Jeffrey writes:
I had an interview on Jan. 9. Then, after the interview, I sent a thank-you letter on Jan. 10. The hiring manager replied as follows: “Thanks for coming and talking with us. I think the entire interviewing team was impressed with your enthusiasm and that quality will certainly play a factor in our decision… As I mentioned to you, we will likely be able to provide you more information about your status soon.”
But so far, I have not received any more information from him. My question is: When can I do “second-time” follow-up? I hope that he doesn’t think I am desperate. If I should send “second-time” follow up, what can I say and how to say? Please advise.
I think the mantra for job-seekers — until (or if) we see a vastly different job market — needs to be “patience, patience, patience.” Many employers are taking their time filling job slots, perhaps saving some money in the budget by not replacing someone so quickly, perhaps to really take the time to find the ideal candidate for the open position. Regardless of the reasons, for job-seekers, it means a prolonged interview process, with longer waiting periods and greater anxiety.
That’s the bad news. The good news is that so far you have done everything perfectly in seeking this job. It sounds as though you interviewed well, you wrote an immediate thank-you letter, and you even have gotten some feedback about how you did.
What’s your next step? Call the hiring manager — starting today. Since you were given no definite timetable as to when the employer plans to fill the position, you should take the initiative and keep in contact. You will not sound desperate — you will sound interested — if you do it correctly. In your follow-up phone call, do not whine about how long its taking to fill the position or that it is inconvenient to you or that you really, really want the job. Instead, simply restate your interest in the position, talk about your fit with the position, and stress how you are ready to make an immediate contribution. If you have some news, such as completion of more training or career development, share that as well.
Job-seekers must follow-up all job leads. Be assertive, but not rude, annoying, or groveling.
Read more in my article published on Quintessential Careers,
Following
Up All Job Leads: Don’t Wait by the Phone.
Gary writes:
I had two interviews with a company that I am very interested in seeking employment with. The first interview was with the hiring manager and the second was with his peers and superiors. The second interview went extremely well and the hiring manager even told me I did great! I followed-up with an e-mail two weeks after the second interview with the hiring manager and did not receive any response. I also followed-up with him via telephone and got his secretary who informed me the company was still in the process of interviewing for the position? How do I find out where I stand and how can I get to speak directly with the hiring manager without appearing to anxious/desperate? I am currently employed and actively interviewing with other companies and would like to know whether I am still being considered for the position with the company I had two interviews with already.
Kudos to you for realizing the value of following up with prospective employers. All job-seekers please take note: your job is not done once the job interview is over; first, you must send thank-you notes to all the folks you interview with, and second, you need to follow up with the hiring manager and continue showing your interest in the organization.
Employers have had the luxury in the last couple of years to really stretch the length of the hiring process, some to many months beyond the initial interviews. I think we’ll soon be seeing a change, once the employment environment improves for job-seekers. In the meantime, how does a job-seeker follow-up without sounding desperate or becoming a nuisance?
If the hiring manager is avoiding your calls, it could be a bad sign — but not necessarily. If you cannot reach him because his secretary is screening his calls, consider calling during lunch time or after business hours — where you may be lucky enough to catch him, or at least be able to leave a voicemail message. And since you have his email address, send him an email follow-up.
So how do you not sound desperate? Well, first, don’t act like it. I actually think following-up about once a week is not unreasonable. Calling every day is a warning sign to employers. But, here’s something more important than the frequency — the content of your conversation. Whenever you do call, have a topic of interest to discuss first — perhaps the employer was in the news (about a new product, sales growth, or something else positive) or perhaps you have news (such as completed more training or some accomplishment)… and once you have discussed the news (and shown your continued interest in the organization), then you can casually ask about the status of the job opening. And if you do get a job offer from one of the other leads you are pursuing, by all means call the hiring manager and let him know — it could backfire on you, but it might also hasten the hiring process if you are the top candidate for the position.
Read more in this article published on Quintessential Careers: Job Interview Follow-Up Do’s and Don’ts.
Lorna writes:
I interviewed with a prospective employer last Thursday for a customer representative job. During the interview, I felt really confident and thought that I made a good impression with the interviewer. Today, I received a letter from the employer stating that the position that I interviewed for was not the best for my qualifications. I would like to ask you if it is appropriate for me to call them and ask the “particular” reason I did not get the job. This is the first job interview that I failed to get hired. I feel that I have done something wrong. Please advise.
