Business Writing Center

Tools

Follow Up

Complete your positive, professional impression by following-up your interview with a letter that reiterates your qualifications and interest in the job. A well-strategized and effectively written follow-up letter will create a professional impression that can give you the competitive edge.

Timing
Write and mail your letter to the interviewer within 24 hours of the interview.  Hand delivering your note lets your interviewer know that your interest level is high.

Format
Either a handwritten or typed letter of thanks is appropriate. Write your letter by hand if your penmanship is very legible, you have personalized stationery, or your note is brief. Otherwise, a typed letter is a better option.

Content
The content of your letter is a very personal decision.  Base this decision on the rapport you established with the interviewer and the formality of the interview.  Consider the following suggestions:

Identify Yourself. Remember that your interviewer may have spoken to many people in the same day. To help the interviewer remember you, mention any topics that helped establish rapport, such as shared hobbies, hometown, etc.

Example: If you and the interviewer both sold subscriptions to the local newspaper while in college, remind him of this commonality and the conversation you had about it -- "I'm pleased to learn that the persistence and persuasion I learned selling subscriptions to the Daily News is so valuable in the business world. "

Sell Yourself. Reiterate why you are a good candidate for the job, using specific examples from your experience. During the interview, you may have learned more detail about the available position, so relate your qualifications to the job description.

Example: "My four years experience as assistant manager at Blimpie's qualify me to successfully manage Houston's. I hired, trained and managed a staff of four, estimated and ordered all supplies, and worked within strict franchise guidelines "

Fill in the Blanks. Tell the interviewer anything you left out. During the interview, you may get sidetracked and forget to mention something about yourself that you really want your interviewer to know. If so, the follow-up letter is your chance to do it.

Example: During the interview, your interviewer talked enthusiastically about the importance of teamwork, but you didn't get a chance to mention your experience as a team player. "Your insight on how an effective team works makes me realize how fortunate I am to have been part of the Hands on Atlanta team. As a volunteer with carpentry experience, I was assigned to a team responsible for repairing roots . . . [proceed with example]. "

Restate your Interest. Naturally, employers are hesitant to make offers to candidates who may not accept. Reassure the interviewer of your interest and cite any specific reasons you may have for wanting the position.

Example: "XYZ's corporate environment, reputation, and everyone I met during my interview process make me even more enthusiastic about joining the company. XYZ's plan to recycle discarded tires and make affordable electricity available to all residents of the township perfectly coincides with my personal philosophy toward maximizing our recyclable resources. Please consider me as a candidate for [the position]. "

Establish Next Steps. Clarify who will make contact. If your interviewer specified a certain date or time he/ she plans to make a hiring decision and contact you, mention this in your letter. If your interviewer did not mention any specifics, be pro-active and let him/her know you will make contact after a reasonable amount of time. Be specific about when you will contact your interviewer, and then make sure you follow up!

Example: ''I look forward to hearing from you after you complete interviews the first week in February, " or "As you suggested, I will contact you the first week in February. "

Clarify Details.  If you are fortunate enough to receive an offer during an interview, clarify the details of the offer in your follow-up letter. The intense setting of an interview combined with the excitement of an offer may be so overwhelming that the details of the offer become unclear. Use your notes to help you reiterate the specifics of the offer in your follow-up letter and ask your interviewer to confirm them. Remember, take as much time as you need to make a decision about an offer.

Example: "As you mentioned during our meeting, the financial analyst position you offered begins on January 5, 2000  with a starting salary of $40,000 and raise eligibility at my six-month review. I will call you Tuesday to confirm that these details are accurate and, in addition, I will make a decision about the position by Friday. "

Note: Remember to ask your interviewer for a business card so you know where to send the letter.

1999 by Molly Epstein, Management Communication, Goizueta Business School, Emory University, Atlanta, Georgia. For more information, send e-mail to Molly_Epstein@bus.emory.edu