Follow-Up Email and Letter Samples

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One of the most important things you should do when job searching is to follow through and follow up on the jobs for which you’ve applied. Whether it's right after a job interview or even when you haven't heard back on a job, a prompt, polite, and personal follow-up note, or email message will always make a good impression, and help you get noticed. Read on for some great follow up letter and email tips and samples.

Why It's Important to Follow Up

A follow-up note or email message accomplishes a lot of functions. First, a thank you note sent after an interview or phone call shows good manners. In addition, sending a note after a point of contact is an opportunity for you to mention anything you forgot to say during the call or meeting, and give a quick review of why you're a good fit for the position.

Another reason to send a follow-up message is that it helps the hiring manager will remember who you are. Even if you don’t get this particular job, another one might come up and hopefully, the hiring manager will think of you and will already have your contact information on hand.

Be sure to collect the names and contact information for everyone who was involved in your interview process, Here’s more information about how to follow up after a job interview.

But it's not only after a conversation that you can send a follow-up letter. You can also send one to check on the status of an application – doing so demonstrates your interest in the position, as well as your ability to take initiative. This could help get your resume or application a second look if it was passed over for some reason. As well, you may want to send a follow-up note if some time has gone by after your interview, and you haven't heard from the recruiter, a hiring manager, or the person who interviewed you.

What to Include

The most important thing, of course, is to say thank you in your note, whether that's appreciation for an interviewer's time or for a hiring manager looking into the status of your application. But there's really much more you can do, depending on the occasion for your note. Here are some other details to include:

A Reminder of Who You Are
It's quite possible that your interviewer spoke to dozens of people. Or, perhaps your emailed resume is one of hundreds a recruiter received. Provide a few details to give the person you're emailing context.

You can say things like "We spoke last Wednesday about the marketing coordinator role" or "I submitted my application for the sales position earlier this month." 

Make it easier for the interviewer to remember you. This is crucial, because he or she may not have the time to look you up. Perhaps the two of you shared some interest or detail that you can mention in your letter as well. If no interviewer is involved yet, simply move on to the next bit of information.

Why You're a Good Candidate
Give a quick summary of why you'd benefit the company, and what you'd bring to the position. Don’t make this a long review of your resume, simply hit the high points that you want the interviewer or hiring manager to consider.

Details You Forgot Initially
Did you forget to include an important point in your original application? Or did you flop while answering a question on your phone screen? A follow-up note is a good place to fix those problems. Reconstruct your answers so you can say what you wished you had said in the application or interview.

Follow-Up Email Message Sample

This is a follow-up email message example. Download the follow-up email template (compatible with Google Docs and Word Online) or see below for more examples.

Screenshot of a follow-up email letter example
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Download the Word Template


Follow-Up Email Message Sample (Text Version)

Subject: Thank You – Jane Doe, Audiologist

Dear Ms. Jones,

Thank you again for meeting with me yesterday to discuss the audiologist opening in your clinic. I was so impressed with the office and staff. I can tell that Audiology Associates is a true team environment, and I’d love the opportunity to join you.

I bring other things to the table besides my enthusiasm – for example, I have seven years of work experience as a licensed audiologist, and a current hearing aid dispensing license, as well as a doctorate in audiology (AuD). I also have extensive experience leading and training teams, performing diagnostic testing, and counseling patients, all of which you mentioned as essential for the role.

Please let me know if you have any questions or would like a list of references.

Thank you for your consideration.

Regards,

Jane Doe
jane.doe@email.com
555-555-5555

More Follow-Up Letter and Email Messages Examples

Browse this list of follow-up letter examples to get ideas for your letters and email messages.

Check on the status of a job application or resume:

Follow up after a job interview:

Reach out to networking and job fair contacts:

Other follow-up letters:

When to Follow Up

Timing plays a big role in follow-up notes. Thank you notes following an interview or phone screen should ideally be sent within 24 hours of the contact. If you don't hear back after a few days or a week, you may want to follow up and send a short and polite email asking if there is an update on the hiring process.

Note: This is where it can be helpful if you asked during the interview about the timeline for hiring. (If the company interviewed you in March but said they would not have a decision until mid-April, hold off on sending your note until then.)

If you’re following up on an application or resume that you submitted, give it a week or two before sending your letter. Here is more information on how to follow up after applying for a job.