How to Write an Interview Follow-Up Email

An immediate interview follow-up email should land in the inbox of your interviewer within 24 hours of meeting them. Give it a few hours (or maybe first thing next morning).

However, there are two other types of email after any interview. In the first instance, you should send an email if you are no longer interested in the role. The second type of follow-up email is when the deadline for feedback has passed and you have decided to chase.

The interview follow-up email is not optional. It is an unwritten job search rule, so take your time to ensure that it is tailored for the situation. Employers will want to understand your thoughts after the interview (if you are working with a recruiter, send your follow-up email to them). A question mark will hang over your motivation if you do not send an email.

Here are the three different types of interview follow-up emails with a few notes for each one.

Email to decline a role

When you write an email to turn down a role, consider:

…. A polite and brief withdrawal note
…. Expressing gratitude for the meeting
…. Offer a reason if you wish (not essential)
…. Wishing them luck in the search

Dear (interviewer’s name),

I am writing to let you know that I will withdraw my candidature from the Marketing Manager role. It was great to meet you and understand the opportunity, but I have just accepted another position.

All the best with your search.

Best regards, Simon Pottington

Two more interview follow-up emails

Thank you email

Every effective follow-up email to express a continued interest should include:

…. Gratitude for the interviewer’s time
…. Mention the job title in question
…. Summary of your thoughts on the role
…. One-sentence reminder of your value
…. Mention any next steps

Dear (interviewer’s name),

Thank you for taking the time to meet me on Tuesday. I enjoyed hearing about the Marketing Manager role and hope my market research experience will be useful.

Our discussion confirmed my interest in the role – you have a unique product range, and it is clear that your loyal customer base will be receptive to new products.

I look forward to the potential opportunity of meeting again.

Best regards, Simon Pottington

Chase email

If you really need to send an email to chase, include the following:

…. Polite note that the set deadline has passed
…. Reiterate your interest in the role
…. Include a sense of urgency as you have other options

Dear (interviewer’s name),

I am writing to follow up on my Marketing Manager interview on the 12th of March. I was wondering if you had anything to share on your decisions as the deadline that you mentioned has now passed. If possible, I would be grateful if you could let me know as I need to decide on other opportunities.

Thank you in advance,

Best regards, Simon Pottington

In terms of things to avoid, don’t be overly familiar. You may have developed a rapport with the interviewer, but you are not colleagues just yet. Also, resist the temptation to send a handwritten note – we live in a digital age.

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This blog is shared with Job Seeker Duetists. 

Written by former recruitment ghostwriter Paul Drury (not AI).