Professional and Polite Interview Follow Up Email Templates

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After your interview has ended, you can take a big sigh of relief. After all, the most stressful part is now over. However, if you feel that you can sit back and wait for the company to respond, it is not always so. Indeed, the most difficult part is over but there is still a lot of efforts to be put from your side. After all, you need to stay at the top of the interviewers’ minds. The article discusses how to write professional and polite follow up email after interview. It also explains their templates to win over your recruiters and to improve your chances of getting a job.

Why is a follow-up email after interview so important?

There is no hard and fast rule that a candidate has to do follow-ups after appearing for an interview. Only a handful of interviewers or recruiters will explicitly tell their candidates to do follow-ups.

For instance, it is regarded as a good manner to send a thank-you message once the interview is over. There is a possibility that a recruiter could think the candidate is ungrateful or cocky if they do send such a note.

Another important reason is interviewers or recruiters are typically extremely busy people. One recruiter could be in touch with several candidates at a time to fill the vacancies for which they are asked to do so.

Typically, organizations hire recruiters for their strong organization skills, as well as, their capability to ensure multiple touch points simultaneously. However, they are still human and, as such, can forget certain things from time to time. In case you fail to follow-up and offer them specific material they require, you might just lose a golden opportunity. Do not always wait for a recruiter because he/she said they will get in touch with you.

Last, but not the least, when you send a follow up email after interview, you create an impression of being passionate about the job you were interviewed for. Any recruiter will vouch for this and agree that it is one of the most crucial criteria a recruitment department likes to see in job seekers. Your follow up email shows your enthusiasm for the job and is a signal that you could be a quality applicant. It also hints that you might stick with the company for a long time.

Writing a thank-you message

As we mentioned earlier, thank you messages have become quite crucial in this age and day. When you send one, it demonstrates to the recruiters that you are thoughtful, gracious, and appreciative. These are some desirable traits a recruiter looks for in their potential employees.

However, sending a generic thank-you message such as “Thank you for interviewing me” might not be of much use. A correct thank you message must express the following three elements:

1. Thanking for your interviewer’s valuable time.

2. Enthusiasm for the position you had been interviewed for.

3. Expressing your gratitude for gaining more insight and information into the organization and position.

Here are some extra points you should remember while writing a follow up email after interview:

i) Keeping it simple and short: You need not compose a long and flowery thank you note. Your interviewers are likely to be busy people. So, write only a few sentences but make sure to cover the three key elements we mentioned above.

ii) Show professionalism: Make sure that you draft a professional communication. Avoid too many exclamation marks, typos, and emojis, among others.

iii) A digital thank-you note is better: Although a handwritten message is supposed to have sentimental values, it could be a bit too much. Also, when you mail such a note, the delivery may several days after they spoke to you.

Merits of writing a follow up email after interview

When you send effective thank you messages, they can express more than your gratitude. A thank you note can improve your chances for the position and offers another opportunity to impress the recruiter.

Easy tips for writing your follow-up letter or email

1) Sending an email is preferred: In case you have time constraints, make sure that your follow-up note is sent to the hiring manager or recruiter via email. You should mention “thank you” and your name in the message’s subject line. If you intend to send a thank you note via email, make sure to send it within twenty-four hours of the interview.

2) Show your enthusiasm and gratitude: Make sure that your enthusiasm for the opening is reflected in the thank you note. After all, it is your final opportunity to let your employer know you could be a good match for the interviewed opening with the company.

3) Make sure the note includes everything essential: In case you overlook to mention a major relevant experience or other important information, here is a chance to do so. It is a good idea to clarify other points from the interview. It can help when you did not make a favorable first impression with your interviewer.

4) Edit and proofread: Irrespective of whether you are planning to send your thank you message by email or mail, you should read it thoroughly. You should remember that the idea is still to create a strong impression. A well-written thank you note will improve your chance. On the other hand, a misspelled name or typos can jeopardize your chances. When you have decided to send the note via an email, you may send a test message first to yourself to check the formatting and other details.

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Subject lines of a follow up email after interview

The first thing a mail recipient sees is the email’s subject line. In other words, the subject line can improve or reduce the email open rate. Check out some of these effective choices for various scenarios so that a recipient will want to read your follow-up email:

1. Subject lines of a follow-up email after interview

i) It was a pleasure to know more about [Organization name].

ii) I cannot wait to explore [Job Title] further.

2. Subject lines for follow-up emails after a meeting

i) I appreciate your consideration and valuable time.

ii) I am excited about this opportunity.

Focus on the next steps

Typically, an interviewer(s) will mention the steps they require adhering to. They will also tell you when they can revert to you. However, there is a possibility of them being unclear about this information while interviewing you. There is also a possibility that you forgot to ask them. In such a case, make sure to include a sentence at the end of the thank you message to address this point”

“Kindly let me know the next steps I need to follow. Also, let me know whether I need to provide any other information during this procedure. “

There is a likelihood of the recipient to respond with all the details that are required from you. However, if you did not get any response, you should and can do a follow up once again.

A gentle nudge does not hurt

When you do not get to hear back from a potential employer, it is natural to be restless and impatient. However, maintaining a delicate balance is important at this particular stage. You may wish to be persistent so that they have a good impression on them.

However, your persistence should not look like desperation to get the job.

We recommend you to send a follow-up note once again in either of the two scenarios:

i) More than 2 days have passed since your interviewer said he/she will contact you.

ii) They did not get in touch with you for more than a week.

Do not panic in case you face any of the above situations. It does not essentially signify that they do not remember you or have stopped considering you for the position. There is a chance that they could do with a small reminder from your end. You may send a small follow-up note, which should look professional and friendly.

Review of writing a follow-up thank you email after an interview

Let us now see how you should write your follow up email after wrapping up an interview. The mail should not be too long but should have the items mentioned below:

1. The subject line should be strong and meaningful.

2. The introduction should have the name of the recipient (Example “Hello [first name].

3. Specific details and discussion points from the meeting or interview.

4. Key reasons why you are most suitable for the job opening.

5. Express a keener interest in the position now that your meeting/interview is over.

6. Appreciation for the interviewers’ consideration and valuable time.

7. Question if the mail recipient requires any other information from you.

8. Your signature (Example: Best Regards, [name])

It is important to stand out from hundreds or thousands of other candidates. After all, getting a good job is not so easy always. A proper follow-up email template after your interview and meeting can impress your potential employer. It can also boost your chances of getting a job.

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