How to Follow Up After an Interview: Email Templates & Writing Guide 2026

The Direct Answer: What to Write in Your Follow-Up Email

Your follow-up email should include a specific thank you referencing your interview conversation, 2-3 sentences reinforcing your qualifications, and one clear call-to-action. Keep it under 200 words for thank-you emails and under 150 words for status updates. Singapore hiring managers value conciseness and personalization.

Why Your Follow-Up Email Matters

Your post interview follow-up email is often the last impression hiring managers have before comparing finalists. It's not about being polite, it's about reinforcing why you're the right choice at precisely the moment they're deciding.

Generic templates get ignored. Overly formal messages create distance. Too casual feels unprofessional... This guide gives you ready follow-up email templates, plus the framework to customize them.

In our previous post, we shared The Complete Timing Guide to Following Up After an Interview. Now that you know the right moment to reach out, it’s time to focus on the message itself. In this article, we’ll share what to write in the interview follow-up email that will keep you top of mind without sounding pushy.

Anatomy of an Effective Follow-Up Email: The Five Essential Components

1. Clear, Specific Subject Line

Your subject line determines whether your email gets opened immediately or ignored.

For thank-you: "Thank You: [Position] Interview on [Date]"

For status updates: "Following Up: [Your Name] – [Position] Interview"

Use the existing email thread when possible. This keeps conversation organized and ensures context is clear.

2. Personalized Opening (1-2 Sentences)

Reference something unique from your interview.

Generic: "Thank you for taking the time to meet with me."

Personalized: "Thank you for discussing the Marketing Manager role and your team's Southeast Asia expansion campaign."

3. Value Reinforcement (2-3 Sentences)

Connect specific elements from your professional background to their needs.

Weak: "I believe my experience would be a great fit."

Strong: "My experience launching digital campaigns for APAC markets at [Company] directly aligns with your Q2 goal to enter Malaysian markets. I'm excited about applying localized strategies that increased regional engagement by 40%."

4. Clear Call-to-Action (1 Sentence)

For thank-you: "Please reach out if you need additional information."

For status updates: "Could you share an expected timeline for next steps?"

5. Professional Closing

Sign off with "Best regards," "Thank you again," or "Looking forward to hearing from you." Include your full name, phone number, and LinkedIn profile link.

Interview Follow Up Email Templates

Template 1: The 24-Hour Thank-You Email

When to use: Within 24 hours of any interview round

Length: 150-200 words

Subject: Thank You – [Position] Interview on [Date]

Dear [Interviewer's Name],

Thank you for taking the time yesterday to discuss the [Position] role and [Company]'s approach to [specific topic discussed]. I particularly enjoyed learning about [specific project] and how the role would contribute to [specific outcome].

Our conversation reinforced my strong interest in this opportunity. My experience [specific relevant experience] at [Previous Company] aligns well with your need for [specific skill they emphasized]. I'm especially excited about [specific aspect] and confident I could contribute meaningfully to [specific goal you discussed].

Please don't hesitate to reach out if you need any additional information about my background or references.

Thank you again for your time and consideration.

Best regards,

[Your Name]

[Phone Number]

[LinkedIn Profile URL]

Template 2: Status Update Follow-Up

When to use: 5-7 business days after interview with no timeline provided

Length: 100-150 words

Subject: Re: [Position] Interview – Timeline Update

Dear [Interviewer's Name],

I hope this email finds you well. I wanted to follow up on my interview for the [Position] role on [Date]. I remain very interested in this opportunity and the chance to contribute to [specific goal or project you discussed].

I understand hiring decisions take time. When you have a moment, could you share an expected timeline for next steps?

Please let me know if there's any additional information I can provide to support your evaluation.

Thank you again for your time and consideration.

Best regards,

[Your Name]

[Phone Number]

[LinkedIn Profile URL]

MyCareersFuture advises keeping status updates brief and professional for best results.

Template 3: Follow-Up After Timeline Passed

When to use: 1-2 business days after their stated deadline passed

Length: 120-150 words

Subject: Re: [Position] Interview – Checking In

Dear [Interviewer's Name],

I wanted to circle back regarding the [Position] role we discussed on [Date]. During our interview, you mentioned you'd be making a decision by [specific date]. I understand these timelines can shift, and I wanted to reiterate my strong interest in joining [Company].

My experience with [specific relevant skill/project] would enable me to contribute immediately to [specific goal you discussed].

When you have an update, I'd appreciate hearing about next steps. If you need any additional details, I'm happy to provide them.

Thank you for your consideration.

Best regards,

[Your Name]

[Phone Number]

[LinkedIn Profile URL]

Template 4: Final Follow-Up

When to use: 7-10 days after receiving a "still reviewing" response

Length: 100-130 words

Subject: Re: [Position] Application – Final Check-In

Dear [Interviewer's Name],

I hope this message finds you well. I wanted to reach out one last time regarding the [Position] role I interviewed for on [Date].

I understand you may have moved forward with other candidates or that the timeline has extended. Either way, I remain interested in opportunities with [Company] and would appreciate any update you're able to share.

If this particular role isn't the right fit, I'd welcome the chance to be considered for future openings that match my background in [your specialty].

Thank you for your time throughout this process.

Best regards,

[Your Name]

[Phone Number]

[LinkedIn Profile URL]

Template 5: Competitive Offer Situation

When to use: When you receive another offer but prefer this company

Length: 130-160 words

Subject: Re: [Position] Interview – Time-Sensitive Update

Dear [Interviewer's Name],

I hope you're well. I wanted to share a time-sensitive update regarding my application for the [Position] role we discussed on [Date].

