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Follow up letter from interview
August 30, 2018 Anniversary Wishes 1 comment

You should always follow up by email after an interview. I'm attaching three reference letters that I'd like to share with you — I hope you find.

They're two simple words – thank you – but they could be the very thing that lands you the job. So, what does your thank-you letter need to contain?

  • Your contact information
  • The date
  • The contact information of the person you're writing to
  • A greeting (e.g., "Dear Mr. X")
  • Body text that includes a simple, clear and straightforward thank-you and is no longer than four paragraphs. Run spellcheck and proofread carefully.
  • Closing such as "Best" or "Sincerely"
  • Handwritten signature, for mailed paper letters
  • Typed signature

As the hiring process moves more toward automation and speed, taking the time to write a thank-you letter helps you stand out from the crowd and humanizes your application. A thoughtfully written thank-you note goes a long way for your interviewer, plus it provides you with the chance to reiterate your qualifications and add a touch of personality.

"Sending a personalized thank-you note is exactly that – personal," said Rebecca Kiki Weingarten, career transition coach and co-founder/education director at RWRNetwork. "In our high-tech world, it makes a high-touch impact that stands out."

Why are thank-you notes important?

Aside from showing common courtesy, a thank-you note serves other purposes, such as increasing your salary.

According to a study by iCIMS, 63% of recruiters said they would be more likely to hire a candidate who asked for more money and sent a thank-you note than a candidate who asked for less but did not send a note.

Additionally, failure to follow up could leave the impression you're not interested enough to go the extra mile and reach out afterward. 

"First, it is a basic appreciation of the time the interviewer spent with you," said Jodi RR Smith, author and etiquette consultant at Mannersmith Etiquette Consulting. "Second, it is a signal to the interviewer that you are aware of higher-level interpersonal skills. Lastly, the thank-you note expresses your ongoing interest in the organization and the job opening."

Smith added that sending a note could show that you know other proper business etiquette, like standing when a client enters the room, not chewing gum in front of the CEO, holding doors open for others, arriving to meetings on time and dressing appropriately.

Following up with an email should be done within 24 hours of the interview, while you're still fresh in the interviewer's mind. Keep the content of the email brief, no more than two or three paragraphs, and reference particular points from the conversation.

Matt Ross, CEO and co-owner of The Slumber Yard, remembers a candidate who went the extra mile in mentioning personal details from their interview. "I briefly discussed my hometown, but what was amazing was that the candidate remembered my hometown and found a way to include it in his follow-up. He said his brother would be passing through [my town], so he made sure to tell him to pick up a cake from a popular bakery there. This not only showed me he was a good listener but also that he was willing to go above and beyond by doing research. It left me with a pretty good taste in my mouth (pun intended)."

What is the preferred method of sending a thank-you note?

Amanda Augustine, career advice expert for TopInterview and TopResume, said that email is the most common method for sending a post-interview thank-you note "because of its immediacy and ability to attach materials or hyperlink to additional information that can help advance their candidacy to the next interview round."

Augustine suggested that it is still important to check out the culture of the company and figure out which method they would prefer. If you're interviewing at a tech startup or see the company utilizes technology, email would likely be the most appropriate.

On the flip side, if the company seems more old-fashioned and stays to the more traditional side of things, a handwritten note mailed to the office might get you further.

"I prefer handwritten notes," said Rachel Sutherland, founder of Rachel Sutherland Communications. "Everyone loves getting mail, especially something you're not expecting. It's kind of funny to think of snail mail as being special, but in this case, it works."

If you're doing a handwritten note, your method of delivering it depends on the timing of the hiring process. Smith said that if you know they'll be making their decision the next day, write the note as quickly as possible. In that instance, Smith suggests writing the thank-you note in the lobby and asking the receptionist to deliver it as soon as possible.

"The content of the message is more important than the method of delivery, be it email or a handwritten note," said Beverly Friedmann, content manager at MyFoodSubscriptions. "That said, a handwritten card is certainly a nice gesture that you don't typically see these days."

What should be included?

Smith suggested including the following elements in your thank-you note:

  • A salutation. Even if you have been referring to the interviewer in a more casual way, in the thank-you note, use the more formal form of address.
  • A sincere and specific expression of appreciation along with a concise description of what is being appreciated.
  • Remind them of something unique that they spoke to you about in the interview that they might not have discussed with other candidates. This will help the interviewer remember who you are.
  • Confirm you're a good fit for the role.
  • Close with final expression of gratitude.

