Friendly Follow Up Email Sample: Keep Your Lines of Communication Open
Hiring managers, candidates, email templates, and good manners intersect within the realm of friendly follow-up emails. These emails serve as the cornerstone of professional correspondence, paving the way for productive conversations, lasting relationships, and successful job searches or hiring processes.
Source www.liveagent.com
Crafting a Friendly Follow-Up Email
After an initial contact, it’s essential to send a follow-up email to stay top-of-mind and keep the conversation going. Here’s a comprehensive guide to crafting the perfect follow-up email that’s friendly and effective:
Structure
1. Subject Line: Keep it concise and attention-grabbing, such as “Checking In on Our Conversation” or “[Candidate Name], Let’s Reconnect.”
2. Salutation: Use a friendly greeting, like “Hi [Candidate Name]” or “Dear [Hiring Manager Name].”
3. Introduction: Start with a brief reminder of your previous conversation, such as “I hope this email finds you well. I’m writing to follow up on our meeting regarding the [position name] role.”
4. Body Paragraph 1: This is where you can elaborate on your interest in the opportunity and reiterate your qualifications. Use specific examples and data points to support your claims.
5. Body Paragraph 2 (Optional): If applicable, include any additional information, such as a portfolio link, updated resume, or references.
6. Call to Action: Clearly state what you’re hoping for next, such as “I’d love to schedule a time to meet again to discuss my qualifications in more detail” or “Is there any specific availability for a follow-up call?”
7. Closing: End the email with a positive and professional tone, such as “Thank you for your time and consideration” or “Looking forward to hearing from you soon.”
8. Signature: Include your complete name, email address, and phone number.
Tips for Writing a Friendly Email
- Use a casual and conversational tone.
- Personalize the email by addressing the recipient by name.
- Keep the email brief and to the point.
- Proofread for any errors before sending.
- Follow up regularly (every 2-4 weeks) if you don’t hear back.
Email Follow-Up Sample
| Subject Line: | Reconnecting on [position name] Role |
|---|---|
| Salutation: | Hi [Hiring Manager Name], |
| Introduction: | I hope this email finds you well. I’m writing to follow up on our conversation last week regarding the [position name] role. I was very impressed with the company’s mission and the overall responsibilities of the position. |
| Body Paragraph 1: | With my 5+ years of experience in a similar role, I’m confident that I can make a valuable contribution to your team. In my previous role at [company name], I successfully led a team of engineers to develop and launch a new product that resulted in a 15% increase in revenue. |
| Body Paragraph 2: | I’ve attached my updated resume for your reference, which outlines my skills and experience in greater detail. Additionally, I’ve included a link to my online portfolio showcasing my project work. |
| Call to Action: | I’d love to schedule a time to meet again to discuss my qualifications further and how I can best contribute to your team. Please let me know if you have any availability for a follow-up call next week. |
| Closing: | Thank you for your time and consideration. I look forward to hearing from you soon. |
| Signature: | Best regards, [Your Name] [Email Address] [Phone Number] |
Sample Friendly Follow-Up Emails
Offer Letter Acceptance Confirmation
Greetings [Candidate Name],
Thank you once again for your enthusiasm during the interview process. We are thrilled to have selected you for the role of [Position Name].
Enclosed, please find your official offer letter outlining the terms of your employment. Your tentative start date is [Date].
Please carefully review and sign the offer letter within the next 48 hours. Once signed, please return it to us via email. We understand that you may have questions, so please do not hesitate to reach out.
Welcome to the team! We eagerly anticipate your contributions and the positive impact you will have on our organization.
With warm regards,
[Your Name]
Interview Feedback Request
Dear [Candidate Name],
Thank you for taking the time to interview with us for the [Position Name] position. Your enthusiasm and qualifications made a great impression on our team.
We value your feedback as it helps us continuously improve our hiring process. Would you be willing to share your thoughts on your interview experience?
Your input will be greatly appreciated and may help enhance the experience for future candidates.
If you are comfortable providing feedback, kindly fill out our anonymous survey at [Survey Link]. Your responses will be kept confidential.
Thank you in advance for your time and insights.
