Updated on October 09, 2023

  • 10 min read
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Written by Ethan Wilson

How to write follow up email after interview no response

How to write follow up email after interview no response

Navigating the job market can be tricky from every angle, and the interviewing process comes with many uncertainties. Whether you’ve submitted an application or just got done with your first interview, learning how to write a follow up email after no response is important. You may not need to use it with every job prospect, but it can be helpful to keep in the back pocket for when the day comes. Although these emails don’t have to be overly complicated, follow up emails need to focus on a few key areas. You’ll want to remain professional, but calling back to a personal touch regarding your application can make you more identifiable. For this article, you’ll get a few templates on how to write a follow up email after no response, alongside best practices to consider.

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By taking a proactive approach in the corporate world, you’re much more likely to find success in the sectors you’re interested in. This can come in many forms, but a simple follow up email could be the turning point for your candidacy.

There is a long list of reasons as to why you haven’t heard back from that employer, and it doesn’t mean it’s due to your skills. In some cases, the business gets swamped and misses a few emails in the mix.

How to write a follow up email after receiving no response | AImReply

Even if the company responds and decides to move on to other candidates, at least you have closure and can move on. Although sending an email is an easy task, writing one is a whole other story.

If you haven't received a response from the recruiter, it might be worth sending a polite email to the recruiter to check on the status of your application 

Each person is bound to put their own spin on their emails, but the templates mentioned below can act as a blueprint for your own. You want to make sure your email gets seen, and grabbing their attention starts with an effective subject line.

If you're finding it challenging to craft your follow-up email, consider utilizing an AI email generator like AImReply to streamline the process and ensure a professional tone.

How to write a follow up email after receiving no response | AImReply

A few suggestions include:

  • Following up about my previous [email/interview/phone call]
  • Checking in about our recent meeting for [job title]
  • Hoping to follow up about [topic]
  • Do you have an update on [topic]

Subject lines don’t need to be over the top, as it’s crucial they convey exactly what you want to know. Your email should carry purpose in every word while delivering a genuine tone that connects with the intended recipient. Make sure to review and save the email templates below if you’re looking for help on how to write follow up emails after no response. To ensure you don't forget to send your follow-up, consider setting a reminder email on your calendar or task manager

How to write a follow up email after receiving no response | AImReply

Follow Up Templates for No Response

If it has been a week or two and you haven’t heard back about your recent interview, it’s time to consider a follow up email. It’s important to carefully craft this email, as it could potentially make or break your chance with the company. Each template below offers a different flair that you can blend into your own style for a professional and personal touch.

How to write a follow up email after receiving no response | AImReply
1. Short and sweet

For individuals who are worried about being too forward, there’s nothing wrong with being as polite as possible in your email. This kind nature is bound to positively rub off on the recipient, and acknowledging the recipient's time and patience is a must.

Subject Line: A follow up on our recent meeting

Dear [Contact Name],

My name is [Your Name], it has been a while since we last spoke, and I just wanted to follow up and see if there were any developments on my [application/interview]. I know you must be awfully busy, but don't hesitate to reach out when you get a second.

I’m always available via email or by phone, and I look forward to hearing from you soon!

Yours sincerely,
[Your Name]
[LinkedIn URL]

These types of emails don’t have to be extensive by any means. Keep in mind that they simply act as notifications for the recipient. At the same time, it could act as grounds for new conversations and opportunities.

You want to make your presence known without pressing the recipient too often. This approach may not be 100% effective, but it does put you one step ahead of other candidates.

How to write a follow up email after receiving no response | AImReply
2. Follow up with your boss

Follow up emails can be used in many different scenarios, not just for meetings and interviews. Emailing is an ongoing internal process for any business, and sending follow up emails is not uncommon in the slightest. When you’re writing a follow up email with your boss, this should come with a bit of tact for obvious reasons.

Subject Line: Checking in about our recent chat

Hi [Boss’ Name],

I recently sent you a note in regard to our meeting, and I’m just following up to see if you had a chance to give it a look. This isn’t urgent by any means, but I know emails can get lost among the rest every so often.

Please let me know when you have a second to chat, and I can swing by your office, or we can meet in the conference room. No rush; I'm available when you’re ready!

All the best,
[Your Name]
[LinkedIn URL]

This email takes a blended approach with a casual yet respectful and professional tone. The somewhat casual approach shows a sense of trust, but you don’t cross a line at any point. It always remains respectful of their time, and you communicate the point of the email directly.

How to write a follow up email after receiving no response | AImReply
3. General no response follow up email

Regardless if it’s a business setting or not, sending an email to follow up on a no response needs to be as effective as possible. Your email should deliver your message in just a few sentences, and it should be easily readable from top to bottom. The following template is a great solution for any email that never received a response.

Subject Line: Reaching out about my previous email

Dear [Contact Name],

My name is [Your Name], and I’m reaching out as I sent an email on [Date], and I have yet to hear back. I hope all is well on your end, but please let me know when you have a second to discuss [topic in previous email].

I look forward to hearing from you soon!

