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Email and Phone Tips to Follow-Up After a Job Interview

Email and Phone Tips to Follow-Up After a Job Interview

When you are in the market for a new and exciting career, it can be intimidating to realize that there is so much competition for your dream job. Creating an amazing resume and personalized cover letter is the first step in a successful job search.

Why not increase the odds of landing a job offer by standing out from the crowd. Get attention by sending a follow-up email thanking the interviewers for their time and reiterating why your qualifications are perfect for the position. 

Don’t hesitate to can give the hiring manager a call to remind them you are interested in the job and are willing to answer any questions they may have to solidify your prospects.

Examples of Appropriate Follow-Up Techniques

Sample conversations or correspondence on how to approach an appropriate follow-up through email or phone after a job interview.

Email Follow-Up

An email follow-up after an interview is the quickest way to get in touch with the hiring manager and should be sent within 24 hours after your job interview. It is also a good form to use as you can go over your email and make sure that you are saying what needs to be said.

In your email follow-up, highlight the ways your talents and capabilities align with the role and the organization. Refer to your interview notes and the job posting when choosing your wording so that it resonates with how your conversation progressed.

Communicate your continued excitement and enthusiasm for the role by reinstating your interest in the job and how you are the right fit for the company.

Phone Follow-Up

If the job you are applying for requires a lot of phone time, you may consider calling the hiring manager to follow-up and say thank you. This shows you are taking the initiative and have the strong communication skills required for the position.

A phone call is a quick and easy way to follow-up, but most importantly, it is more personal. However, it may make some people nervous to be put on the spot so soon after an interview. Have a copy of your resume in front of you for guidance as well as a list of references, if you haven’t provided them already.

Practice the conversation with a friend so you are not stuttering your way through the call and always begin the call with your full name, the position you applied for, and when you met. If you need to leave a message to keep it brief and reinstate why you are the best candidate for the job.

Layout of a Follow-Up Email

When creating a thank you email, you want to ensure you are concise and to the point, while still relaying your interest in the position. The basic layout will consist of 3-4 short paragraphs only. If you include bullet points in the middle, then an opening and closing paragraph will round out the specific bullet points you made.

Be as specific as possible while getting to the point and keeping it short. There is no need to restate the details in your resume. Connect your experiences with conversation points from the interview and reiterate to the hiring manager or interviewer what you bring to the table is what will benefit the school or organization.

First Paragraph: 

Reinstate your interest in the position, as well as the date you met

When beginning your thank you email after an interview, begin with thanking your interviewer for taking the time to speak with you. Mention the date you spoke as well as the title of the position you interviewed for.

This shows that you have tailored the email to the specific company. The opening paragraph should only be a few sentences long. You want to leave many of the details on how well you will fit in with the organization to the middle section. Take a look at the examples below:

“Thank you for meeting and speaking with me yesterday. I found the conversation to be very enjoyable. I am extremely interested in the Senior Analyst position with ABC Technologies and believe I would be the right fit for your organization. Let me reiterate some of the skills and attributes I can bring to your outstanding team…”

 “Thank you for taking the time to meet with me on March 3. It was a pleasure speaking to you about the Account Executive role. I found our conversation very enlightening and it has reassured me that I am the ideal candidate for the job with Taylor and Company.” 

Second/Third Paragraph: 

Bullet Points vs. Paragraph of Qualifications

There are two ways to continue with a thank you email. The middle section of your correspondence should connect your qualifications to the interview and the company expectations for the role. This is where you can pick out a specific point of conversation from your interview and expand on it. Accomplish this in two ways: using bullets or paragraph form.

Bullet points are great if you want to remain concise and make your skills and attributes stand out. Use separate points to relay your applicable educational background, relevant work experience, and 3-5 points of experiences that connect your expertise to the position and how you will contribute to the organization.

Here is an example:

  • Master of Business Administration specializing in Finance and a Bachelor of Management in Accounting.
  • 15 years of corporate experience in accounting, marketing, and sales.
  • Designed and prepared marketing strategies by assessing current trends and the overall competitive landscape.
  •  Prepared and analyzed data reports, budgeting strategies, and business projections to better equip organizational success.
  • Demonstrated capability to manage various stakeholder interests by creating meaningful corporate relationships, maintaining open communication, and identifying top business priorities.

If you choose to continue in a formal letter format instead of bullets, use one or two brief paragraphs to describe your achievements and, again, relate them back to the job description, company mission, and conversation points from the interview.

