The interview is over. You walked out feeling good. You answered their questions. You asked your own. You smiled. You shook hands.
Then days pass. Nothing.
A week goes by. Still nothing.
You start to wonder. Did they forget about you? Did you say something wrong? Should you call them? Should you wait?
This is the most stressful part of job searching. The waiting.
But you are not powerless. Following up the right way can remind employers you exist. It can push your application to the top of the pile. It can even turn a no into a yes.
This guide teaches you exactly how to follow up. When to do it. What to say. And what to avoid so you do not annoy the person who might hire you.
Why Following Up Matters
Many job seekers never follow up. They submit their application. They attend the interview. Then they sit and wait forever.
That is a mistake.
Following up does three things for you.
First, it shows you care. Employers assume candidates who follow up actually want the job. Candidates who disappear probably do not.
Second, it keeps you on their mind. Hiring managers are busy. They interview many people. Your follow up email reminds them you exist.
Third, it gives you information. Sometimes the job has been filled but they forgot to tell you. Sometimes the decision is delayed. Following up gets you answers so you can move on or keep hoping.
When to Send Your First Follow Up
Timing is everything. Too early and you seem desperate. Too late and they have already moved on.
Send your first follow up within 24 hours of the interview.
This is your thank you email. It goes out the same day or the next morning. Not a week later. Not a month later. Within one day.
Send your second follow up one week after the interview.
If they promised to decide by a certain date, wait until that date passes. If they gave no timeline, wait one full week.
Send your third follow up two weeks after the second.
If you still have heard nothing after three total weeks, send one final email. Then let go and move on to other applications.
The Thank You Email (First Follow Up)
This email goes out within 24 hours. Keep it short. Keep it polite. Send it to everyone who interviewed you.
Subject line: Thank you – [Job Title] interview – [Your Name]
Body:
Hi [Interviewer Name],
Thank you for your time today. I enjoyed learning about the [Job Title] role and your team at [Company Name].
Our conversation about [something specific you discussed] confirmed my interest in this position. I am confident my experience in [your skill area] would help me succeed here.
Please let me know if you need anything else from me.
Best regards,
[Your Name]
[Your Phone Number]
Why This Email Works
It is short. Busy people read short emails.
It is specific. Mentioning something you discussed proves you were paying attention.
It is confident. You state your skills without bragging.
It is polite. You thank them without begging.
The Check In Email (Second Follow Up)
Send this one week after the interview if you have heard nothing.
Subject line: Following up – [Job Title] application – [Your Name]
Body:
Hi [Interviewer Name],
I hope you are having a good week.
I am writing to check on the status of my application for the [Job Title] position. I interviewed on [date of interview] and remain very interested in the role.
Is there any update you can share?
Thank you for your time.
Best regards,
[Your Name]
[Your Phone Number]
The Final Email (Third Follow Up)
Send this two weeks after the second follow up. This is your last attempt.
Subject line: Final follow up – [Job Title] – [Your Name]
Body:
Hi [Interviewer Name],
I am writing one last time about the [Job Title] position.
I understand you are busy. If the role has been filled, I completely understand. I would just appreciate knowing so I can focus my energy elsewhere.
Thank you again for the opportunity to interview. I wish you and your team all the best.
Best regards,
[Your Name]
[Your Phone Number]
What to Do If They Respond
They might say different things. Here is how to handle each response.
Response: “We are still reviewing candidates.”
Reply: “Thank you for the update. I look forward to hearing from you. Please let me know if you need anything else from me.”
Then wait another week before following up again.
Response: “You are our top candidate. We will send an offer soon.”
Reply: “That is wonderful news. Thank you. I look forward to receiving the offer. Please let me know if you need any additional information from me.”
Then wait. Do not keep emailing. They already told you the good news.
Response: “We decided to go with another candidate.”
Reply: “Thank you for letting me know. I appreciate the opportunity to interview. If any other roles open up that might fit my background, I would be grateful if you kept me in mind.”
Then move on. Send no more emails. That chapter is closed.
Response: Nothing. Silence.
If they never reply after three emails, stop. They are not interested. They are too unprofessional to tell you. Do not waste more energy on them.
Phone Follow Up: Should You Call?
Email is better for most situations. But sometimes a phone call works.
Call if:
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The interviewer gave you their direct phone number
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They told you to call if you had questions
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You have called them before and they were receptive
Do not call if:
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You only have the company switchboard number
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You do not know the interviewer personally
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You are feeling desperate or emotional
If you do call:
Call during business hours. Tuesday through Thursday between 10 AM and 11 AM or 2 PM and 3 PM. Avoid Monday mornings and Friday afternoons.
