How to Follow Up After an Interview (Templates & Timing)

You crushed the interview. Now what?

The follow-up is your last chance to make an impression, reinforce your interest, and stay top-of-mind. Yet most candidates either skip it entirely or send a generic "thanks for your time" email that gets ignored.

Here's how to follow up strategically after every type of interview interaction.

Why Follow-Up Matters

A thoughtful follow-up:

Reinforces your interest - Shows you're genuinely excited about the role
Keeps you memorable - Helps interviewers remember you among dozens of candidates
Demonstrates professionalism - Shows you understand business communication norms
Provides another touchpoint - Gives you space to add something you forgot to mention
Separates you from lazy candidates - Many don't follow up at all

Research shows that 80% of hiring managers say follow-up emails influence their decision, yet only 24% of candidates send them.

The Thank-You Email: Your First Follow-Up

When to Send It

Send within 24 hours of your interview. Ideally, send it the same evening or next morning.

Why timing matters: Interviewers often debrief and make decisions within 24-48 hours. Your email should arrive while you're still fresh in their mind.

What to Include

A great thank-you email has four parts:

Thank them for their time
Reference something specific from the conversation
Reinforce your interest and fit
Provide a clear next step or closing

Template 1: Standard Thank-You Email

Subject: Thank you - [Position] interview

Hi [Interviewer Name],

Thank you for taking the time to meet with me today about the [Position] role. I really enjoyed our conversation about [specific topic you discussed—their current challenges, a project they mentioned, etc.].

Our discussion reinforced my interest in the position. I'm particularly excited about [specific aspect of the role or company], and I believe my experience with [relevant skill/achievement] would allow me to contribute meaningfully to [specific goal or project they mentioned].

I appreciate you sharing insights about [something they told you about the team, culture, or role]. It confirmed that this would be a great fit for both my skills and career goals.

Please don't hesitate to reach out if you need any additional information from me. I look forward to hearing about the next steps.

Best regards,
[Your Name]

Template 2: Thank-You After Panel Interview

Subject: Thank you for today's interview

Hi [Primary Contact Name],

Thank you to you and the team for taking the time to meet with me today about the [Position] role. It was great to speak with [Name 1] about [topic], [Name 2] about [topic], and [Name 3] about [topic].

I was impressed by [specific thing about the company/team], and the conversation confirmed my strong interest in joining the team. Based on our discussions about [challenge they mentioned], I'm confident my experience with [your relevant experience] would help address those goals.

I'm excited about the possibility of contributing to [specific project or initiative mentioned], and I'd love to continue the conversation.

Thanks again for your time and consideration.

Best,
[Your Name]

Note: If you met with multiple people, you can either:

Send individual emails to each person with personalized references to your conversation with them, OR
Send one email to the main contact mentioning everyone (use this approach if you have less distinct conversations with each person)

Individual emails are better if you spent significant time with each person.

Following Up When You Haven't Heard Back

The Waiting Period

How long to wait:

If they gave you a timeline (e.g., "We'll get back to you by Friday"), wait until that date passes, then give it 2-3 business days
If they didn't give a timeline, wait 1 week after the interview
For final rounds, you can follow up after 5 business days

The Check-In Email Template

Subject: Following up - [Position] application

Hi [Interviewer Name],

I wanted to follow up on my interview for the [Position] role on [date]. I remain very interested in the opportunity and excited about the possibility of joining [Company].

I understand hiring decisions take time, and I don't want to be a pest—I just wanted to reiterate my strong interest and see if there's any additional information I can provide to assist in the decision-making process.

I'm happy to answer any questions or provide references whenever convenient.

Looking forward to hearing from you.

Best regards,
[Your Name]

If You Still Don't Hear Back

Wait another week, then send one final follow-up:

Subject: Checking in - [Position]

Hi [Interviewer Name],

I know you're busy, so I'll keep this brief. I wanted to check in one last time regarding the [Position] role.

If the position has been filled or if you've decided to move forward with other candidates, I completely understand. If you're still in the decision-making process and have any questions for me, I'm happy to help.

Either way, I appreciated the opportunity to learn more about [Company] and meet the team.

Best,
[Your Name]

After this, move on. Don't keep emailing. If they want you, they'll respond.

Following Up After Rejection

Do this: Send a gracious response that keeps the door open.

Why: Hiring decisions change. Budget appears. Other candidates decline. Someone quits. You want to be top-of-mind if that happens.

Template: Response to Rejection

Subject: Re: [Position] - Thank you

Hi [Interviewer Name],

Thank you for letting me know. While I'm disappointed, I really appreciated the opportunity to learn more about [Company] and meet the team.

I remain very impressed by [specific thing about the company], and I'd love to stay in touch for future opportunities that might be a better fit.

If it's helpful, I'd appreciate any feedback you're able to share about my interview to help me improve.

Thanks again for your time and consideration.

