How to Write a Follow-Up Email That'll Guarantee a Callback

How to Write a Follow-Up Email That'll Guarantee a Callback

For most job openings, companies interview up to five candidates.

You've left the interview room and are endlessly thinking about what you said and what the interviewers said. And you are anxiously waiting for a callback.

Chances are you've spent time preparing your answers, your wardrobe and even your handshake before the interview.

Now, there's only one thing you can do that will help your chances fo getting a callback, and that is sending a great follow up email.

Read on and we will teach you how to write a follow-up email after an interview that will guarantee you get called.

Follow up Email After Interview

After your careful interview preparation, there is one more thing you can to set yourself apart from the competition. And that's writing a good follow up email.

Chances are that the majority of other interview applicants will not take this important step and so you will outshine the other applicants by doing this (and doing it well).

But it's a lot more than just sending a quick email hastily typed from your phone. Statistics show that on average, we get 140 emails a day.

This follow-up email is just as important as your cover letter. It must grab the reader's attention and make you unforgettable in a sea of applicants.

Choose your Subject Line with Care

Hubspot reports that 33% of us open emails based on what the subject line reads. Your job is to ensure that the Human Resources Manager or whoever else interviewed you, reads your email.

Keep your subject line short. Many people open their emails on a smartphone first. You don't want words to be running off the screen. In fact, send yourself the email first to test how it looks on mobile.

The best tip for a killer follow up email is to continue on the thread that you already have going. This is a sure fire way to make sure your email is opened.

People naturally continue to invest time in reading threads they are in progress in. Use that to your advantage and reply all.

If there is no established email thread between you and the interviewer, just follow our tips for writing a good subject line and read on.

Be Prompt

Aim to send your email to your interviewer within hours of your meeting.

Thank the hiring manager for his or her time immediately after an interview. This shows that you are seriously interested in the role. It also shows that you are someone with good people skills.

A prompt follow-up email after a phone interview or in-person interview ensures that you remain fresh in the interviewer's mind. If they have already formed a good opinion of you, this thank you email will add to that good impression.

How To Write a Follow-Up Email

Now that you know how to write the subject line and know when to send it, we'll show you exactly how to craft the body of the email.

Step one: address the interviewer by name.

Ensure that you have the correct spelling. It is always a good idea to ask for the interviewer's business card during the interview. Use the card to spell the name correctly.

Step two: thank the interviewer for his or her time.

If you had a panel interview, send a separate follow-up email to each interviewer. Do not send one email with all the interviewer's cc'd on it. That's just lazy.

Step three: state what you enjoyed during the interview.

Was it learning about the company's five-year plan? Or was it hearing about the interviewer's experience at the company's experience?

Step four: re-state your suitability for the role.

This is your chance to toot your own horn again. Whatever, the key point you made in the interview, make it again. State why you are an ideal fit for the organization and the role. Read more about how to be the ideal candidate.

Step five: Make it personable.

Hopefully, during the interview you were able to have a personable connection with the interviewer. If she mentioned she is getting ready for a trip to Panama, wish her well on her trip.

This is your chance to show that you were paying attention during the interview and that you care. You'll show that you can make connections with new people quickly. This can go a long way in tipping the scales in your favour and ensuring you get the follow-up call.

Step six: be optimistic when you sign off.

Instead of regards with your name (read: boring and stuffy), show your positivity and exciting by saying that you hope to hear from him again soon.

You should take one small paragraph for each of these six steps.

Choose the Right Language

Now that you know the format, take time to use the right words that will resonate with the hiring manager.

Refer to the job description (and any notes you made during the interview) to select words that will resonate with the hiring manager.

If there's something you failed to mention, this email is a great place to tell them about that key highlight.

Finally, Carefully proofread before you hit send. One typo can destroy the professionalism and credibility you have worked hard to build. Re-read it carefully and use a spell checker.

Final Thoughts

We hope you have found these tips in writing a follow-up email helpful. Remember, a great interview is not enough to ensure you get a callback. Set yourself apart from the competition with a well-crafted and impressive follow up email.

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