You spent time crafting your resume, rehearsing your answers non-stop, dressed to impress in the interview and felt confident after speaking to the hiring manager or interviewer. You’re on top of the world and nobody can take this job from you. Fast forward five days, and you’ve come to terms with the fact you’re being — as the kids say — ghosted.

This scenario happens a lot. It could be because the interviewer has spoken to so many people after you that they might have forgotten just how good you came across in the interview. Or, they may have decided you aren’t the right fit and don’t plan on contacting you. Clearly, that isn’t fair and everyone deserves some closure after an interview.

The way to do that? Send a reminder email for the interviewer to check in with you. So, if you’ve had no response after an interview, here’s how to follow up the right way via email.

The subject line

Don’t underestimate the impact of your email’s subject line. 35% of email recipients open an email based on the subject line alone, so put a lot of focus into it. It’s pretty much your biggest chance at leaving a new first impression. When writing your subject line, make it clear what the email’s intention is, too.

Here are a few examples you can choose from:

  • Thanks for your time on [day of interview].
  • Following up on my interview.
  • Do you have an update on my interview?
  • Did you need anything else from me?
  • Checking for updates on the [position].
  • It was great speaking to you the other day.
  • Following up on the vacant [position].

Your subject line needs to have your intentions clear. Although you need to come across as friendly, don’t add in slang words, emojis or anything else that can damage your chances ar receiving a reply. While you need to be professional, don’t be tempted to leave it blank either. Otherwise, you’re destined for the deleted folder.

The body

After your subject line, carefully craft the meat of your email. This shouldn’t be so long the reader hits delete but also not so short that there isn’t enough value. Here’s what to include in the main body of your follow-up email to leave an impact:

  • Your details: Your contact information is enough.
  • Greeting: Keep it professional, warm and friendly. Use the interviewer’s first name for a more casual yet professional approach.
  • Appreciation: This only needs to be a few sentences. Explain how appreciative you are for the time the interviewer took to interview you.
  • Make a reference: Be brief, but acknowledge a talking point from the interview. It could be a joke or something memorable from the interview to jog the interviewer’s memory and instantly remember who you are.
  • Next steps: In a couple of sentences, ask the interviewer about the next steps and ask whether the interviewer has decided regarding the vacant role.
  • Don’t beat around the bush: Again, make your intentions obvious. Don’t come across as rude, but you haven’t had a response, so make it obvious you want to know their decision and if they’ve made one.
  • No waffle: The follow-up email needs to be impactful. Every sentence needs to have value and there should be no waffle or filler sentences. Also, stay on point throughout the email.
  • Offer references: Before ending the email, ask the interviewer if they need more references or information from you.
  • Sign out: Use one sentence to thank the interviewer again before signing out with your name included.

In the email, you can also say you haven’t heard from the interviewer in a while. Be polite rather than accusing the business of anything. Also, make it clear that if they haven’t decided, you’re happy to wait longer for an answer and would appreciate a response regardless of the outcome.

When to send a follow-up interview

Every business and role differs, so the timeline for hiring someone can vary. Remember, there are plenty of other people interviewing for the position, which can take a while for the interviewer to decide.

A good rule of thumb to follow is around a month. If you haven’t heard back within four weeks, chances are you haven’t been chosen. Firstly, after your interview, wait a couple of days to send a thank you email first. Regarding sending a follow-up email after not hearing back from the interviewer, wait one week after the interview before hitting send. 

Follow up templates

If you haven’t heard back after your interview, here are some email templates you can use to craft your own.

Example #1

“Hello [interviewer name],

I just wanted to follow up regarding the [position] I interviewed for last week. I’m checking in to see if there’s been any progress on your end regarding hiring somebody? There’s no rush — I know it can take a while! Thanks for your time again and for the opportunity.

Please, let me know if you need anything else from me.

Thanks,

[Your name and contact details].”

Example #2

“Hey [interviewer name],

I hope you’re doing well. I’m just checking in to see if you’ve decided who you’ll hire for [position]? I learned a lot in the interview and I’m excited to potentially work together. Please let me know with updates whenever you have them.

Thanks!

[Your name and contact details].”

Example #3

“Hello [interviewer name],

We met around a week ago for an interview regarding the vacant [position]. Thanks again for your time and for providing me with valuable information about the role and the company. It seems like a great place to work and the position seems perfect for me.

Learning more about the company has made me even more eager to join the fantastic team. I had a great time in the interview and thanks for all your advice. 

I’m unsure where you’re up to with your hiring decision as I know it can take a while, but I’ve attached my resume, references and some of my projects again that I mentioned in the interview. Hopefully, it makes the decision easier. If you need anything else from me, please let me know.

Looking forward to hearing from you,

[Your name and contact details].”

To avoid the nervous feeling of waiting for a response, make sure you’re prepared for your interview first. At VanHack, we’ll help you learn the professional and cultural nuances with 40+ live classes every month and teach you how to ace your next interview. Join the Premium Academy here and start your journey to landing your perfect role.

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