The number of job applications for each job in all industries is increasing day by day. Recruiters are becoming more choosy, choosing only the best out of the best applications to proceed with an initial call.
If your resumes are consistently not getting shortlisted, you need to review and understand why you're not receiving interview calls and how the Applicant Tracking System (ATS) automatically extracts information from resumes. A professional and good resume can greatly increase your chances of getting shortlisted in the competitive job market.
After the initial filtration, many candidates are shortlisted for an HR call. Based on factors such as experience, salary expectations, location, and other requirements, the HR team conducts another round of filtration. Only after these stages, do some get chances to attend the interview. What to say, reaching that stage is now becoming the luckiest thing due to the intense competition over resumes, experience, qualifications, and skills.
Okay, now, let's concentrate on the interview process. What comes next? Straight hiring? Lol, NEVER! This is just the beginning. Over 100 candidates have been shortlisted for the interview round. Somehow you have attended the interview, and you are confident about your performance. Let's discuss our main topic, the follow-up email after the interview.
Writing the Follow-Up Email After the Interview
What is a Follow-Up Email and Why is it Important?
A follow-up email is an email message you send to the interviewer or the hiring team after your job interview to express your gratitude for the opportunity, show your intense interest in the position, and inquire about the status of your application. These follow-up emails will show your professionalism and build a positive impression of you that can increase your chances of getting the job.
You might be wondering how this simple step can make a difference, right? Well, here’s how:
Follow-Up Emails Show Your Professionalism: Sending a well-written follow-up email shows that you are well-professional. When you appreciate the time and effort the interviewer took to meet with you, it reflects highly on your character and can make you stand out from other candidates.
It Reinforces Your Interest: Following up strengthens your interest in the role and company. You should be very attentive if the interviewer discusses the company’s future plans or projects, make sure to mention these in your follow-up email to show your attentive nature and enthusiasm about the company's goals. It also shows your dedication as someone who genuinely invests in the opportunity.
It Helps you Maintain Communication with the Interviewer: Sending follow-up emails helps you maintain communication with the employer. By staying in touch, you keep yourself updated about the interview process and write back your eagerness to continue forward if there are any additional rounds or decision-making delays.
Reminds Your Performance: There will be over 100 candidates who attended the interview, and many of them performed well, there may be a few openings, and the employers may be confused about whom to choose. Here, may a follow-up email support you. It serves as a gentle reminder of your performance during the interview. It can highlight your strengths and boost the positive aspects of your candidacy, keeping you fresh in the interviewer’s mind.
Highlights Key Points: Follow-up emails are best to briefly mention any important points you may have forgotten during the interview or highlight specific qualifications that make you the best fit for the job. It’s a second chance to make the interviewer reconsider your application.
Keeps You Updated If You Are Not Selected: Following up ensures that you stay informed about your application status. Sorry to say it here, but suppose you are not selected, receiving timely feedback can help you understand areas for improvement and better prepare for future opportunities.
How to Write a Professional Follow-Up Email after Interview
1. The Right Subject Line is Important
The subject line of your follow-up email should be clear and professional. It should convey the purpose of your email very shortly. Also, the hiring manager may get so many emails, so make sure your subject line stands out and is easily recognizable.
Examples:
Thank You for the Interview - [Job Title]
Following Up on [Job Title] Interview
2. Start with a Greeting
Start your follow-up email with a polite greeting by addressing the interviewer by name. Also, here it's important to use salutations. These add a personal touch and show that you remember who they are. Also, if you're unsure about the interviewer's name, then you can even start your email by using Sir or Madam.
Example:
Dear Mr. [Interviewer's Name]
Good morning, Ms. [Interviewer's Name]
Dear Madam
3. Express Your Gratitude for the Opportunity
The best way to start the body of your email is by thanking the interviewer for the opportunity to interview for the position. Expressing gratitude not only reflects good manners and professionalism but also helps the interviewer to recall you easily. It is a very good practice to include the location and date of the interview. Make this starting content very short and to the point.
Example:
Thank you for the opportunity to interview for the [Job Title] position at [Company Name] on [Date of Interview]. It was a pleasure meeting you and discussing how my skills and experience can contribute to the team.
4. It's an Opportunity to Remind the Value you can Bring
Take this opportunity to briefly remind the interviewer about your qualifications and the value you can bring to the company. You can here mention specific skills or experiences relevant to the position that were discussed during the interview.
Example:
I am excited about the opportunity to contribute to [specific project or goal, or company name] with my 10 years of experience in this field and my skills in [mention key skills].
5. Ask for the Status of the Interview Process
Now politely, ask for an update on the status of the interview process. Here you can ask for any further rounds or any other concerns you might have about the interview process. This shows your interest and enthusiasm for the role.
Example:
I would appreciate any updates you can provide regarding the next steps in the interview process. If there are any further rounds or additional information needed from my side, it would be a pleasure to provide them.
6. Write about your Competency
Now, repeat your willingness for the role and the company. Mention any additional information that makes you happy to move forward in the hiring process and what makes you competent from others. Also, it is suggested to invite the hiring manager for further communication.
Example:
I am very interested in the role and feel confident that my background in [relevant experience] makes me a strong fit for your team. If you need any additional information, please do not hesitate to contact me.
7. End Up with a Closing Statement
Coming to the end part. Conclude your email with a professional closing statement, followed by a thank you message for taking the time to read your email.
Example:
Thank you once again for the opportunity and for considering my application.
I look forward to hearing from you soon.
8. Signature and Contact Information is Important
Using the signature and contact information at the end of the mail is the professional way to close the email. This also gives easy access to your contact details. Ensure your contact information is complete and accurate to avoid any confusion. This also reflects your professionalism.
Example:
Best regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
9. Proofread & Send your Follow Up Email
Before hitting send, it's important to proofread your follow-up email. Verify that you wrote it professionally and check for spelling and grammar mistakes. Ensure that the details, such as the date of the interview and the name of the position, are correct. Once you're confident everything is perfect, send your email.
Follow Up Email Sample
Here is a complete follow-up email sample. Always personalize the email to reflect the specific details of your interview and the company.
Subject: [Applicant Full Name] - Follow-Up for Marketing Manager Position
Alternatives to Follow-Up Emails
Here are some alternatives:
Phone Call
Phone calls are one of the best alternatives to follow-up emails. It's more personal and can leave a strong impression on the interviewer.
Timing: Wait a few days after the interview, then call the hiring manager or HR representative.
Purpose: Thank the interviewer for their time, express your excitement for the job, and ask about the next steps.
Tips: Keep your conversation very focused and professional.
Talentmate Message
Talentmate offers a convenient messaging feature that allows job seekers to directly connect with employers. This option offers a great alternative to traditional follow-up emails or phone calls, allowing you to easily and efficiently stay connected with the hiring manager.
Timing: Send a message within a few days after your interview during business hours.
Purpose: Thank the interviewer for their time, express your excitement for the job, and ask about the next steps.
Tips: Keep your message polite, short, and professional. Mention something specific from the interview to make it personal.
Contact the Recruiter
Recruiter Assistance: If you were connected to the job through a recruiter, ask them to follow up on your behalf.
Indirect Approach: This can sometimes be more effective as recruiters often have established relationships with the hiring company.
