How to Write a Post-Interview Follow-Up Email That Will Get a Quick Response
Craft an email any recipient will take the time to read AND respond to.
Photo: Anna Shvets for Pexels
Whether it’s with a sense of excitement or dread, sending out the occasional follow-up email is an aspect of adulting most of us simply can’t avoid. And what we’re looking to get out of these messages most of the time is—at the very least—a response.
It seems straightforward, right? But the art of sending a follow-up that actually inspires the recipient to take the time to read AND respond? Now that can be tricky.
Let’s ensure your next follow-up is a success. Keep reading for everything you need to know to craft a follow-up email that warrants a response.
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When to Send a Follow-Up Email
When you send a follow-up email will be unique to your individual situation. However, there are a couple of general guidelines to consider when sending your message so that it remains relevant and has the best chance of being opened.
HubSpot recommends the following timeframes for sending follow-up emails:
Within 24 hours: Sending a “thank you” after a meeting, sale, interview, event, or occasion that justifies an immediate sentiment of gratitude or those follow-up messages that contain time-sensitive info or requests.
Within 48 hours: After submitting important info (for instance, follow-up emails for job applications or other formal document submissions) or, if your follow-up still contains fairly urgent info or requests (those that can’t wait 1-2 weeks).
Within 1-2 weeks: Messages following up on a meeting request or those that go unresponded and require a confirmation from the recipient (maybe a job offer or an email requesting feedback).
Every 3 months: Emails sent as a way to catch up with a past connection or those requesting updates (can be for both business and personal life).
How to Write a Follow-Up Email
1. Identify Your Primary Objective
Before putting your fingers to the keyboard, the first step of writing a follow-up email is to determine the objective of your message.
What’s the end goal you’re looking to achieve from sending this email?
Take a second to ask yourself, are you trying to…
Obtain more info?
Schedule a call or meeting?
Remind someone to do something?
Close a sale?
Say thank you?
Or, something else?
Regardless of what your goal ends up being, this step is necessary to allow you to craft a strong follow-up and include a specific call-to-action (CTA).
2. Provide Context
Discounts and deals, order confirmations, bill payment reminders, and those random messages from Grandma checking in—we are constantly bombarded with emails.
And if your inbox is anything like mine, it’s not hard to find one of many of those messages that make you stop and think—“wait, who is this sender??”
If you’re nodding along, you probably already know that step #2 to writing a follow-up email is critical: provide context around who you are and how they know you. This is especially important if it’s been a while since your most recent interaction or if you don’t have a very close relationship with this person.
Don’t leave any room for confusion that will deter your recipient from responding. Provide context early on in your email by emphasizing your initial conversations or interactions to jog their memory.
Here are a few solid openers you can test out in your follow-up emails:
I wanted to follow up on the message I sent on [date or day if it’s still the same week] about [subject of the first email].
I just wanted to follow up to get your thoughts on [subject of the first email]. Have you had a chance to check out my last email?
Just checking in to see if you’ve had a chance to read my email from [date or day if it’s still the same week].
Just following up to see if you have any questions about my email from [date or day if it’s still the same week] about [subject of the first email].
Quick Tip: Include the subject line of your initial email in your opener to make it easy for your recipient to go back and locate that first message.
3. Make the Purpose Clear
After providing context to refresh your recipient’s memory, move straight into making the purpose of this communication clear.
This portion of the email should be direct and straightforward. Remind the recipient of what you mentioned wanting/needing from the last email or letting them know if that want/need has since changed.
Quick Tip: If this is a follow-up email aiming to make a sale, keep the focus on the recipient here and reframe any statements using “I” to address the benefit or relevancy to them. You might be tempted to throw in an “I think” or “I believe” statement here, but I promise, it’ll be much more effective to keep the reader believing this is all about them.
Here’s an example:
Rather than including: “I think my/our [product or service] could really help you accomplish [benefit]. I would love to hop on a quick call to chat about [opportunity].”
Try something like: “Your [aspect of their business or life] would really benefit from [purpose of product or service]. Would you like to hop on a quick call to chat about this opportunity?”
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This story was originally published on April 20, 2020, and has since been updated.
