Best Way to Follow Up After a Sales Interview: Why You Must Send Emails

We find it remarkable how little effort many candidates put into their career search. In our view, if it’s worth the time it takes to prepare for, drive to and interview with a potential employer, it’s worth spending a little extra time to get the details right. An often overlooked but potentially important detail is to send a follow up “Thank you” note after each interview. Below are three reasons why it’s imperative to send one and a few tips on how to craft “Thank you” notes that will help you land an offer and keep moving forward in your job search.

1. Introduction to the Hiring Process

It’s essential to understand the inner workings of the hiring process with its various components to increase your chances of success. Interview performance is a crucial aspect that can significantly impact your chances of standing out among numerous applicants. One often overlooked aspect of the hiring process is the follow-up email after an interview. A well-crafted follow-up email can make a significant difference in leaving a positive impression on the hiring manager by showcasing your continued interest in the position. We commonly hear back from our clients how a well written thank you email helped elevate a candidate in the interview process. In this guide, we’ll explore the importance of follow-up emails, how to write them, and provide examples to help you craft your own.

2. Introduction to Follow Ups

A follow-up email after a job interview is a crucial step in the job search process. It not only shows appreciation for the interviewer’s time but also reiterates your interest in the position. Sending a follow-up email can help keep you top-of-mind with the hiring team and increase your chances of landing your dream job. In this section, we will explore the importance of follow-up emails and how they can impact the hiring process. With the right follow-up email template and a clear understanding of the interview process, you can make a positive impression on the hiring manager and move forward in the recruitment process.

3. Separate Yourself.

In our experience, less than half of candidates send a follow up email after interviewing with a hiring manager. Acknowledging the company culture in these emails can make a candidate stand out by demonstrating their enthusiasm and alignment with the organization’s values. These candidates may be ruining their chances of being selected amongst other candidates.

Sending a follow-up email can significantly increase the likelihood of receiving a positive response from the recruiter.

Less than half of candidates send a “Follow Up” email after interviewing.

At the end of a long day of interviewing, the hiring manager is often faced with deciding between two-three candidates. The first paragraph of a follow-up email after an interview should start with a thank you. The smallest of things, (like a “Thank you” email, for example) can help them in their decision-making process.

4. Demonstrate your writing ability and interest in the position.

A well-written “Thank you” note accomplishes two other goals. 1) It demonstrates that you can effectively communicate in writing and 2) it enhances your professional brand by showing that you have a sincere interest in the position. Utilizing an existing email thread for your follow-up can help keep the conversation organized and maintain continuity. On multiple occasions, we’ve had hiring managers pass on candidates because they didn’t take the time to send a “Thank you” note. To paraphrase our clients, “If they won’t follow up with me to get a better job how can I expect them to follow up with prospects?” As painful as it was to reload and start a search over, we tend to agree with their logic. After 25 years in the business, I’ve found that most people are on their best behavior during an interview process, especially when expressing interview in a job.

5. Crafting a Professional Email

Crafting a professional email is essential for making a good impression on the hiring manager. A well-written follow-up email should include a clear subject line, a polite greeting, and a concise message expressing interest in the position. The email should also include a call-to-action, such as asking for further information or an opportunity to discuss the position further. When writing a follow-up email, it’s essential to use a professional tone and avoid spelling errors. A thoughtful follow-up email can help you stand out from other candidates and demonstrate your enthusiasm for the job.

Here are a few examples of sample subject lines and email templates to help you get started.

6. Best Practices for Emails After an Interview

When writing a follow-up email after an interview, there are several best practices to keep in mind. Expressing gratitude and reiterating your interest in the specific job role can help convey your focus and relevance to the position. First, make sure to use a clear and concise subject line that indicates the purpose of the email. Use a professional greeting and address the interviewer by their title and last name, unless you’ve been instructed to use their first name. Keep the email brief and to the point, and avoid repeating information that was already discussed during the interview. Finally, proofread your email carefully to ensure it’s free of spelling and grammar errors.

7. Using a Follow Up Email Template

Using a follow-up email template can be a great way to ensure your email is well-structured and effective. A professional sign-off can positively influence a recruiter’s mind, emphasizing the importance of a polished presentation. A good template should include a clear subject line, a professional greeting, and a concise message that expresses your gratitude and interest in the position.

We share two example email thank you notes in our Interview follow up email template.

Hiring managers often pass on candidates that don’t take the time to send a follow up note.

8. Demonstrate your follow through.

Occasionally an interview process can stretch out several weeks between interview steps. Meaningful conversations during this time can help build professional relationships and demonstrate your skills. A thoughtful and well written “Follow Up” message will keep you top of mind with the hiring manager and demonstrate your follow up skills. An extreme example of this was a sales professional that we placed with one of our clients after a 5 month long interview process (normally their process takes 5 weeks). The hiring manager had an overhire position that he had the green light to fill. With his team well above quota, he was taking his time to find the perfect candidate. Greg (our candidate) was “100% in” with the opportunity and followed up with the hiring manager every 2 weeks like clockwork. With each message, Greg would share a potential prospect that he came across or a thought on how he could capitalize on the opportunity were it given to him. Greg eventually won my client over. More importantly, Greg ended his first year with them as their “Rookie of the Year” and increased his income by over $60,000.

This brings us to a few tips on how to write a Follow Up email after the interview to increase your odds of receiving a job offer.

As classy as a handwritten “Thank You” note is, timing is key and you don’t have the time to wait for mail to arrive. Always send an email within 4 hours of an interview. A best practice would be to send the email the evening of the day that you interviewed. This will put your message in front of the hiring manager(s) while they are still grappling with who will make the cut.
Address concerns or opportunities that were uncovered in the interview.
Send a “Thank you” email to each person that you interviewed with (yes, get a business card from each person you meet in the interviews are in person). Send them a message via Linkedin if they didn’t give you their business card.
Keep your message short, professional and to the point.
Consider sending a second follow up email if you haven’t heard back within a few days. This shows persistence and enthusiasm without seeming overly eager.

Good luck separating yourself during the your career search!