How to Write a Follow Up Email After Interview That Gets Results

A follow up email after an interview is a polite message sent to the interviewer to thank them and express continued interest in the job. It should be sent within 24 to 48 hours of the interview. This article covers why follow-up emails matter, step-by-step instructions to write one, a realistic example, common mistakes to avoid, and how HelloGrowthCRM can help manage your follow-ups.

Why this comes up / what goes wrong

Small-business owners and hiring managers often interview candidates but forget or delay sending a follow up email. This can leave candidates uncertain about their status and reflect poorly on the business. For founders or sales leaders juggling many tasks, keeping track of interview follow-ups is challenging. Without a clear process, important candidates may feel ignored and turn to competitors. A timely follow up email strengthens your brand, keeps communication open, and shows professionalism.

Step-by-step

1. Send the email within 24 to 48 hours after the interview. This shows promptness and respect for the interviewer's time.
2. Use a clear subject line. For example, "Thank you for the interview – [Your Name]".
3. Start with a polite greeting. Address the interviewer by name.
4. Express gratitude. Thank them for the opportunity and their time.
5. Mention something specific from the interview. This shows attention and genuine interest.
6. Reaffirm your interest in the role. Briefly say why you are excited about the position.
7. Offer to provide any additional information. This keeps the door open for further communication.
8. Close politely. Use a professional sign-off like "Best regards" or "Sincerely".
9. Proofread before sending. Check spelling, grammar, and tone.
10. Send the email from a professional email address. Avoid casual or outdated addresses.

Check that the email is concise (about 100-150 words) and positive in tone. Avoid asking about the hiring decision directly in the first follow-up.

For managing multiple follow-ups, consider using sales task boards to keep track of your interview communications efficiently.

Example (fictional figures)

Rahul runs a small marketing firm in Mumbai. He interviewed a candidate, Anjali, on 10/04/2024 for a content writer role. He wants to send a follow up email to maintain a good impression.

Subject: Thank you for the interview – Anjali Sharma

Email body:

"Dear Rahul,

Thank you for taking the time to interview me on 10/04/2024 for the content writer position. I enjoyed learning about your upcoming projects and how I could contribute to your team.

I am very excited about the opportunity to work with your firm and bring fresh ideas to your marketing campaigns.

Please feel free to reach out if you need any more information from my side.

Best regards, Anjali Sharma"

Rahul notes the date of interview: 10/04/2024 Rahul plans to send the email on 11/04/2024, which is within 24 hours.

This timely and polite follow-up keeps communication open and professional.

Common mistakes

• Waiting too long to send the follow up. Prevent by scheduling the email within 24-48 hours.
• Sending a generic or overly long email. Prevent by personalizing and keeping it concise.
• Using informal language or slang. Prevent by proofreading and using professional tone.
• Asking about the hiring decision too soon. Prevent by focusing on gratitude and interest.
• Forgetting to check the recipient's email address. Prevent by verifying contact details before sending.
• Not tracking follow-ups. Prevent by using tools like HelloGrowthCRM’s sales task boards to assign and monitor follow-up tasks.

Doing this in HelloGrowthCRM

HelloGrowthCRM helps you automate and manage follow-ups after interviews with features like Sequences and campaigns. You can set up a five-step follow-up over two weeks that runs automatically and stops as soon as the candidate replies, ensuring timely communication without manual reminders. Each follow-up becomes a task with a due date on Activities and task boards, so your team knows exactly what to do each day without relying on memory. Replies to your emails appear in the HelloMail shared inbox, making it easy for your whole team to stay updated on candidate responses. Learn more about email automation and sequences.

Frequently asked questions

When is the best time to send a follow up email after interview? Send it within 24 to 48 hours after your interview to show promptness and professionalism.

What should I include in a follow up email after interview? Include a thank you, mention something specific from the interview, reaffirm your interest, and offer to provide more information.

Is it okay to send a follow up email if I haven’t heard back after a week? Yes, you can send a polite follow-up after a week to check in, but avoid sounding impatient.

Can HelloGrowthCRM help me manage follow-up emails? Yes, HelloGrowthCRM offers sequences for automated follow-ups, task boards to track activities, and a shared inbox for team visibility. See HelloGrowthCRM for India to learn more.

Should I follow up more than once? One or two follow-ups are appropriate; more than that can seem pushy.

Key takeaways

• Send your follow up email within 24 to 48 hours after the interview.
• Keep the email polite, concise, and personalized.
• Avoid asking about the hiring decision too early.
• Use tools like HelloGrowthCRM’s task boards to track follow-ups.
• Automate follow-up sequences to save time and ensure consistency.
• Proofread emails before sending to maintain professionalism.

Start managing your interview follow-ups and sales communication efficiently. Start on the Free Forever plan (200 leads, no credit card).