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3 Strategies to Help You Answer One of the Hardest (and Most Common) Interview Questions
"What’s your biggest weakness?"
Photo: Smith House Photo
Let’s be honest, even if you practice and come in prepared, job interviews are stressful. Don’t worry, you’re not alone in feeling this way—92% of employed Americans feel stressed out about job interviews. With that in mind, some questions can be more difficult to answer than others. By far, one of the hardest and most common interview questions people stress over is how to talk about their weaknesses in a job interview. This is such a difficult question to answer because there’s an art to it.
You don’t want to say the wrong thing to make yourself look bad, but you also don’t want to come off as though you think you’re perfect and have no weak points. It’s all about balance and showing how a weakness can work in your favor or educate you going forward. It sounds a little weird to think of weaknesses working in your favor, but believe it or not, when you phrase weak points correctly, this is often the case.
Here are three strategies to help you answer one of the most common interview questions: “What’s your biggest weakness?”
Make a list of your strengths and weaknesses ahead of time.
First and foremost it’s important to be prepared. If you don’t, you’ll likely stumble and just say the first answer that comes to mind. This answer might not be as eloquent as you’d like. To ensure this doesn’t happen, prepare in advance and come up with a list of your strengths and weaknesses. Strengths tend to be easier to come up with, but weaknesses can be more difficult because it’s common to want to hide a weakness in an interview. No one likes to acknowledge weak points.
Some examples of weaknesses might include:
A desire to please, which results in taking on too many projects at once.
Looking at achievements objectively to gain the required confidence in a new role.
Software proficiency. You can always talk about wanting to learn more about specific software.
Area of the job. It’s perfectly acceptable to note that you’re very interested in a particular area of a job, however, you don’t have as much experience with it so you’ll need to learn more through hands-on experience.
Don’t be ashamed about having a weakness.
Everyone has at least one area where they can improve so it’s important that you don’t get down on yourself when you’re exploring your weaknesses. Exploring your weak spots can be a great opportunity for growth. By taking note of areas of improvement, you can use this to your advantage, take on some continuing education, and learn what you need in order to develop a well-rounded understanding of your industry and/or role.
Additionally, self-awareness is a huge asset and is considered to be a big strength. While you may be weak in one area, acknowledging this and showing your own self-awareness will help highlight your strength and value as a candidate.
Share what you’ve learned from it or how you’re working to improve a weak point.
Wondering how to answer “what’s your biggest weaknesses?” in a job interview? It’s all about framing your weakness in the right way and spinning it into something positive. Everyone is human, so recruiters and hiring managers expect that each and every person will have at least one weak area. It’s just about acknowledging yours and showing how you can actually use your weakness to your benefit. It might sound crazy, but your weakness could really be a blessing in disguise.
Perhaps your weakness is self-confidence. If this is the case, try phrasing it like this:
“In the past, one of my weak points has been self-confidence, however upon writing my résumé and looking at my achievements on paper, I’ve been able to build that confidence to help me move forward in my career in a more confident manner.”
This shows that you’ve put in the effort to work on yourself, put effort into your résumé, and analyzed what you’ve accomplished at work to evaluate progress and hold yourself accountable. These are all very beneficial traits in a candidate.
If one of your weaknesses is taking on too much at once, try acknowledging it like this:
“One of my biggest weaknesses is the desire to please people. I don’t like saying no to a project or responsibility, however, I’ve noticed that when I take on too much, I’m not able to reach my full potential on every project. Realizing this has helped me prioritize and only take on projects within my bandwidth so that I can be sure to put the best quality forward in every project I execute.”
Ultimately, showing how something helped you grow or change for the better will always work in your favor.
People always ask me how to answer “What’s your biggest weakness?” in a job interview—it’s one of the most common interview questions, after all—and the truth is that the answer will differ from person to person. As long as you prepare and show what you’ve learned or how you’re working to improve your weak area(s), you’ll answer the question well and show potential employers how your self-awareness adds to your value as a candidate.
About the Author: Michele Lando is a certified professional résumé writer, personal branding expert, and founder of Write Styles. She has a passion for helping others present the best version of themselves both on paper and in person, and works to polish individuals' application package and personal style. Aiming to help create a perfect personal branding package, Write Styles provides resources to enhance your résumé, professional appearance, and boost your confidence. Michele strives to help others gain the confidence to put their best foot forward in a personal and professional light.
