WhatsApp messages may help you keep friendships and familial ties alive, but they are a big no in the professional world. That’s where email communication comes to the rescue. In fact, following up after an initial conversation also requires sending a professional email.
Maybe you need to write a follow-up email after a job interview to understand your chances of getting hired. Never written such messages before? Don’t worry, as we will cover the art of crafting effective follow-up emails in this guide. Check it out without any further delays.
When to Send a Follow-up Email
A. After a job interview
Sending a follow-up email after your interview reflects your appreciation for the opportunity and interest in the position. Try to send it within 48 hours to keep the interaction fresh in the memory of the recruiter. In the follow up email after interview, express your gratitude for their time. Briefly explain why you are excited about the position and how your qualifications match the job requirements.
B. After a meeting or conference
After a meeting or conference, send a thank-you email to show your appreciation and restate important details. This helps everyone remember the main points and stay aligned going forward. In the email, thank people for the opportunity to meet or attend. Next, list the key points covered during the meeting. Also, share any agreed-upon next steps or actions.
C. After submitting a proposal or application
This email should acknowledge that you submitted the application. Moreover, thank the recipient for reviewing it and politely ask about the next steps or a possible timeline for a decision. Doing so shows professionalism and eagerness on your part. It also ensures that your submission was received and is under consideration.
D. After a networking event or introduction
After meeting or connecting with someone, sending a follow-up email is a smart move. It shows your gratitude for their time and interest in staying connected. Express your appreciation for learning about their work or interests. And suggest a next step, like setting up another meeting or staying in touch through email or social media.
Key Elements of a Follow-up Email
If you are wondering how to follow up on a job application or how to write a follow-up email after a job interview, you should focus on sending an email containing the following components:
A. Subject line
Your follow-up email’s subject line is crucial as it’s the first impression for the recipient. For it to stand out, make it straightforward and specific. Include details from your previous conversation to remind them of the context. By creating an effective subject line, you’ll increase the chances of your email being noticed and read.
B. Salutation
When writing a follow-up email after interview, it’s essential to use the proper salutation to create a professional and respectful tone. Generally, use the individual’s title and last name unless you have an existing informal rapport. This formal approach demonstrates respect and maintains a professional demeanour in business communication.
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C. Opening
When sending a follow-up email, start by expressing appreciation for the previous encounter. For instance, if it’s after a meeting, thank the recipient for their time. If it’s an email to an employer after an interview, express gratitude for the opportunity. Then, briefly recap the main points discussed during the interaction to remind the recipient of the context.
D. Body
In your follow-up email after interview or meeting, briefly summarize crucial aspects or takeaways from your previous conversation. Include any related information or inquiries to advance the discussion. Take this chance to restate your interests or skills while also fostering meaningful communication. To keep the reader engaged, keep the body of your email succinct and coherent.
E. Closing
Wrap up your follow-up email after interview with a heartfelt thanks, restating your gratitude for the recipient’s attention. Express your eagerness for future conversations or the next steps. By doing so, you not only show appreciation but also lay the foundation for ongoing dialogue. A warm and courteous closing, such as one of the best email sign-offs, leaves a lasting impression, fostering a positive atmosphere for future interactions.
F. Signature
End your follow-up emails with a professional signature for a finishing touch of professionalism. This signature should include your complete name, job title, and contact details, ensuring the recipient has a convenient way to reach you. Establishing a consistent email signature throughout your correspondence strengthens your brand image and enhances your credibility.
Follow-up Email Template
Subject: [Specific reference to the previous interaction]
Dear [Title] [Last Name],
Thank you for taking the time to [meet with me/review my application/attend the conference] on [date]. I wanted to follow up on our [meeting/conversation/submission] regarding [topic].
[Write the body in a formal and concise language]
Thank you again for your [time/consideration/assistance]. I look forward to [hearing back from you/the next steps/future opportunities to collaborate].
Sincerely,
[Your Full Name]
[Your Title]
[Your Contact Information]
Follow-up Email Samples
If you are wondering how to write a follow-up interview email, checking out these samples will help:
A. Sample 1: After a Job Interview
Subject: Follow-up on interview for Marketing Coordinator Position
Dear Ms. Iyer,
I hope you’re doing well. I’d like to express my appreciation for the opportunity to interview for the Marketing Coordinator position at ABC Company yesterday. It was nice to talk about the role and find out more about the team’s plans.
During our conversation, I was especially interested in hearing about the upcoming digital marketing campaigns and the chance to help shape the department’s strategic direction. My abilities and experience, I believe, are a good match for the job’s requirements, and I’m eager to contribute my innovative ideas to the team.
Thank you again for considering my application. Please let me know if you need any more information or materials. I am excited about the prospect of working together and making contributions to the growth of the company.
Sincerely,
Sara Hamid
[Contact]
B. Sample 2: After Submitting a Proposal
Subject: Follow-up on proposal submission for website redesigning
Dear Mr. Kapoor,
I’m reaching out to follow up on the website redesign proposal I shared last week. During our meeting, we outlined our plan to enhance the user experience and drive engagement on your website. This includes:
Improving navigation
Optimising content for search engines
Making your site mobile-friendly
These changes will help increase traffic and conversions. Please reach out if you have any questions or need more details. We’re excited to get started on this project and assist in your company’s digital growth.