Augustine cautioned against recapping your entire resume in your thank-you note, since the interviewer has already reviewed it and discussed it with you during the interview, but summarizing your qualifications is appropriate.

As with your resume and cover letter, customize your thank-you note. Double- and triple-check it for grammatical and spelling errors. A typo-filled follow-up can easily ruin the stellar impression you made during the interview. If you met with multiple people, send one note to each person, if you have his or her contact information. 

Does sending a thank-you note really work?

It can, if the note is well written.

"There are times when the candidate has a terrible first round, usually due to nerves," Smith said. "But they took the time to write a sincere and well-considered note explaining their interest in the role and how their experience makes them uniquely qualified." 

Other times, Smith notes, there are phone screens instead of in-person interviews, and those who write a thank-you note are automatically invited back for an in-person interview. Sutherland had a similar experience.

"I got my college internship at The Detroit News because I handwrote a thank-you note," Sutherland said. "How do I know? One day in the newsroom that summer, the editor told me I was the only one who wrote a thank-you."

Augustine noted that sending a thank-you note doesn't automatically increase your chances of getting the job; however, dismissing this bit of post-interview etiquette might decrease your chances of receiving an offer.

"While not every recruiter or hiring manager cares whether a candidate sends a thank-you message, I've never heard of a single one, in any industry, think poorly of a candidate for sending a thank-you note," she added.

Sample thank-you letters

Based on these tips, here are two templates you can follow for a thank-you letter after the interview: 

Good afternoon, Jeanette,

Thank you for taking the time to speak with me yesterday about the staff writer position with Business News Daily.

It was a pleasure meeting with you, and I truly enjoyed learning more about the role and the company. I especially loved hearing about your in-office MVP vote – it sounds like a great way to boost employee morale!

After our conversation, I am confident that my skills in business writing and experience as a copy editor are a great match for this opportunity. I am very enthusiastic about the possibility of joining your team and would greatly appreciate a follow-up as you move forward with the hiring process.

If you need any further information, please do not hesitate to contact me by email or phone. Thanks again, and I hope to hear from you in the near future.

Best regards,
Nicole Taylor

Dear Ms. Smith,

I wanted to reach out to thank you for taking the time to speak with me yesterday about the social media manager position at Business News Daily.

I really enjoyed meeting you and learning more about where your team is headed. Based on our discussion, it sounds like you have a very exciting year ahead with the site updates and customer base expansion.

With the team at such a critical juncture, I'd love to lend my experience and skills to help the team build a stronger customer base and social media presenceparticularly bringing my unique lens as a marketer that we discussed from my time working at agencies.

I look forward to speaking further with you and your team to see how I might be able to help you reach your goals. If we're a good match, I would be very excited at the prospect of working together.

Nicole Taylor

Take the time to personalize every letter you send – avoid copying and pasting the same basic form letter. Recruiters will notice these right away, and it won't do you any good.

After you send your email, keep an eye on your inbox. Don't panic if you don't hear back right away – it's normal for a company to take its time in reviewing applications. If several days or weeks go by, send a polite follow-up to ask if there has been any progress in making a decision.

However, don't take this as an invitation to bombard the hiring manager's inbox. Send no more than two well-spaced follow-up emails, and if you don't hear back after that, accept it as a rejection and move on.

For more tips on writing a great thank-you note, visit this Business News Daily article.

Additional reporting by Jennifer Post. Some source interviews were conducted for a previous version of this article. 

In fact, sending a thoughtful and articulate follow-up letter is just as important to the interviewing process and can make the difference between almost getting the .

Formal Job Interview Thank You Note Samples

follow up letter from interview

One of the most important things you should do when job searching is to follow through and follow up on the jobs for which you’ve applied. Whether it's right after a job interview or even when you haven't heard back on a job, a prompt, polite, and personal follow-up note, or email message will always make a good impression, and help you get noticed. Read on for some great follow up letter and email tips and samples.

Why It's Important to Follow Up

A follow-up note or email message accomplishes a lot of functions. First, a thank you note sent after an interview or phone call shows good manners. In addition, sending a note after a point of contact is an opportunity for you to mention anything you forgot to say during the call or meeting, and give a quick review of why you're a good fit for the position.

Another reason to send a follow-up message is that it helps the hiring manager will remember who you are. Even if you don’t get this particular job, another one might come up and hopefully, the hiring manager will think of you and will already have your contact information on hand.

