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How To Follow Up With Candidates After A Job Interview: Interview Follow-Up Email Template

How To Follow Up With Candidates After A Job Interview: Interview Follow-Up Email Template

Navigating the post-interview landscape with finesse is as crucial for employers as it is for candidates. How you follow up after an interview can significantly influence a candidate’s perception of your company and affect their decision-making process. This guide provides a comprehensive approach to crafting considerate and effective follow-up communications. Whether you’re sending a personalised email, making a connective phone call, or using instant messaging platforms like LinkedIn, WhatsApp, or Messenger, you’ll find practical tips to engage with candidates post-interview. By mastering these follow-up strategies, you’ll ensure that every candidate feels valued and informed, reinforcing your company’s reputation as an employer of choice.

Enter Your Details Below To Download The Interview Follow-Up Email Template

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Highlights And Key Takeaways:

  1. It is crucial for your brand reputation to follow up with job candidates following an interview.
  2. You can follow up with interviewers by email, phone call, or instant message.
  3. To give the best impression, you can use our free follow-up email, phone call, and instant messaging templates.

Why Companies Should Send A Follow-Up Email To Job Seekers After An Interview

Should I Send A Follow Up Email To Job Seekers After A Job Interview

Opening the communication lines after an interview is more than mere courtesy; it’s a strategic move that can elevate your company’s reputation and candidate experience. You know that the period of silence following an interview can be unnerving for job seekers. They’ve invested not just time, but also hope in the opportunity with your company. By crafting a follow-up email, you’re not just ticking a box in the process, you’re affirming your company’s commitment to transparency and respect.

This thoughtful gesture does wonders for your employer brand. It signals that your company values candidates and their time, fostering a positive impression that can ripple out into the wider job-seeking community. It’s about building relationships, not just filling roles. A well-timed follow-up can also be a tiebreaker, making candidates more likely to accept your job offer over others. For further tips and advice on making a job offer, we recommend reading our blog – Presenting A Job Offer.

Remember, every candidate interaction shapes your brand. Whether you’re offering a position, giving feedback, or simply keeping the lines of communication open, a follow-up email is your chance to leave a lasting positive impact. It’s an echo of your company culture that will resonate well beyond the interview room.

How To Write An Email To A Candidate After An Interview

Writing A Job Interview Follow Up Email

Crafting a follow-up email after a first interview or final interview is an art that balances professionalism with personality. It’s your opportunity to reinforce a positive impression and maintain engagement with your candidates. Let’s break down 7 key elements to include in your follow-up correspondence:

  1. Timing is Everything: You want to strike while the iron is hot but don’t want to appear overzealous. Aim to send your follow-up email within 24 to 48 hours post-interview. This promptness shows your respect for the candidate’s time and your diligence in keeping the process moving.
  2. Personalise Your Communication: Begin your email with a personal greeting, using the candidate’s name to add a personal touch. Reference a highlight or specific conversation from the interview to show attentiveness and genuine interest in their job application.
  3. Be Clear and Concise: Clarity is key in your follow-up. Outline the next steps clearly, providing a timeline for when they can expect to hear back about their application. Avoid unnecessary jargon and keep your email succinct to ensure your message is understood.
  4. Show Appreciation: Express your thanks to the candidate for taking the time to attend the interview and for their interest in joining your team. Gratitude not only reflects well on your company’s culture but also reinforces the candidate’s value.
  5. Keep the Dialogue Open: Encourage the candidate to reach out if they have any questions or need further clarification on any aspects discussed. This approach signals that you’re open to ongoing communication and value their input.
  6. Feedback: A Two-Way Street: Offer constructive feedback where appropriate, and if the candidate was unsuccessful, provide insights that could aid their professional development. Conversely, invite job applicants to offer feedback on the interview process, demonstrating your commitment to continuous improvement.
  7. Managing Expectations: Be honest and upfront about the status of their application. If decisions are delayed, communicate this. Managing expectations will prevent frustration and ensure the candidate feels respected throughout the process.

Remember, your follow-up email is more than a tick-box exercise; it’s a reflection of your company’s ethos and approach to people management. It’s about creating a dialogue that could lead to not just a new hire, but a lasting professional relationship.

