The short answer: send a short thank-you email within 24 hours of the interview to everyone who interviewed you, mentioning something specific from the conversation and restating your interest. Then, if you haven’t heard back, send a follow-up email a day or two after the date they said they’d decide, restating your interest and asking about the timeline. If they gave no date, wait about a week. The first two rules follow the University of Alabama Career Center’s advice. Below are eight templates, subject lines, and the mistakes to avoid.
When to send what
| Situation | When | What |
|---|---|---|
| After any interview | Within 24 hours | A thank-you email |
| No news after the date they gave | A day or two after that date | A follow-up email |
| No date given | About one week after the interview | A follow-up email |
| Still no reply | About one week after the first follow-up | One last, short follow-up |
| You receive another offer | As soon as possible | An update asking about their timeline |
The University of Alabama Career Center recommends asking during the interview “when you might hear from them again,” then waiting “a day or two after the date they provided” before emailing to restate your interest and ask about the hiring status. If the employer suggested calling instead, call.
Thank-you email templates
The same career center’s advice on thank-you notes: send one “to everyone with whom you interviewed and mention something specific about the conversation,” restate your interest, and if you forgot to mention a relevant qualification, include it. Because decisions are often made quickly, email is usually better than a handwritten note.
1. After a first interview
Subject: Thank you – [Role] interview
Hi [Name],
Thank you for taking the time to speak with me today about the [Role] position. I enjoyed hearing about [specific topic, such as the team’s plans to expand into Canada], and it made me even more excited about the role.
My experience [relevant experience in one line] fits well with what you described, and I’d welcome the chance to contribute.
Thank you again, and I look forward to hearing about next steps.
Best regards,
[Your name]
2. After a final interview
Subject: Thank you – final interview for [Role]
Hi [Name],
Thank you for meeting with me today and for introducing me to the team. After our conversations, I’m even more confident this is the right role for me, especially [specific reason].
One thing I didn’t get to mention: [a relevant qualification or example]. I’d be glad to share more if helpful.
I’m looking forward to hearing from you.
Best,
[Your name]
3. After a phone screen
Subject: Thank you for today’s call
Hi [Name],
Thanks for the call today and for explaining the [Role] and the next steps. I’m very interested in the position and look forward to the next conversation.
Best,
[Your name]
4. After a panel interview
Send a short, separate email to each person, each mentioning something they said. If you don’t have everyone’s email address, send one to your main contact and ask them to pass on your thanks.
Subject: Thank you – [Role] interview
Hi [Name],
Thank you for joining the panel today. I especially appreciated your question about [topic], and hearing how your team [something they said]. I’d be glad to bring my experience in [area] to that work.
Best regards,
[Your name]
Follow-up email templates
5. No response after the date they gave
Subject: Following up – [Role] interview
Hi [Name],
I hope you’re well. I’m writing to follow up on my interview for the [Role] position on [date]. I’m still very interested in the role and in joining [team or company].
Could you let me know if there’s an update on the timeline? I’m happy to provide anything else you need.
Thank you,
[Your name]
6. A second, last follow-up
Subject: Re: Following up – [Role] interview
Hi [Name],
I wanted to check in once more about the [Role] position. I understand these decisions take time, and I remain very interested. If the role has been filled, I’d appreciate knowing so I can plan accordingly.
Best regards,
[Your name]
After this, stop following up and focus on other applications.
7. When you receive another offer
Subject: Update on my application – [Role]
Hi [Name],
I wanted to let you know that I’ve received an offer from another company, and I’ve been asked to respond by [date]. [Company] remains my first choice, so I wanted to ask whether there’s any update on your timeline.
Thank you for understanding,
[Your name]
Only send this if it’s true.
8. To a recruiter
Subject: Checking in – [Role] at [Company]
Hi [Name],
Thanks again for arranging my interview for the [Role] position on [date]. Have you heard any feedback from the team? I’m still very interested and happy to answer any questions they have.
Best,
[Your name]
Subject lines that work
- Thank you – [Role] interview
- Thank you for your time today
- Following up – [Role] interview on [date]
- Update on my application – [Role]
- Re: [original email subject], to keep it in the same thread
Mistakes to avoid
- Waiting too long to send the thank-you. Within 24 hours.
- A generic message. Mention something specific from the conversation.
- Following up too often. One follow-up, then one more at most.
- Sounding impatient or demanding. Keep it polite and brief.
- Typos and wrong names. Proofread, and double-check the spelling of every name.
- Long emails. Most of these are under 100 words.
If the answer is no, see our guide to responding to a rejection email.
Frequently asked questions
How soon should I send a thank-you email after an interview?
What should a thank-you email after an interview say?
How long should I wait to follow up after an interview?
How many times should I follow up after an interview?
Should I send a thank-you email to every interviewer?
Sources
- The University of Alabama Career Center, After the Interview. Read on 30 September 2026.
