Wouldn’t you like to know an effective way to follow up with decision-makers after an interview? Following up with a company after an interview does not need to be hard or stressful. Like other parts of your job search, if you have a strategy for interview follow up, you will be more effective and get better results.

First Step: Thank You Notes

Did you know that 57% of all job seekers do not send a thank you note after an interview? Common reasons for not sending a thank you note include:

• The belief that it is not expected (especially for lower-level jobs).

• A belief that it will not impact the decision either way and therefore is a waste of time.

• What are you thanking the person for? They are just doing their job by talking with you.

• Companies “ghost” candidates all the time. Why should a candidate have to write something when they often do not hear anything back.

In 2017, Robert Half asked 300 HR Managers whether sending a thank you letter was helpful. 58% said it was somewhat helpful, and 22% said it was very helpful.

Why Sending a Thank You Note Is Helpful

While I can argue the merits of a cover letter, I think sending a thank you note is a no-brainer. It takes very little time to do, so it does not cost you in time and effort, and it helps you with three things:

• Part of a job search strategy of continuing to be top-of-mind with the hiring team.

• Can demonstrate that you have excellent writing and listening skills, as well as your professionalism.

• Helps you stand out from all those that do not follow up.

When Should You Send a Thank You Note?

A good rule of thumb is to send a note no more than 24 hours after your interview. If the interview occurred on a Friday, it is fine to send a thank you note the next business day. 

Who Gets a Thank You Note?

You should send a separate note to everyone that was part of the interview process. If you want to make an even more favorable impression, send a thank you to the person that scheduled your interview. They often are overlooked, but sending a thank you for working with you on scheduling and logistics can make a great positive impression with the hiring team.

What Method Should I Use to Send My Thank You Note?

In the same Robert Half survey, the HR Managers felt the most appropriate way (and most common method) was through email. While they also thought a handwritten note was appropriate, I would discourage using this method. The issue is not the note itself, but the delay in getting it to the recipient. You have to deal with the length of time that it will take to get delivered, both to the company address and then to the individual. With email, you know that it will get to that individual instantaneously. Other methods people use to say thank you are through social media (such as a LinkedIn message) or text. Less than 10% of the surveyed HR Managers thought these were appropriate methods.

How to Get Email Addresses?

Before you leave an interview, you should always ask for a business card from each of the people you talked with or get contact information. This way, you can ensure that you remember the name of the individual, correct spelling, and contact information. If you neglected to do this, reach out to the person that scheduled the interview and ask for this information. It is fine to say you need it to send a thank you note. If you are unable to reach out to anyone within the company to get this information, then you can do some research to find this information. I have step by step information on how to find email addresses, and some neat tools, in a recent blog post.

Sample Thank You Email

Thank you notes do not have to be complicated. You just want to convey your thanks for being invited for an interview, emphasize why you are the right candidate for the role, and express your interest in being hired.

Mechanics

The thank you note should follow these simple rules:

• Address it to the person that interviewed you. Don’t send a group thank you.

• Add the date of the interview and position title as a reminder for the person.

• Add something specific that was discussed in the conversation.

• If you forgot to mention something important in the interview, include it here.

• Remind the person that you continue to have an interest in the role and are open to additional questions.

Email Template

Subject: <Job Title> Interview 

Dear <First Name Unless You Used Mr/Ms and Surname In Interview>,

Thank you for taking the time to interview with me <Today, Yesterday, Friday> for the <Job Title> position. I enjoyed our conversation. Based on my research and what you told me about the role, I feel I would be a good fit.

In the interview, you discussed the need for someone in this role to do <X> and <Y>, and its importance to the company’s success. As a reminder, I spoke of the great success I had doing <X> and <Y> for <Name of Employer/Volunteer Group/In School>. Additionally, my skills in <Skill #1> and <Skill #2>, as we discussed, are directly transferable to this position. <Add information on additional skills that match the need of the employer that was not brought up in the interview>. 

If you need anything in addition from me before you make your decision, please let me know.

Thank you again,

<Your Name>

<Email Address>

<Phone Number>

Second Step: The Check-In Email

In an ideal world, there would be no need for a check-in email. Someone from the company would get back to each candidate quickly with a decision. Unfortunately, often, this is not the reality. This causes high stress to job seekers who are waiting to hear their fate after an interview.  

Before discussing the check-in email, here are a few reasons why you might not hear anything immediately:

• All interviews are not completed. 

• The hiring manager has gotten very busy and has not made a final decision.

• If there are multiple people involved in making the decision, they may not have been able to get together to discuss the interview.

• None of the candidates is an exact fit, and the hiring team may be deciding whether to go with one candidate or restart the search process.