Example Subject Lines For A Follow-Up Email

Follow Up Email Subject Line Examples

The subject line of your follow-up email is the gateway to your communication; it needs to grab attention and convey intent clearly. As a general rule, your subject line should be direct and informative, indicating the purpose of your email succinctly. It should reflect the position discussed and be specific enough to remind the candidate of the job title and the company. Let’s look at some crafted subject lines that set the right tone for your follow-up email:

  • “Thank You for Interviewing for [Job Title] with [Company Name]”
  • “Next Steps: [Job Title] Position with [Company Name]”
  • “Your [Job Title] Interview – What’s Next?”
  • “We Appreciate Your Interest in the [Job Title] Role”
  • “Update on Your Application for [Job Title] at [Company Name]”
  • “[First Name], Thanks for Discussing the [Job Title] Position with Us”
  • “Following Up on Your Interview for [Job Title]”
  • “Continuing Our Conversation About the [Job Title] Opportunity”
  • “Just Checking In: [Job Title] Position at [Company Name]”

These subject lines are crafted to be clear and professional, each adhering to the general rule of highlighting the job title and position, ensuring the candidate knows exactly which role and company the email pertains to. Still pondering on the best job title for your new job vacancy? Discover how to pick a job title in our guide – Job Title Examples.

Follow Up Email Templates

Follow Up Email Template

Navigating the post-interview phase efficiently requires a delicate balance of communication. Whether you’re keeping candidates engaged, informing them of ongoing processes, or conveying the final hiring decision, having a structured approach is essential. Before you hit send on multiple emails, it’s crucial to ensure each message is crafted with purpose and clarity, tailored to the candidate’s current stage in the interview process.

In the next sections, we will provide you with a suite of email templates designed to address various outcomes and scenarios that follow an interview. These templates aim to streamline your correspondence and ensure candidates are informed, engaged, and respected throughout:

  • Keeping Candidates Warm Follow-Up Email Template: Ideal for when you want to maintain a candidate’s interest as you navigate through the hiring decision process.
  • Still Interviewing Other Candidates Follow-Up Email Template: Use this when you want to be transparent with a candidate that they are still being considered, but other interviews are underway.
  • Invite To A Second Interview Follow-Up Email Template: For when a candidate has made a strong impression and you wish to advance them to the next stage of the hiring process.
  • Unsuccessful Candidates Follow-Up Email Template: A template that allows you to communicate a difficult message with professionalism and empathy when a candidate didn’t get the job.
  • Successful Candidates Follow-Up Email Template: This template is for offering the position to the candidate who has interviewed and been selected to join your team.

Each template is crafted to address the unique situation you find yourself in after a candidate has interviewed, providing a starting point that you can personalise to fit the individual circumstance. They’re designed to ensure that every candidate, irrespective of the outcome, feels valued and informed, reflecting positively on your company’s recruitment process.

Keeping Candidates Warm Follow-Up Email Template

Keeping Candidates Engaged After The Job Interview

There are times in the recruitment process when making a swift hiring decision isn’t feasible, yet it’s crucial to keep your leading candidates engaged and interested in the role. During these periods, a ‘keeping candidates warm’ email is your tool of choice. It helps to maintain a connection with the candidates, assuring them that they are still being considered for the position. The overall tone of this email should be encouraging and should reaffirm your interest in their application, leaving them looking forward to hearing from you. Here are two templates to help you construct a considerate follow-up note:

Enter Your Details Below To Download The Interview Follow-Up Email Template

Template 1:

Subject: Your Recent Interview for [Job Title] – We’re Still Buzzing!

Dear [Candidate’s Name],

I hope this message finds you well.

We wanted to take a moment to send you a warm follow-up note post your recent job interview for the [Job Title] position with us at [Company Name]. It was a pleasure learning about your [mention a specific skill/experience] and we’re quite impressed by your potential fit for our team.

As we are committed to a thorough selection process to find the best match for both our team and candidates, we are still in the midst of interviewing other promising individuals. However, we are genuinely interested in your profile, and we wanted to assure you that you are very much still in the running.

Should you require any additional information about the role, or if there’s anything else you’d like to share about your application, please don’t hesitate to reach out.

