Follow-Up Email Templates for Every Interview Stage

Every template below has one line you must rewrite. That line is marked, and it is the difference between a note that helps and one that is recognisably generic. These interview follow up email templates are skeletons, not scripts.

After a phone screen

Subject: Thank you, [role] screening call

Hi [name],

Thanks for the call this morning. [REWRITE: one specific thing you learned or discussed, e.g. “Useful to hear the role is as much about supplier relationships as scheduling, that is the part I have enjoyed most.”]

I am glad to go ahead with the next stage whenever suits. Let me know if you need anything from me before then.

Best, [name]

Short by design. A screening call does not warrant more, and length here reads as misjudging the format.

After a first or panel interview

Subject: Thank you, [role] interview

Hi [name],

Thank you for the time today, I enjoyed the conversation. [REWRITE: reference the substantive thing discussed, e.g. “The problem you described with the two reporting systems is close to what I dealt with at [company], and I have been thinking about it since.”]

It confirmed my interest in the role. Do let me know if it would help to talk through anything in more detail.

Best, [name]

The middle line does all the work. It proves you were listening and gives a reason to remember you among five similar candidates.

After a final round

Subject: Thank you, final interview for [role]

Hi [name],

Thanks for making time yesterday, and for introducing me to [person]. [REWRITE: the thing that moved you, e.g. “Hearing how the team handled the migration last year told me more about how you work than anything on the job page.”]

I would be glad to join and I am happy to answer anything outstanding. I understand you expect to decide by [date].

Best, [name]

Naming their stated date is deliberate. It is a polite way of holding the timeline without asking for anything.

The chase, when the date has passed

Subject: Re: [role] interview

Hi [name],

Following up on the [role] position. You mentioned a decision by [date], so I wanted to check whether the timeline has shifted.

Still very interested. Happy to wait if things have moved.

Best, [name]

Two sentences of substance. No re-selling. Reply inside the existing thread so they have the history.

The second chase, about a week later

Subject: Re: [role] interview

Hi [name],

Just checking in once more on [role]. If the position is on hold or has gone elsewhere, no problem at all, I would just appreciate knowing either way.

Best, [name]

Giving them an easy way to say no is what usually produces a reply. This is the last one you send.

After a rejection

Hi [name],

Thanks for letting me know, and for the process, which was a straightforward one to be part of. If anything specific stood out that would make me a stronger candidate next time, I would genuinely welcome hearing it.

Either way, best of luck filling the role.

Best, [name]

No argument, one question, and a clean exit.

What to change every time

The marked line, the name, the role, and the date. Everything else can stay. If you find yourself sending the marked line unchanged, you have removed the only part that mattered.

Related

For when to send each of these, see following up after an interview, and for annotated real examples see interview follow up email examples. For the interview itself, see the STAR interview method.

Our application tracker keeps the dates so the chase happens when it should, and the cover letter generator handles the longer written pieces earlier in the process.

Rewrite the marked line, send within a day, and stop after two chases. You can get your resume interview-ready in the meantime.