But it's not only after a conversation that you can send a follow-up letter. You can also send one to check on the status of an application – doing so demonstrates your interest in the position, as well as your ability to take initiative. This could help get your resume or application a second look if it was passed over for some reason. As well, you may want to send a follow-up note if some time has gone by after your interview, and you haven't heard from the recruiter, a hiring manager, or the person who interviewed you.

What to Include

The most important thing, of course, is to say thank you in your note, whether that's appreciation for an interviewer's time or for a hiring manager looking into the status of your application. But there's really much more you can do, depending on the occasion for your note. Here are some other details to include:

A Reminder of Who You Are
It's quite possible that your interviewer spoke to dozens of people. Or, perhaps your emailed resume is one of hundreds a recruiter received. Provide a few details to give the person you're emailing context.

You can say things like "We spoke last Wednesday about the marketing coordinator role" or "I submitted my application for the sales position earlier this month." 

Perhaps the two of you shared some interest or detail that you can mention in your letter as well. If no interviewer is involved yet, simply move on to the next bit of information.

Why You're a Good Candidate
Give a quick summary of why you'd benefit the company, and what you'd bring to the position. Don’t make this a long review of your resume, simply hit the high points that you want the interviewer or hiring manager to consider.

Details You Forgot Initially
Did you forget to include an important point in your original application? Or did you flop while answering a question on your phone screen? A follow-up note is a good place to fix those problems. Reconstruct your answers so you can say what you wished you had said in the application or interview.

Follow-Up Email Message Sample

Download the Word Template

Follow-Up Email Message Sample (Text Version)

Subject:Thank You – Jane Doe, Audiologist

Dear Ms. Jones,

Thank you again for meeting with me yesterday to discuss the audiologist opening in your clinic. I was so impressed with the office and staff. I can tell that Audiology Associates is a true team environment, and I’d love the opportunity to join you.

I bring other things to the table besides my enthusiasm – for example, I have seven years of work experience as a licensed audiologist, and a current hearing aid dispensing license, as well as a doctorate in audiology (AuD). I also have extensive experience leading and training teams, performing diagnostic testing, and counseling patients, all of which you mentioned as essential for the role.

Please let me know if you have any questions or would like a list of references.

Thank you for your consideration.


Jane Doe

More Follow-Up Letter and Email Messages Examples

Browse this list of follow-up letter examples to get ideas for your letters and email messages.

Check on the status of a job application or resume:

Follow up after a job interview:

Reach out to networking and job fair contacts:

When to Follow Up

Timing plays a big role in follow-up notes. Thank you notes following an interview or phone screen should ideally be sent within 24 hours of the contact. If you don't hear back after a few days or a week, you may want to follow up and send a short and polite email asking if there is an update on the hiring process.

This is where it can be helpful if you asked during the interview about the timeline for hiring. (If the company interviewed you in March but said they would not have a decision until mid-April, hold off on sending your note until then.)

If you’re following up on an application or resume that you submitted, give it a week or two before sending your letter. Here is more information on how to follow up after applying for a job.

Be sure to collect the names and contact information for everyone who was involved in your interview process.

Make it easier for the interviewer to remember you. This is crucial, because he or she may not have the time to look you up.

WATCH THE VIDEO ON THEME: How to Follow Up After a Job Interview - Template and Timeline Included!
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Job Interview Follow up Letter: Dos and Don'ts

follow up letter from interview

Congratulations on your job interview — you've gone into the office, had your interview and nailed it. You've already even sent your first follow-up thank-you email letting your interview know how much you appreciated their time and how excited you were to talk about the next steps.

But they never responded to your first follow-up email, and now it's been a few weeks since you've had the interview. You're probably wondering if they've forgotten all about you, or if you've been passed up for the job. Maybe another candidate really did get the job over you, or maybe the company is still busy doing interviews. Whatever the case, you have two options: wait patiently or send another follow-up email.

When You Should (and Shouldn't) You Send Another Follow-up Email

There are times when you certainly should and shouldn't send a second follow-up email.

When You Should Send Another Follow-Up

  • When you really want the job, but it's been a few weeks since you've gotten any word.
  • When you were told to expect to hear back by a certain date, and that date has passed.
  • When you were promised a follow-up interview or call, but you don't know the details to it.

When You Shouldn't Send Another Follow-Up

  • When you think you'll probably reject the offer if you do indeed get it.
  • When it's only been a few days, let alone hours.
  • When the interviewer mentioned that it'd be a few weeks before you hear back, but to be patient.

