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Different Email Templates for Interviews

Table of Contents

With so many different use cases in email, we cover some high level scenarios where you may need a certain type of email. There are some key things to remember when writing emails to recruiters and potential employers:

  • Their time is valuable, keep the email concise and to the point.
  • Always use formal language, try to stay away from words such as “um,” “awesome,” “yanno,” etc.
  • Schedule send your emails! Additionally, the best time to schedule your emails to be sent is 6:45 A.M. as you will almost guarantee your email will be at the top of their inbox.

Asking about Positions Template #

When should I use this? If you:

  • Cold-call a company to gain more insight about potential roles there
  • Interested in working there in the near future and want to start a potential connection
  • Are looking to learn more about a company overall and are reaching out to a hiring manager or FT employee there
Subject: Potential Positions at {COMPANY}
------

Hi {NAME},

I am currently exploring {ROLE} opportunities for {SEASON}. I noticed you are recruiting for {COMPANY} and I thought my profile would be a good fit for {INSERT ROLES} roles. Happy to send over resume as well!

Best/Sincerely,
{YOUR NAME}

If you have a referral, feel free to drop their name as well inside the email:

Subject: {COMPANY} Internship Question and Referral From {REFERRAL NAME}
------

Hello {NAME},

I hope you are doing well! I know you are busy so I'll keep it concise. 

{REFERRAL NAME} passed your contact information to me as you recruit for {ROLE} Roles. I’m a {INSERT WORK BACKGROUND}. Additionally, I am attaching my resume for more details. 

With that being said, I am interested in pursuing internship opportunities your company has to offer for {RECRUITING SEASON}. {COMPANY} mission is something I strongly align with and I hope to start my early career with this company. I would be happy to hop on a call to discuss further.

I look forward to talking with you in the future!

Sincerely,
{NAME}

Alternatively, sometimes fellow interns are open to sharing their experience as well:

Subject: {COMPANY} Internship Question about {POSITION}
------

Hi {NAME}, 

My name is {NAME} and I noticed you're interning at {COMPANY} as a {ROLE}. I would love to set up a 20-minute call (or message on here) to discuss your journey and any general advice you have for me as I want to pursue {ROLE}. Thank you!

If you just applied to a role, feel free to ping a recruiter or employee to ask for more information. Doing so shows continued interest and thoughtfulness:

Subject: {COMPANY} Recruiting Timeline Questions
------

Hi {NAME},

I wanted to thank you for the response earlier! I applied to {POSITION}.

With that being said, I would be grateful if you could explain the timeline and provide any advice you have for navigating through the recruiting process. Bp's mission is something I strongly align with and I hope to start my career with this company. 

I would be happy to hop on a quick call to discuss this further if you would like.

Sincerely,
{NAME}

Interview Confirmation Template #

When should I use this? If you:

  • Just recieved an offer to interview and you wanted to schedule some times
  • Wanting to double-check your interview time, or it has been a while since you last confirmed your interview time
Subject: {COMPANY} Interview Thank You
------

Dear {NAME}, 

A {TIME FRAME}, I recieved a confirmation email for an interview scheduled on {DATE}. I just wanted to follow up that the time is still good for that time. If so, I am looking forward to talking with you soon. 

Sincerely, 
{NAME}

Post-Interview Template #

When should I use this? If you:

  • Just finished interviewing with a company and wanted to express your gratitude
  • Finished interviewing with a company and had additional questions you thought of
Subject: {COMPANY} Interview Thank You
------

Hello {NAME},

I wanted to personally thank you for helping me navigate the recruiting process for {COMPANY NAME}. I enjoyed learning about the different opportunities {COMPANY NAME} has to offer which fueled my excitement for the company even more through our discussions. 

I would also like to ask if you can extend my thank you to my interviewers for taking time out of their day to interview me as I had a very engaging conversation with everyone!

Lastly, is there an estimated time when I should hear back regarding the next steps? I would be grateful to be kept in the loop regarding the timeline. 

I look forward to hearing from you!

Graciously/Sincerely/Best Wishes,
{NAME}

Interview Follow-Up Template #

When should I use this? If you:

  • Haven’t heard back for a while from a company after interviewing
  • A company stated a date loosely and you wanted to check in.
Subject: {COMPANY} Interview Follow Up and Next Steps
------

Hello {NAME},

I hope you are doing well! I recently interviewed with {COMPANY NAME} on {INTERVIEW DATE}. After the interview, they stated a loose timeline of when I should hear back but I wanted to follow up to see if there was anything I should do on my end. Looking forward to hearing from you! 

Graciously/Sincerely/Best Wishes,
{NAME}
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