We thank you for your patience and your interest in joining [Company Name]. You’ll be the first to know as soon as there are updates regarding your application status.

Looking forward to hearing from you, and once again, thank you for your time and enthusiasm.

Warm regards,

[Your Name]

[Your Job Title]

[Company Name]

[Contact Information]

Template 2:

Subject: Following Up from Your [Job Title] Interview – Stay Tuned!

Hello [Candidate’s Name],

I trust you’re doing well.

We appreciate your patience as we continue our search for the perfect [Job Title]. Your interview left a positive mark on our team, and we are actively discussing the valuable insights you brought to the table.

While the interview process is still ongoing, we want you to know that your application is under serious consideration. Your experience with [specific experience or skill] is particularly aligned with what we’re looking for.

We will be making our hiring decisions by [specific time frame, if possible], and we promise to keep you updated. In the meantime, should you need any further information or wish to follow up with any questions, we’d be glad to continue the conversation.

Thank you once again for your interest in [Company Name] and for the energy you brought to your job interview. We’re excited at the prospect of potentially working together.

Best wishes,

[Your Name]

[Your Job Title]

[Company Name]

[Contact Information]

These templates aim to communicate continued interest without making premature commitments, thereby keeping candidates informed, appreciated, and engaged while the interview process runs its course.

Still Interviewing Other Candidates Follow-Up Email Template

Still Interviewing Job Applicants

In a competitive job market, it’s common to interview many candidates for a single role, often leading to an extended selection process. When you’re in this scenario, it’s crucial to communicate to your candidates that they are still in contention but the decision-making process is ongoing. A transparent email from the hiring manager directly addresses this situation, ensuring candidates are not left in the dark. It serves as a thank you note for their participation and patience, while also keeping them engaged and informed about the next steps. Below are two templates that facilitate this delicate communication.

Template 1:

Subject: Update on Your Application for [Job Title] at [Company Name]

Dear [Candidate’s Name],

Thank you for the time and effort you invested in your recent interview for the position of [Job Title]. Your application stood out to us, and we are grateful for the chance to learn about your skills and aspirations.

We are currently in the process of interviewing many candidates and are taking the necessary time to ensure every potential team member is given due consideration. This means our decision timeline is a bit longer than usual, but we want to keep you updated.

Your experience with [specific skill or experience] is particularly impressive, and the hiring manager directly wanted to acknowledge the potential we see in your candidacy.

Please feel free to reach out if you have any questions or need further information. We will contact you as soon as we have completed our interview process.

Warm regards,

[Your Name]

[Your Job Title]

[Company Name]

[Contact Information]

Template 2:

Subject: Your [Job Title] Role with [Company Name] – A Quick Update

Hello [Candidate’s Name],

I hope this note finds you well.

I’m reaching out to provide you with an update regarding the [Job Title] position you interviewed for at [Company Name]. We are impressed with your qualifications and are thankful for the insights you shared during our conversation.

As we’ve received interest from many candidates, we are meticulously continuing our interview process to find the best match for our team. The hiring manager directly appreciates your patience as we move through this phase.

We aim to complete interviews by [give a rough timeline if possible], and you can expect a further update following this.

In the meantime, thank you once again for your interest in joining our company, and please do not hesitate to get in touch should you require any additional information.

Kind regards,

[Your Name]

[Your Job Title]

[Company Name]

[Contact Information]

These email templates are structured to maintain a clear line of communication with candidates, ensuring they understand their current standing and the overall recruitment timeline. By keeping candidates updated, you’re demonstrating respect for their time and continued interest in their application.

Invite To A Second Interview Follow-Up Email Template

Final Interview Invite

When a candidate’s initial interview shows promise, inviting them to a second interview is a pivotal step. This invitation is not only a sign of serious interest but also an indication that they are a strong contender, possibly one conversation away from a final decision. The next round of interviews often involves more detailed interview questions, perhaps with senior leadership, and serves as the last round before an offer is extended. It’s a chance for both parties to ask additional questions and confirm the fit is right. Here are two templates to formally invite a candidate to final interviews.

