What to Say When Checking on a Job Interview
Table of Contents
- Introduction
- Why Following Up Matters (And How To Think About It)
- When to Follow Up: Practical Timing Rules
- How To Choose The Right Channel
- The Structure Of A Follow-Up Message: What To Say, Step By Step
- A Practical Follow-Up Timeline (Use This Sequence)
- Email Templates and Example Wording (Adaptable)
- Phone & Voicemail Scripts (Precise Language That Works)
- LinkedIn Messages and Recruiter Platforms
- How to Add Value When You Follow Up
- What To Avoid Saying
- Handling No Response: When To Move On
- Managing Multiple Processes and Competing Offers
- Tailoring Your Follow-Up When You’re Overseas or Relocating
- Tracking Follow-Ups: The Small Systems That Prevent Big Mistakes
- Common Scenarios and Exact Phrases That Work
- Mistakes That Cost Candidates Momentum
- When You Should Consider Coaching or Structured Support
- Resources To Improve Your Follow-Up Materials
- Final Thoughts: A Simple Framework To Use Immediately
- FAQ
Introduction
Waiting after an interview can feel like suspended time: your enthusiasm and nerves meet the reality of corporate calendars, conflicting priorities, and processes that rarely move at the pace we hope. For global professionals balancing relocation logistics or time-zone differences, the uncertainty is amplified. You want clarity, you want to be remembered for the right reasons, and you want to advance your career with confidence.
Short answer: When checking on a job interview, be concise, polite, and purposeful. State who you are, reference the role and date, briefly restate your interest and fit, and ask for a timeline or next step. Whenever possible, add specific value—one sentence that reminds them why you are a strong match—or offer a quick piece of new information that aligns with the role. These elements let you follow up without appearing impatient.
This post will show the precise language to use for email, phone, voicemail, and LinkedIn follow-ups, and it will give you a practical decision framework for timing and channel selection. You’ll also get scripts you can adapt immediately, strategies to add meaningful value when you follow up, and guidance tailored to professionals for whom career moves intersect with international mobility. If you want one-on-one help crafting messages and a timeline that fits your situation, you can book a free discovery call to build a personalized plan.
My work as an Author, HR and L&D Specialist, and Career Coach focuses on turning interviews into offers while helping professionals integrate their career ambitions with the realities of global living. Below I lay out tested patterns and language so you can check on an interview with clarity, control, and confidence.
Why Following Up Matters (And How To Think About It)
Signal vs. Noise: What Your Follow-Up Communicates
A follow-up serves several strategic purposes. At a basic level it signals continued interest and professionalism. Beyond that, a well-constructed follow-up helps the hiring team remember specifics about you among a crowded slate of candidates and gives you an opportunity to shape the narrative about fit. When done well, it reinforces the impression that you are organized, responsive, and aligned with the role’s priorities.
From an HR perspective, timely follow-up also reduces process friction. Recruiters and hiring managers juggle calendars, approvals, and competing priorities. A thoughtful nudge can prompt action or at least clarify the timeline so you can make informed choices about other opportunities.
The Risk-Reward Equation
The main risk in following up is appearing impatient or intrusive. The reward is concrete: clarity, the chance to add information, and sometimes accelerating a decision. The balance comes from timing, tone, and content. Follow-ups should reduce the cognitive load of the hiring manager, not increase it. That means short, specific, respectful messages that make it easy for them to reply.
Global Professionals: Extra Variables to Consider
If you’re interviewing while managing relocation, visa timelines, or multiple time zones, your follow-ups should add clarity around those constraints. For example, if accepting an offer on another side of the world will affect your start date or relocation window, communicate that fact plainly and early. The goal is to align expectations, not to speed decisions through pressure.
If you need tailored timing advice that accounts for international constraints and the nuances of your industry, consider booking a free discovery call to get a personalized roadmap.
When to Follow Up: Practical Timing Rules
Timing is the single most common source of follow-up anxiety. Below is a clear, practical timeline to follow so your outreach lands at the right moment.
- Ask at the end of the interview when you should expect an update. That is the most reliable anchor you’ll get.
- If no timeline was given, wait one week for phone screens and two weeks for in-person or final-stage interviews.
- If they gave a specific window (e.g., “we’ll decide in two weeks”), wait 2–3 business days after that window before following up.
- Use a consistent cadence: initial thank-you (24 hours), first check-in (after the timeline you were given or after one to two weeks), second check-in (one week later), final follow-up (one to two weeks after that) then move on.
These rules simplify decision-making and keep your activity deliberate rather than reactive. If you want help building a follow-up schedule that fits multiple simultaneous processes or accounts for time-zone and relocation constraints, I can help you create a personalized plan—book a free discovery call.
