How Many Thank-You E-mails Land the Job?

After a job interview, you need to follow up to stay visible—without becoming a pest. Consultant Lynn Taylor offers tips on finding the right frequency

By Lynn Taylor

I once had two excellent and equally qualified candidates competing in the final round for a public relations writer position. The job took longer to fill than anticipated. Candidate A was virtually silent after the interview and thank-you e-mail. I did all the reaching out thereafter to ensure that this applicant was still available. Candidate B sent the thank-you and also checked in about every 10 days with interesting links and industry information.

When I called to thank Candidate B, he was enthusiastic, professional, and upbeat, which underscored my impression from the first two interviews. We spoke again after another of his e-mails. He managed to stay top of mind during the search period. Finally, I had the time and resources to act on making the hire. I had to go with my gut: Since Candidate B went out of his way to demonstrate his interest for the job, I selected him. He remained part of my team for years until he had to relocate for personal reasons.

So Candidate A lost out in large part because he failed to follow up with enthusiasm. But over the course of my career, I've also had to exclude candidates from the running because they made pests of themselves after the interview.

Pressure Tactics That Don't Work

I once interviewed a prospective candidate who was in good stead for a writer/researcher position. I told him I needed a few weeks and would get back to him. But within a couple days he launched a barrage of e-mails and calls and continued for a few weeks, sometimes hinting he had other job opportunities. While he truly may have had these other offers, his mention of them struck me as a pressure tactic. It rubbed me the wrong way, as it would any hiring manager. The typical reaction is: "If you have another great offer, don't let us stop you."

(On a side note, if you really do have another offer pending and feel that the hiring manager would want to know because you're a finalist, then a separate, more urgent voice mail or e-mail makes sense. Don't name the other employer—simply explain that "I'm more interested in the job with your organization, but I do have to make a decision." Make sure that you have an offer letter in hand and would really take the job before you let on to the other prospective employer.)

In my case, I hinted to the candidate that his level of follow-up wasn't necessary, but he kept on deluging me with e-mails. We excluded himself from consideration. The candidate we ultimately hired had followed up with a "thank you" e-mail, a second e-mail, and a couple of phone calls all within about six weeks after the interview. She made just the right amount of contact.

So how do you know what the right amount of follow-up is? Every other week is a good general rule, especially if you're getting a positive response from the interviewer. But every situation differs, so keep the following tips in mind.

Consider the pace of hiring. If hiring is at a fast clip, say in three weeks, and you're in the running, make your frequency weekly instead of every other week.

Think about the hiring manager's reaction to you. Did the interviewer start the session with a great deal of interest—and then shift into dullness? Are you hearing questions that focus on your weaknesses? If your gut tells you that this is not a fit, then don't go beyond a standard thank-you e-mail. And in general, a brief interview along with a courteous "thank you," and no follow-up from the company means, "Don't call us, we'll call you." A situation in which you've been given specific dates for their next steps in the interviewing process minimizes the need for follow-up beyond a thank-you e-mail. If you hound the hiring manager regardless, you may hurt your chances for other positions that develop in or outside the company—and may have been more suitable.