Master the Art of Following Up After an Interview: What to Do When You Haven't Heard Back
Searching for a new job can be tough. There's a lot about the process that can feel frustrating, and waiting for a response after an interview is often one of the hardest parts. You’ve spent hours preparing, going through the interview, and waiting, only to be met with silence. This waiting period can be stressful, especially if you are eager for the job.
In this guide, we’ll cover how to follow up politely and effectively after an interview, so you feel more in control during the waiting period. It’s important to strike a balance between showing your interest and not coming across as too pushy.
When Should You Follow Up?
If They Gave You a Timeline for a Response
It's always a good idea to ask during the interview when you can expect to hear back about the next steps. This can help reduce your anxiety because you'll know the expected timeline. If the hiring manager says they’ll decide in a week, give them that full week to respond. If they don’t reach out by the next business day after the week has passed, it’s a good time to send a follow-up message.
When you know the timeline, you can follow up confidently without feeling like you are bothering them too soon. This way, you give them the space they need to make a decision, and you also show that you respect the process.
If They Didn’t Tell You When to Expect a Response
Sometimes, interviewers don’t give a clear idea of when they’ll make a decision. In this case, wait at least one week but no more than two weeks before following up. While it may seem like a long wait, hiring processes often take longer than expected. Many companies face delays for various reasons. Maybe another project takes priority, or the hiring team hasn’t had time to meet and discuss the candidates.
Waiting at least a week is important because it shows patience. However, you also don’t want to wait too long before following up, as this could make you seem less interested in the job.
How to Follow Up
The Importance of Using Email
Unless you were told specifically to call, it’s best to follow up via email. Email is often the preferred method of communication for most recruiters and hiring managers. It allows them to respond when they have time, and it won’t interrupt their busy day like a phone call might.
In your email, be polite, professional, and brief. You want to get straight to the point while still showing interest and gratitude for the interview.
What to Say in Your First Follow-Up Message
Here's a simple template for your first follow-up email:
Subject Line: Interview for [Job Title] – Checking In
Hello [Interviewer’s Name],
I hope you’re doing well. I wanted to follow up on our conversation from [interview date]. I’m very excited about the opportunity to join the [company name] team and would appreciate any updates you can share regarding the hiring timeline and the next steps.
Thank you again for your time, and I look forward to hearing from you soon.
Best regards, [Your Name]
This message is brief but polite. It acknowledges that you’ve been waiting and gives them a chance to update you. Most of the time, you’ll receive a response within a day or two of sending this message. However, if you don’t hear back, don’t worry. Companies are often dealing with multiple candidates and projects at the same time, so there might be other things on their plate that are causing the delay.
If you still haven’t received a reply after a week, it’s okay to follow up again. While you wait, don’t forget to continue applying to other jobs and attending interviews. It’s always good to have options and not put all your hopes into one opportunity.
What to Say in Your Second Follow-Up Message
If you haven’t received a response to your first email after a week, it’s time to send a second follow-up. Keep this message professional and polite, just like the first one, but show that you’re still interested in the role. Here’s a template you can use:
Subject Line: Following Up – [Your Name] for [Job Title]
Hello [Interviewer’s Name],
I hope you’re having a great day. I wanted to check in again to see if there are any updates on the hiring process for the [job title] position. I remain very interested in the opportunity at [company name] and would love to continue discussing how I can contribute to your team.
Please let me know if there’s any additional information I can provide to assist the hiring team in making a decision.
Thanks again for your time, [Your Name]
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By this time, the recruiter or hiring manager will likely see that you’ve sent two messages. If they haven’t responded already, this second follow-up usually encourages them to get back to you. Often, even if they don’t have any updates, they will reply with a brief message letting you know where they are in the hiring process.
This email also reassures the hiring manager that you’re still interested in the position, which is always a good sign. Employers like to see enthusiasm, but it’s important to remain respectful and professional in every message.
If You Still Don’t Hear Back: The Final Follow-Up
If you’ve sent two follow-ups and still haven’t heard anything after another week, it might be time to send one last email. This third email is often called a "Hail Mary" because it’s your final attempt to get a response before moving on. At this point, if you don’t hear back, it’s safe to assume they’ve chosen another candidate or put the hiring process on hold.
Your tone in this message should be polite and respectful, as always. You can gently indicate that you’re ready to move on if they’ve chosen someone else, but still open to hearing from them if you’re still being considered.
Here’s a template for this final follow-up email:
Subject Line: Final Follow-Up Regarding [Job Title] Position
Hello [Interviewer’s Name],
I wanted to send a final follow-up regarding my interview for the [job title] position on [interview date]. I understand you may have moved forward with another candidate, but if there’s still an opportunity to continue in the process, I’d love to know.
Either way, I want to thank you for considering me. I truly enjoyed learning more about [company name] and appreciate the time you spent with me.
Best regards, [Your Name]
This message acknowledges that you’re aware they may have moved on, but it also leaves the door open for any last-minute communication. Sometimes, things fall through with other candidates, and the hiring manager may reach out to you if that happens. By being polite and professional even in this last follow-up, you leave a good impression that could lead to future opportunities.
Why Employers Don’t Respond Quickly
It’s important to remember that there are many reasons why you might not hear back immediately after an interview. Here are some common reasons for delays:
Knowing these possibilities can help ease the stress of waiting, as it often has nothing to do with your qualifications or performance.
What to Do While You Wait
While you’re waiting to hear back, it’s important to keep moving forward. Don’t stop applying to other jobs or attending interviews. Keep looking for new opportunities that excite you. You never know what might come up, and having more options is always better.
Here are some tips to stay proactive during the waiting period:
Conclusion
Waiting to hear back after an interview can feel frustrating, but knowing when and how to follow up can ease some of that stress. By sending polite and professional follow-up emails at the right time, you can show your enthusiasm for the job without coming across as pushy.
Remember, there are often reasons for delays that have nothing to do with you, so stay patient and keep applying for other opportunities. Following up with grace and confidence ensures you leave a positive impression, whether you get the job or not.
And finally, if you don’t hear back after your final follow-up, don’t take it personally. You’ve done everything you can, and now it’s time to move on to the next opportunity with confidence.
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