Sincerely,
[Your Name]
Job Application Follow-Up
Dear [Applicant Name],
Thank you for expressing interest in the [Position Name] position. We received your application and appreciate you considering our company.
We are reviewing all applications carefully and will contact you if you are selected for an interview. Please note that the hiring process may take some time.
In the meantime, please feel free to visit our website to learn more about our company and culture. We also encourage you to connect with us on social media.
Thank you again for your application. We wish you all the best in your job search.
Best regards,
[Your Name]
Candidate Scheduling
Dear [Candidate Name],
Thank you for your interest in the [Position Name] position. We have reviewed your resume and believe you would be a great fit for our team.
We would like to invite you to an interview on [Date] at [Time] via [Platform]. Please confirm your availability by replying to this email.
In preparation for the interview, please take the following steps:
- Review our website to learn more about our company and culture.
- Prepare to discuss your experience and qualifications.
- Dress professionally and arrive on time.
We look forward to meeting you soon.
Best regards,
[Your Name]
Negotiation Request
Dear [Recipient Name],
Thank you for your time during our meeting yesterday to discuss the [Position Name] position. I appreciated the opportunity to learn more about the role and the company.
I am very interested in the position and believe my skills and experience would be a valuable addition to your team.
After careful consideration, I would like to request a negotiation of the [Specific Term] in the offer letter. I am seeking [Desired Outcome].
I am open to discussing alternative arrangements that would mutually benefit both parties. Would you be available to meet next week to further discuss this matter?
Thank you sincerely for your time and consideration.
Best regards,
[Your Name]
Onboarding Reminder
Dear [New Hire Name],
Welcome once again to the team! We are excited to have you join us as [Position Name]. Your onboarding will begin on [Date] at [Time] at [Location].
To ensure a smooth onboarding process, please bring the following required documents:
- Government-issued ID
- Social Security card
- Completed I-9 form
Additionally, you will need to complete the following online forms before your first day:
- [Form 1 Link]
- [Form 2 Link]
We also encourage you to review the employee handbook located at [Handbook Link].
If you have any questions or need assistance, please feel free to reach out. We are here to support you every step of the way.
See you soon!
Best regards,
[Your Name]
Appreciation and Next Steps
Dear [Recipient Name],
I wanted to take this opportunity to express my sincere appreciation for your contribution to our team during your time as [Position Name].
Your hard work, dedication, and positive attitude were invaluable to our success.
As you transition to your new role, we wish you all the best. We believe you have the skills and determination to thrive in your new endeavor.
Please let us know if there is anything we can do to support you during this transition. We are always here to provide references or assistance as needed.
Thank you again for your contributions. We will miss you and wish you continued success in your career.
Best regards,
[Your Name]
What are the key elements of a friendly follow-up email?
A friendly follow-up email is a message sent to a potential client, customer, or contact after an initial meeting, interview, or correspondence. The purpose of a follow-up email is to maintain a positive connection, reiterate the value of your offering, and encourage further engagement. Key elements of a friendly follow-up email include:
- Personalized subject line: The subject line should be brief, attention-grabbing, and relevant to the recipient.
- Warm greeting: Begin the email with a friendly salutation, such as "Hi [recipient’s name]" or "Hello [recipient’s name]."
- Reminding the recipient of your previous interaction: Briefly remind the recipient of your previous meeting, interview, conversation, or correspondence.
- Reiterating the value of your offering: Highlight the benefits and value of your product, service, or opportunity.
- Next steps: Clearly state the next steps you would like the recipient to take, such as scheduling a meeting, providing feedback, or visiting your website.
- Call to action: Encourage the recipient to take action by using a strong call to action, such as "Schedule a meeting today" or "Visit our website for more information."
- Warm closing: End the email with a friendly closing, such as "Thanks again for your time" or "Looking forward to hearing from you."
- Signature: Include your full name, contact information, and any relevant professional credentials in your signature.
Cheers for stopping by! If these follow-up email templates didn’t exactly tickle your fancy, be sure to check back in later. I’m always updating this post with fresh examples and insights. Thanks again for reading, and I hope these tips help you craft killer follow-up emails that score you the results you deserve!