Thank you for taking the time to read my email. I hope to hear from you soon.
First, I am amazed you heard back from the employer so quickly. Should you follow up? Sure! You have nothing to lose and everything to gain. Call the person you interviewed with and ask both for a critique of the interview as well as why you are not a good fit for the job. If nothing else, you may gain some insights about how you portray yourself or your skills — and perhaps, just perhaps, the employer will reconsider and ask you back because of your initiative.
But remember, also take the feedback with a grain of salt — this is just ONE person’s opinion about you… so be careful of putting too much stock into his/her words. If he/she identifies some potential flaws, ask a close friend or colleague to conduct a mock interview with you and give you more feedback.
Also be prepared to not get your questions answers; many employers won’t answer this kind of question for fear of lawsuits.
One final comment. You have been very lucky that all your previous job interviews resulted in a job offer; I know very few job-seekers who could claim such a record — so even having just one rejection is still a pretty remarkable track record.
Best of luck to you. I know you will continue to have job-search success in the future — especially if you keep trying to improve yourself.
Find lots of other good job interviewing tools, articles, and question databases in this section of Quintessential Careers: Guide to Job Interviewing Resources.
Rodney writes:
For nearly two months now, I have been vainly trying to acquire an entry-level clerical position, but to no avail. I’ve sent out 15+ resumes, complete with cover letter and all, to entry-level job postings and I’ve gotten NO CALLBACKS WHATSOEVER (except for one form letter telling me that “my skills are not the best match for their company”).
What am I doing wrong? I have plenty of relevant computer skills, and a good starting amount of experience thanks to a temp service I’ve been working with, and I’ve got references and all sorts of other wonderful things to back me up, but I can’t even score an interview!
Please, I need some guidance and I don’t know where else to look. I’ve been driven almost to tears because of this frustrating situation.
I know that you — and the thousands of others following your same strategy — think you are trying hard to find a new job, but you are simply not doing enough, especially in today’s job market.
First, are you only applying to job postings? If you’re looking for a clerical position, there is certainly no limit to the number and types of companies that need that kind of help. So, your first step is to expand the number of potential employers you are contacting. Do the proper research: find the companies, call to get the hiring manager for clerical positions, and then send a targeted cover letter and resume to each hiring manager.
But before you send out those cover letters and resumes, please make sure that you are following the proper guidelines. Your cover letter should be about 4-5 short paragraphs, with the first paragraph saying exactly why you are writing — and why you are an ideal candidate for the position. End the letter with a promise to call and follow-up. Your resume should be 1-2 pages depending on your experience, and it should focus on your key accomplishments, skills, and education. Do not list duties on your resume. On both your cover letter and resume avoid any kind of typos and misspellings.
Second — and this step is CRITICAL — you MUST follow-up ALL job leads. You cannot expect an employer to contact you. I would even advise getting on the phone right now and contacting all the employers you have already sent applications to and ask about the positions. Calling an employer to inquire about a position is never a bad thing — unless you are unprofessional or unless you start calling every hour. Following-up with an employer shows you have a strong interest in working for the company. And, amazingly, many job-seekers think its best to wait by the phone for the employer … so, get the edge over the others by calling each employer.
And while we’re on the subject of job-search strategies … once you do start going on interviews, make sure you send each person you interview with a thank-you note as quickly as possible — and then follow-up those thank-you notes with another phone call.
Get more help in these sections of Quintessential Careers: Cover Letter Resources and Resume Resources.
Darby writes:
I just had an over-the-phone job interview with a children’s museum this morning. I felt the interview did not go as well as I would have liked. The interviewer was rather rigid, and I felt the questions he asked did not probe into my strong points very well. I have a feeling they may be “using” me to show they are looking for a candidate “far and wide,” when in reality I do know they have people from within that are applying for the job. I would like to make a trip up to the museum to look around, and also to prove my sincerity. 1) But am I wasting my time? (It would be a 6-hour drive each way; I’d have to take off work, etc.)
I am going to send a “thank you for the interview” email, and 2) what can I do to emphasize my competency in the area of management at that time? I am pretty sure the interviewer and I did not get into sync in that matter. (I had just had another interview with another employer that did not focus as much on management skills [more about ME], and it was more off-the-cuff. I was offered the job, but the logistics of relocating there weren’t ideal, so I turned it down. I think I was drawing too much from that interview during the recent children’s museum one.)