Thank you for considering our proposal. Really looking forward to collaborating and bringing your dream website to life.
Sincerely,
Arav Sharma
[Contact]
C. Sample 3: After a Networking Event
Subject: Following-up after the XYZ Corporation Networking Event
Dear Mrs Gomes,
I hope you are well after our meeting at the industry networking event. It was fulfilling to connect over our mutual interests in sustainable architecture and design innovation. Your perspective was thought-provoking and provided valuable insights.
As we discussed, there may be opportunities for collaboration or knowledge exchange between our organisations. I am keen to explore this further to see how we can mutually benefit our initiatives.
If you are interested in scheduling a follow-up meeting or continuing our conversation, please don’t hesitate to reach out. I look forward to staying connected to talk more about this and exploring potential synergies.
Thank you once again for your valuable time.
Warm Regards,
Drishti Rathee
[Contact]
Interesting Article: Learn Different Types of Business Letters
Tips for Writing Effective Follow-up Emails
Anyone trying to figure out how to write email follow-up after interview should know the following tips:
A. Personalize the email for each recipient
Tailor your follow-up email to the specific recipient and situation to enhance its impact. Make sure to reference specific details from your previous interaction and show genuine interest and enthusiasm.
B. Keep the email concise and focused
Show respect for the recipient’s time by keeping your follow up email after interview brief and straight to the point. Avoid adding unnecessary information or long explanations that may overwhelm the reader.
C. Use a friendly but professional tone
Find a balance between being friendly and professional in your language and tone. Avoid sounding too formal, but also steer clear of being overly casual.
D. Proofread for spelling, grammar, and clarity
Before hitting send on your follow-up email, carefully go through every line for any spelling or grammar mistakes. Proofread it properly to enhance clarity and coherence. A well-crafted email reflects positively on your attention to detail and professionalism.
E. Send the follow-up email within 24-48 hours of the initial interaction
It’s crucial to send your follow up email after interview promptly to keep the momentum going and remain relevant. Aim to send it within 24-48 hours of the initial interaction to keep the conversation fresh in the recipient’s mind.
F. Avoid being pushy or aggressive in your language
While following up on your previous interaction is key, it’s equally important to do so politely and respectfully. Avoid sounding pushy or aggressive in your language or tone, as this could put off the recipient.
G. Include a clear call-to-action or next step
Wrap up your follow-up email with a clear call-to-action or suggestion for the next move. This helps advance the conversation and sets a clear path for future communication.
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Common Mistakes to Avoid
If you are still wondering how to write a follow up email after interview, try to stay away from the following errors:
A. Sending a generic, impersonal follow-up email
Stay away from sending generic, detached follow-up messages devoid of personalisation or relevance to the recipient or situation. Personalise each message tailored to the specific recipient and allude to specifics from your prior interaction.
B. Waiting too long to send the follow-up email
Sending your follow up email after interview too late could lessen its impact and significance. Strive to hit send within 24-48 hours to maintain a fresh conversation in the recipient’s memory.
C. Being too casual or informal in your language
While it’s crucial to maintain a friendly demeanour in your follow-up message, refrain from being overly casual or informal. Uphold a level of professionalism that aligns with the context and recipient.
D. Failing to proofread and edit for errors
Closely examine your follow up email after interview for any spelling or other inaccuracies prior to sending it. A meticulously crafted message reflects positively on your attention to detail and professionalism.
E. Sending too many follow-up emails in a short period
Following up on your previous interaction is crucial. However, avoid bombarding the recipient with an excessive number of follow-up messages in a short timeframe. This could be perceived as intrusive or annoying and may harm your relationship with the recipient.
F. Not providing value or a clear purpose for the follow-up
Ensure that your follow-up message offers value to the recipient and possesses a clear purpose or aim. If you aren’t clearly stating the reason behind following up, the recipient is less likely to undertake the desired action.
Conclusion
Sending a follow up email after interview can help you in your career. Keep each email unique, short, and to the point. Be friendly but professional in your writing. By referring to this guide, you can make your follow-up emails better and form strong, long-lasting connections with your business contacts. With practice, you’ll become a pro at following up, and it will lead to new chances for success.
FAQs on Follow-up Email After Interview:
Q1: How soon should I email after an interview?
A1: You should send a follow-up email after your interview within 24 to 48 hours to keep the conversation fresh in the recipient’s mind.
Q2: How can I politely ask for a response from the recruiter after my interview?
A2: You can follow up on a job application by expressing your continued interest and politely requesting an update on your application status.
Q3: Is it right to send more than one follow-up message?
A3: It’s generally advised to avoid bombarding someone with multiple follow-up emails. Send one follow-up email after no response, and if needed, a brief second message after 10 days.
Q4: How can I personalize my follow-up email effectively?
A4: Personalize your email by mentioning specific topics discussed, shared insights, and your genuine interest. Avoid generic phrases and focus on details that make your email memorable.
