Landing an interview for a job you really want is a significant accomplishment. It signifies that your resume and cover letter resonated with the hiring manager, and your initial qualifications met their needs. The interview itself provides an opportunity to showcase your personality, skills, and experience in a more dynamic way. However, the period following an interview can often be fraught with uncertainty. You’ve put your best foot forward, answered their questions thoughtfully, and hopefully made a lasting impression. Now, the waiting game begins. It’s natural to feel anxious about the status of your application and wonder when you can expect to hear back. This comprehensive guide provides you with the knowledge and strategies to effectively inquire about your application status after an interview, maintaining professionalism while demonstrating your continued interest.
Why Follow Up?
Before diving into the specifics of *how* to follow up, it’s crucial to understand *why* it’s important. Following up after an interview isn’t just about satisfying your curiosity; it’s a strategic move that can positively influence your candidacy.
- Demonstrates Continued Interest: A well-timed follow-up shows the hiring manager that you are still enthusiastic about the position and the company. It reinforces your initial interest and reiterates your commitment.
- Reinforces Your Brand: It provides another opportunity to subtly remind the interviewer of your qualifications and the value you could bring to their organization. You can briefly reiterate key skills or experiences that align with their needs.
- Clarifies Timeline: The interview process can be lengthy and involve multiple stakeholders. Following up allows you to politely inquire about the expected timeline for a decision, helping you manage your expectations and plan your job search accordingly.
- Differentiates You From Other Candidates: Many candidates simply wait passively after an interview. By proactively following up, you demonstrate initiative and a proactive approach, which can set you apart from the competition.
- Gathers Information: While the primary goal is to inquire about your status, a follow-up can also provide valuable insights into the hiring process and the company’s culture. The way they respond to your inquiry can reveal a lot about their communication style and values.
When to Follow Up: Establishing a Timeline
The timing of your follow-up is critical. Sending an email too soon can come across as impatient or pushy, while waiting too long might suggest a lack of interest. The ideal timeframe typically depends on what was discussed during the interview.
- Pay Attention to the Interviewer’s Guidance: During the interview, most hiring managers will provide an estimated timeline for their decision-making process. Listen carefully and take note of any specific dates or timeframes mentioned. For example, they might say, “We expect to make a decision within two weeks” or “We will be conducting second-round interviews next week.” This information is your primary guide.
- Adhere to the Given Timeline: If the interviewer provided a specific date or timeframe, adhere to it. Avoid contacting them before that date has passed. Respecting their timeline demonstrates professionalism and consideration for their process.
- If No Timeline Was Provided: If the interviewer did not mention a specific timeline, a general guideline is to wait approximately one week to ten days after the interview before following up. This allows them sufficient time to evaluate candidates and begin the decision-making process.
- Consider the Urgency of the Role: In some cases, the role might be urgent, and the company needs to fill it quickly. If you get the sense that this is the case (perhaps the interviewer emphasized the urgency or the quick turnaround time), you might consider following up slightly earlier, perhaps after five business days.
- Factor in Holidays and Weekends: Be mindful of holidays and weekends when calculating your follow-up timeline. Avoid sending a follow-up email on a Friday afternoon or the day before a major holiday, as it might get lost in the shuffle.
Crafting Your Follow-Up Email: A Step-by-Step Guide
The content of your follow-up email is just as important as the timing. A well-crafted email should be professional, concise, and express your continued interest without being demanding or pushy. Here’s a step-by-step guide to crafting an effective follow-up email:
- Subject Line: Keep it Clear and Concise: The subject line is the first thing the hiring manager will see, so make it clear and easy to understand. Avoid anything vague or overly creative. Some effective subject lines include:
- “Following Up on [Job Title] Interview – [Your Name]”
- “Checking In: [Job Title] Application – [Your Name]”
- “[Your Name] – Follow-Up Regarding [Job Title] Interview”
- Greeting: Address the Interviewer Appropriately: Use the same level of formality you used during the interview. If you addressed the interviewer by their first name during the interview, you can continue to do so in your email. Otherwise, use “Dear Mr./Ms./Dr. [Last Name].”
If you are unsure of the interviewer’s name or title, you can try to find it on the company website or LinkedIn. If you absolutely cannot find the name, a generic greeting such as “Dear Hiring Manager” is acceptable, but it’s always better to personalize it if possible. - Express Gratitude: Thank the Interviewer Again: Begin your email by reiterating your appreciation for the interview opportunity. This shows respect for their time and effort.
"Dear [Interviewer Name], Thank you again for taking the time to interview me for the [Job Title] position on [Date of Interview]. I truly enjoyed learning more about the role and [Company Name]." - Reiterate Your Interest: Emphasize Your Enthusiasm: Briefly reiterate your interest in the position and highlight what you found particularly exciting about the opportunity. This reinforces your commitment and reminds the interviewer why you are a strong candidate.