Kind Regards,
[Your Name]
[LinkedIn URL] 

Between the three templates mentioned above, you have more than enough material to work off of, regardless of the situation. Templates are undoubtedly helpful, but there are quite a few tips you want to keep in mind before you start writing your follow up email.

Consider reaching out directly to the HR department if you haven't heard back after following up with the hiring manager. An email to HR might provide additional clarity on the hiring process

How to write a follow up email after receiving no response | AImReply

Tips and Tricks When Writing

Whether you’re writing the email from scratch or working with the provided templates, there are other considerations when writing an email to follow up. Of course, the tone of the writing should match the recipient, but there are various details about your email that shouldn’t be overlooked.

How to write a follow up email after receiving no response | AImReply
1. Don’t push too hard

A vital component to the follow up process is to not jump into it too early. Even if you feel anxious waiting for a response, waiting a few days up to a week or two may be the most appropriate route.

Based on professional opinion, waiting three days seems to be the sweet spot before sending out follow up emails. How you write your email and when you send it will convey a certain tone, and you want to make sure it’s kind yet persistent.

When you do write the email, make sure to note their time and patience on the matter. This shows that you’re adaptable and come off much more friendly than just asking one direct question after another.

How to write a follow up email after receiving no response | AImReply
2. Never resend the first email

When it comes to sending follow up emails, never resend the initial message, or copy and paste it into the new one. You always want to write something fresh that jogs the memory of the recipient. Of course, if you already have an email thread open, they’ll be able to see your email from before.

Resending a past email without context can seem pushy and shows a lack of willingness to communicate in a professional manner. In the business world, the impressions you make on others are everything. Carrying a soft yet persistent tone is a good mix for being effective at any hour of the day.

How to write a follow up email after receiving no response | AImReply

Writing one email after another is relatively tedious, but thankfully, there’s plenty of technology to help with this. On a side note, AImReply can eliminate the stress and anxiety surrounding writing emails.

You can rest assured that we can write up effective follow up emails while saving you time and frustrations along the way. Additionally, AImReply will never have an issue with resending mail.

How to write a follow up email after receiving no response | AImReply
3. Help them remember you

When following up, make sure that you call back to something about your previous meeting or interview. If you’re able to give the recipient an immediate identifier, it’s more likely that they’ll be responsive to your message.

Always remember that hiring managers deal with a long list of candidates, so it always helps to give them a refresher when reaching out. You don’t necessarily have to worry about your interview being extremely memorable, but these small extra steps add up over time.

As you show persistence through communication and interest, hiring managers will have a harder time forgetting your name and face. If you’re able to build some kind of relationship during the interview process, this will increase your chances among other candidates.

It’s also important to highlight that if you’re following up about a previous email, do your best to avoid mentioning it. This could be seen as passive-aggressive to some people and is best left out of a follow up email.

How to write a follow up email after receiving no response | AImReply
4. Always give them a CTA

After you have said your piece in the body of your email, you always want to end it in a way that prompts them to respond. Give the recipient multiple options to choose from, as this will increase your chances of them reaching out.

Specifically, note that you’re available for any questions they might have. Write the email in a tone that lets the reader know you’re available at any time. This will take pressure off them having to worry about a schedule, and they may be more inclined to respond.

Once again, if the recipient has already given you an initial response, you won't have to structure your CTA and body text around that. Do what you can to ensure the reader remembers you and your application at every turn.

Taking this route is an effective strategy you should always have on hand. You may not always need to use it, but it can come in handy for the right situation or conversation. Hiring managers can be extremely busy people, so sometimes you’ll need to guide them in the direction you want them to go.

How to write a follow up email after receiving no response | AImReply
5. Adjust your close based on previous emails

Your CTA strategy might need to be adjusted depending on whether you’re receiving a response or none at all. In most cases, etiquette states that three follow up emails is acceptable under the following circumstances.

  • Initial Ask: This is for your first inquiry about an application or a meeting
  • Second Follow Up: Now you’re looking for an update or a referral based on your previous interaction
  • Third Follow Up: If you still don’t receive a response, you can send a third follow up to seek any advice on getting in touch with them

Most importantly, your emails don’t sound pushy or aggressive. If any language in your email comes off as hostile, this is a good way to get your email ignored every time. Navigating the professional world requires tact, which can lead to quite a bit of anxiety. Sending professional emails doesn’t have to be overly complicated, nor should you overthink every word.

How to write a follow up email after receiving no response | AImReply

In Conclusion

Learning how to write a follow up email after an interview with no response is vital to pursuing your goals in the job market. You won't win every time, but the small suggestions mentioned in this article can make a world of difference.

For those worried about the stress of managing these emails, there are plenty of tools to help you. AImReply exists to streamline the email process by creating perfectly written follow up emails. 

With added benefits such as error-free, genuine text and detailed customization, AImReply can easily manage it all. Moreover, using AImReply guarantees uniquely written content with every email while delivering a professional tone.

Author Ethan Wilson
Written by

Author, Expert in Email Strategy and Artificial Intelligence

Author Ethan Wilson

Written by

Ethan Wilson

Author, Expert in Email Strategy and Artificial Intelligence

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