How to write a follow-up email for a job application or interview (with templates)

Waiting to hear how your job application is progressing, or if it’s actually progressing, can be one of the hardest parts of any job search. Waiting for a response can be nerve racking, but you are entitled to check in with the employer or recruiter to follow up. 

Almost 50% of people say they never followed up after every job interview. But emailing or calling an employer after applying for a job has several benefits. 

It may give you peace of mind knowing where the process is at, and allow you to build rapport with the employer over the phone or by email. So it’s worth learning how to write a follow-up email after a job interview. 

In fact, 51% of hirers view applicants more positively if they follow up after their interviews. 

Following up is also a way to show that you’re really interested in the role. It could also be a chance to sell some of your key experience, skills and attributes. 

How to follow up after a job interview 

It’s polite to follow up after an interview within 48 hours of the interview. The most common way to follow up is to send a short email to the hiring manager thanking them for their time and the opportunity to be considered for the role.  

There are a number of different follow-up emails that are appropriate to send during the recruitment process.   

These templates can help you follow up in a polite and professional way, while also being considerate of the employer or recruiter’s time. Be sure to edit them with the information specific to your interview.  

How to send a follow-up email after a job interview + email templates 

When to send it: 1-2 weeks after applying 

If you’ve applied for a job, waited and had no response, it could be time to follow up. The job ad may state information about when – or if – applicants can expect to hear back, so take note of that. But generally, if it’s been 1 to 2 weeks since you applied, you could make contact.  

You may want to ensure the employer or hiring manager has your application, see if they want more information, and find out if they’ve filled the role or when they plan to move to the next stage in the process. Here’s how you could put this in writing:  

Read more: What to do when you don't hear back on a job application 

Follow-up email after a job interview: Email

When to send it: after a job interview

Once you’ve been through the effort of a job interview, one further step can help you make a great impression: sending a short email confirming your interest and thanking your interviewers for their time. Generally, you’d send it later on in the day of your interview – but if it was a late interview, the next morning is fine. 

It’s best to keep this email short and sweet. Don’t push for answers or go into detail about the interview – stick to a simple thank-you and reiterate your interest in the role.  

Following up when you haven’t heard back after your interview: Email template 

When to send it: 1 week after your interview 

If you’ve been through an interview and haven’t heard back after a week, it’s definitely within your rights to follow up with a call or email. Ideally, you can ask at the end of the interview when you can expect to hear back about the role or whether you’ve made it to the next stage. That way, you have a timeframe to work with. But if you don’t have a timeframe, after a week you should check in and see where things are at. 

Following up when you haven’t heard back after the initial follow-up: Email template 

When to send it: 2 weeks or more after your interview 

If you’ve sent a thank-you email and a follow-up email and still haven’t heard back, you have the option of sending a final email before moving on. Usually hiring manager will have some news – good or bad – regarding the position after two weeks from your interview.  

In rare cases, they may have paused the hiring process and still have you in mind for the position, so it’s worth sending one last follow up. Alternatively, if you’re sure you didn’t get the job, you may want to ask your interviewer for feedback. 

Following up after a virtual interview: Email template  

When to send it: one the same day after your interview 

Etiquette for virtual interviews is similar to that for in-person interviews. You should send a follow-up thank-you email on the same day as your interview, or at least within 48 hours.  

Keep this email short and to the point. There’s no need to rehash anything about the interview, unless there’s something you really think will impress the interviewer that you forgot to mention. Just say thank-you and reiterate your interest in the role. 

What not to say in a follow-up email 

To make the best impression on a potential employer, it’s important to get the messaging and tone of your follow-up email right. It’s always best to err on the side of brevity and politeness, showing gratitude and humility. Here are five things you should avoid saying in a follow-up email after an interview. 

1. Did I get the job? Besides the fact that it’s too soon for them to know, this question makes you seem impatient at best and oblivious to business etiquette at worst.  

2. I really need this job. This type of comment conveys desperation rather than confidence; it’s best to avoid seeming needy. 

3. I’m the perfect person for the job. Aside from coming across as overconfident, it doesn’t add anything of value to your application. It’s better to mention something specific that makes you a good fit.   

4. I’m just emailing as I haven’t heard back from you. Though this may be the case, the tone is impatient and annoyed – two qualities that aren’t desirable in an employee. 

5.  Please let me know when you will make a decision. It’s difficult waiting for a response, but making direct requests comes across as pushy or impatient. Asking for a definitive response will likely get you one – but it won’t positive.   

More tips on following up 

These templates can get you started on a follow-up email to suit your situation. Here are some other things to consider:  

• Adjust the way you write to suit the workplace 
  If you’re applying to a corporate environment, keep your writing more formal. If it’s a casual workplace, it’s okay to make things shorter and more conversational. This will demonstrate that you understand the culture of the organisation.   

• Avoid repeated follow-ups  
  If you still don’t get an answer after a couple of days, it may be best to check you have the correct details, call the employer, or consider pursuing other opportunities. Unfortunately, not all employers get back to job seekers. It can be hard not to take it personally, but sometimes it’s better to just cut your losses and move on.   

• Try to be patient and considerate of the recruiter’s time 
  It can take time for employers and recruiters to get through the hiring process, particularly in peak times. While you shouldn’t be afraid to follow up, you also don’t want to harass them. 

Sending a follow-up email after a job interview or job application can be nerve racking, but waiting can be even more so. If you’re pursuing a job you’re interested in, it’s worth giving it your best shot. If your follow- up is polite and professional, you have nothing to lose!  

Source: Independent research conducted by Nature of behalf of SEEK, interviewing 4800 Australians annually. Published September 2021. 

FAQ's

When should I send a follow-up email? 

You should send a follow-up email after a job interview within 48 hours of the interview. It’s good timing to send a thank-you email later the day of the interview or the next day, so you’re still fresh in the hiring manager’s mind. 

What should I avoid in a follow-up email?  

You should avoid sounding impatient or demanding in a follow-up email, or writing in an annoyed tone. Don’t use statements that are either too passive or desperate or pushy and overconfident.  

What should I include in a job interview follow-up? 

Always include the exact position title of the role you’re going for in the subject line of your follow-up email. In your message, say thank you for the interviewer’s time and the chance to learn more about the job, and express enthusiasm for the role and for joining the team.  

If I don’t hear back after the first email should I send a second follow-up email? 

If, a week or two, you still haven’t heard anything from the hiring manager, it’s okay to send another follow-up email. If they don’t respond after that, it may be time to move on and focus on other opportunities.