Template 1:

Subject: Invitation to Second Interview for [Job Title] with [Company Name]

Dear [Candidate’s Name],

Following our recent discussions, we are pleased to inform you that you have been shortlisted for the next round of interviews for the [Job Title] role at [Company Name]. Your first interview was impressive, and we are keen to explore the potential fit further.

The final interviews are an opportunity for you to meet with our senior management team, who are eager to understand your vision and discuss in more depth the contributions you could bring to the team.

Could you please let us know your availability for the next round? We are flexible and willing to accommodate your schedule.

Additionally, if you have any more interview questions or require further details about the role, please feel free to ask.

We are looking forward to our continued conversations and are hopeful about what the future could hold.

Best regards,

[Your Name]

[Your Job Title]

[Company Name]

[Contact Information]

Template 2:

Subject: Second Round Interview – [Job Title] at [Company Name]

Hello [Candidate’s Name],

We are excited to extend to you the opportunity to join us for the final round of interviews for the position of [Job Title]. Your insights and experience thus far suggest a promising alignment with our team’s goals.

The next interview will delve into more specific aspects of the role and will be a chance for you to showcase how your unique skills can benefit [Company Name].

Please let us know your availability to attend an interview on [insert a date], as we are eager to proceed to this last round and move closer to a final decision.

If there’s anything you’d like to discuss or if you have any additional questions ahead of our next meeting, do not hesitate to reach out.

Thank you for considering furthering your career with us. We believe you have the potential to make a significant impact here at [Company Name].

Warmest regards,

[Your Name]

[Your Job Title]

[Company Name]

[Contact Information]

Both templates aim to convey excitement about the candidate’s potential at the company while providing them with a clear understanding of what to expect in the upcoming interview. They also leave room for the candidate to engage further, ensuring any of their remaining queries can be addressed ahead of the final decision.

Unsuccessful Candidates Follow-Up Email Template

Responding To An Unsuccessful Person

Informing a candidate that they haven’t been successful is one of the more challenging aspects of the recruitment process, but it’s an essential step to maintain professionalism and respect. A thoughtful thank you email acknowledges the time and effort they’ve invested, which is greatly appreciated. It’s also an opportunity to provide feedback that may help them in their ongoing job search. While it’s not always easy to convey this news, a well-crafted message can ensure the person feels valued and has a positive view of the application process with your company, regardless of the outcome.

Template 1:

Subject: Update on Your Application for [Job Title]

Dear [Candidate’s Name],

I hope you’re doing well.

We wanted to extend our sincerest thanks to you for your interest in the [Job Title] role and for the time you dedicated to the interview process with us at [Company Name].

After careful consideration and interviewing a number of candidates, we have had to make some very difficult decisions. It is with regret that I inform you we will not be moving forward with your application for this position.

We genuinely appreciated the chance to learn about your skills and experiences and were impressed by your qualifications. We would like to provide feedback, should you find it helpful for your job search, and encourage you to apply for future positions with [Company Name] that match your credentials.

Thank you once again for your interest in joining our team and for the effort you put into your application. We wish you all the best in your career endeavours.

Kind regards,

[Your Name]

[Your Job Title]

[Company Name]

[Contact Information]

Template 2:

Subject: Your Application for [Job Title] at [Company Name]

Hello [Candidate’s Name],

Firstly, let me say thank you for the time, energy, and enthusiasm you brought to the application process for the [Job Title] role with us. Your dedication is greatly appreciated.

After a comprehensive review of how many candidates we had and their respective interviews, we have made the difficult decision to not proceed with your application. This decision was not an easy one given the high caliber of candidates like yourself.

We would be happy to provide feedback on your interview to assist you in your future job search endeavours. Please do not hesitate to reach out if this would be of interest to you.

We are grateful for the opportunity to get to know you and hope you will not be discouraged from applying for future positions with [Company Name].

Again, thank you for considering a career with us, and we wish you success as you continue on your professional journey.

Warm wishes,

[Your Name]

[Your Job Title]

[Company Name]

[Contact Information]

These templates are designed to deliver a message that, while unfortunate, also expresses gratitude and offers support. They ensure that candidates are treated with respect and leave with a positive impression of the application process and the company.