Tips for Sending a Follow-up Email

If you decide to go ahead with sending a follow-up email, there are some tips you should certainly keep in mind.

  • Always personally address the interview or person to whom you're contacting.
  • Always thank the interviewer for their time.
  • Always express your enthusiasm for the job.
  • Be sure to include any details, materials, experiences or other valuable pieces of information that you forgot to share or mention.
  • Always close your follow-up email with a call to action or the assumption (as opposed to the hope) that you're going to speak soon.
  • Proofread and edit your email before sending it.

What Are Some Examples of Follow-up Emails to Send?

Here are five examples of second follow-up email templates you can steal for yourself.

1. The "Nice to Meet You, Let's Do It Again Sometime" Follow-up Email

Hi [First name],

I hope this email finds you well! I just wanted to touch base once more, as it was so nice to meet you at your office [date of interview]. Thanks again for your time. I really enjoyed learning more about the position and [something you discussed].

As I mentioned in my last email, I’m really interested to hear more about your [company], as [reason why you’re interested]. If you have time in the coming weeks, let’s [follow-up action]. I’m free on [dates], if any of those dates and times work for you.

I'm looking forward to keeping in touch.


[Your name]

2. The "I Figured I'd Give You Another Try Here" Follow-up Email

Hey [First name],

I just sent you an email last week, but I figured I'd drop you another quick line in case you missed it. I know it's been a crazy week with [reason why the week may have been crazy, such as the holidays].

I just wanted to thank you again for taking the time to meet with me to discuss the position in more detail. I really enjoyed learning more about your company, and I look forward to talking more about the next steps. Please let me know if there's anything else you need from me in the meantime.


[Your name]

3. The "Thanks Again" Follow-up Email

Dear [First name]

I just wanted to say thank you again for taking the time out of your busy schedule to talk to me about [the position] with [company name]. I appreciate your time and consideration.

After meeting with you and your colleagues, [names of colleagues], I believe that my experience posits me as the perfect candidate for this position. In addition to my enthusiasm for [the field], I would bring the [XYZ skills] necessary to get the job done.

I am reaching out once more to express that I am very interested in working for you and sincerely look forward to hearing from you soon. Please feel free to contact me at any time if you need any more information.

Thank you again,

[Your name]

4. The "I Have Another Question" Follow-up Email

Dear [First name]

It was a pleasure meeting you a few weeks ago and discussing the [position] at [company]. I really appreciate the time you took to interview me for the role.

I enjoyed meeting everyone on the team and appreciate their honest answers to my questions about the role and company. The more I spoke with you and your team, the more I was convinced that my experience and my passion for [industry] make me a strong candidate for this position. I've been thinking a lot about the job since talking with you, and I wanted to reach out with just one more question since our last discussion.

[Question about the position.]

Thank you again for your time and consideration.


[Your name]

5. The "I Have More Materials for You" Follow-up Email

Dear [First name],

It was a pleasure to finally meet you after our many emails and phone conversations regarding the [position]. I truly enjoyed learning more about the [role] and [department] at [company]. And I appreciated you answering all of my questions.

I know we'd discussed my resume and how I feel that my previous experiences position me as the perfect candidate for this position. I've gone ahead and reached out to former employers who can vouch for my skills so you're not only hearing it from me. I'm attaching three reference letters that I'd like to share with you — I hope you find these helpful in making your final decision.

Best regards,

[Your name]

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AnnaMarie Houlis is a feminist, a freelance journalist and an adventure aficionado with an affinity for impulsive solo travel. She spends her days writing about women’s empowerment from around the world. You can follow her work on her blog, HerReport.org, and follow her journeys on Instagram @her_report, Twitter @herreportand Facebook.

I am attaching my resume and a cover letter with this email. Now is the time to send a follow up email after the interview, which is not only an appreciation for.

After Interview Thank You Letter Samples

follow up letter from interview

Which Interview Follow Up Email is Best for You?

The job interview follow up email serves a number of important purposes:

  • it thanks the interviewer for his or her time and consideration
  • it reinforces your enthusiasm for the job opportunity
  • it highlights your suitability
  • it sends the message that you are a professional and organized job candidate.

Select the email you want from these example interview follow up email templates.

A follow up letter may not necessarily secure you the job but not sending one will almost certainly damage your chances.

Interview follow up email after a face to face interview

From: Your name

To:  Interviewer's name

Subject: Thank you for an informative meeting

Dear Mr/Mrs ..........

