How to Follow Up After a Job Interview

Guide Note After your first meeting for a job interview, your work hasn't ended. There is plenty to think about afterwards, namely the art of the follow up. But what is the proper etiquette, and how can you be sure you've done everything you can to make them want to offer you a position? This page will walk you through all the details of How to Follow Up After a Job Interview.

Table of Contents

Interview Follow Up Tips

  1. Send a thank-you note as soon as possible
  2. Keep the thank-you as formal as the interview
  3. Follow up again if you haven't heard from the employer in a little while
  4. Leave room to negotiate—don't accept the first offer you get

Mahalo Career How Tos

Introduction

The interview is over! (Creative Commons photo by Chuck Patch)
The interview is over! (Creative Commons photo by Chuck Patch)
  • After your initial meeting with an interviewer, it may seem like all that's left to do is sit back and wait for a job offer or rejection. But there are several things you should do when the interview is over.
  • Even if you think you probably aren't getting the job, you should still send a thank-you note. But what should you say, and what's the best way to send formal thank-yous these days? What should you do after the thank-you has been sent? There's plenty to consider when following up after an interview, from dealing with the time you spend waiting for a response to negotiating job offers. Handling each aspect of the follow up effectively will increase your chances for job-search success.

Step 1: Debrief

  • As you walk out the door, you should be preparing for the next steps.
  1. Hopefully you'll have some time to go sit somewhere, rest, collect your thoughts, and take some notes. Maybe you can meet with a friend to discuss the meeting.
  2. If you don't get to make good notes immediately afterward, then try to do so at least by the end of the day or the next morning, while your memory is fresh.
    • Even if you make notes right away, it's good to go back to them later with other thoughts that didn't come to you immediately.
  3. As you're reflecting on the meeting, probably the most important item to consider is whether you think this job is a good fit for you—if the job is right for you and you're right for the job.
  4. Other things to note might include useful information you learned from the meeting, questions you'd like to ask later, or interviewing techniques that could help in future meetings.
  5. One thing you shouldn't do after an interview is stop looking for work. No matter how the interview went, don't let it interrupt your job search.
    • You don't have the job until you receive a formal offer, negotiate terms, sign papers, and begin working.
    • You haven't been rejected until they tell you, you hear that someone else got the job, or they haven't responded to you in several weeks or months.

Step 2: Commit to Sending a Thank-You Note

  1. This is regardless of whether you think you want the job or that it will be offered to you.
    • You never know—what you think was a bad interview may not seem so bad from the interviewer's perspective.
  2. If you want the job, sending a thank-you note helps keep you in contention by maintaining the lines of communication and reminding the interviewer of your interest.
  3. Likewise, if you're not sure if the job is for you, or if the interviewer seemed neutral or even critical of you, a proper thank-you can help maintain a constructive dialogue and get some positive results.
    • Some interviewers express criticism as a way to test applicants; it doesn't necessarily mean they won't hire you. Showing proper initiative after the interview can be a decisive factor.
  4. Even if this particular job clearly is not for you, a thank-you note still helps.
    • It ends things positively, and shows you're professional and truly appreciate being considered for the job.
    • If the interviewer likes you but this job isn't a good fit, there's a chance that s/he might get back to you later with something better, or be willing to refer you to other people.
  5. Inasmuch as the thank-you note helps extend the time you're being considered for a job, it can give you a psychological and practical edge when cultivating other prospective positions. It helps to be able to say that you're talking with other employers.
  6. When should you send the note? As soon as possible, even the same day.
    • Among other things, this helps prevent the possibility of being offered the job before you sent a thank-you for the interview. If this happens, send the thank-you anyway, only now for both the interview and the offer!

Step 3: Decide on the Note's Format

  • It may seem like a simple matter, but there are many questions involving how to send a thank-you note, for instance, whether to go with traditional mail, fax, email, or a phone call. The best format and means of delivery depend on things like the urgency of the situation and your assessment of the interviewer. Ultimately, it's much better to send a note in whatever format works best for you than to simply not send one at all.