“I found our conversation very enjoyable and especially liked discussing your need for someone who can create value and insight during clientele conversations. Over the last few years with Color Co., I have encountered similar barriers to what we discussed, such as solidifying budgets and streamlining the decision making process. My priority would be making quality conversations with our clients a focal point as it has been proven successful in my previous positions.” 

Closing Paragraph: 

Reiterate fit for the position and ask if there are any other questions

In your final paragraph, let them know that you are available to take any questions they may have regarding your fit for the position. Reiterate how you are the right candidate for the job and appreciated them taking the time to speak with you.

“I look forward to speaking with you further to explore this position, as I am convinced that my skills, passion, and experiences are a perfect match for this exciting opportunity. I hope to become an involved member of your district and a contributing individual in the school community. Please feel free to contact me if any further information is needed. Thank you again for taking the time to meet with me.”

Tailor Your Email to the Specific Job Interview

As with your resume and cover letter, it is best to not send out a generic, one-size-fits-all follow-up email. Take points from your interview such as a specific focus for the future or opportunities for business progress. Relate those points back to your experiences and how your attributes and skills will fulfill the role. Jot down notes after your interview is over to remind yourself of the topics discussed and what points you may want to mention in your follow-up email.

Highlight Qualifications

Reiterate your qualifications and characteristics that make you the perfect candidate for the role. Briefly reestablish why you are a strong candidate for the job and how your previous experiences and expertise will enable you to lead the company into a successful future. Briefly mention, in bullet or paragraph form, the qualifications you have and tie them into what the potential employer is looking for.

Show Enthusiasm for the Role

A well-thought-out follow-up after your interview, whether you complete it through email or over the phone, will show the potential employer that you are extremely interested in the position and truly believe you are a great match for the role. By following up, you are reminding the interviewers that you are a strong candidate and are reinforcing the fact that you are well qualified and should be given consideration. Using strong wording in the follow-up will show the interviewers that you are serious about fulfilling the position.

 Mention Outstanding Details

A follow-up email or phone call is your opportunity to mention any outstanding details you may have missed during the interview. It has been said that we always think of better things to say once we have had time to reflect. This can be said about the interview process. If you believe that there is a better answer to a specific question or want to address a point you missed, then do so in your thank you note.

Proofread

It is imperative that you continue proofreading your work. You submitted an application that granted you the opportunity to interview for a position you are the perfect fit for, why squander that chance by having a grammatical or spelling error in your thank you email. A typo can knock you out of the running; so carefully proofread your work before you hit send. As with everything else you have sent, the thank you email should not be missed and it deserves a final edit before you send it.

The Sooner the Better

Hopefully, you took the time to learn how to close the job interview properly to get the best results. 

Send your follow-up email or phone call within 24 hours of the interview. This will reinstate your interest in the position and will allow you to stand out against the other interviewees.

If you are calling your interviewer directly, and get their voicemail, leave a brief message. Include your full name and phone number, the name of the position, when you interviewed, a thank you, and a request for the person to contact you if you can provide any additional information. Try calling early or late in the day, as your contact will most likely be in the office and not in meetings. Here is an example:

“Hello Mr. Smith. This is Janet Right calling. I just wanted to say thank you for meeting with me yesterday to discuss the Principal position with the Samson School District. If you could please call me back at your earliest convenience with any questions you may have, I would appreciate it. My number is 555-555-5555. Thank you again for your time.” 

Double Check Names

As part of your proofreading process, make sure that you double-check the spelling of the interviewer’s name and title. As well, ensure you have the correct email address. If you are unsure of the spelling or email address, you can always check the company website, LinkedIn, or collect business cards at the end of your interview.

Things to Avoid

The main thing to focus on when preparing to send a thank you email, phone call, or follow up message, is to remain positive. It does not bode well for someone who sounds upset by how long the process is taking or demanding a timeline for when a candidate will be hired. This will most certainly deter any hiring manager from selecting you for the position no matter how qualified you are.

As well, do not bombard the interviewer’s inbox or voicemail with messages. A single follow-up thank you email or phone call usually does the trick. If you have yet to hear from the company after a substantial amount of time, simply sent a quick email stating that you appreciated the opportunity to speak with them and that you are still interested in the job.

Wrapping it up!

Remember that the best follow-up conversations, whether it is through email or over the phone, need to be concise and polite. This is your opportunity to express your strong interest in the position and asking if there is anything else you can provide them to help make their decision in your favor. By getting in touch after an interview, you are not only showing your appreciation for the opportunity, but it also serves as a subtle reminder that you are the right fit for the organization.

 

Would you like further assistance with drafting a winning thank you email or letter? Contact Candace today at candoco@telus.net or toll-free 1-877-738-8052.