Rolekeep / Guide
How to write a follow-up email after an interview
A good follow-up email after an interview is short, specific and sent on time. Here is when to send it, what to put in it, and four templates you can copy.
- Within 24 hoursSend a short thank-you to each person you met.
- Two working days after their dateCheck in if you haven’t heard back. No date given? Wait about a week.
- A week after thatOne last polite check-in. Then put the role on hold.
What to put in it
- Thanks, in one line. Name the role so they know which conversation you mean.
- One thing from the conversation. A question they asked, a problem they described, a detail about the team. This is what makes it read as yours and not a template.
- Why you fit, in a sentence. Connect that detail to something you have done.
- Anything you promised. If you said you would send a portfolio, references or a work sample, send it or say when.
- The next step. Say you look forward to hearing about next steps. Don’t ask for a decision.
Four templates you can copy
1 / Same dayThe thank-you
SubjectThank you, [Role] interview
Hi [Name],
Thank you for your time today. I enjoyed hearing about [a specific detail from the conversation], and it made me more interested in the [Role] role.
[One sentence linking that detail to your experience.]
I look forward to hearing about next steps.
Best,
[Your name]
2 / No reply yetThe check-in
SubjectChecking in: [Role] application
Hi [Name],
I hope your week is going well. I wanted to check in on the [Role] role we discussed on [date]. I’m still very interested and happy to share anything else that would help.
Is there an updated timeline for a decision?
Thank you,
[Your name]
3 / After the final roundThe closer
SubjectThank you for the final interview
Hi [Name],
Thank you for having me in for the final round, and please pass my thanks to [names]. Meeting the team made the role feel very real. [One thing you would do in the first months, tied to what you heard.]
I’m excited about the chance to join and look forward to hearing from you.
Best,
[Your name]
4 / You promised somethingThe promise kept
Subject[Item] as promised, [Role]
Hi [Name],
As promised in our conversation on [date], here is [the portfolio case, references, work sample]. [One line on why it is relevant to what they asked.]
Thanks again for your time. Happy to walk through it if useful.
Best,
[Your name]
Subject lines that get opened
- Thank you, [Role] interview
- Great speaking with you today, [Name]
- Checking in: [Role] application
- [Item] as promised, [Role]
Mistakes to avoid
- Waiting too long. A thank-you that arrives three days later reads as an afterthought.
- Sending the same email to everyone. Each person you met should see a detail from their part of the conversation.
- Forgetting what you promised. If you said you would send something, the follow-up is where it belongs.
- Pushing for a decision. Ask about the timeline, not the outcome.
- Following up too often. Two check-ins after the thank-you is enough.
Questions people ask
How long should I wait to follow up after an interview?
Send a short thank-you within 24 hours. If they gave you a decision date, wait until two working days after it before checking in. If they gave no date, wait about a week.
Is it OK to follow up more than once?
Yes, up to twice after the thank-you, about a week apart. After that, stop emailing and put the role on hold. A reply can still come later.
Should I email the recruiter or the hiring manager?
Thank everyone you met, briefly. Send check-ins about timing to the person who is running the process, usually the recruiter or coordinator.
What if I don’t have the interviewer’s email address?
Send your thanks to the recruiter and ask them to pass it on, or reply to the email that scheduled the interview.