A hardcopy

Faxing your thank-you is quicker than the mail. (Creative Commons photo by Leonid Mamchenkov)
Faxing your thank-you is quicker than the mail. (Creative Commons photo by Leonid Mamchenkov)
  1. Traditionally, the preferred format has been a typed or handwritten thank-you note.
    • This probably is still the classiest and most thoughtful thank-you format, one that helps you stand out among the other applicants.
    • Because this type of note is a physical object, the interviewer probably is more likely to read it and keep it around for a while as a reminder of you.
    • Use standard paper or a professional-looking card with matching envelope; even for an informal employer, it should not be distracting, cheap, or silly looking.
    • If the employer is more formal, then type a formal letter; if less formal, you can send a handwritten note.
    • For a handwritten note, if your penmanship is lacking, you could have someone else do the actual writing.
    • Get the note in the mail quickly; or have it hand delivered.
  2. Faxing a thank-you can be a good alternative.
    • It's quicker than regular mail and gives the interviewer a physical copy to hold onto.
    • Be aware that people often share fax machines, so your message could get lost, damaged, or read by others.
    • Make sure you have the correct fax number for your interviewer.

An email

  • Email can be a superior format, depending on the situation.
  1. If the interviewer seems OK with email (and if time is of the essence) then this may be the best way to go.
  2. If the interviewer doesn't seem to use email, or might see it as too informal, you may want to try a different approach.
  3. Use professional email etiquette, including being careful to avoid typos or accidentally hitting the send button prematurely.
    • One way to avoid typos is to compose the note in your word processor (with spell and grammar checking) and then copy it into your email program.
    • You can avoid premature sending by entering the destination email address last—after everything else has been typed in and checked.
  4. Another pitfall with email is that unopened messages are easily blocked, buried, or deleted in a busy person's inbox.
  5. When in doubt, you can do it both ways—send a quick email and then follow up with a more detailed and formal note.

A phone call

  • Like email, calling on the phone has its merits and pitfalls, depending on the situation.
  1. A call is quick and direct.
  2. Depending on the interviewer, a call can be received positively as a reflection of enthusiasm and desire for the job, or negatively as lazy and intrusive.
    • A call has the same spontaneity as the interview, so determine if this might work for or against you.
  3. If you're going to call, follow basic phone etiquette techniques, such as being sure to call from a quiet place using a reliable phone.

Step 4: Compose the Thank-You Note

  • Writing a professional thank-you note is a valuable skill in itself. Among the necessary elements, the thank you should be courteous, brief, and direct-a few carefully crafted sentences or short paragraphs, not much more.
  1. The wording should be professional in tone-friendly, but formal to the extent of the interview.
    • If you knew the interviewer beforehand, or found him/her especially informal, you can adjust to that somewhat.
    • When in doubt, err on the side of formality.
  2. The salutation should balance formality and friendliness, such as "Dear Mr. Jones" or "Dear Mary"-not "Hey Bob."
    • If the interviewer happened to say "call me Bob," then you could say "Dear Bob."
  3. Thank the interviewer for the time and opportunity to be considered for the job.
  4. Reiterate your interest and availability. You might mention why you think this job is a great fit, but keep it brief.
  5. You might consider asking a question about the job itself or the hiring process, but the interview really was the place for Q&A.
  6. It may be tempting to answer some question you feel you didn't adequately handle in the interview, or try to fix some other perceived gaffe, but again the interview was the place for that, and you don't want to remind the interviewer of negatives-keep everything positive.
  7. End on an appropriately formal note, with standard closings like "sincerely" or "respectfully." "Thanks" may be OK for a phone conversation or an interviewer who seems informal.
  8. Always proofread your writing for spelling, typos, punctuation, grammar, and the like. Have someone help you if need be.
  9. If you met with multiple interviewers, send each of them a thank-you, slightly tailored to each person. For instance, mentioning your interest or qualifications in an area that s/he seemed especially interested in.

