How to write a follow-up email

How to write a follow-up email
You're right in the middle of searching for an internship, contracts and the plenty of other tasks that take up a high percentage of your time. Job hunting, in general, is time consuming and rarely fruitful. That's exactly why putting quality before quantity is crucial when managing your time. Submit personalised applications and then go ahead and put it into action! Your thank you follow-up email is just another step, like assuring you've got the right outfit sorted for an interview, to securing your dream job. Politeness is key!

An uncommon experience

The follow-up thank you letter-slash-email is globally seen as a formality without a great success rate if it is not used correctly. Yet, after reading this article you'll fully understand your employer's interests in order to smash that email, as well as the application as a whole. Not many students can get this part right, so now is your time to shine!

Slight touches for particular cases

Before heading any further, I would just like to point out that this practice does not always apply to every department/field because each one has an individual approach and individual expectations. For example, for some companies in which they have thousands of applications and job offers, a thank you email might be useless as it'll most likely never get read. In this situation, if you have not had a reply within, let's say 15 days, then you should let that one lie and move on to your next application. Remember we are prioritising here. In the same way, it is now clear that I am not talking about a thank you letter here. With modern day technology, you now have the choice of sending an email to your employer or a letter in the post. Sometimes, sending a letter in the post can seem a little old fashioned, which is debatable as again it entirely depends on where and what you are applying to. But let's just say, for argument's sake, that most people will email their potential employer after their interview to thank them, instead of a formal letter that may get there a few days after they've been accepted or sadly, declined. The email form will save you an awful lot of time and money, so this version will be added to our tips list for time management. Tick. Do remember that if you feel that writing is not your forte, you always have the option of giving them a ring instead.

The importance of thank you's

memes-fry-thank-you-email It is not enough to write 'thanks Sir/Madam' but it sure is a good starting place. It shows the employer that you are committed and that you are genuinely interested, if your email is genuine of course! It also confirms that you've totally understood the position for which you have applied for, what is required of you, your own skills in relation to the job and, best of all, it allows you to prove once again that your personality fits the job perfectly. By the time you sit down to write this mini thank you letter, you would have had time to think of questions and queries concerning the post, and this is your time to ask them. 8/10 times the questions you have prepared for the interview were either answered in the process of the interview or were no longer useful. Keep them simple and direct, avoid waffling as much as you can. It is said that an application to a large company will be looked at for, on average, just 6 seconds. Imagine how much time will be spent on your thank you letter. In some cases, a quick thank you will provide you with the perfect time to find out how your application will proceed. Here, you can also ask for feedback on your interview but always keep it short and sweet.

Simple values: Keep it smart and simple

Keep it smart and simple When do I send it? In general, it is recommended that you send the email 24 to 48 hours after the interview. If you're waiting for a second or perhaps third interview, it's down to you to judge the timing. Depending on the time between them, maybe wait until the last interview as you don't want to count your eggs before they've hatched. Who do I send it to? Your main priority is getting it straight to your interviewer. If there were two, or three, then send the email to each of them as it could be any of them making the final decision. Do not send one email to all of them, with one in the cc box. Make sure they all receive the letter separately as this can defeat the object, because it may make you look lazy, and you're trying to do your best to look motivated and hard-working.

How do I address the recruiter?

Recruiters will see right through you, so make sure you are being yourself in this letter. They have met you, they have a rough idea of who you are, so don't be false and go overboard with the compliments and your extreme gratification. Keep it simple and more importantly, keep it you! We'd advise you to add a little summary of the interview, just so that the recruiter can remember exactly who you are. Don't write an essay, but around 10 sentences will suffice. VERY IMPORTANT: Don't spam the company's inbox. There's nothing worse than candidates bombarding their interviewers with 50 emails after only the first interview. This can seriously put them off hiring you! Fact. If you send your one email and don't receive a reply in around three weeks from the date you sent it, you might as well wave your white flag above your head and move on to the next one.

The recruiter's side

recrutement Small effort, big price Recruitment cabinets aren't always the friendliest, that's a given. However, this is not a reason to scrap the email all-together. If you feel like there was a bit of tension or that you and your interviewer were two completely different people, don't wait around for their letter thanking you for the interview. Purely write to them explaining that you don't think that you quite fit the requirements and that you wish them all the best in the future. Leave them with a positive image of yourself and this way, you also save yourself a lot of time by focusing on what is achievable as well as desirable. Put it down as an experience, you can't have enough of those! The right impression No matter what anyone says, the thank you letter/email is always sent to help you, promote you and hopefully get you a job. The recruiter will hold on to the positive image of you if you send them your feedback on the interview, leaving your contact details at the end. This way, it is hoped that you will be contacted directly in order to schedule another interview or to secure the position. Give them positive vibes If your potential employer was unsure about certain responses during the interview or was missing the correct information here and there (travel expenses, the type of contract, working hours or similar), then this is your change to ask about these so get a clearer picture on what is expected for you in a possible second interview. For start-up companies for example, when taking on a full-time member of their team, they need to be as close to 100% sure that you'll be right for the job and this gesture might just be the positive signal they're looking for to confirm that you 100% are the right candidate.

The secret to the magic formula

formule magique remerciement I'll finish here by giving an example of an ideal thank you letter/email which will make recruiters' hearts skip a beat, that's for sure. Of course, this is not set in stone so adapt it to your situation, depending on which company and position you're applying for (perhaps be a bit less conventional for a job in marketing for example, then you need to show your creative side).
Dear Mr or Mrs surname, I would like to thank you for taking the time to conduct the interview date for the name of job post. I particularly liked the way in which you gave me confidence and made me feel at ease from the moment I arrived. I have understood that the main tasks for this position will involve:
  • main mission
  • mission 2
  • mission 3 etc...
After reading the preferred abilities and qualities section of the job description (list these), I feel that the interview reassured me that I do indeed fit these requirements and it has confirmed that I would be a great candidate for the job. I would be extremely happy to work as part of your team and to add to company's name's success. Please do not hesitate to contact me by phone number or by email at email address for any other information before you make your decision. Once again, thank you and I look forward to hearing from you soon. Signature, Name and Surname
As a summary, here's the magic formula to make you stand out in the crowd: - Sincere thanks - Show your interest and determination matches the requirements of the profile - Make yourself available for contact on the contact means in the text and bang, you're sorted! The never-ending advice given above is not only limited to thank you emails. Politeness and respect goes a long way and will always been valued within a company. Therefore, put yourself in your recruiter's shoes: you have to find the perfect candidate who has great social skills as well as the expertise to carry out the job properly. Below I will leave you with an info-graphic, which will for sure help you see the importance and value of social skills in a job application...  savoir être entretien d'embauche