Waiting for a response from an employer after a job interview can be nerve-wracking. The temptation to quickly follow up becomes stronger with each passing day. However, following up should never be done thoughtlessly or impulsively—it’s better to rely on a structured template.

What other things can you do after an interview before sending the follow up email?

Before you even send an after interview follow up email, there are other ways you can stand out.

  • Business cards: Ask for business cards directly after the meeting. This has two advantages: On the one hand, you may be able to stand out from the crowd of applicants. On the other hand, it helps you to write emails after the interview. Instead of contacting an anonymous HR department, you can easily write to a specific person.
  • Questions about the procedure: Before the interview ends and you leave the office, take the opportunity to ask what the process will be like. You will probably also be given a time frame to help you decide whether a follow-up email is appropriate after the interview. It will also help you to show further interest.
  • Thank you emails: If you want to be remembered, a friendly thank you can help. Without building up too much pressure, you can send a reminder of yourself by email shortly after the interview and leave a positive impression.
Tip

Standing out in the job market can often be challenging due to the sheer volume of applications. A creative way to differentiate yourself from the competition is by creating a resume website. Learn how to do this easily in our article on how to create a resume website.

Finding the perfect time

It’s not easy to find the right time. You’re usually operating in an unknown window of time. Above all, you don’t want to write too early and run the risk of annoying those in charge of making the decision. Since time is such a sensitive issue, it’s worth asking the question on the spot. If you were given a rough timeline, you can refer to it when following up. However, don’t be tempted to reach out immediately after the specified timeframe has passed. The application process can be stressful, and sticking too rigidly to the timeline may not leave a positive impression.

If no timeline was provided, you should set a deadline for yourself. Allow between two and six weeks before following up. Consider the nature of the company and the circumstances of the application. Larger companies often take longer because more people are typically involved in the decision-making process, which naturally requires more time.

Finding the right tone

Carefully consider how you want to express yourself, as you are still in the application phase. Acting impatient or unfriendly can undo all your previous efforts. Under no circumstances should you make accusations, demands, or threats.

Of course, you want a prompt response, but securing the job is likely far more important—and worth waiting for. Avoid pressuring the employer for a decision. Instead, inquire about the status of your application and the next steps in the process. This allows you to emphasise your interest rather than appearing focused on imposing your will or expressing frustration.

What you should express instead is understanding for the other person. This insight will also guide how you draft your follow-up message: keep it brief. Get to the point quickly and clearly state what you want to know. This makes it easier for the recipient to respond.

When drafting your email, the subject line is also important. Craft it so that your message can be clearly linked to your application. In the body of the email, refer directly to the interview. It may also be useful to briefly touch on specific points discussed during the conversation. This demonstrates attentiveness and gives the recipient additional context for identifying your message.

Tip

A phone call may yield a quicker response, but it’s not always the right solution. Your call could catch someone at a bad moment or an inconvenient time. With an email, the recipient can decide when to address it. However, if you prefer a phone call, plan carefully what you want to say and keep it concise.

Even if you follow all these tips, don’t rely too heavily on receiving the answer you want. There are four possible scenarios:

  1. You receive a decision: Either you advance to the next round, or you are informed that you haven’t been selected.
  2. You are given a specific timeline: Now you know how long you’ll need to wait and can decide whether to accept this timeframe or pursue another opportunity.
  3. Your contact person keeps postponing: You’re left no more informed than before and must continue waiting.
  4. You receive no response at all: The recipient ignores your email entirely and either reaches out later with a decision or not at all.

If you don’t receive a response after a reasonable waiting period, it may be worth switching to a different medium, such as a phone call, to follow up. However, if you are assured of a waiting period or no exact timeline is provided, you’ll need to be patient. Should the company take too much time again, feel free to follow up once more—but always remain polite and courteous.

Templates and examples for email follow-up after the interview

To simplify your follow-up process after an interview, we’ve created several templates for you. Naturally, you’ll need to tailor them to your specific situation. Aim to make your follow-up email as personalised as possible to leave a lasting impression.

Example 1

Subject: Re: Invitation to interview on 15.01

Dear [contact person’s name],

I would like to take this opportunity to once again thank you for the engaging conversation regarding the position as [job title]. I truly feel that I would be a great fit for the team. Your insights into the role—particularly the aspects surrounding [specific discussion point]—were incredibly fascinating. Now more than ever, I can see myself as part of [company name].

With this in mind, I would like to inquire about the current status of the process. Are you able to estimate when a decision might be made?

If you need any additional information regarding my application, please feel free to reach out to me at any time, either via email or at [your phone number].

Until then, I wish you all the best,

[Your name]

The above example assumes that you haven’t already sent a thank you email after the interview. You are just replying to the interview that you received by email. This makes it easier to assign you correctly. To avoid the need to scroll through the entire conversation, briefly mention the position you’re referring to in the first sentence. Address your email directly to the specific interviewer or contact person from the interview, if possible. For this reason, it’s a good idea to ask for a business card after the interview.

Note

Be sure to pay attention to the address bar – especially if you are replying to a previous email. Often, you receive invitations from the HR department address, but would now like to write to a specific person. Swap the email addresses, and move the department email address into the CC field.

In the following, thank them for the interview, individualise the message with concrete conversation content, and confirm your interest in the advertised position once again. Following this brief opening, address your main point by offering to support the decision-making process and emphasising your willingness to stay in touch.

Example 2

Subject: Follow-Up on Job Interview for the [Job Title] Position

Dear [contact person’s name],

I am reaching out again regarding my application for the [job title] position and would like to take this opportunity to once again express my strong interest in the role. [Company name] seems like the perfect employer for my future career path. Naturally, I am eager to hear whether there are any updates on the application process. Do you have an estimate on when I might expect a decision?

Feel free to contact me by phone at [your phone number] if you have any further questions or need additional information.

Best regards,

[Your name]

In this second example, we assume you’ve already sent a thank-you message right after the interview. That’s why this follow-up is shorter than the first. A new subject line will be used while still keeping the purpose clear. Despite its brevity, it’s important to reaffirm your interest in the position. The message then moves directly to the main reason for reaching out—all within a concise paragraph that’s quick and easy for the recipient to read.

Tip

The tone of your email should match the tone used during the interview. For example, if you were on a first-name basis during the conversation, you can maintain this approach in your follow-up email. Similarly, the choice between a formal greeting such as ‘Dear Mr./Ms.’ or a more casual ‘Dear [first name]’ depends on the atmosphere of the interview. Whether you address the recipient by their first or last name should also reflect the level of formality established during your interaction.

The dos & don’ts when sending an after-interview follow-up email

With an interview follow-up email, you can make a positive impression, but you can also put your foot in it.

Dos

  • After allowing sufficient waiting time, a follow-up email can reinforce your interest.
  • A short and concise message encourages a prompt response.
  • Genuine interest and understanding for the other person leave a positive impression.
  • Align your tone and formality with the interview atmosphere.
  • If enough time has passed without a response, consider following up with a phone call.

Don’ts

  • Reaching out too early may come across as impatient and aggressive.
  • Being overly vague can lead to your email being postponed indefinitely.
  • Threats and demands make you appear unsympathetic and may ruin your chances of getting the job.
  • Writing another email out of impatience can frustrate decision-makers.
  • Hastily written messages filled with errors can put your otherwise strong application in a negative light.
Tip

Haven’t been invited to an interview yet and waiting for a response to your application? Check out our article on following up on a job application.

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