How To Choose The Right Channel
Email: The Default For Most Situations
Email is the safest, most professional option for most follow-ups. It allows the recipient to respond on their timeline and gives you a written thread that can be referenced later. For most hiring processes, a concise email is preferred over voicemail or phone calls.
Use email when:
- The recruiter or hiring manager originally used email to schedule interviews.
- You need to attach a document or share a link (portfolio, updated presentation).
- You want a record of the conversation.
Phone or Voicemail: When to Call
Phone calls carry more immediacy and can be effective late in final-stage processes or when a deadline requires clarifying quickly. Call when:
- The interviewer invited you to call for status (rare but helpful).
- You are at the final stages of an offer and need to coordinate logistics.
- You have a timebound constraint and need a fast answer.
If you call, prepare a short script and be ready for voicemail. Treat your voicemail like a mini-email: who you are, the role, date of interview, and a single-question ask about timeline.
LinkedIn or Text: Use Sparingly and Strategically
LinkedIn messages can be effective if the recruiter used LinkedIn initially or if the hiring manager is active there. Avoid using DMs to repeatedly follow up. Text messages are generally inappropriate unless texting was the primary communication channel earlier.
When The Hiring Process Is International
For global professionals, clarify preferred channels early. Time-zone differences can make synchronous communication difficult, so prefer email and ask for a window for phone calls. If a recruiter is in a different country, include your availability window in their local time to reduce back-and-forth.
The Structure Of A Follow-Up Message: What To Say, Step By Step
Rather than relying on vague templates, use a predictable structure that fits any channel:
- Identification: Your name, role you interviewed for, date of interview.
- Opening: A one-line thank-you or positive remark about the conversation.
- Core ask: A concise request for an update or next steps/timeline.
- Value add: One sentence that reinforces fit or shares a relevant data point or resource.
- Closing: A brief sentence expressing continued interest and gratitude.
This structure respects the recipient’s time while keeping you top-of-mind.
A Practical Follow-Up Timeline (Use This Sequence)
- Thank-you note: Within 24 hours after the interview.
- First status check: After the timeline they gave, or 7–14 days if no timeline was supplied.
- Second check-in: One week after the first status check if you haven’t heard back.
- Final follow-up: One more brief message one to two weeks after the second check-in, indicating you’ll move forward with other opportunities if you don’t hear back but that you remain interested.
This sequence keeps you visible without over-communicating. It also creates a clear endpoint to avoid indefinite waiting.
Email Templates and Example Wording (Adaptable)
Below are practical email templates. Each is short and aligned with the structure above. Adapt specifics and keep your tone professional and direct.
Thank-You Email (Send Within 24 Hours)
Subject line: Thank you — [Role] interview
Hello [Name],
Thank you for taking the time to speak with me today about the [Role]. I enjoyed hearing about the team’s priorities around [specific project or responsibility you discussed], and our conversation reinforced my interest in contributing my experience in [relevant skill or result].
If it’s helpful, I’d be glad to share a brief example of [related deliverable or result]. I look forward to the next steps and appreciate your time.
Best regards,
[Your name]
[Phone] | [LinkedIn URL]
First Status Check (If You Haven’t Heard by the Given Timeline)
Subject line: Checking in — [Role]
Hello [Name],
I hope you’re well. I’m checking in regarding the [Role] following our interview on [date]. I’m still very interested in the opportunity and wanted to see if there’s an updated timeline for next steps.
If it would help, I can provide [a short item of added value—data, a sample piece of work, references]. Thank you for the update when you have a moment.
Kind regards,
[Your name]
Concise Follow-Up (If No Timeline Was Given)
Subject line: Quick check-in — [Role]
Hi [Name],
I enjoyed speaking with you on [date] about the [Role]. I wanted to check whether there’s any update on next steps or if there’s anything else I can provide to support your process.
Thanks again for your time and consideration.
[Your name]
Second Follow-Up (If Still No Response)
Subject line: Follow-up on [Role] interview
Hello [Name],
I wanted to follow up once more on my interview for the [Role]. I remain very interested and would welcome any update on the hiring timeline. If another candidate has been selected, I’d appreciate knowing so I can plan accordingly.
Thanks for letting me know when you can.
[Your name]
Final Follow-Up (Last Touch)
Subject line: Final follow-up — [Role]
Hello [Name],
A final note to check the status of the [Role] after our interview on [date]. I’m assuming you’ve moved ahead with another candidate, but I wanted to say it was a pleasure meeting you and that I’d welcome future opportunities to connect.
All the best,
[Your name]
Throughout these emails, you can reinforce your candidacy by offering a short example of work, a relevant case study, or a link to a brief document. If you need ready-made assets to update your materials before sharing, our free resume and cover letter templates are available for quick personalization.
Phone & Voicemail Scripts (Precise Language That Works)
Phone calls require brevity and clarity. Use this template and adapt it to your tone.