Best,
[Your Name]

What happens:

30% of the time, they'll respond with genuine feedback
Sometimes they'll say "We'll keep you in mind for future roles" (and occasionally mean it)
You leave a positive final impression as someone gracious and professional

Special Situations

After a Phone Screen

Keep it brief:

Subject: Thank you - [Position]

Hi [Name],

Thank you for the call today. I enjoyed learning more about the [Position] role and [Company].

Our conversation increased my interest in the opportunity, especially [specific aspect discussed]. I'm excited about the possibility of moving forward in the process.

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

Best,
[Your Name]

After Providing References

Subject: References provided - [Position]

Hi [Name],

I wanted to let you know I've reached out to my references, and they're expecting to hear from you.

For your convenience, here's their contact information again:
- [Name, Title, Company, Phone, Email]
- [Name, Title, Company, Phone, Email]
- [Name, Title, Company, Phone, Email]

Please don't hesitate to reach out if you need any additional information.

Looking forward to the next steps.

Best,
[Your Name]

After a Final Interview

Show stronger enthusiasm:

Subject: Thank you - Final interview for [Position]

Hi [Name],

Thank you for the final interview today. After meeting the team and learning more about [specific projects/goals], I'm even more excited about the [Position] role.

Everything I've learned throughout this process has confirmed that this would be a fantastic fit. I'm particularly energized by [specific aspect], and I'm confident I can contribute to [specific goal] based on my experience with [relevant achievement].

I'm ready to move forward and excited about the possibility of joining [Company]. Please let me know if there's any additional information I can provide.

Looking forward to hearing from you.

Best,
[Your Name]

What NOT to Do

Don't:

Sound desperate:

"I really need this job"
"Please let me know as soon as possible"
"I'm waiting to hear back from you"

Be pushy:

Emailing every other day
Calling repeatedly
Asking "Have you made a decision yet?"

Send a novel:

Keep it concise (3-4 short paragraphs)
Don't rehash your entire interview

Be too casual:

"Hey! Thanks for the chat!"
Using emojis or excessive exclamation points
Being overly familiar

Send a generic template:

"Thank you for your time" with nothing specific
Copy-paste jobs they can tell aren't personalized

Forget to proofread:

Spelling their name wrong
Company name errors
Typos or grammatical mistakes

Advanced Tips

Reference Something Specific

Generic: "I enjoyed learning about the role."

Specific: "I was particularly interested when you mentioned the team is migrating to microservices architecture—that's exactly the type of challenge I was hoping to take on."

Add Value

If you thought of something relevant after the interview, mention it:

"After our conversation about improving user onboarding, I remembered a case study from my previous company where we increased activation rates by 40% through a similar approach. I'd be happy to share more details if helpful."

Address Concerns

If you sensed hesitation about something, address it:

"I noticed some questions about my lack of direct experience with [X]. I wanted to mention that while I haven't used that exact tool, I quickly picked up [similar tool] in my last role and was fully productive within two weeks."

Use Their Communication Style

If they're formal, be formal. If they signed off "Cheers," you can be slightly more casual. Match their tone.

Timing for Multiple Interviews

If you're interviewing at multiple companies, your follow-up can subtly create urgency:

"I'm actively interviewing and evaluating opportunities, but [Company] remains my top choice because of [specific reason]."

Don't lie about other offers, but if you have genuine interest and other irons in the fire, it's fine to mention it.

The Follow-Up Checklist

Within 24 hours after interview:

[ ] Send personalized thank-you email
[ ] Reference specific conversation points
[ ] Reinforce your interest
[ ] Proofread for errors

If no response after their timeline:

[ ] Wait 2-3 business days past their stated timeline
[ ] Send polite check-in email
[ ] Reiterate interest without being pushy

If still no response:

[ ] Wait 1 week
[ ] Send final follow-up
[ ] Accept that you may not hear back and move on

After rejection:

[ ] Send gracious response
[ ] Thank them for the opportunity
[ ] Ask for feedback if appropriate
[ ] Keep the door open for future opportunities

The Bottom Line

Following up isn't about being annoying. It's about being professional, memorable, and strategic.

A great follow-up:

Is timely (within 24 hours)
Is specific (references your actual conversation)
Reinforces fit (connects your skills to their needs)
Is concise (3-4 paragraphs max)
Is professional (proper grammar, tone, formatting)

A weak follow-up:

Is generic ("Thank you for your time")
Is late (3+ days after the interview)
Is too long (multiple pages)
Is pushy (demanding responses or decisions)
Has errors (typos, wrong names, wrong company)

Most candidates don't follow up at all. Those who do often send lazy, generic emails. By sending a thoughtful, specific, well-timed follow-up, you immediately stand out.

It's one of the easiest ways to improve your chances—and most people still don't do it.

Ready to practice your interview skills? Reherse's AI interview coach helps you prepare for every stage of the interview process. Start practicing →