How to Write an Interview Follow Up Email

Most candidates send the same interview follow up email everyone else sends. Then they wonder why it disappears into an inbox without a reply. Hiring managers read dozens of these messages a week. The ones that get answered usually share a few specific traits that generic thank you notes miss. If you just walked out of an interview and want your follow up to actually move the process forward, here is what to include. In addition, here is when to send it, and what to do if the silence continues.

Interview Follow Up Email Basics

A strong follow up does more than say thank you. For instance, it reminds the interviewer who you are. It reinforces one or two specific points from the conversation. Moreover, it gives them a reason to keep you top of mind while they compare candidates. Generic lines like “it was great meeting you” or “I look forward to hearing from you” get skimmed and forgotten. This is because they could apply to any candidate for any job. Specificity is what makes an email worth a reply.

Timing

Timing matters more than most candidates realize. Send your first follow up email after interview within 24 hours, ideally the same evening or the next morning. Otherwise, waiting two or three days often means your conversation has already blurred together with several others in the interviewer’s memory. If you interviewed with multiple people, a short individual note to each person is worth the extra ten minutes. This is because it shows attention to detail rather than a single copied message sent to the group.

What to Include

Keep the message short, four to six sentences is usually enough. A follow up email that actually gets responses tends to include:

• A specific reference to something discussed in the interview, not a generic compliment about the company
• A brief reminder of one qualification or experience relevant to the role, especially if it came up later in the conversation and might not be top of mind
• A clear statement that you remain interested in the position
• An offer to provide anything else they need, such as references or work samples

Avoid restating your entire resume or repeating your cover letter. The goal is a quick, memorable touchpoint, not a second application.

No Response Follow Up

If a week or more passes without a reply, a second message is appropriate and does not come across as pushy if it is framed correctly. Keep it brief and forward looking rather than apologetic. It helps to reference your continued interest, ask if there is an updated timeline for a decision, and avoid language that suggests frustration or urgency on your end. Most hiring delays have nothing to do with the candidate and everything to do with internal scheduling, budget approval, or competing priorities. Therefore, a polite check in rarely hurts your chances.

If you still hear nothing after a second attempt, it is reasonable to treat the opportunity as closed and redirect your energy elsewhere. In fact, continuing to follow up beyond two attempts typically does not change the outcome and can start to work against you.

Common Mistakes

A few patterns consistently reduce response rates:

• Sending the same templated message to every interviewer without customizing it
• Waiting too long after the interview to send anything at all
• Making the email about your own anxiety over the outcome rather than your qualifications
• Following up too frequently, which can read as pressure rather than interest

Small adjustments here often make the difference between an email that gets a reply and one that gets filed away.

Turning a Good Follow Up Into a Job Offer

A well timed, well written follow up email will not overcome a weak interview, but it can genuinely tip the scales when a hiring manager is deciding between similarly qualified candidates. It is one of the few parts of the process still fully in your control after the interview ends, which makes it worth the extra ten minutes.

If you are actively interviewing and want more guidance on what employers are listening for during the conversation itself, our post on behavioral interview questions breaks down what to expect and how to prepare. When you are ready for your next opportunity, you can browse our latest job openings or submit your resume to get started.