Successful Candidates Follow-Up Email Template

Job Offer Email

The moment has come to extend a job offer to a successful candidate, marking a celebratory milestone in the recruitment journey. This pivotal email conveys the exciting news that they have been selected for the position, and it includes essential job details that the candidate has been eagerly awaiting. Crafting this email with enthusiasm while providing the necessary next steps ensures a positive response and sets the tone for a promising working relationship. A clear and joyful message not only reflects the company’s culture but also reaffirms the candidate’s decision to join your team.

Template 1:

Subject: Congratulations – Your Offer for [Job Title] at [Company Name]

Dear [Candidate’s Name],

We are thrilled to inform you that, following a thorough selection process, we would like to extend to you the offer for the position of [Job Title] with [Company Name]. Your talents and enthusiasm stood out to us, and we are excited about the prospect of you joining our team.

Enclosed are the job details, including your start date, salary, and outline of benefits. We believe that you will be a valuable asset to our company and look forward to the skills and creativity you will bring.

Please review the attached offer letter at your convenience and feel free to contact us with any questions or if you need further clarification on any points.

We would appreciate receiving your response by [insert date], and of course, we are here to discuss any aspects of the offer before you make your decision.

Best regards,

[Your Name]

[Your Job Title]

[Company Name]

[Contact Information]

Template 2:

Subject: Offer of Employment for [Job Title] Position at [Company Name]

Hello [Candidate’s Name],

Congratulations! It is with great pleasure that we extend to you the job offer for the role of [Job Title] at [Company Name]. We were impressed with your skills and professional acumen throughout the interview process, and we eagerly anticipate your contributions to our team.

Within this email, you will find attached the job details that outline the terms of our offer, including salary, benefits, and any other pertinent information regarding your employment with us.

Should you have any queries or require additional information, please do not hesitate to contact me directly. We hope to confirm your acceptance soon and are looking forward to welcoming you aboard.

Best regards,

[Your Name]

[Your Job Title]

[Company Name]

[Contact Information]

In these templates, conveying genuine enthusiasm and providing clear instructions on how to proceed reinforces the company’s commitment to the candidate and paves the way for a smooth onboarding process.

How To Follow Up With Candidates By Phone Call After A Job Interview

Phone Call Job Interview Follow Up

Following up by phone call after a job interview allows for a personal touch that can set a potential employer apart. It’s a direct way to gauge a candidate’s ongoing interest in the role, especially if they might be considering other jobs. When you hear their voice, you can better sense their enthusiasm, and they can hear the genuine interest from the employer. Here’s how to approach this conversation.

Before dialling, ensure you’re prepared to discuss the position and the person’s performance in the interview with a positive and professional tone. It’s also a good time to mention any new developments that might be relevant to their application.

When on the call, start by introducing yourself and reminding the candidate of your role – whether you’re the Hiring Manager or a recruiter. Confirm that it’s a convenient time to talk and express that you’re following up because you’re interested in their application and enjoyed the conversation during the interview.

Ask if they’ve had time to consider the position further and whether they are still interested. It’s courteous to inquire if they’ve been exploring other jobs, as this can affect their decision-making process and your timeline.

Here’s how you could structure the call:

  1. Introduction and Courtesy Check: Begin by introducing yourself and asking if it’s still a good time for them to speak.
  2. Purpose of Call: Clearly state that you’re calling to follow up on their recent interview for the position at your company.
  3. Candidate Feedback: Invite them to share their thoughts about the role and the interview process. This demonstrates that you value their opinion.
  4. Company Update: Provide any updates on the interview timeline or mention new developments that might interest them.
  5. Check Interest: Directly ask if they are still interested in the opportunity and if they have any new questions about the role or company.
  6. Discuss Next Steps: Inform them of the next steps in the recruitment process or, if applicable, make an offer or schedule a second interview.
  7. Other Opportunities: If they are no longer interested, it’s helpful to know if they’ve accepted other jobs or have feedback on why they’re not pursuing your offer.
  8. Closing: Thank them for their time and interest, regardless of the outcome. Leave the conversation on a positive note, keeping the door open for future opportunities.

By ensuring each phone call is conducted with professionalism and respect, you maintain a positive company image and reinforce the candidate’s worth, whether or not they become an employee.

