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Interview Follow-up Email Template

TL;DR

An interview follow-up email should be sent within 24 hours, reference one specific conversation point, reaffirm your interest in the role, and stay under 120 words. Studies from SHRM and TopResume show 68% of hiring managers say a thank-you email influences their hiring decision.

When to use this template

Send an interview follow-up email after every interview stage — phone screen, first round, panel, and final. Also use for checking in when you haven't heard back within the expected timeframe.

Interview Follow-up email templates

Scenario 1

Immediately after the interview (thank-you)

Subject

Thank you — [position] interview

Body

Hi [Interviewer Name],

Thank you for taking the time today to discuss the [position] role. Our conversation about [specific thing — team priorities, the technical challenge, the growth plan] made me even more excited about the opportunity.

One thing I didn't fully address in our conversation: [brief, valuable add — example of relevant experience, link to portfolio piece, answer to a question you handled weakly]. I wanted to share it for context.

Looking forward to next steps. Happy to provide any additional information that would help.

Best,
[Your name]

Scenario 2

1 week after, no response

Subject

Following up — [position] at [Company]

Body

Hi [Recruiter / Hiring Manager Name],

Checking in on the [position] role. Our conversation on [date] left me excited about the opportunity, and I wanted to make sure I'm still on your radar.

Are you able to share where things stand in the process, or when I might expect to hear back?

If the timeline has shifted, no problem — just appreciate the transparency.

Thanks,
[Your name]

Scenario 3

After being told "no" (keeping the door open)

Subject

Thank you for the update

Body

Hi [Interviewer / Recruiter Name],

Thank you for letting me know, and for the time and consideration throughout the process. I genuinely enjoyed learning about [Company] and the team.

If a similar role opens up in the future — or if there's something adjacent I should know about — I'd love to stay in touch. Happy to connect on LinkedIn.

Best of luck with the hire.

[Your name]

Tips for writing a better interview follow-up email

  • 1Send within 24 hours of the interview — same day is ideal.
  • 2Write separately to each interviewer. Identical emails get noticed and hurt you.
  • 3Reference one specific thing each interviewer said. Generic "Thanks for your time" has near-zero impact.
  • 4Use the follow-up as a chance to address anything you handled weakly in the interview.
  • 5Stay professional even if you were rejected — 20% of rejected candidates end up working at that company later.

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Frequently asked questions

How soon should I send an interview follow-up email?

Within 24 hours, ideally same-day. Research by TopResume and SHRM found that 68% of hiring managers say a thank-you email influences their decision. Timing signals enthusiasm and professionalism.

Should I follow up if I haven't heard back after an interview?

Yes, after 1-2 weeks (or the timeline they gave you). A polite check-in is expected and doesn't hurt your chances. Ghosting candidates is a common hiring mistake, and a follow-up prevents you from falling through the cracks.

Is it weird to send a thank-you email to everyone who interviewed me?

No — it's expected, especially for panel interviews. Send personalized emails to each person. Identical emails to multiple interviewers will be noticed and hurt you.

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