Phone intro:
“Hi [Name], this is [Your Full Name]. I interviewed for the [Role] on [date]. I wanted to follow up briefly to see if a decision has been made or if there are next steps I should prepare for.”
If they say it’s still in progress:
“Thank you—that’s helpful. Can you share the best estimate for timing, or is there anything I can provide in the meantime to help the process?”
If they say the role has been filled:
“Congratulations on finding the right person. I appreciate the update and would welcome being considered for future roles. May I stay in touch?”
Voicemail template:
“Hi [Name], this is [Your Full Name]. I’m calling to follow up on my interview for the [Role] on [date]. I’m very interested in the opportunity and wondered if there’s an updated timeline for next steps. You can reach me at [phone] or via email at [email]. Thanks for your time—I look forward to hearing from you.”
Keep phone calls under two minutes and end with a clear action step or thank-you.
LinkedIn Messages and Recruiter Platforms
LinkedIn can be useful when the interviewer first connected you via the platform or when you want to re-engage a hiring manager after a longer silence. Keep messages short and professional, and reference the interview and date.
Example:
“Hi [Name], thanks again for our conversation on [date] about the [Role]. I wanted to check in to see if there are any updates on next steps. I appreciated learning more about [aspect discussed] and remain interested. Thank you.”
Avoid long messages or repeated pings. If you share content, make it directly relevant and succinct.
How to Add Value When You Follow Up
Adding value differentiates a check-in from a generic nudge. A single, targeted addition can change a “no update” response into a substantive reply.
Use one of these minimal value-adds in your follow-up:
- A brief sentence linking to a recent, relevant work sample or short case summary.
- A one-line, data-based result from your past work that maps to the employer’s problem.
- A short idea or suggestion (1–2 sentences) that responds directly to a problem they described in the interview.
- An offer to provide references or a portfolio section tailored to the role.
For example: “Since we discussed improving customer onboarding, I thought you might find a two-page summary of an onboarding sequence I led helpful—I’d be happy to send it.” That signals initiative without being pushy.
If you need help identifying the best piece of evidence or drafting a one-page case summary, our self-paced career confidence course offers frameworks to package accomplishments clearly for interviews and follow-ups. Many professionals use that process to produce concise attachments that add immediate value.
What To Avoid Saying
Avoid language that sounds entitled, passive-aggressive, or overly emotional. Examples of phrases to avoid:
- “You promised you’d call.” (Anchors blame)
- “Are you sure you didn’t miss my email?” (Pushes responsibility)
- “I’m desperate for a job.” (Undermines confidence)
- “Why haven’t you made a decision?” (Pressures without producing new information)
Also avoid bringing up other candidates, gossip about internal processes, or making demands about timelines. Your job is to make it easy for them to respond, not confront them.
Handling No Response: When To Move On
If you’ve followed the timeline and sent a thoughtful final follow-up with no reply, it’s time to redirect energy elsewhere. Silence typically means one of three things: the role is on hold, the company’s communication process is inconsistent, or they’ve chosen another candidate and didn’t notify applicants.
Take these steps:
- Record the status and date of last contact in your job tracker.
- If the role is critical, consider sending a brief “staying in touch” message after one to three months to preserve the relationship.
- Continue interviewing and don’t put other opportunities on hold indefinitely.
- Use the experience to refine your interview and follow-up approach.
If you want help auditing your follow-up sequence and improving response rates, a short coaching session can reset your strategy and messaging—book a free discovery call.
Managing Multiple Processes and Competing Offers
When you are juggling multiple interviews or have an offer in hand while waiting to hear from another employer, communication becomes a negotiating tool. Use transparent, professional language.
If you need more time to decide because another offer is pending, say:
“Thank you for the update. I want to be transparent: I’ve received another offer and have a decision deadline of [date]. I remain highly interested in [Company] and would welcome any insight into your timeline to help me make an informed decision.”
This tells them the reality without coercion and often prompts an accelerated timeline or clear response. Avoid bluffing—only use real deadlines.
If you receive an offer but prefer another employer still considering you, use this approach:
“Thank you for the offer and the confidence in my fit. I’m evaluating the opportunity and would like to make the best decision. I also interviewed with [Company B] and expect an update by [date]. If possible, could you share the latest on your decision timeline? I don’t want to make a rushed choice.”
This communicates professionalism and can create space for the employer to expedite or be candid about timing.
Tailoring Your Follow-Up When You’re Overseas or Relocating
Global candidates must be clear about logistics and availability. Include time-zone-friendly availability and be explicit about relocation constraints if they matter. Use language like:
“I’m currently in [Country/Time Zone]. For scheduling, I’m available [time blocks in their local time]. Regarding relocation, my earliest start date would be [date], given typical visa timelines.”
