For example, if the person said they’d respond before or on Tuesday the 19th, wait until at least Wednesday the 20th to reply. For job interview follow-ups, it’s usually better to wait at least 5 business days. It’s not necessary to count only business days (that is, skipping weekends and holidays) when following up in a personal capacity. Don’t assume the worst—like that you didn’t get the job or that they aren’t interested in your business proposal—just because you didn’t get a quick response. Your contact person may just be really busy!
If the person didn’t give you their contact info or invite you to follow-up with them, send your email to your directed contact person (such as an administrative assistant or recruiting coordinator). Request in the subject line that the message be directed to the person you dealt with previously. If you’ve had prior contact with the person by email, use the same “to” and “from” email addresses as before.
While you can create a new follow-up message if you wish, it’s also okay to send the same message as your original follow-up, but add a note at the top like the following: “(Tom: I sent this follow-up on Tuesday and I’m eager to hear back from you regarding the business opportunity we discussed last Thursday. Thanks, Jan)” As a general rule of thumb, don’t worry at all (about not getting the job, etc. ) if you have to send 1 follow-up. Worry only a little if you have to send 2 follow-ups. Start worrying a bit more if you don’t hear back after the second follow-up!
The thank-you email can use nearly the same format and content as a follow-up email, just with a bit more space dedicated to thanking the person and a little less spent requesting a response. This doesn’t count as an “official” follow-up, though, so you can still send up to 2 “real” follow-ups if necessary!
One strategy is to add “RE:” to a description of your prior interaction so it reads like a continuation of that event: “RE: Interview Friday 9/23 at 11 am. ” Another option is to include your name, a brief and direct descriptor, and the reason for your email: “Terry Regula 9/23 Interview Follow-Up. ” Never assume the person will recognize your email address and open the message. Use the subject line to your advantage.
Your greeting can typically look like this: “Dear Joe,” or “Dear Barb,” unless you feel more formality is appropriate: “Dear Mr. Selmon,” or “Dear Dr. Bennet. ” For the closing, thank them one last time and use your first and last name: “Thank You, Steve Caraway. ”
Greeting Paragraph 1: a thank you and a clear statement that you’re following up. Paragraph 2: a quick recap of the details of your contact. Paragraph 3: a fast reaffirmation of your interest or eagerness. Paragraph 4: a statement that you’re “looking forward” to an update or that it “would be appreciated. ” Closing
If you had an interview, mention the specific date and time, the name of the position, and either a very quick recap of the interview or a selected anecdote or episode from it. For example: “I’m writing to follow-up on our interview last Monday the 23rd at noon. You probably remember that I was so eager to talk about the sales manager position that I nearly spilled my coffee on your desk!” Make sure to provide clear info for every form of contact you want them to have the option to use: email, phone/text, mail, etc.
Try something like this: “Thanks again for taking the time to meet with me last Thursday. I’m writing to follow-up on that meeting and your thoughts on my proposal. ”
For example: “It was a pleasure to present my plan for streamlining your billing operations, and I’m hopeful that you share my enthusiasm for working together to implement it. ”
Use a tone like this: “I’m looking forward to hearing where I stand in regards to the community outreach position. ” Don’t be pushy: “You promised a response by yesterday, and I need to hear back from you as soon as possible. ” Don’t be passive-aggressive, either: “I guess I didn’t get the job since you never got back to me, but I’d like confirmation of that. ”
For instance: “I know you’re really busy this time of year and I appreciate the time you’ve spent interacting with me. ” Or: “Thanks again for taking the time to answer my questions last Thursday. I have just one more quick request. ” If the person has been too busy to get back to you, showing and telling them how much you value their time is a great way to coax them to respond!
