Are you waiting to hear the results of an important interview?
A few days may have gone by or even weeks, and you still have not heard anything. At first, you thought that you aced the interview, but now you are not so sure.
The best way to get to the bottom of the situation is by sending the hiring manager a follow-up email. However, it is important to get the tone of this email just right to create a positive impression.
So, let-s take an in-depth look at how to create the perfect follow up email to an interview.
- The Importance of an Interview Follow Up Email
- When And How to Follow Up?
- Creating The Perfect Interview Follow Up Email
- Alternatives To Sending A Follow Up Email
- Reasons For Not Hearing From The Interviewer
- Need Interviewing Info And Advice?
- Final Thoughts
The Importance of an Interview Follow Up Email
It is important to maintain contact with the interviewer and other relevant parties during the interview process. It can take weeks or even months for your potential employer to find the right candidate. During this time, they may see dozens of people, many of which may have similar skills.
Your follow-up email is your chance to stand out from the crowd a little. If you made an impression with the interviewer, they are sure to remember you. This is your way of showing them that you are genuinely interested in the job.
Strong communication skills…
The follow-up email also allows you to thank the interviewer for their time. It allows you to demonstrate that you have strong written communication skills. This is particularly important if part of the role involves emailing clients and other employees.
When And How to Follow Up?
Timing is everything when sending any type of professional communication. If you send an email when the interviewer is busy, it is likely to be overlooked. In the same vein, getting the tone of the email wrong can make them question your professionalism.
Getting the Timing Right
It is important to make sure you leave a reasonable amount of time before sending a follow-up email. The interviewer probably has several other candidates to see and other tasks to take care of. It is best to wait around three or four business days before sending it.
Choosing the Right Tone
It is important to make sure that the tone is courteous and professional. Even if the interview was quite informal, your written voice should remain fairly formal. Avoid injected humor, as this could be misinterpreted. Keep the follow-up email short and to the point so that the meaning is not lost.
Creating The Perfect Interview Follow Up Email
Creating a follow-up email is a bit of an art form. While it is best to be as concise as possible, you also need to include all of the important information. Let’s take a look at the different elements that your follow-up email should include.
The subject line
Do not spend a lot of time overthinking the subject line. Select a line that makes it clear why you are writing and what the email contents are likely to be. If this is your first time emailing the interviewer, include your name and the date of the interview.
Address the interviewer in the same way as you did when you met them face to face. If they asked you to use their first name, it is a good idea to start with that to help build on the rapport. Otherwise, it is best to stick with the interviewer’s title followed by their surname.
The body text
There is no need to reinvent the wheel here. All you want to do is check in on the progress of your interview. The more clearly and concisely you can state this, the better your email is likely to be received.
Start by thanking the interviewer for the interview and explain that you are following up. Be specific about the job you were interviewing for by mentioning the job title and interview date. Explain that you are interested in the job and would like to know what the next steps are.
Make sure you end your follow-up email with a call to action. Simply writing ‘looking forward to hearing from you’ should do the trick. Follow with ‘thank you’ and your name.
Before you send your email, take the time to read through it and check it for errors. Pay close attention to spelling, spacing, and punctuation. It is worth taking the time to run your email through a spellchecker to catch any errors and read it aloud. Reading it aloud will help you to check the tone.
Alternatives To Sending A Follow Up Email
Depending on the type of job you are applying for, sending a follow-up email may seem too formal. You may have already established a relationship with the interviewer and connected with them on social media. In that case, one of the following methods may be more appropriate.
If you have not done so already, connect with the interviewer on LinkedIn. This professional networking platform is a great way to show the interviewer that you have certain skills and abilities. Sending them a short message is less formal than an email but still keeps the tone focused on work.
Speaking to the interviewer can allow you to re-establish a rapport with them. This is a much more personal approach than sending an email. However, it is still a good idea to maintain a professional tone during the call.
This is a relatively informal form of communication that allows you to check on the status of your message. You will be able to see when the interviewer reads your message and how long it takes them to reply. It is also possible to attach work-related documents to the WhatsApp conversation. However, no matter what you do, avoid using WhatsApp stickers until you have actually been hired.
Reasons For Not Hearing From The Interviewer
It is easy to assume that you have not got the job if you do not hear from the interviewer. However, there are many reasons that their call could be delayed. Here are some good reasons why they may be delayed in contacting you.
The Interviewer is sick
Nobody can predict when they are going to fall ill, and it can happen to anyone at any time. If the interviewer is sick in bed, the last thing they are likely to be thinking about is hiring an employee. If you still do not hear back after a couple of days, it is a good idea to call the HR department.
The Interview process is not complete
It could be taking a bit longer to make a hiring decision than was originally planned. If one or two candidates had to reschedule, this could have postponed the hiring process by a few days. Sending a polite follow-up email will help you to know when you can expect a decision to be made.
They are doing background checks
Before they make a job offer, the interviewer may want to check out a couple of your references. This could take longer than expected if your references are not available to talk to them. It is best to contact your references in advance and let them know that they may be contacted.
Something important came up
A foreign investor could have arrived unexpectedly at the office and demanded a meeting. There are numerous reasons why the focus of the interviewer could have been diverted. Sending the interviewer a follow-up email will give them the chance to explain the situation.
They simply forgot
No matter how memorable you were during the interview, everyone makes mistakes. If the interviewer has seen several candidates on the same day, they may not have taken careful notes. As a result, they may have forgotten that they interviewed you and need to get back to you.
They lost your contact information
Your email address or phone number could have been misplaced, especially if you have not had much previous contact. In this case, the interviewer is likely to appreciate you reaching out to them. You may even find that they are planning to offer you the job.
Need Interviewing Info And Advice?
Having a successful interview is all about preparation. So, let’s start with my advice on How Do You Handle Stress, What Are Your Career Goals are, Why Do You Want To Work Here, my Strengths And Weaknesses For Job Interviews, and of course, the Best Questions To Ask In An Interview in 2023.
If you’d like to do some online research, we found these helpful guides such as the INTERVIEW with DESIRE and GET HIRED!: How to Ace the Interview, Sell Yourself & Get Your Dream Job, How to Answer Interview Questions: 101 Tough Interview Questions, Hiring Squirrels: 12 Essential Interview Questions to Uncover Great Retail Sales Talent.
Or what about Amazing Interview Answers: 44 Tough Job Interview Questions with 88 Winning Answers, Fire Interview: The Storyteller Method and Get That Job!: The Quick and Complete Guide to a Winning Interview for that final preparation.
Also, the STAR Interview Method has been proven to be hugely successful. Take a look at The STAR Method Explained: Proven Technique to Succeed at Interview, or The STAR Interview: How to Tell a Great Story, Nail the Interview and Land Your Dream Job.
If you’re interviewing for a nursing position, we have the NURSING Behavioral Interview Questions and Answers: 50 Top Behavioral Interview Questions & Answers for Nurses plus the STAR INTERVIEW METHOD EXPLAINED to help guide you.
Practice makes perfect with the STAR METHOD INTERVIEW: Interview Journal: A Notebook designed for job seekers as a guide for interview prep and for interview questions and answers during interviews also available online today.
After an interview, it is always a good idea to establish the next steps with the interviewer. Try to enquire the timeframe for when these steps are planned to take place. This will help you to plan your next move and will keep the ball rolling.
If you have not heard from the interviewer within the specified time, it is a good idea to send a follow-up email. Most business professionals appreciate people who are proactive and are not afraid to go for what they want. If the interviewer is still undecided about who to hire, reaching out to them could work in your favor.
All the very best with your future Interviews!