If they answer, say:
“Hi [Name], this is [Your Name]. I interviewed for the [Job Title] position last week. I am just checking in to see if there is any update on the decision. Do you have a moment to speak?”
If they are busy, ask when to call back. Do not force a conversation.
If they do not answer, leave one voicemail. Say your name, the job title, your phone number, and speak slowly. Then hang up. Do not call again.
WhatsApp Follow Up: Should You Message?
Only use WhatsApp if the interviewer contacted you there first.
Some Kenyan employers use WhatsApp for quick communication. If they messaged you on WhatsApp to set up the interview, you can follow up there.
Keep it professional. Use proper grammar. No abbreviations. No voice notes. No emojis except a simple smile at the end.
WhatsApp message example:
Hello [Name]. This is [Your Name]. I interviewed for the [Job Title] position last week. Just checking if there is any update. Thank you.
That is it. Short. Polite. Professional.
Never send multiple messages. Never send a voice note. Never call on WhatsApp without permission.
What to Do While You Wait
Waiting is hard. But do not sit around doing nothing.
Keep applying to other jobs.
Do not stop your job search because you had one good interview. Keep applying. Keep attending interviews. Keep your options open.
Prepare for the next step.
If they make an offer, what will you do? Think about your salary expectations. Think about your start date. Be ready.
Stay calm.
No news is not bad news. Many companies move slowly. Hiring decisions take time. Do not assume silence means rejection.
Common Follow Up Mistakes
Mistake: Emailing every day.
Stop. One email per week is enough. Daily emails annoy people. Annoyed interviewers do not hire you.
Mistake: Sounding desperate.
Do not say “I really really need this job.” Do not say “Please give me a chance.” Desperation repels people. Confidence attracts them.
Mistake: Calling the receptionist.
The receptionist cannot help you. Do not ask them to transfer you to the hiring manager. Do not leave messages with them. Email directly.
Mistake: Showing up at the office.
Never visit the company uninvited. This is not a movie. In real life, showing up without an appointment gets you escorted out, not hired.
Mistake: Contacting multiple people at the same company.
Pick one person. Usually the person who interviewed you. Do not email five different people. They will compare notes and both will be annoyed.
Mistake: Lying about another offer.
Do not say you have another offer unless you actually do. Employers check. Getting caught in a lie ends your chances forever.
Sample Follow Up Timeline
Here is a complete timeline for one job application.
Day 1 (Monday): Interview at 10 AM.
Day 1 (Monday) 2 PM: Send thank you email.
Day 7 (Sunday): No response yet.
Day 8 (Monday): Send check in email.
Day 15 (Monday): Still no response.
Day 15 (Monday) afternoon: Send final email.
Day 22 (Monday): Still no response. Stop following up. Move on.
How to Know When to Give Up
Giving up is hard. But chasing a dead opportunity wastes your energy.
Give up if:
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You sent three follow ups and got no reply
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They told you the role was filled
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Two months have passed since the interview
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The job listing was removed from their website
Do not give up if:
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They told you to wait
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They said a decision is coming soon
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You know someone inside who says the process is slow
Use your judgment. If your gut says let go, let go.
Frequently Asked Questions
Should I follow up if they said “We will call you”?
Yes. Send a thank you email within 24 hours. Then wait one week. If they said they would call and did not, send a check in email. People forget. Remind them politely.
What if I do not have the interviewer’s email address?
Ask the receptionist or check the company website. Many companies list employee emails. You can also try LinkedIn. Send a connection request with a note explaining who you are.
Should I follow up on weekends?
No. Send emails on weekdays only. Monday through Thursday is best. Friday afternoon emails often get lost.
What if I sent a follow up and then they reject me?
That is okay. You did nothing wrong. They would have rejected you whether you followed up or not. At least now you have an answer and can move on.
Can following up hurt my chances?
Only if you do it wrong. Too many emails. Desperate language. Calling too often. Showing up in person. Avoid those mistakes and following up only helps.
Related Articles
Following up is not begging. It is professional communication.
You worked hard to get that interview. You prepared. You showed up. You did your best. Do not let silence be the only answer.
Send the thank you email. Wait one week. Send the check in. Wait another week. Send one final email. Then let go.
Whatever happens, you will have done everything you could. No regrets. No what ifs.
And if this job does not work out, the next one will. Keep going.
Kevin Onsinsi is a career advisor and content writer at WebPulse Jobs. He helps Kenyan job seekers find legitimate opportunities and avoid scams. Based in Nakuru, Kevin has worked with hundreds of job seekers across the country. Connect with him at kevin@webpulse.co.ke.