I've received an offer from another company with a response deadline of [specific date]. However, [Company] remains my first choice because of [specific genuine reason—team, project, growth opportunity].

I'm hoping to learn about your timeline for the [Position] role so I can make an informed decision. I would be thrilled to turn down the other offer if I'm selected to join your team.

Would it be possible to connect before [date] to discuss next steps?

Thank you for your consideration and understanding.

Best regards,

[Your Name]

[Phone Number]

[LinkedIn Profile URL]

Important: Only use this if you genuinely have another offer.

Template 6: LinkedIn Connection Message

When to use: 24-48 hours after interview as additional touchpoint

Length: 50-80 words

Hi [First Name],

Thank you again for our conversation about the [Position] role [yesterday/on Monday].

I appreciated learning about [specific project] and [Company]'s approach to [specific topic].

I'm excited about the possibility of contributing to [their goal] and would love to stay connected regardless of the outcome.

Looking forward to hearing about next steps!

Best regards,

[Your Name]

[Phone Number]

[LinkedIn Profile URL]

Indeed Singapore recommends LinkedIn connections to strengthen professional relationships beyond email.

Template 7: Thank You After Rejection

When to use: Immediately after receiving a rejection

Length: 100-120 words

Subject: Re: [Position] Application – Thank You

Dear [Interviewer's Name],

Thank you for letting me know about your decision regarding the [Position] role. While I'm disappointed, I appreciated the opportunity to learn about [Company]'s work on [specific project] and to meet your team.

I was impressed by [specific aspect], and I'd welcome the chance to be considered for future opportunities that match my background in [your specialty].

Would you be open to connecting on LinkedIn? I'd value staying in touch as both our careers progress.

Thank you again for your time and the positive interview experience.

Best regards,

[Your Name]

[Phone Number]

[LinkedIn Profile URL]

Email Subject Lines That Get Opened

For Thank-You Emails:

✓ "Thank You – Marketing Manager Interview on Dec 5"

✓ "Re: Data Analyst Interview – Thank You"

✗ "Thanks!" (too casual)

✗ "Following up" (too vague)

For Status Updates:

✓ "Following Up: Sarah Tan – UX Designer Interview"

✓ "Re: Business Analyst Position – Timeline Check"

✗ "Any updates?" (too casual)

✗ "Have you made a decision yet?" (sounds demanding)

The Rule: Your subject line should enable immediate identification of who you are, what role you discussed, and what you're requesting.

Common Email Writing Mistakes to Avoid

Mistake 1: Novel-Length Follow-Ups

Hiring managers skim long emails. Anything over 200 words for thank-you emails or 150 words for status updates gets deferred.

Fix: Cut ruthlessly. Every sentence should thank them, reinforce fit, or request action.

Mistake 2: Apologizing for Following Up

"Sorry to bother you..." weakens your message.

Fix: Start with "I wanted to follow up..." No apologies needed.

Mistake 3: Multiple Questions

"Could you let me know the timeline? Also, what's the next step? And can you share feedback?"

Fix: One clear question per email.

Mistake 4: Generic Corporate Speak

"I believe I would be a valuable asset to your dynamic team."

Fix: Be specific: "My experience implementing CRM systems at [Company] directly relates to your digital transformation project."

Mistake 5: Ignoring Their Stated Timeline

They said "we'll decide by Wednesday" and you email Tuesday.

Fix: Wait until their deadline passes before following up.

Frequently Asked Questions

Q: Should I send separate emails to everyone who interviewed me?

Yes, for thank-you emails within 24 hours. Personalize each one referencing what that specific person discussed. For status updates, email only your primary contact.

Q: What if I don't have the interviewer's email address?

Reply to the email thread you have, that’s typically your interview confirmation from HR or the recruiter.

Q: Can I send my follow-up email on the weekend?

Draft it over the weekend but send Monday morning between 8-10 AM for maximum visibility.

Q: Should I attach anything to my follow-up email?

No. Don't attach your resume, portfolio, or additional documents unless specifically requested.

Q: How formal should my tone be?

Match the company culture observed during your interview. When in doubt, err on professional warmth, friendly, but not casual.

Q: Should I follow up by email or phone?

Email is the professional standard unless the hiring manager specifically provided their phone number and encouraged calls.

Q: What if I'm working with a recruiter?

Send your thank-you email directly to interviewers within 24 hours. For status updates, work through your recruiter.

Your Follow-Up Email Success Checklist

Before clicking send:

✓ Interviewer's name spelled correctly (critical!)

✓ Company name accurate

✓ Sent within appropriate timeframe

✓ References 2-3 specific conversation details

✓ Connects experience explicitly to their needs

✓ Includes only ONE clear question

✓ Within word limit (200 for thank-you, 150 for status)

✓ Professional but warm tone

✓ No typos or errors

✓ Contact information in signature

✓ Sent during business hours (9 AM - 6 PM, Mon-Fri)

Moving Forward: Your Email Action Plan

Within 1 hour of finishing any interview: Write down 5-7 specific details discussed.

Within 24 hours: Send personalized thank-you emails to each interviewer using templates above.

Day 5-7 after interview: If you haven't heard back and they gave no timeline, send professional status update.

If they provided timeline: Wait until that date passes, then follow up 1-2 days later.

After 2 follow-ups with no response: Send one final gracious email, then redirect energy to active opportunities.

Following up isn't about being annoying. It's about being professional, demonstrating continued interest, and staying visible during decision-making.

Need expert guidance on your job search in Singapore?

ScienTec Consulting provides personalized support throughout your search, including review of your follow-up communications. Our recruitment specialists help you navigate company timelines and position yourself strategically. Connect with us to access unadvertised opportunities.