When should I send a thank you email after an interview?

Send your thank you email within 24 hours of the interview while the conversation is still fresh. According to a CareerBuilder survey, 22% of hiring managers are less likely to hire a candidate who does not send a thank you note.

How long should I wait before following up after an interview?

Wait until after the stated decision timeline has passed, typically one week. If no timeline was given, follow up 5-7 business days after the interview. A second follow-up can be sent one week after the first if there is still no response.

Should I send a follow-up email to each interviewer separately?

Yes, send personalized thank you emails to each interviewer. Reference specific topics discussed with each person. This demonstrates attention to detail and genuine interest in the role.

What should I do if I receive a job rejection?

Respond graciously by thanking the interviewer for the opportunity, expressing continued interest in the company, asking for feedback on your interview performance, and requesting to stay connected for future opportunities.

How can I personalize my follow-up email?

Reference specific conversation points from your interview, mention projects or goals discussed, connect your skills to challenges they described, and include any additional thoughts on topics raised during the discussion.

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Interview Follow-Up Email Templates

Professional email templates for every interview situation—from thank you notes to handling rejections gracefully.

January 27, 20268 min readVirtualInterview.ai Team

Why Follow-Up Emails Matter

22%

of hiring managers are less likely to hire candidates who skip thank you notes (CareerBuilder)

24hrs

optimal window to send a thank you email

57%

of candidates don't send thank you notes, giving you an edge (TopResume)

Follow-Up Email Best Practices

Send within 24 hours

While the interview is fresh in everyone's mind

Personalize each email

Reference specific conversation points

Keep it concise

3-4 short paragraphs maximum

Proofread carefully

Errors undermine your professionalism

Use a clear subject line

Include the position and purpose

Email each interviewer separately

With personalized content for each

Email Templates

Thank You Email (Within 24 Hours)

Send within 24 hours of any interview

Subject: Thank You - [Position] Interview

Dear [Interviewer Name],

Thank you for taking the time to meet with me today to discuss the [Position] role at [Company]. I enjoyed learning more about [specific topic discussed] and the team's work on [project/initiative mentioned].

Our conversation reinforced my enthusiasm for this opportunity. I was particularly excited to hear about [specific aspect], and I believe my experience in [relevant skill/experience] would allow me to contribute meaningfully to [specific goal or challenge they mentioned].

Please don't hesitate to reach out if you need any additional information from me. I look forward to hearing about the next steps.

Best regards,
[Your Name]

Follow-Up After No Response (1 Week)

One week after the expected response date

Subject: Following Up - [Position] Interview

Dear [Interviewer Name],

I hope this message finds you well. I wanted to follow up on my interview for the [Position] role on [date]. I remain very interested in the opportunity to join [Company] and contribute to [specific project/team goal].

I understand you're likely managing many priorities, and I wanted to reiterate my enthusiasm for the role. If there's any additional information I can provide to support the decision-making process, please let me know.

Thank you again for your consideration.

Best regards,
[Your Name]

Second Follow-Up (2 Weeks)

Two weeks after your first follow-up with no response

Subject: Checking In - [Position] Application

Dear [Hiring Manager Name],

I wanted to check in one more time regarding the [Position] role. I understand hiring decisions take time, and I remain very interested in the opportunity.

If the timeline has shifted or if you've decided to move forward with other candidates, I would appreciate any update you can share. I'd also welcome the opportunity to stay in touch for future openings that might be a good fit.

Thank you for your time and consideration.

Best regards,
[Your Name]

After Receiving a Rejection

After receiving a rejection decision

Subject: Thank You - [Position] Application

Dear [Interviewer Name],

Thank you for letting me know about your decision regarding the [Position] role. While I'm disappointed, I appreciate the opportunity to interview with [Company] and learn more about the team's work.

I was genuinely impressed by [specific positive aspect of company/team], and I'd love to stay connected for any future opportunities that might be a better fit. Would you be open to connecting on LinkedIn?

Additionally, if you have any feedback on my interview performance, I would greatly value your insights.

Thank you again, and I wish you and the team continued success.

Best regards,
[Your Name]

After Receiving an Offer

After receiving a job offer

Subject: Thank You - [Position] Offer

Dear [Hiring Manager Name],

Thank you so much for extending the offer for the [Position] role at [Company]. I'm thrilled about the opportunity and excited about the prospect of joining the team.

I've reviewed the offer details and would love to schedule a call to discuss a few points before I formally accept. Would [suggest 2-3 time slots] work for a brief conversation?

Thank you again for this opportunity. I look forward to speaking with you soon.

Best regards,
[Your Name]

Follow-Up Timeline

Day 1Send thank you email within 24 hours

Week 1First follow-up if no response (after stated timeline)

Week 2Second (final) follow-up if still no response

AfterMove on, but respond graciously to any future contact

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