"I am very interested in the [Job Title] position and believe that my skills and experience in [relevant skill 1] and [relevant skill 2] would be a valuable asset to your team. I was particularly excited to learn about [specific project or aspect of the role discussed during the interview]." - Inquire About the Application Status: Politely Ask for an Update: This is the core of your email. Phrase your inquiry politely and respectfully. Avoid demanding language or accusatory tones. Here are some examples:
- “I am writing to follow up on my application and inquire about the status of the hiring process.”
- “I would appreciate an update on the timeline for your decision.”
- “Could you please provide an estimated timeframe for when I might expect to hear back regarding the next steps?”
- “I understand that you are likely reviewing several applications, but I would be grateful for any information you can share about the progress of the selection process.”
- Reinforce Your Qualifications (Optional): If you feel it’s appropriate, you can briefly reiterate one or two key qualifications that align with the job requirements. This is an opportunity to subtly remind the interviewer of your strengths without being overly repetitive. However, use this sparingly and only if you have something new or particularly relevant to add.
"As we discussed, my experience in [relevant skill] and my track record of [achieving specific results] align well with the requirements of this role." - Offer Assistance or Provide Additional Information (Optional): If there’s anything else you can offer or any additional information you can provide to assist them in their decision-making process, mention it briefly. This shows your willingness to go the extra mile.
"Please let me know if there is any additional information I can provide to assist with your decision." - Express Your Availability: Reiterate Your Readiness to Move Forward: Reiterate your availability for the next steps in the hiring process.
"I am available for a second interview at your earliest convenience." - Closing: Use a Professional Closing: Use a professional closing such as “Sincerely,” “Best regards,” or “Thank you for your time and consideration.”
- Signature: Include Your Full Name and Contact Information: Include your full name and contact information (phone number and email address) in your signature. This makes it easy for the interviewer to reach you.
Sincerely, [Your Name] [Your Phone Number] [Your Email Address]
Example of a Complete Follow-Up Email:
Subject: Following Up on Marketing Manager Interview - Jane Doe
Dear Mr. Smith,
Thank you again for taking the time to interview me for the Marketing Manager position on October 26, 2023. I truly enjoyed learning more about the role and Acme Corporation.
I am very interested in the Marketing Manager position and believe that my skills and experience in digital marketing and content creation would be a valuable asset to your team. I was particularly excited to learn about the upcoming product launch campaign.
I am writing to follow up on my application and inquire about the status of the hiring process. I would appreciate an update on the timeline for your decision.
As we discussed, my experience in developing and executing successful marketing campaigns aligns well with the requirements of this role.
Please let me know if there is any additional information I can provide to assist with your decision.
I am available for a second interview at your earliest convenience.
Sincerely,
Jane Doe
(555) 123-4567
[email protected]What to Avoid in Your Follow-Up Email
While following up is important, it’s equally crucial to avoid certain behaviors that could negatively impact your candidacy. Here are some common pitfalls to avoid:
- Don’t Be Demanding or Entitled: Avoid using language that sounds demanding, entitled, or impatient. Phrases like “I expect to hear back from you immediately” or “I deserve an update” are inappropriate and will likely alienate the hiring manager.
- Don’t Be Overly Aggressive or Persistent: Sending multiple follow-up emails within a short period is generally not advisable. It can come across as pushy and annoying. Stick to one follow-up email unless you have a specific reason to send another (e.g., the interviewer requested additional information).
- Don’t Complain or Criticize: Avoid complaining about the interview process or criticizing the company. Even if you had a negative experience, it’s best to remain professional and positive in your communication.
- Don’t Ask About Salary or Benefits Too Early: While it’s important to understand the compensation package, it’s generally best to avoid discussing salary and benefits in your initial follow-up email. Focus on your interest in the role and your qualifications. These topics can be addressed later in the hiring process.
- Don’t Use Informal Language or Abbreviations: Maintain a professional tone throughout your email. Avoid using slang, abbreviations, or emojis.
- Don’t Send a Generic Email: Personalize your email to the specific interviewer and the specific role. Avoid sending a generic template that could be used for any job application.
- Don’t Neglect to Proofread: Before sending your email, carefully proofread it for any typos, grammatical errors, or spelling mistakes. A poorly written email can create a negative impression.
Responding to the Reply (or Lack Thereof)
After sending your follow-up email, you’ll likely receive one of two responses: a reply or no reply. Understanding how to respond to each scenario is crucial.
If You Receive a Reply:
- Thank the Interviewer for Their Response: Always begin by thanking the interviewer for taking the time to respond to your email. This shows appreciation for their communication.