Step 5: What to Do If Your Thank-You Seems to Go Nowhere

  • After you've given the interviewer a formal thank-you, the ball is in his/her court, at least for a while.
Try not to get frustrated if you don't hear back. (Creative Commons photo by Zach Klein)
Try not to get frustrated if you don't hear back. (Creative Commons photo by Zach Klein)
  1. Be aware that interviewers often don't respond immediately or at all to thank-you notes. They may be very busy, considering other candidates, or offering the job to someone else while keeping their options open until the job is definitively filled.
    • Sometimes they never get back to you at all.
  2. Some employers will respond with a note thanking you for your interest and updating you on the job search process. Maybe they'll say that they want you, or the interviewing is continuing, or they don't want you.
    • If the interviewer offers you the job, then the negotiating begins.
    • If s/he invites you to follow up at a later time, then do so. If that leads to another such invitation, keep following up as needed.
    • Rejections are disappointing, but at least they give clarity and closure and can compel you to keep going with your job search. Try to take it in stride and even be optimistic. Tell yourself that it was a good learning experience and that each "no" in this process is one step closer to a "yes."
  3. If it's been some time since you sent the thank-you note, and you haven't heard back, it's OK to follow up again. This is especially true if your profession is one where such tenacity is expected, such as sales.
    • You could be more aggressive and make a call, or be less so via email.
    • Always be professional in your tone-not desperate or bothersome. Say you're checking back and still interested.
    • If you still get nowhere, then you could wait a while longer and try again; exactly how long depends on your assessment of the situation—at least a few days. The more unrequited attempts you make, the more likely you should just let it go.
  4. If you get a response that essentially says "don't call us, we'll call you"-take that as a no, and move on.

Step 6: Meeting Again

  • For many jobs, the first interview is the last one—you either get an offer or not. For others, it's just the first of several meetings. Many of the interview guidelines for first meetings apply to follow ups as well, but the situation is slightly different.
  1. If you're called back for another interview, this most likely means they're serious and want to scrutinize you further and/or prepare a job offer.
    • It could also suggest some disorganization on their part, such as not having had you meet with the right person or enough people the first time around.
  2. Handling follow up interviews can be somewhat less stressful since you've already had one and you may be past the screening process.
  3. As with the first-round interview, find out what you can beforehand about the format of this interview, including who you'll be meeting with (or at least their titles) and what the discussion will be about.
  4. Prepare as you did the first time, with the added knowledge from your first interview and whatever they told you to expect from the second.
  5. This time, be prepared to discuss things in more depth or that weren't in the first interview, such as compensation.
  6. At this point, it would be good to alert your references to let them know something about the organization and job so their input can be even more helpful if and when your prospective employer contacts them.
    • Hiring decisions sometimes are made without even checking references; the bigger the job or the less that employers know you, the more likely they will make this effort.
    • Sometimes it is appropriate for references to be pro-active and contact the interviewer directly, but usually it's better for them to wait.
  7. Also be prepared for the employer to possibly request a background check sometime before hiring you.
    • If you have any realistic concerns about this increasingly common aspect of the hiring process, you could prepare by checking your own records first.

Step 7: Negotiating the Offer

  • Getting the offer can be exciting, but it also means you have more things to think about and do. You could simply accept everything on their terms, but most jobs have at least some leeway (sometimes a lot).
  1. It can be tempting to just immediately accept whatever they offer you. In some situations, this may be your best bet:
    • Maybe the employer insists the offer is non-negotiable.
    • Maybe you're terrified of any form of negotiation, even a friendly one, and don't want to risk losing the offer after all the effort it took to get it.
    • Maybe their offer is everything you possibly could have wanted.
  2. Regardless of your situation, chances are there is some room for sweetening the deal. There probably are several things that could be negotiated; some are harder than others.
  3. You should at least have some discretion over the timing of when you come back with an initial answer to their offer.
    • If offered the job, your immediate response probably should not be "OK, when can I start," but instead, "when do you need an answer."
    • This can show them that you're not rushing, and it will give you some time to think about the offer and possibly check with other interested employers.
    • If you need some extra time to consider the offer, recognize that the employer may or may not be able to accommodate you.
  4. When you agree to discuss the offer, it's good to have some questions for yourself and/or the employer that may not have come up yet but are now more important, such as:
    • Who is responsible for making the hire?
    • How will my work be evaluated, and by whom?
    • What opportunities are there for advancement and increases in compensation?
  5. Before you negotiate anything, it's also good to ask for the initial offer in writing as a clear and formal basis for negotiating a final written contract.
    • Many employers simply don't make written offers, but the bigger the organization and the job, the more likely and important it is for there to be one.