If visa sponsorship or relocation assistance is a factor, bring it up only when the conversation reaches logistics or an offer stage—unless the recruiter asked earlier—so you don’t pre-empt discussions about fit.
If you’d like help articulating your availability and relocation readiness clearly and confidently, the frameworks in our career confidence course can help you present logistics without undermining your candidacy.
Tracking Follow-Ups: The Small Systems That Prevent Big Mistakes
A simple tracking system prevents duplicated messages and keeps your outreach strategic. Use a spreadsheet with columns for company name, role, date of interview, contact name and channel, last outreach, and next planned step. Include a one-line summary of what you discussed so you can personalize follow-ups quickly.
If you prefer templates you can drop in, our free resume and cover letter templates also come with simple email snippets that many candidates use to speed personalization. Documenting your follow-ups is especially important if you’re interviewing across multiple time zones or managing relocation windows.
Common Scenarios and Exact Phrases That Work
Below are responses tailored to common moments. Use them verbatim or adapt.
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You were promised an update “next week” and haven’t heard: “I wanted to check in on the timeline for the [Role] after our conversation on [date]. I’m excited about the opportunity and would welcome any update you can share.”
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You get a terse reply “still interviewing”: “Thanks for the update. Do you have an expected date for final decisions, or should I check back in a couple of weeks?”
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You are told they chose another candidate: “Thank you for letting me know. I appreciate your time and would value keeping in touch about future roles that align with [specific skillset or area].”
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You found a relevant sample to share after the interview: “Following our conversation about [topic], I thought a short example of my work on [project] might be useful. I’ve attached a one-page summary in case it adds value.”
Mistakes That Cost Candidates Momentum
Several mistakes consistently reduce response rates or damage rapport:
- Sending overly long follow-ups with no clear ask.
- Following up through the wrong channel repeatedly (e.g., emailing and then texting).
- Forgetting to personalize messages to the person who interviewed you.
- Making follow-ups about yourself instead of connecting your experience to their needs.
Prevent these errors by using the structure earlier in this post and treating each outreach as a service to the hiring manager: format your message to make it easy for them to act.
When You Should Consider Coaching or Structured Support
If you’ve been interviewing frequently without progress, or if you’re negotiating offers across jurisdictions or time zones, structured coaching can accelerate results. Coaching helps you:
- Craft succinct, persuasive follow-ups.
- Clarify the right message for each stage and channel.
- Build a negotiation timeline that aligns with relocation or visa realities.
- Manage multiple processes without losing momentum.
For professionals who want a clear roadmap and tools that translate into consistent results, booking a short strategy session can be transformative. If that’s where you are, book a free discovery call and we’ll walk through your current processes and immediate next steps.
Resources To Improve Your Follow-Up Materials
Two practical resources that many candidates find helpful are a focused skills course for communication and ready-to-edit documents for fast personalization. The structured approach taught in our self-paced career confidence course helps candidates convert interview conversation points into concise value statements and email copy. For materials you can adapt quickly, try our free resume and cover letter templates to ensure anything you share in a follow-up looks polished and professional.
Final Thoughts: A Simple Framework To Use Immediately
When you check on an interview, use the three-part rule: Identify → Ask → Add Value.
Identify yourself and the role, ask a single clear question about timeline or next steps, and add one brief piece of value or offer to provide a succinct supporting item. That structure keeps your messages professional, memorable, and useful to the hiring manager.
If you want one-on-one support to craft that exact language for your situation—especially if you’re managing international logistics or competing offers—schedule a session to build your personalized roadmap. If you want one-on-one support to craft the exact messages and timing for your situation, book a free discovery call.
In closing, remember that follow-ups are not just about getting an answer—they are a chance to reinforce fit, clarify next steps, and leave a professional impression that supports your long-term career. Ready to build a clear, confident plan tailored to your goals and mobility needs? Book a free discovery call today.
FAQ
Q: How soon is too soon to follow up after an interview?
A: If the interviewer gave a clear timeline, wait until two to three business days after that window. If no timeline was provided, wait at least one week for initial check-ins and up to two weeks for in-person or final-stage interviews.
Q: Should I call or email to check on an interview?
A: Email is the default and the least intrusive. Call only if the interviewer invited you to do so, if there’s a tight deadline, or if you need a faster answer. When in doubt, follow the communication channel the recruiter used to contact you initially.
Q: What’s the best way to add value in a follow-up message?
A: Add a one-sentence attachment or data point directly tied to a need the hiring team discussed. For example, offer a concise example of a relevant project you led or a link to a one-page summary that illustrates measurable outcomes.
Q: If I still don’t hear back after multiple follow-ups, what should I do?
A: Move forward with other opportunities. Send a polite final follow-up and plan a “stay in touch” note after a few months if you wish to preserve the relationship. Prioritize processes that respect your time and communicate clearly.