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This story was originally published on July 24, 2019, and has since been updated.
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High Risk Hire: How to Interview While Pregnant
Because life is full of all kinds of bumps in the road.
Written by Arianna Schioldager.
Photo: Angelica Marie Photography
Looking for a job while pregnant may seem daunting, but don’t let that stop you. The Equal Employment Opportunity Commission (EEOC) enforces Title VII of the Civil Rights Act of 1964. Title VII bars discrimination in employment on the bases of race, color, sex, national origin, and religion. A little over a decade later, Title VII was amended to include the Pregnancy Discrimination Act, which prohibits an employer from refusing to hire a pregnant woman because of her pregnancy, childbirth, or related medical condition. Simply put, an employer may not refuse to hire a woman because she is or expects to become pregnant. Not to say that these refusals don’t still happen.
Looking for a job while pregnant is hard to hide. Unless you're in the first or early second trimester, it's pretty obvious when you have that baby bump. An employer doesn't have to ask, and no matter what the Pregnancy Discrimination Act states, as an interviewee you're a HRH. A high risk hire.
Hiring discrimination is very difficult to prove but to pretend it doesn't happen is turning a blind eye. So how do you address the elephant in the room? In the words of Harper Lee, "It's when you know you're licked before you begin anyway and you see it through no matter what," that's where the bold as brass boss in you lives.
FIRST THINGS FIRST
Never include a "disability" on your resume. Ever.
Next, before you interview, you need to ask yourself an important question: "CAN I DO THE JOB?" If the answer if yes, you should walk into that interview as confident as ever. Baby bumpin' or not.
WHEN THE RICH MAN ASKS YOU TO COUNT HIS SILVER...
Do you do it?
Because interviews are scarce and applicants are high, there is a reality to the fear that the employer has the power and you should concede to "illegal" questions. Nothing could be further from the truth. The ball, in an interview, is in both courts, especially if you are good at your job. You need work. The company needs someone skilled to fill the position.
By proving that you are the best person for the job regardless of physical condition. With every employee there is the risk that something unexpected could happen.
You will quickly find out what kind of company it is if you respond to an inappropriate question by addressing it as such, and looking the interviewer right in the eye.
Which is why you should also:
DO YOUR RESEARCH ON THE COMPANY AND MAKE SURE YOU WANT TO WORK FOR THEM
You deserve the job but does the job deserve you? There are questions you need to ask yourself before saying "I do" to an interview, or a company. Look at how the company treats women. There are plenty of companies who have no problem—as they shouldn't—with a pregnancy. The White House, for one. In 2015 the WH took an influential position on the issue of economic, family-friendly policies when they announced that State Department spokeswoman Jen Psaki would replace the President's outgoing communications director. Psaki was pregnant at the time of hire.
There are companies most concerned with that first question you asked yourself: Can you do this job?
I was looking for a job while pregnant and was offered the position because the company recognized that my childbearing had no affect on how I could perform the requested duties.
That's not to say it's not terrifying and there is an extra layer of pressure. But don't let your fear win out over your skills. A smart employer will recognize your determination. In fact:
"Don't let your fear of interviewing while preg win out over your skills. A smart employer will recognize determination."
Tweet this.
USE PREGNANCY TO SHOW OFF YOUR STRATEGIC SKILLS
When you're not showing, the advice as to whether or not disclose your pregnancy is split. But when you are showing, it's best to address it head-on. Use the pregnancy to your advantage by showing your potential employer your planning skills. Outline your flexibility. No matter what, the decision to interview while pregnant is brave and shows that you are capable of making bold business decisions, as well as a work ethic that should be admired.
Keep that in mind when you walk in those doors.
Oh and to also keep in mind: The United States is currently the only developed country that does not offer government-sponsored paid maternity leave. #Facts.
About the Author
Written by Arianna Schioldager, Director of Content and Marketing at Girlgaze Inc. You can find her on IG @ariannawrotethis and more about her on this site she never updates www.ariannawrotethis.com
Here's How to Master the Interview Follow-Up
How strong is your follow-up game?