How to negotiate

You can probably negotiate your compensation. (Creative Commons photo by Gisela Giardino)
You can probably negotiate your compensation. (Creative Commons photo by Gisela Giardino)
  • Depending on your particular situation, the difficulty of negotiating can vary.
  1. Chances are, the less you're asking for (from the employer's perspective) the easier it will be to get what you want. Also, the more you're willing to give as well as take, the more likely both you and the employer will arrive at mutually satisfactory results.
  2. Whatever you negotiate, make sure you do it with the person who can actually make those decisions, and get it in writing.
  3. If you have an offer from another employer, let both parties know you have alternatives. Be careful not to alienate either side by pushing the fact too hard.
    • Keeping everyone informed is courteous and helps improve your eventual outcome.
    • Disclosing the actual names of the interested employers to each other might backfire, so it's probably better to keep that information to yourself unless you're specifically asked for it.
  4. The exact start date may be one of the easiest negotiating points. It may matter a lot to you and not so much to the employer.
  5. Now is the time to consider your options for working hours; would you like to work more on certain days than others?
  6. Compensation can be trickier, because more is at stake for both sides.
    • Be aware that entry-level jobs tend to have less room for negotiating than higher-level positions.
    • Try not to let salary be the only factor in your negotiations; a relatively lower salary can be offset, for example, by benefits packages or other perks that may matter a lot to you and not so much to the employer.
    • Many different kinds of benefits can come with a job, from big things like health insurance and retirement plans to free parking. Be aware of what the employer can offer now or might commit to adding in the future.
  7. When negotiating salary, try to have a sense of what's fair to expect in your situation.
    • What's "fair" depends not only on you and the employer, but also things like the job market in your field. Online salary surveys can help give you concrete numbers.
    • Before discussing specific numbers with the employer, it can be good to keep things a little vague by saying you expect "fair" or "competitive" compensation, or that it's "negotiable."
  8. Be prepared to disclose your salary history. If they ask for it, give them honest / accurate information.
  9. Identify any added costs that may come with the job, and factor those into the negotiation.
    • For example, if the job will require you to relocate, travel, or use your personal resources (such as your cell phone), these are all factors to consider.
  10. Counteroffers are common for both sides; maintain your professionalism and sense of what you really want and what you can compromise on.
    • You may be able to drive a hard bargain and end up with terms that are much more generous than initially proposed, but be careful about pushing too hard, or being unwilling to do some give and take.
    • Try to make this process the start of a happy and productive relationship, not a winner-take-all situation.

Step 8: Accept or Reject the Final Offer

  • You've come a long way... You almost have the job, but don't celebrate just yet.
  1. When you reach the final offer, make sure it's something you can accept, and that it's in writing.
    • If you choose to decline the offer, do it courteously and promptly. If you're accepting an offer from somewhere else, try to push that process ahead as far as possible before the deadline for committing.
  2. Once you've decided to accept, work hard to make the process go quickly and smoothly.
    • Write a formal acceptance letter and fill out any necessary hiring paperwork; return these documents promptly, and follow up to make sure the employer receives and processes them.
    • Ideally, you should have someone experienced with job contracts review everything before you sign on the dotted line.
  3. Once you're formally hired, do a few final things.
    • Inform your other prospects if you haven't already; but don't say much, especially about why you took the other job. Leave on a positive or neutral note.
    • Stick to your commitment; you've passed the time to back out on the deal, unless perhaps some extreme and unforeseeable reasons emerge for doing so. If so, try to work out something with the employer rather than simply leaving.


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