• The hiring manager has new business needs and may be thinking about changing the role.

• The hiring manager has gone on vacation/has gone out on leave.

• The hiring manager has left the company.

By the way, I have had every one of these scenarios happen to me as a Recruiter.

When Should I Follow up If I Have Not Heard Anything?

When were you told you would hear something? You may be anxious, but do not send any sort of check-in email until after that date. If you were given no timeframe (and if not offered, you should always ask at the time of the interview), then a good rule of thumb is five business days.

Who to Send Your Check-in Email?

Send a follow-up email to the person in HR that has been your primary contact or an administrative assistant if interviewing with a smaller sized firm. If you have been working solely with the hiring manager, send your follow up email to him or her.

Does It Have to Be by Email?

By email is the most common way to send your check-in correspondence. If, though, the company has mainly been communicating by phone or text, then you can mimic their desired way to communicate for this message.

Sample Check-in Email

Check-in emails only have one purpose - to generate a response. Therefore, they do not need to be lengthy. The subject line is critical here. Without even opening the email, the person will know by the subject line that you are asking for some sort of follow-up.

Check-In Email Sent To HR 

Subject: Interview Follow Up - <Job Title>

Dear<First Name>,

I interviewed for the<Job Title> position on <Date>. At the end of the meeting, I was told that I should hear something back from you within <Length of Time>. I understand the decision on the position could be delayed. Would you be able to provide me an update as to when I might expect to hear something back? 

Sincerely,

<Your Name>

Check-In Email Sent To Hiring Manager

If you only have had contact with the hiring manager, you can add a bit more to remind the hiring manager of your skills and interest in the company.

Subject: Interview Follow Up - <Job Title>

Dear<First Name>,

Once again, thank you for interviewing me for the<Job Title> position on <Date>. At the end of our meeting, you said that I should hear something back within <Length of Time>. I understand your decision on the position may have been delayed. Would you be able to provide me an update on when to expect to hear something back? 

I am still very interested in the position and feel my skills in <Skill 1> and <Skill 2> are an excellent fit for your needs. If you need any additional information from me, please let me know.

Sincerely,

<Your Name>

Third Step: Follow up on Your Check-in Email

Hopefully, you will not need to go to a third step. The initial check-in email will have resulted in some sort of communications back from the company; either you will have heard something positive (additional interviews or an offer), or you were rejected for the role. If no decision had been made, then hopefully, you were given a time frame for hearing back from the company. If that date has passed, you can go back to the check-in email template and edit the text a bit, so it is not an exact duplicate of your previous email but with the same elements. Send it to your HR contact with the revised timeframe for receiving feedback on the interview.

If you did not hear anything from your original check-in email, then you are on to the third step of the interview follow up.

Sample Check-in Email Follow up Template

If you do not hear anything back in within three days of your initial check-in email, then forward the original check-in email to the person you originally sent it to with the following note:

Subject: FW: Interview Follow Up - <Job Title>

Dear <First Name>,

You may be very busy, so you have not had an opportunity to respond. Would you be able to give me an idea when a final decision will be made about the <Job Title> opening? I continue to be interested in joining your company.

Sincerely,

<Your Name>

Send follow up first to the recruiter. If you do not hear anything in response, you can email to the hiring manager. The hiring manager may not respond directly but may ask the recruiter to do so on their behalf. The recruiter is more likely to respond if it is at the request of the hiring manager.

When Should You Give Up?

I hate having to write this, as it should never come to this. My two cents is that if you interviewed at a company and no one has contacted you after two attempts to get any feedback, then it is not a place you want to work. That tells you everything you need to know about how you will be treated as an employee. But this may be your dream job or a place that was highly recommended to you. You may not want to give up. If that is the case, then I think the maximum is three follow up attempts. On the third one, though, I would add the following.

I have sent two other emails asking about the status of my interview. Unless I hear back otherwise, I will assume that you are looking at other candidates for the position.

This will provide you closure and the ability psychologically to move on.

Now you have an interview follow up communication plan. There is no need to fumble about on what to say in a thank you note (or wonder if you need one). If you need to follow up on where you stand in the interview process, you know the best way to make that outreach. 

If you found this helpful, share it with a family member or friend that is currently looking for a new job.

Additional Resources For Interview Follow Up

Are Thank You Notes After An Interview Necessary

Shelley Piedmont is a job search coach. She wants to help job seekers put their best foot forward by providing the tools for a successful job search. If you need career coaching, resume preparation, interview skills assessment, or LinkedIn profile assistance, she can help. Schedule a 15-minute no-obligation consultation.