7 Follow-up email examples for all occasions
After you submit a job application or have a job interview, it may feel like the ball is no longer in your court or that it’s up to the employer to contact you. This doesn’t mean you have to sit and wait until an email or call comes your way. Instead, you should follow up. But how do you politely prompt them for action? You may need some tact and forethought, but crafting a follow-up email just might get you an answer a bit quicker.
First, here are a few general tips that cover most situations.
Send your email from the same email account you used as your contact information in your application. Many people have multiple email addresses, so just be careful to avoid confusing the employer by trying to contact them from an email address that isn’t related to a job application they have received.
Always include in the body of the email your full name, your phone number, and email address. They may already have it (or you may think they can find it from your message headers), but trust us: you’ll impress them by doing everything you can to make it easy for them.
For the same reason, your email body should always include the name of the specific position you have applied for, and possibly the location of the job as well. Many times your application is being reviewed by someone who has posted more than one job, and maybe for more than one location. They’re juggling a lot of things, and they’ll appreciate you not making things more confusing. And bonus: you’ll make a great impression by showing this understanding!
Keep it short, professional, and to the point.
And, most importantly, make sure your email is absolutely error free – meaning no typos, spelling mistakes or grammatical errors.
Okay, now on to the email samples!
Follow-up after submitting an application
This is the most important email template for you to have. By reaching out after you’ve applied, you’ve taken a step to make the manager’s job easier: and that can really help put your application on the top of the “must consider” pile. A general rule to follow for a follow-up email to an application is to send it two or three days after you submit the application. You want to follow up promptly, but also give them a day or two to receive and possibly review your information.
Dear (name of recruiter/hiring manager; if you don’t have a name address it to Hiring Manager),
Last week, I applied for the (job title) you advertised through Snagajob. I have not yet heard back from (company name) regarding this position and would like to confirm receipt of my application.
I feel that my skills and experience are a great fit for this job. I am excited about this opportunity and think I can bring a lot to your team. Please let me know if you have any questions or if there is anything else you need from me.
I look forward to hearing from you!
Follow-up after a phone or video interview
While phone interviews have been around for a while, it’s even more likely today that you’ll be interviewed over the phone or via video. So, how do you ask about a job after an interview that was conducted remotely? Even if it was the first interview, you shouldn’t wait around for the recruiter to give you a call for the follow-up interview. Get the jump on it by sending an email to remind them that you’re interested in the position. Here’s a sample of a follow-up email:
Thank you so much for talking with me today and telling me about your needs for the (job title) role at (employer/location) . Getting a chance to do work so well matched to my interests and skills would be a great experience and I would really appreciate the chance to join the team.
Thank you for your time, I look forward to hearing from you.
Follow-up after an on-site interview
You got a chance to attend an in-person interview and gave it your best shot. So now is the time to send a follow-up email after the interview, which is not only a thank you for the opportunity, but also a subtle reminder that you are a great candidate for the job.
Thank you so much for taking the time to interview me for the (job title) role at (employer name/ location) today. My time getting to know the company was great and it gave me an insight into the kind of people I would be working with. I truly believe my skills could add a lot to your team—and together we could help the company/store/location surpass its goals.
Follow-up after the second interview
Sometimes at the end of the interview, recruiters face a tough choice between a few promising candidates. In these cases, they’ll invite you back for a second interview. If this happens to you, it’s really important to send a 2nd follow up email. After interview number two, you’ve had more time to get to know the company and what they’re looking for. Use any information you’ve learned to write a more in-depth note—it shows that you’ve been paying attention, which never hurts.
Thank you for inviting me for a second interview for the (job title) role at (employer / location). After the first round, I was enthusiastic about joining your team. The second interview has renewed my excitement. I would love to work in such a great place, under experienced management and in a key position. I am eager to hear your decision and hope I can look forward to soon being a part of your team!
Follow-up in case of no response
The wait after the interview can seem never-ending. How do you ask about a job after an interview when you haven’t heard anything from the company in a while? Here’s a polite follow up email example to guide you.
It’s been a few weeks since my interview for the (job title) role at (employer), and I look forward to hearing from you regarding the position. During the interview, you mentioned that you’re looking for a hardworking and enterprising person who can improve your team. I’m sure I have what it takes and I’m still interested in the job. If the job has been filled, please let me know. If it hasn’t, I wanted to reiterate my interest.
Please let me know if you have any additional questions.
Response to accept the offer
That coveted job has finally landed in your lap and you’re totally on board with the offer. All that you need to do now is to accept it.
Thank you for giving me the opportunity to work with your team. I’m excited about your offer and would like to accept the position. I look forward to working with such an outstanding group and contributing to your success!
Response to decline an offer
If you get a better offer than the one you already have, take some time out and write an email to decline the offer. You’re not just helping the hiring manager by removing a big unknown for them, but you’re also potentially helping the next choice candidate get hired sooner. Good karma all around!
Thank you so much for the offer and an opportunity to work with your team. However, I have decided to accept another competitive offer. This was not an easy decision because talking with you and your team members was a great experience. Thank you once again for the offer.
The follow-up emails that you write after an interview should be professional and concise. You can make a positive impression on the recruiters and have them remember you for all the right reasons.