First, you have to remember that most people are not good interviewers. Add interviewing over the phone, and the number declines even more. So, don’t sweat it too much. Plus, often times the weaker interviews (in our minds) turn into something while interviews where we feel like we excelled end up dead-ends.
Do write a thank-you letter highlighting all the ways you are perfect for the job. If you know the qualifications, you could even write a two-column letter, where the left column lists the qualifications and the right column lists what you offer. If you do brainstorm even more ideas, send it along as a supplemental sheet — “Darby’s Ideas for the Children’s Museum.”
I wouldn’t jump in my car just yet, but in the thank-you letter, you can make the offer — and then in a follow-up phone call next week, you can mention your strong interest in the position and the possibility you may be in the area…and then judge the reaction. If it sounds insincere, perhaps they are just going through the motions with you, but if they sound interested in you stopping by — and this is a job that really interests you — then see if you can arrange to “drop by.”
Damage control is not negative; interviews are just going to be awkward at times… and there are going to be situations where you feel you need to emphasize your talents in writing…
Keep at it — and keep at other opportunities as well.
Read more about thank-you letters in this article published on Quintessential Careers: FAQs About Thank You Letters.
And for dealing with any future phone interviews, check out this article on Quintessential Careers: Proper Phone Interview Etiquette Can Propel You to the Next Step in the Hiring Process.
Rob writes:
I’ve found your website to be an incredibly helpful resource. I’m a systems administrator laid off — and still searching to find a job a year later.
Your site repeatedly urges job-seekers to call companies and ask for interviews, and to make commitments to do so in cover letters. Does this advice still apply in today’s technical job market?
Aside from the large number of ads that clearly state “no calls,” I’m finding that most employers in my profession make it difficult or impossible to ascertain contact information. Some companies don’t even list a phone number or address on their web site, meaning that more serious detective work is needed to make contact. When one does make the call, the response seems to always be a variation on “don’t call us, we’ll call you.”
If you could address this situation on your site, I think it’d be most helpful to job-seekers in my position. Thanks for your attention, and the wonderful web site.
The bottom line is this: yes, technology and the current job market make it even easier for employers to toss all etiquette aside. Employers do not even need to bother to acknowledge job-seekers. The better companies, of course, still do…but their numbers are small.
When we say it’s important to follow-up, we mean to follow-up. Employers often say “no phone calls” because they don’t want hundreds/thousands of people calling them to apply for the job. That wording does not mean, however, that a week or so after you have applied, that you cannot follow-up to be sure they have received your application. “No calls” is only for the initial contact, not follow-up.
Of course, the best solution is to have a network contact within the company who can feed you information and help make your case for an interview…and that’s more and more where job-seeking has to go. Building contacts through professional organizations to provide you with more information about potential openings, as well as more company information and inside details that can improve your chances for getting an interview and job offer.
You still need to be politely aggressive in this job market. You need to find a way to break through barriers and make yourself known above the simple database searches of keywords that many companies are indeed using — especially technology companies.
Fearing being too aggressive or seen as impolite and not following up ALL your job leads is simply bad job-hunting.
We also have an article on Quintessential Careers, 10 Reality Checks of Job-Hunting…and follow-up actually is so important it is two of the 10!
Astro writes:
Should I write a follow-up letter after not receiving a response after an interview for almost a month? If so, I need your help in writing a follow-up letter for position I interviewed and did not receive a response for all most a month. I browsed your site but was unable to get any sample letter for such a situation. Please help.
Employers are definitely slowing the interviewing and hiring process, waiting for budgets to stabilize and for the economy to improve, and allowing themselves to get the pick of the best candidates on the job market. That said, waiting so long after your interview has probably sealed your fate.
The best thing job-seekers can do is follow this procedure regarding job interviews and follow-up.
First, at the end of the interview — if it went well and you feel a strong fit — ask for the job. If you are not comfortable being that aggressive, then at least ask the employer about the timetable for filling the position. This information will give you an approximate planning window.
Second, as soon as possible after the interview, write thank-you notes to each person you interviewed with. If you interviewed with numerous people, you can use a “boilerplate” thank-you letter — but be sure to customize elements of each one. Check that you have correct names and titles. You can also email a quick note of thanks, but you should also send a regular thank you via postal mail. (Find sample thank-you letters here.)
Third, a few days later, but not longer than a week after the interview (or sooner if the employer has a short timeframe), contact the main interviewer (hiring manager) and again express your interest in and fit with the position.
