our conversation.

As we progress through the selection process, we want to keep in touch and ensure you are informed of any updates. We are excited about the possibility of you joining our team, and we believe your skills align perfectly with our company’s values and goals.

If you have any questions about the role or the organization, or if you’d like to share any additional information, please don’t hesitate to reach out to us directly at [Your Email] or [Your Phone Number].

Once again, thank you for your interest in becoming part of our team. We are looking forward to staying in touch and hope to speak with you again soon.

Best regards,

[Your Name]

[Your Job Title]

[Company Name]

[Company Website]

[Company Phone Number]

Detailed follow-up email

A detailed job interview follow-up email template is a thoughtful and engaging message that goes beyond the usual thank-you note. It conveys genuine appreciation for the candidate’s time and effort while highlighting their strengths and qualifications that impressed the interviewers. The email creates a personalized and positive candidate experience, showing that the company values individual contributions and open communication.

Why Does It Matter?

This email leaves a lasting impression on candidates. By expressing appreciation for their unique qualities and aligning them with the job requirements, the email reinforces the candidate’s confidence in their fit for the role and the company culture. The engaging and personalized approach helps build a strong employer brand, making the company stand out as an organization that values its candidates.

When to Send?

The detailed job interview follow-up email should be sent within 24 to 48 hours after the interview. Sending it promptly shows the candidate that their efforts are recognized and valued.

What to Include?

• Reinforce the candidate’s fit for the role and the company culture.
• Express the company’s commitment to open and transparent communication.
• Offer to provide updates promptly as the hiring process progresses.
• Provide contact information and encourage the candidate to ask questions or seek further information.
• End with a warm and positive closing to leave a lasting impression.

The Template: 

Subject: Follow-Up and Appreciation for Your Interview

Dear [Candidate’s Name],

I hope this email finds you in good spirits. I wanted to take a moment to express my sincere appreciation for your time and participation in the interview for the [Job Title] position at [Company Name]. It was a pleasure getting to know you and learning more about your impressive skills and experiences.

I wanted to personally convey that your qualifications and insights stood out during the interview process. Your [mention specific skills/experience] align perfectly with what we are seeking in a candidate for this role.

At [Company Name], we value each candidate’s contribution to our recruitment process. As we continue with the selection process, we want to keep you informed and engaged. We believe in open and transparent communication and will strive to provide updates promptly.

If you have any questions or need further information about the role, the company culture, or any other aspect of the organization, please don’t hesitate to reach out to me directly at [Your Email] or [Your Phone Number]. I am here to address any queries and ensure you have the necessary information to make an informed decision.

Once again, thank you for your interest in joining our team. We are excited about the possibility of you becoming part of our [Company Name] family. We will be in touch soon with further updates, and I look forward to continuing our conversation.

Best regards,

[Your Name]

[Your Job Title]

[Company Name]

[Company Website]

[Company Phone Number]

Informal follow-up email

If the interview is not very formal and feels more like a chat with the candidate or even it was over the phone, the informal job interview follow-up email to candidates becomes even more essential in maintaining a friendly and approachable tone. This engaging message serves as a delightful way to keep the candidate engaged and excited about the potential opportunity while conveying a personal touch to the hiring process.

Why Does It Matter? 

You might think this is not a conventional or professional way to write an email to candidates. However, these kinds of emails actually set the company apart as one that genuinely cares about its candidates on a personal level. By using an informal tone, the email created a more relaxed and authentic connection with the candidates, making them feel at ease and encouraged to stay in touch.

When to Send?

Send the informal job interview follow-up email within a few days after the interview or phone conversation. Sending it promptly maintains the positive momentum and enthusiasm from the interaction.

What to Include?

• Begin with a warm and friendly greeting, addressing the candidate by their first name.
• Mention that the company is still evaluating candidates and will provide updates soon, keeping the candidate informed and engaged.
• Offer direct contact information, such as an email address or phone number, for any questions or further discussions.
• You might add some emojis to make it more personal and informal. 

The Template: 

Subject: Checking In and Saying Hi!

Hello [Candidate’s Name],

I hope you’re doing well and having a great day! ????

I wanted to drop you a quick email to follow up on your recent interview for the [Job Title] position at [Company Name]. It was awesome meeting you, and I just wanted to say thank you for taking the time to chat with us.

We were really impressed with your [mention specific skills/experience], and we think you’d be an awesome addition to our team.

We are still in the process of evaluating all the candidates, and we wanted to keep you in the loop. Rest assured. We’ll get back to you with updates as soon as possible.

If you have any questions or just want to chat, feel free to reach out to me directly at [Your Email] or [Your Phone Number].

Thanks again for your interest in joining our [Company Name] family. We’re looking forward to speaking with you again soon!

Take care and talk soon!

Best regards,

[Your Name]

[Your Job Title]

[Company Name]

[Company Website]

[Company Phone Number]

Author