How To Follow Up With Candidates By Instant Message After A Job Interview

Instant Message Job Interview Follow Up

In the digital age, following up with candidates via instant messaging platforms like LinkedIn, WhatsApp, or Messenger can be an effective way to communicate swiftly and informally. This method can be particularly useful if the candidate has already corresponded with you through these channels or if you’ve established a mutual understanding to use them. Instant messaging can sometimes feel more personal and immediate than a thank you email, fostering a friendly rapport.

When using instant messaging to follow up after a job interview, keep the conversation professional and respectful. Begin by expressing gratitude for the candidate’s time and for attending the interview, just as you would in a thank you email.

Here’s a step-by-step guide for your message:

  1. Initial Greeting: Start with a polite greeting and a thank you for the interview opportunity.
  2. Reference the Interview: Quickly reference a particular point from the interview to refresh their memory and personalise the message.
  3. State Your Purpose: Clearly articulate that you’re following up on their interview for the job role.
  4. Provide Updates: Share any relevant updates regarding the recruitment process or the timeline.
  5. Seek Their Interest: Ask if they have any further questions or remain interested in the position.
  6. Outline Next Steps: Let them know what they should expect next or if there are any additional steps they need to be aware of.
  7. Availability for Queries: Ensure they know you’re available for any further questions or discussions, maintaining an open channel for communication.
  8. Closing: Conclude with a courteous sign-off, expressing eagerness to hear back from them.

Keep the tone warm yet professional, and be mindful that instant messages are often read on the go. Being concise is key. Here’s how a message might look:

“Hello [Candidate’s Name], thank you again for meeting with us on [day]. We appreciated the chance to learn about your skills and experiences. I’m following up to let you know that we are currently in the process of reviewing candidates and will have an update soon. In the meantime, please feel free to reach out if you have any questions or need further information about the role. Best regards, [Your Name]”

By adopting instant messaging as part of your follow-up protocol, you show that your company is adaptive and modern, valuing communication and candidate engagement.

Job Interview & Recruitment Process Resources

Recruitment Process Resources

Any Hiring Manager, recruiter, employer, or HR professional can make use of our online resources. These include advertising for a job resources such as a job description templatejob advert template, and job description library, containing example job descriptions for thousands of job titles. We also have several guides to help with all stages of the interview process, including Job Interview Questions And ExamplesHow To Interview CandidatesHow To Conduct Remote Interviews, and How To Conduct Phone Interviews.

If you are preparing to interview job seekers, the following guides will be particularly useful:

Interview Process Follow-Up FAQs

Next, we answer Hiring Manager and job seeker frequently asked questions on the hiring process and interview follow up:

HOW DO YOU FOLLOW UP WITH A CANDIDATE AFTER AN INTERVIEW?

After concluding an interview, it’s vital to maintain the momentum of the recruitment process by engaging with your candidate courteously. A follow-up email should ideally be dispatched within 24 hours, expressing gratitude for their time and reaffirming the next steps. This not only keeps the candidate informed but also underscores the professionalism of your organisation. 

HOW DO YOU POLITELY FOLLOW UP AFTER AN INTERVIEW?

To follow up politely after an interview, a Hiring Manager should draft a professional email that conveys sincere thanks to the candidate for attending the interview and contributing their insights. Reiterate your enthusiasm about their potential fit within the company and gently inquire if they require any further information or if there’s anything more they’d like to share about their qualifications or experience. 

HOW LONG SHOULD YOU WAIT AFTER AN INTERVIEW TO FOLLOW UP?

For job candidates, patience is a virtue in the post-interview phase. Generally, it’s prudent to wait at least one week before reaching out. This allows the recruitment team ample time to deliberate. However, if a specific timeframe was mentioned during the interview, it’s appropriate to follow up a day after the provided date has passed. 

HOW DO YOU POLITELY ASK FOR INTERVIEW RESULTS?

To inquire about the outcome of your interview with due politeness, compose an email that starts with a note of thanks for the opportunity and the interviewer’s time. Proceed to express your continued interest in the position and the company, followed by a tactful request for any updates they might be able to share regarding the decision-making process. 

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