Fourth, follow-up again in another week (or sooner)…and keep up the weekly follow-ups until the position is filled. As long as you are polite and only call about once a week, these calls will show your ongoing interest in the position — without be annoying or sounding desperate.
Read more in our article, FAQs About Thank You Letters.
Dorothy writes:
After an initial or second interview, is it appropriate to email a thank you and follow-up note or must you type a letter and mail?
The Career Doctor responds:
Here’s your answer: it depends.
But more important than delivery method is the fact that you are sending a thank-you note! While career experts differ on whether thank you notes should be typed or hand-written, mailed or emailed, on plain paper or on note paper, they all agree on one thing: that job-seekers who send the thank you notes will have an edge — however slight — over job-seekers who do not bother to take the time send one.
My advice is to take the cue from the employer. If all the people you’ve interviewed with have given you their email addresses and the culture seems to be one where people depend on email, then send your thank you electronically — it will get there faster and have an immediate impact. If the culture seems to be one of more traditional communications methods, then consider either mailing your thank you notes — or hand-delivering them (yourself or through a messenger service) to the employer. And even with an email thank you, you might also send a hard copy.
Remember to tailor your letter to the culture of the company and the relationship you established with the person(s) who interviewed you.
Read more in this article from Quintessential Careers: FAQs About Thank You Letters.
Cathy writes:
I am seeking advice for my husband. He had an interview for a position, which he thought went well and was also told it was a good meeting. He was called back for a second interview. But the night before the interview, he received a message on our answering machine saying that the meeting was being canceled. It has now been one week and he has heard nothing. The agency that was working with him only knew that the meeting was canceled. At this point, does he “write off” this company as a potential employer, or should he follow it up in some way?
I see a couple of red flags in your email, and my gut feeling is that it is time for your husband to explore other options, but let’s go through this thing step-by-step.
First, when using a recruiter or headhunter, that person becomes a key point of contact. Just remember that the recruiter works for the employer (and not you), and you should be okay. The recruiter only gets paid for placing a job-seeker with a client company, so there are obvious reasons why the recruiter wants to work with you in helping you land the position. Always follow-up any contact with employers with the recruiter and get his or her feedback on your performance and perceptions of where you stand with the employer.
Second, job-seekers should always send thank-you notes after all interviews — to each person who interviewed you. While not always seen as a requirement, thank you letters can push you ahead of the other candidates — give you a little edge.
Third, always follow-up with employers — and recruiters. Who knows why the employer canceled the interview? Perhaps they filled the position; perhaps they implemented a hiring freeze; perhaps they received a bad reference about your husband. Information is key. By following-up the next day after getting the message, he might be in a better position of knowing where he stood — and where the search stood. He should have also called the recruiter, if for no other reason than to update him/her on the progress of the search. Follow-up is key. Job-seekers must follow-up on all job leads.
I wouldn’t necessarily write off this company — there is still time to make contact and see where the search stands — but I would certainly be moving forward with other potential employers because something obviously happened with this company. And your husband should decide whether to keep working with the recruiter.
Finally, remember that networking is the best — and most likely — way to find a job. So, be sure to let all the people in your network know you are looking for a new opportunity.
For more resources related to recruiters and headhunters, including useful advice and recruiter directories, go to this section of Quintessential Careers: Recruiter/Headhunter Resources, Directories & Associations.
Galen writes: I have been searching for a job for about 2 and 1/2 months. Every one I show my resume to, or e-mail/fax/snail mail to says that they really like my resume, or WOW, or this is a really strong resume.
Problem is no interviews, no follow-up calls from headhunters on-line or otherwise for jobs which I submitted my resume. Many of these jobs I am definitely qualified for, some over qualified, some under. Most, 80% fall into the definitely qualified for.
- What am I doing wrong?
- How do I get the headhunters to respond?
- etc.
No interviews is a bad sign to me. It means that there is something wrong with your job search…and probably not just your lack of follow-up.
I strongly urge you have a career professional — a resume service, a former boss or colleague, or a headhunter — carefully review your resume and cover letter. In fact, you should have him or her evaluate your entire job-search plan.
I also strongly suggest you read our article, Ten Questions to Ask Yourself if You Still Haven’t Found a Job, published on Quintessential Careers. The article discusses some of the common roadblocks to a successful job-search — and how to get through them.
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