How to Follow Up With Candidates After an Interview (With Templates)

The interview is over. The candidate is walking back to their car replaying every answer, and the hiring manager is already in their next meeting. What you do in the next 24 hours shapes whether that candidate stays warm, and whether you end up with a placement.

Why the first 24 hours matter

Straight after an interview, a candidate's interest is at its peak, and so is their uncertainty. If they hear nothing, they fill the gap with their own story: it went badly, or they've gone cold. That's when they say yes to the other agency's role or accept a counter-offer from their current employer.

A quick, warm follow-up does three jobs:

1. Captures their feedback while it's fresh. You'll learn things you can use with the client, such as concerns about the commute, salary or team.
2. Sets expectations about when they'll hear back.
3. Shows them you're in their corner, which is the whole value of using a recruiter.

Call first, then write

For candidates you're actively placing, the best follow-up is a short phone call the same afternoon. Ask open questions:

• "How do you feel it went?"
• "What did you like most about the role and the team?"
• "Is there anything that gave you pause?"
• "On a scale of one to ten, how keen are you now?"

Then send a short written follow-up that confirms the next step. It gives the candidate something to refer back to and gives you a record.

Template: same-day thank-you

Hi Mereana,

Thanks for making the time to interview for the Project Coordinator role with Ōtautahi Health today. I'd love to hear how you felt it went: what stood out, and anything you'd like me to pass on.

I'm expecting feedback by Thursday and will share it with you as soon as I have it.

Cheers, Sarah

Template: when feedback is taking longer than expected

Hi Mereana,

Just a quick update so you're not left in the dark: I haven't had a final answer on the Project Coordinator role yet. The client is still working through their process and I'm following up with them again.

I'll check in again by Tuesday, even if there's still no news. Thanks for your patience.

The single most reassuring phrase in recruitment is "even if there's still no news." It tells the candidate they won't be forgotten.

Template: text message version

Hi Mereana, thanks for interviewing for the Project Coordinator role today. How did it go? Expecting feedback by Thursday. I'll be in touch then. Sarah, Southern Talent

You can create versions of all of these for your own candidates with our free follow-up message writer.

Follow up with the client too

Candidate follow-up only works if you get client feedback on time. When you confirm the interview with the hiring manager, agree on when you'll speak afterwards. Then put that call in your calendar. "I'll call you Wednesday at 2pm for your thoughts" gets a far better response than "let me know what you think."

Common mistakes

• Waiting until you have news. The candidate doesn't know you're chasing the client. Tell them.
• Promising a date and missing it. If you said Thursday, contact them on Thursday, even just to say you're still waiting.
• Long emails. Three or four sentences is plenty. Save the detail for the phone.
• Going quiet when the answer is no. Unsuccessful candidates deserve a prompt, kind reply too. See our guide on telling candidates they didn't get the job.

Making it consistent

None of this is complicated. The challenge is doing it for every candidate, every week, when you're also managing clients and targets. That's exactly the gap RecruitBot NZ fills: it drafts the right follow-up on the right day for every candidate in your pipeline, and your recruiters approve each one in seconds. Book a demo to see it in action.