- Acknowledge the Information Provided: Acknowledge the information they provided regarding the status of your application. For example, if they informed you that they are still reviewing applications, acknowledge that and express your understanding.
- Reiterate Your Interest (If Appropriate): If the interviewer’s response is positive or indicates that you are still under consideration, reiterate your interest in the position and your availability for the next steps.
- Maintain a Positive Tone: Regardless of the content of the reply, maintain a positive and professional tone in your response.
- Example Response:
Dear Mr. Smith, Thank you for your prompt response. I appreciate the update on the hiring process for the Marketing Manager position. I understand that you are still reviewing applications, and I appreciate you keeping me informed. I remain very interested in this opportunity and am available for a second interview at your earliest convenience. Thank you again for your time and consideration. Sincerely, Jane Doe
If You Don’t Receive a Reply:
- Don’t Panic: It’s not uncommon to not receive a reply to your follow-up email. Hiring managers are often busy and may not have the time to respond to every inquiry.
- Avoid Sending Multiple Follow-Ups: Resist the urge to send multiple follow-up emails. As mentioned earlier, this can come across as pushy and annoying.
- Consider One Final Follow-Up (Optional): If you haven’t heard back after two weeks from your initial follow-up, you might consider sending one final, brief follow-up email. However, this is optional and should be done with caution.
- Keep it concise and polite.
- Express your understanding of their busy schedule.
- Reiterate your interest one last time.
- Example:
Subject: Following Up Again: Marketing Manager Interview - Jane Doe Dear Mr. Smith, I hope this email finds you well. I am writing to follow up one last time regarding my application for the Marketing Manager position. I understand that you are likely very busy, but I wanted to reiterate my strong interest in this opportunity. Thank you for your time and consideration. Sincerely, Jane Doe
- Move On: If you don’t receive a reply after your final follow-up, it’s time to move on and focus on other job opportunities. It’s possible that the company has chosen another candidate or that the position has been put on hold.
- Don’t Take it Personally: Try not to take the lack of response personally. There are many reasons why you might not have been selected for the role, and it doesn’t necessarily reflect on your qualifications or abilities.
Alternative Methods of Following Up
While email is the most common and generally preferred method of following up after an interview, there are a few alternative methods you might consider, depending on the specific circumstances and your relationship with the interviewer.
- Phone Call: A phone call can be appropriate if you have a strong rapport with the interviewer or if they specifically requested that you follow up by phone. However, exercise caution and be mindful of their time. Keep the call brief and to the point.
- Prepare a script beforehand.
- Be polite and respectful.
- Ask if they have a few minutes to speak.
- Reiterate your interest and inquire about the status of your application.
- LinkedIn Message: If you are connected with the interviewer on LinkedIn, you might consider sending a brief message to follow up. However, use this method sparingly and only if you have a genuine reason to connect on LinkedIn (e.g., you have a shared professional interest).
- Thank You Note: A handwritten thank-you note can be a nice touch, especially if you are interviewing for a position in a more traditional industry. However, be mindful of the timing and ensure that the note arrives within a reasonable timeframe after the interview.
- Express your gratitude for the interview opportunity.
- Reiterate your interest in the position.
- Mention something specific you discussed during the interview.
Managing Expectations and Dealing with Rejection
It’s important to manage your expectations throughout the job search process and be prepared to deal with rejection. Not every interview will lead to a job offer, and that’s perfectly normal. Here are some tips for managing your expectations and handling rejection:
- Remember That the Hiring Process Takes Time: The hiring process can be lengthy and involve multiple stages. Be patient and try not to get discouraged if you don’t hear back immediately.
- Focus on What You Can Control: You can’t control the hiring manager’s decision, but you can control your own actions. Focus on preparing thoroughly for each interview, following up professionally, and continuing your job search.
- Learn From Each Interview: Treat each interview as a learning opportunity. Reflect on your performance and identify areas where you can improve.
- Don’t Take Rejection Personally: There are many reasons why you might not have been selected for a role, and it doesn’t necessarily reflect on your qualifications or abilities. The company might have chosen a candidate with more specific experience or a better fit for their culture.
- Stay Positive: Maintaining a positive attitude is crucial throughout the job search process. Believe in yourself and your abilities, and don’t give up on your job search goals.
- Seek Support: Talk to friends, family, or career counselors for support and encouragement. They can provide valuable perspective and help you stay motivated.
Conclusion
Following up after an interview is a crucial step in the job search process. It demonstrates your continued interest, reinforces your brand, and provides an opportunity to gather information about the hiring process. By following the tips and strategies outlined in this guide, you can effectively inquire about your application status while maintaining professionalism and increasing your chances of landing your dream job. Remember to be patient, persistent, and positive, and never give up on your job search goals.