Top Ten Tips for Effective Follow-Up

Very rarely does an organization decide whether or not to hire a candidate after just one interview. The interview and hiring process generally will require at least three interviews, typically a combination of telephone and in-person interviews with different members of the organization conducted over a period of two-to-three weeks. Whether you are working directly with the organization’s hiring authority or partnering with a recruiting agency, the interview period presents an excellent opportunity for you to demonstrate your interest in the position and differentiate yourself from the other candidates by being a courteous, conscientious professional who will be great organizational fit.

1. Ask about the hiring process. At the conclusion of the initial interview, inquire about the hiring process/procedures in general. Politely ask what the next steps will be and when the employer anticipates they will make the hiring decision.

2. Set a firm date and time to follow-up by telephone before the end of the first interview. Once you have a reasonable sense of the interview process, it is likely that the hiring authority will tell you when to expect to hear something back, for example, “Sometime early next week,-no later than Wednesday.”

• Thank the hiring authority for their time and consideration and state that you would like to check in by telephone within the said time frame, for example, on Tuesday of next week.
• Ask what time is most convenient to call. Make sure to add that you understand that your contact is very busy and thank them in advance for setting aside time to speak briefly about your interest in the position.
• While e-mail is generally far more expedient and convenient for all parties, nothing builds rapport like actually hearing enthusiasm for the position in a candidate’s voice.
• Be aware that your request to speak by phone may be denied. Some people are simply too busy to talk on the telephone or just not interested in moving forward with your candidacy. Nevertheless, is important to get in the habit of scheduling a follow-up telephone call after the initial interview.

3. Thank the interviewer immediately after the initial interview in an e-mail. Hiring authorities and recruiting agencies expect initial follow-up from the candidate via e-mail within one business day, if not immediately, after the interview ends. When composing your e-mail, courteously restate your interest in the position and reiterate that you will check-in by telephone on the appointed day and time. Be sure to obtain the business card of the person/s who interviewed you so that you will have the correct title and contact information you need to send your e-mail and hand-written thank-you note.

4. Send a written note of thanks to the interviewer/s within three business days of your initial interview with the hiring organization. You may have read that it is not necessary to do so, but sending a brief, well-written note of thanks on simple, elegant stationary is always appreciated and, most importantly, remembered, by the interviewer. You may not always get the job, but a written thank-you note demonstrates that you are conscientious, value the interviewer’s time and are astute enough to create another opportunity to re-emphasize your interest in the position. Being courteous is never a waste of your time.

5. Contact the hiring authority by telephone. Irrespective of whether or not you have heard back from the hiring authority prior to the date and time of your scheduled follow-up call, make the call at the appointed time. At the outset, thank your contact for taking time to speak to you, briefly restate your interest in the position and make the call purposeful by asking if the contact requires any additional information or if there are any additional questions you might answer. Thank them again for their time and express the hope that you might be given another opportunity to meet with other members of the organization in a second interview.

6. Check-in by email. If a week passes and you’ve heard nothing back from the hiring authority or recruiting agency, send a polite inquiry via e-mail as to the status of your application. Remember to state the position for which you applied/interviewed as well as the name of the person who conducted the interview.

7. Be patient and remain consistent. The hiring process may take longer than anticipated due to vacations, absences, etc. Until you’ve received confirmation of another interview or definitive word that the hiring organization does not plan to move forward with your candidacy, check-in every week to learn where the hiring authority is in the decision-making process. Restate that you look forward to the possibility of another interview.

8. Stay calm and carry on. If you learn that the hiring authority would like to schedule another interview-that is good news. However, the hiring process is most likely far from over. Manage your expectations about the hiring process and approach each subsequent interview with the enthusiasm you had in the first. If you are interviewed by a new group of second-round interviewers, be sure to repeat the follow-up outlined above: ask about the next step in the hiring process, try and schedule a brief telephone call, send an immediate thank you e-mail, then written note of thanks. If you are interviewed by the same initial interviewer, be sure to follow-up with another thank you e-mail. It is not necessary to send another hand-written note.

9. If you are brought in for a second interview, acknowledge everyone you meet or speak to in the hiring organization. Remember the names of everyone you meet in the hiring organization and be sure to present yourself well by being cordial to one and all. Never assume that one member of an organization is more important than another. Rude or arrogant conduct toward organizational members during the interview process has lost people jobs and excellent opportunities. Demonstrate that you are an organizational fit by treating everyone as you would like to be treated. If you have a particularly pleasant conversation-you may follow-up with a brief e-mail stating how nice it was to speak to this employee and how much you appreciated their kind assistance. Again, behaving with courtesy and professionalism toward everyone is never a waste of your time.

10. Finish strong. You may get the job offer or you many not this time around. Whatever the outcome, follow-up with a sincere note of thanks. If you are asked to join the organization, express your enthusiasm about working with the team to everyone with whom you’ve had contact in a written note. If you are not asked to join the organization, remain cordial and dignified - no matter how disappointed you may feel. Leave a positive lasting impression with a written note of thanks. State that you found the interview an excellent opportunity to meet inspiring professionals and learn more about a great organization.