I sincerely appreciate the time you took today interviewing me for the position of ...... After learning more about XYZ Corporation and its goals, the possibility of joining the company is even more exciting.

The information you provided has convinced me that I can make a positive contribution towards the growth and profitability of your company. The position we discussed is well suited to my strengths and skills and my previous experience at ABC is an excellent match with the job requirements.

I look forward to hearing from you. Should you require any additional information please let me know.

Thank you for your time and consideration.


Your Name
Contact number and email address

Interview follow up email after entry level job interview

From: Your name

To: Interviewer's name

Subject: Thank you for the interesting discussion

Dear Mr/Mrs .........

I would like to take this opportunity to thank you for the interview this morning. I was keenly motivated by the valuable information you provided on the job opportunity and your company. I would like to confirm my strong interest in this entry-level position.

Your clear explanation of the requirements of the job reinforced my confidence that my education and background are a good match for this position and that I will prove to be an asset to the company. I have always been considered an enthusiastic and hard worker and I would welcome the opportunity to demonstrate my commitment and ability to excel in this job.

Thank you for the time and courtesy extended me. I look forward to hearing from you soon.


Your Name
Contact number and email address

Key phrases for your job interview follow up email

Use these key phrases to adapt the interview follow up email to suit the style of the job interview and your particular needs.

Thank you for meeting with me today. I appreciate and value your input and advice.

Thank you for spending time with me this morning. I came away very enthusiastic about the job opportunity. What I lack in specific experience in your type of business I more than make up for with my proven success in sales and my commitment and energy.

The interview today confirmed that this is exactly the job opportunity I am looking for. From our discussion, I am confident in my ability to meet the challenges of the position of..... with your company. I am eager to hear from you and look forward to discussing the position further.

After our meeting today I would consider it a privilege to work for your company.

The in-depth information you gave me today has reinforced my enthusiasm for the job and the company.

I enjoyed our meeting today and I am very excited about this possible job opportunity.

If you prefer to send a formal thank you letter after the interview you can adapt this sample interview thank you letter for your own use.

How to follow up when the interviewer has not got back to you

This email shows you how to ask about the interview status. If more than a week has passed beyond the date you expected to hear back from the interviewer, you can send an interview follow up email to politely inquire about the status of your job application.

A brief but polite email shows that you are still interested in the position and are willing to be proactive in finding out more.

From: Your name

To: Interviewer's name

Subject: Interview with John Smith for the Sales Administrator job

Since our interview on the .... I have been excited about the possibility of working as a Sales Administrator for your company. I hope you are able to give me an update on the progress of your hiring decision and the status of my job application.

I look forward to hearing from you.


Your Name                                                                                   Contact number and email

Follow up email after a phone interview

From: Your name

To:  Interviewer's name

Subject: Thank you for an exciting opportunity

Dear Mr/Mrs ..........

I sincerely appreciate the time you took today to discuss the position of ......

I am very enthusiastic about this job as my skills and strengths are an excellent match with your requirements and I believe that I can add real value to your company.

My track record of consistently meeting sales targets in difficult trading conditions speaks for itself. Additionally, my strong communication skills and passion for customer service can be put to good use in growing your customer base.

You emphasized the importance of reliability in this position. My excellent attendance record at XYZ Company confirms my commitment and dedication. Please know that I am always happy to go the extra mile.

Thank you for your time and consideration. I look forward to having the opportunity to meet with you in person and discuss the position further.


Your Name

Contact number and email

More help and examples for your phone interview thank you email

How to write a follow up letter after an interview

You can use this interview follow up letter to write a more formal letter after your interview.

What you do once you leave the interview is key to your success. Make the most of your follow up strategy with these interview follow up tips

The secrets to a successful follow up letter.

Job interview follow up email to use after your second interview.

Find out how to follow up after submitting your resume. Use this sample follow up on resume email

Interview thank you letters template

Job interview follow up is key to getting the job you want. Use it as an opportunity to further demonstrate your commitment and enthusiasm for the job opportunity.

Advice from the Experts

Once you have had your interview and conducted your follow up, don't just sit around waiting for a response. Actively continue with your job search and give yourself the options you deserve.

Use these job search resources to help you.

Job Interviews > Job Interview Follow Up > Follow Up Email

Use the search box to find exactly what you are looking for.

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I am attaching my resume and a cover letter with this email. Now is the time to send a follow up email after the interview, which is not only an appreciation for.

follow up letter from interview
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