How to Write a Follow-Up Email After an Interview (Free Templates)

The thank-you goes out the same day or the next. The check-in goes out after the date they gave you, or about a week later if they gave none. After that, one more nudge, then let it go.

Two published surveys back this up:

• A staffing firm survey of more than 300 U.S. HR managers (Accountemps, part of Robert Half, November 2017) found that "Eighty percent of human resources (HR) managers said they take thank-you messages into account when deciding who to hire." The same release advises: "Send a thank-you note within 24 hours. Some employers make hiring decisions shortly after the round of interviews is complete, and you don't want to risk sending your note after that window has closed."
• A Robert Half survey of U.S. workers and managers, run from November 2020 to January 2021, found that "62% of professionals said they lose interest in a job if they don't hear back from the employer within 2 weeks" after the first interview, and "That number jumps to 77% if there is no status update within 3 weeks."

That second number is about candidates, not employers. My read, not the survey's: a hiring team that wants to keep its candidates usually knows it has about two weeks. A friendly check-in around the one-week mark fits inside that window and doesn't look pushy.

Here is the timing in one place:

Three things: thanks, one specific detail from the conversation, and a clear line that you still want the role. The Accountemps release suggests making it personal: "Instead of writing a generic note, customize the message by mentioning a skill that wasn't brought up during the interview or expounding on a topic that was discussed."

Leave out a second copy of your resume, a list of every skill you have, and anything that sounds like pressure.

Subject: Thank you, [Interviewer name]

Hi [Interviewer name],

Thanks for taking the time to talk with me today about the [Job title] role.
I enjoyed hearing about [specific thing they told you, e.g. how the team ships
every two weeks].

It made me more excited about the job. One thing I didn't get to mention:
[a short skill or example that fits what they need].

If you need anything else from me, I'm happy to send it.

Best,
[Your name]
[Phone]

Use this once the date they gave you has passed, or about a week after the interview if they gave no date.

Subject: Checking in on the [Job title] role

Hi [Interviewer name],

I hope your week is going well. I wanted to check in on the [Job title] role
we talked about on [day of interview].

I'm still very interested, and I'd love to hear about next steps when you
have them. If there's anything you need from me, just let me know.

Thanks again,
[Your name]

Send one more, about a week after Template 2. Keep it shorter than the first.

Subject: Re: Checking in on the [Job title] role

Hi [Interviewer name],

Just following up on my note from last week. I'm still interested in the
[Job title] role and would be glad to hear where things stand.

Either way, thank you for your time.

Best,
[Your name]

If this one goes quiet too, stop there and put your energy into the next application. Two follow-ups is plenty.

Final rounds often mean several people. Send each person their own short note, or one note to the person who coordinated, naming everyone.

Subject: Thank you for today

Hi [Name],

Thank you for the final-round conversations today. It was great to meet
[names of the people you met] and to hear more about [specific project or
goal they mentioned].

After today I'm even more sure this is a role I want. I think my work on
[relevant example] would help with [their goal].

Thanks again for your time, and I look forward to hearing from you.

Best,
[Your name]

A kind reply costs you nothing and keeps the door open for the next opening.

Subject: Re: [Job title] role

Hi [Name],

Thank you for letting me know, and for the time you and the team spent with me.
I enjoyed learning about [team or company] and I'd be glad to be considered
for future roles that fit.

If you're open to it, I'd welcome any feedback that could help me in my search.

All the best,
[Your name]

Only use this if the other offer is real. Be honest about the date.

Subject: Timing question on the [Job title] role

Hi [Name],

I wanted to give you a heads-up. I've received another offer and need to
respond by [date]. [Company] is my first choice, so I wanted to ask whether
there's any update on your timeline before then.

I understand if that's not possible. Thanks for your time either way.

Best,
[Your name]

Here is a made-up example to show how the timing works. Consider someone who interviews on a Tuesday, and the recruiter says they'll decide "by the end of next week."

• Tuesday evening: Template 1 to each interviewer.
• The Friday after next goes by with no word. On Monday or Tuesday, Template 2.
• Another week of silence. Template 3, one time.
• Still nothing. They stop following up and keep applying elsewhere.

That's three short emails over about three weeks. Each one is polite and easy to answer. If you're interviewing at several places at once, the hard part isn't writing these emails. It's remembering who you talked to, on what day, and what you said.

Twice after the thank-you is a good ceiling. More than that rarely changes the answer, and it can make a good impression worse. Silence after two check-ins usually means the role moved on or got paused.

Email, in most cases. The Accountemps release puts it this way: "When it comes to following up after an interview, HR managers say the most appropriate methods are email (94 percent) and a handwritten note (86 percent)." Email is also easier for the other person to answer when it suits them.

If you apply to a lot of roles, the follow-ups pile up fast. Morrow fills job applications from answers you give once, and every submission comes back with a receipt, so you can see where you applied and when. It runs on your own computer, Mac or Windows. Your first week is $0, up to 10 real applications. Cancel any time. See Morrow's pricing.