“Follow-up” and “follow through” are two very similar concepts that are key to your success in the business world. And you can bank on potential employers paying attention to your post-interview follow-up skills as an indicator of your follow-through when it comes to the job.
See, landing the interview and then nailing it, that’s just half the battle. You need to follow up with finesse to inch ahead of other candidates. One way to do so is to send a personal thank-you note. The art of the thank you is not lost. We worked with Papyrus, the social expressions company that knows all about a professional thank you, to create the ultimate list of follow-up to-dos.
TIMING IS EVERYTHING
Before you leave the interview, ask the interviewer about the timeline for making a hiring decision to know when to follow-up.
The way you follow up with your interviewer will indicate how you will follow up with your potential clients. For instance, sending a quick “Thanks for the meeting today” email is great. Most hiring recruiters say the faster you get this out, the better. It shows that you’re on top of things, you have tenacity and you want to stay top-of-mind. Sending more than one email in a week is a bother.
IF AT FIRST YOU DON’T SUCCEED, DUST YOURSELF OFF
And try again.
If they said they will make a hiring decision within a week, sending one more polite inquiry after that week has passed is more than OK. In fact, it’s smart due diligence. You never know why or when something might have slipped through the cracks.
"Landing the interview and then nailing it, that’s just half the battle. You need to follow up with finesse."
Tweet this.
In the second follow-up, mention recent company news, whether it’s a blog post you enjoyed or a news article that included the brand.
Asking, “Did I get the job?” is not what this follow-up is about. Instead, direct your efforts so that the person hiring thinks, “This candidate should get the job.” People don’t like a teacher’s pet, but they do like someone who pays attention. And if you weren’t on the list of potential hires, this might put you on it.
BE BOLD, BUT NOT BRASH
Hiring managers and founders are inundated with emails. Get out of their inbox and into their head with a handwritten note on beautiful stationery.
It should be a bold and to-the-point thank you follow-up in which you reference a specific point of the conversation that you’d like to expand on. It’s not enough to thank them for their time— you need to tell them WHY you deserved it. There is always a tidbit of information that will show how closely you were paying attention.
A good outline of what to write is as follows:
Dear Jackie,
What a great meeting this afternoon! When you mentioned your company is really focused on growing your social media presence among Gen Z, the ideas started flowing. As someone who has doubled their own social media following over the last year and reports a 4% engagement rate, I feel confident that I can help you achieve that goal. I would love to talk over more ideas and strategies with you. Thanks again for your time and the opportunity to meet.
Best,
Arianna
Use all those 140-character skills you developed with Twitter to nail the art of the quick note that will make them want to click through — aka call you back. And what are those “ideas” you mention? That’s for you to share in interview number two. Make sure you drop the note in the mail as soon as you can so that it lands on their desk 2–3 days post-interview.
THE STATIONERY YOU CHOOSE SAYS SOMETHING ABOUT YOU
When you’re picking the card, consider the audience and your reasoning.
Is the company a start-up and you suspect the founder would consider a more playful approach? Was the interview in a more corporate environment where something classic would be appreciated?
After considering your audience, consider yourself. Cards can reveal as much about you as the words you write in them. Here is a chance for you to show your interviewer that you understand the culture of the company, but also feel comfortable injecting your personal brand and approach into their world.
TO SEND OR NOT TO SEND…A GIFT
For some, this is an overeager act. For others, it shows that you’re really serious about the position because sending a gift after every interview would not be good for your bank account.
Choose something that’s fun and won’t take up space on their desk. À la compliment pencils. What’s not to love? Send them with a note that says, “Pencil me in as your new hire.” Or super cute bow tie paper clips for that stack of paper you noticed on their desk.
KNOW WHEN IT’S TIME TO MOVE ON
Even if you think you lit that interview on fire, it’s possible another candidate came in and burned the building down.
There are going to be plenty of jobs you want and don’t get. The most important thing is to keep building professional bridges, which is why you should also always ask if it’s OK to connect with them via LinkedIn before you leave the initial interview. Make the connection, that way even if you don’t get the job, they are still in your network and they can see your updates.
You never know when that job, or another that’s more suited to your skills, will open up.