writing a follow up letter
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Employers appreciate when you go the extra mile and show them how professional you are. Any time you can give a prospective employer a glimpse of how you will be, when you work for them, take it!

You are already facing competition from numerous candidates during the interview process. So, it is good when you can separate yourself from everyone else. Try to be unforgettable, in a good way.

One way to do this is by sending thank you or follow up letters. It indicates that you are courteous and diligent. They will like that, especially if you are looking t fill a customer-facing role. It gives them the impression that you will always be on the ball with their clients.

This, in turn, means more revenue for them and possibly happier clients.

Continue reading as we explore some facts about how to construct a follow up letter and when is the best time to send follow up letter.

When is the Best Time to Follow up after the Interview

You can exhale the interview is over. After three rounds of interviews, you are feeling excited because you did splendidly and the team loves you. Now it is time to sit and wait on the company to deliberate who is the best candidate for the job.

To stand out even more, you must send a follow up letter, in the coming days after the interview. You want the interviewers to be 100% certain that you are eager to work with their company. And it should help to cement you as the favorite for the job.

Here is how to assess how soon to send your follow up letter.

Ask these Questions at the End of Your final Meeting

Before you even leave the room, you want to be sure, about what are the next steps of the process. If you don’t know this, then playing the waiting game, will be somewhat more stressful. More than it actually needs to be.

This next stage will take some finesse. Don’t be too brash about how you get these answers.


What are the next steps in the recruiting process?

When do you plan on making the final decision?

These two questions will inform you on the best timing to send that letter and it will ease some of the anxiety during the waiting period.

Keep in mind that the company can change its mind at anytime and the interviewer can have other pressing priorities. So, it is good to ask also:

“Can I follow up with you if I don’t hear back by the stated date?”

Again, you would have cemented into their minds, how interested you are in working with the company. But, it is also good to get their permission. They are probably grateful for the reminder, considering their busy schedule.

However, sometimes our best-laid intention just does not pan out and you might forget or did not get the opportunity to ask these questions. The general rule of thumb is that you send that follow up letter in two weeks time.

Finally, if you were interviewed by several individuals, you can request their business cards or email addresses.

Send a Thank-You Note

You will not be considered old fashioned if you send a thank you note. In fact, employers are extremely receptive of getting them.

Based on statistics released by CareerBuilder, “Job seekers who are not following proper etiquette are hurting their chances of landing a job, even if they may be a good fit for the position. More than one-in-five or 22 percent of hiring managers say they are less likely to hire a candidate if they don’t send a thank-you note after an interview… 86 percent say it shows a lack of follow-through and an additional 56 percent say it sends the message that they aren’t really serious about the opportunity. This national survey was conducted among more than 2,800 U.S. employers.”

Of course, a vast majority of IT Managers prefer to receive this message by email. But others say it fine to do so, but the traditional way is better.

This should be done within 48 hours of completing your interview, unless it is directly before the weekend. Then it is acceptable for it to be received on Monday of the following week.

You want these managers to view as being capable of follow-through and showing consistent interest in the job.

Manners matter to managers.

Composing and Sending your Thank you Note

Firstly, remember that a thank you note is to be kept brief. Try to stick to the following key points in just a couple sentences.

Thank the interviewer for their consideration and valuable time.

Mention that you liked the benefitted from the interview.

Clearly state why you know that you are the best candidate.

When you give them a thank you note, it displays your communication prowess even further. And it is another chance for the interviewer to know who you are distinctively and what you are capable of doing.

Go for the grand slam! Send the letter through snail mail, making sure to use the express services, as well as another version sent by email.

Keep in mind, if you have poor handwriting then consider typing the message and printing it instead. This version of your message is less likely to end up in someone’s Junk mail.

Template for a Follow-Up Letter 

The follow up letter template below allows you to customize your information. Simply copy the contents and edit in your word processing application.


Your Name

Your Address

Your City, State, ZIP Code

Your Phone Number

Your Email








City, State, ZIP Code


Dear Mr. /Mrs. Last Name:


In the first paragraph, you want to express your gratitude for having the chance at interviewing for the position. Indicate your interest in the company and reiterate how passionate you are to begin working there.

After which, you will further add more explanations as to why you are an exceptional contender for the job, in the second paragraph. Include precise competencies that are associated with the position.

Giving specific details reminds the interviewer of your qualifications.

Following that section, it is optional, but you can relay further details, which would add value to the deliberation process. This creates another opportunity to impress the members of the panel, with something you might have forgotten to mention earlier on during the interview.

The final sentence must reiterate your expressed gratitude, for their time and consideration. As well as how you are anticipating another meeting or phone call.




Your Signature (for hard copy letter)

Example for a Follow-Up Letter 

Mr. Frank Sicaro

Neuron Communications Ltd.

00100 Olive Close Boulevard

Washington, DC 00100


Dear Mr. Sicaro,

I sent an application letter with an enclosed resume late last month. It was for the Senior Analyst position that was posted on the FlexiJobs website. I have yet to hear from your office. So, I thought it prudent to corroborate delivery of my application and restate my interest in the job.

Neuron Communications Ltd. is a leader in developing digital devices and I am excited about working with your team. I think that my expertise and qualifications will add value to your company. Being the top nominee for the Syscon Digital Creator Award for 2016, 2017 and 2018, I believe I can add value to your overarching objectives to launch this country into the 22nd century, by making 80% of our businesses fully equipped with digital technology.

I have insightful knowledge of Content Management Systems, Cloud Processing and White Hat Hacking, of which could be a positive asset to your company.

Please advise me if any further information is required.

You may contact me at (777) 666-5555 or tspine@umailme.biz. It is with anticipation that I look forward to your response.

Thank you for your time and consideration.

Best regards,

Signature (hard copy letter)

Thomas Spine

Prepare and Send that Follow up Letter

After putting in so much work to qualify for your interview, you don’t want to leave any stone unturned. The gist of sending a follow up email or letter is to first thank the interviewer for their time and consideration. But, you also want them to remember you.

When they see your courteous letter, so long as it is not abrasive, rude or impolite in any way, they will have a good impression of your character. Also, you want them to forget about everybody else.

Try to send more than one letter though, at different stages of the process. We understand that the waiting can be intense at times. If the hiring manager deems that you are being pushy, this could work against you. If the waiting time has been over a couple weeks or a month, then try making a follow up call instead.

Again, review your document before sending and good luck with getting that dream job!



Focus Keyword(s): Follow up Letter

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