Following Up After Interviews by Email.

What you do after an interview can strongly influence the final decision. In this lesson you learn to write clear, polite emails that keep the relationship positive. You study short models of thank-you emails, confirmation messages and replies to offers or rejections. Together we notice how subject lines, greetings, main messages and closings work in professional English. You then write your own messages based on real or imagined interviews, choosing appropriate tone and level of formality. Template phrases help you thank interviewers, refer to something you discussed and express continued interest. You also practise responding briefly to good news and bad news in a calm, professional way. Finally, you reflect in simple English on what went well and what you want to improve next time. By the end, you can follow up after interviews confidently and politely, both when the outcome is positive and when it is not.

1. Why follow up and a first confirmation email.

In this lesson we are moving into what happens after you receive or attend an interview. Many candidates stop working when the interview finishes, but smart candidates continue to communicate clearly and politely. This can really influence the final decision. In this first block, we will focus on one simple situation. You have received an invitation to an interview and you want to confirm the time and format by email. I will show you a short model email and we will notice how the different parts work in English: the subject line, the greeting, the opening sentence, the main message and the closing. As you listen and read, think about your own next interview. How could you adapt this type of email for your life? After you read the model, I will ask you to write a short analysis, not a full email yet. You will choose useful phrases that you want to reuse later in the lesson.

The situation.

Imagine you receive an email from BrightPath Consulting inviting you to an interview next week. You want to answer in a professional way and confirm the details. A short, clear email is enough, but the structure and tone are important.

When you follow up about interviews, most professional emails have the same basic parts:

1. Subject line – so the reader understands your email quickly.
2. Greeting – polite and suitable for business.
3. Opening sentence – a short sentence that gives the main reason for writing.
4. Main message – the key information: confirm, thank, accept, decline.
5. Closing sentence – one line to keep the relationship positive.
6. Sign-off and name – a polite ending.

Model confirmation email.

Here is a simple confirmation email from a candidate to the recruiter.

```text

Subject: Interview confirmation – Project Coordinator role

Dear Ms Lewis,

Thank you again for the opportunity to interview for this role.

I am writing to confirm our interview on Tuesday 14 May at 10:00, via Zoom.

I look forward to our conversation and to learning more about the position.

Kind regards,

Aleksandra Nowak

```

Noticing useful phrases.

Look at the example carefully.

• The subject line is short and clear.
• The greeting uses a title and surname.
• The candidate thanks the interviewer again.
• The phrase “I am writing to confirm our interview on…” is very useful.
• The closing sentence shows enthusiasm but stays professional.

In the rest of the lesson, you will reuse this structure to write different follow-up emails: confirmations, thank-you messages and replies to good or bad news.

Practice & Feedback

Read the model email again carefully. Then write one short paragraph, 4–6 sentences, answering these questions in your own words:

1. What is the main purpose of this email?
2. Which two phrases would you like to reuse in your own confirmation emails, and why?
3. Which parts are the subject line, greeting, main message and closing? Explain briefly.

Try to use complete sentences, not just single words. You can quote short parts of the email, but also add your own ideas. Do not worry about being perfect; focus on showing that you understand how this confirmation email works and which phrases are useful for you.

2. Listening and replying with a confirmation email.

Now we will move from analysis to action. You are going to hear a short message from a recruiter inviting you to an interview. Your job is to reply with a clear confirmation email. This is exactly what happens in real life, so try to imagine it is your own interview. While you listen to the recruiter’s message, focus on three things: the **date**, the **time and time zone**, and the **format** of the interview, for example, online or face to face. After the listening, you will see some useful phrases on the screen that you can reuse. Then you will write your own email. Aim for around 60 to 90 words, so not too long, but complete. Remember the structure from the previous block: subject, greeting, a thanking sentence, a clear confirmation of the details, and a polite closing. Do not worry if you do not catch every single word from the recruiter. As long as you understand the key information and respond politely, that is realistic and effective.

Useful language for confirming an interview.

In the audio you will hear an invitation to interview. When you answer, you can reuse some of these phrases and adapt them to your situation.

Opening and reason for writing

• Thank you again for the opportunity to interview for this role.
• Thank you for inviting me to an interview for the position of…
• I am writing to confirm our interview on…

Confirming date, time and format

• …on Tuesday 14 May at 10:00 (UK time).
• …at 15:30 my local time, via Microsoft Teams.
• Yes, this time works well for me.

Asking a small, practical question (optional)

• Could you please confirm if there will be a technical test?
• Should I prepare anything specific for the interview?

Closing politely

• I look forward to our conversation.
• Please let me know if you need any further information from me.
• Kind regards,
• Best regards,

Mini example.

```text

Subject: Interview confirmation – Project Coordinator

Dear Ms Lewis,

Thank you again for the opportunity to interview for this role.

I am writing to confirm our interview on Tuesday 14 May at 10:00 (UK time), via Zoom. Yes, this time works well for me.

I look forward to our conversation.

Kind regards,

[Your name]

```

Use this as a guide, but change the details to match the interviewer’s message you will hear.

Practice & Feedback

Listen carefully to the recruiter’s message. Then write a short confirmation email of 60–90 words. Include:

• a clear subject line;
• a polite greeting;
• one sentence to thank them for the opportunity;
• one sentence to confirm the date, time and format exactly as you heard;
• optionally, one small practical question (for example about preparation or documents);
• a polite closing sentence and sign-off.

Imagine this interview is real and use your own name at the end. You do not need to be creative; focus on being clear, correct and professional. You can reuse any of the phrases from the box above, but adapt them so they fit the listening message.

3. Writing a thank-you email after an interview.

So far we have focused on confirming interviews before they happen. Now let us move to what you write **after** the interview. A short thank-you email is not always required, but in many companies it leaves a very positive impression. It shows that you are professional, that you appreciated the interviewer’s time, and that you are still interested in the role. In this block, you will see a model thank-you email based on the same interview with BrightPath Consulting. We will notice three key elements: a clear thank-you, a reference to something specific you discussed, and a polite sentence about next steps or your interest. Try to keep this kind of email quite short, usually around 80 to 120 words. It is not the place to repeat your whole CV. After reading the model and the tips on the screen, you will write your own thank-you email, based on a real interview you have had, or on an imagined one for a future job. This will help you build a template you can use again and again.

Why send a thank-you email?.

A thank-you email is usually sent within 24 hours after your interview. It does not guarantee you the job, but it can:

• remind the interviewer of who you are;
• reinforce your interest in the role;
• show your professional communication style.

The email should be short, polite and specific.

Model thank-you email.

```text

Subject: Thank you for the interview – Project Coordinator

Dear Ms Lewis,

Thank you again for the opportunity to interview for the Project Coordinator role yesterday. It was a pleasure to meet you and learn more about the position and the team at BrightPath Consulting.

I especially enjoyed our discussion about your new client onboarding process. This confirmed my interest in the role, as I have always been interested in improving customer experience.

Please let me know if you need any further information from me.

Kind regards,

Aleksandra Nowak

```

What works well here?.

1. Clear subject – The subject line shows the purpose immediately.
2. Polite thanks – The candidate thanks the interviewer and mentions the role and time.
3. Specific reference – She mentions a concrete topic from the interview: “your new client onboarding process”.
4. Positive interest – She connects that topic to her own motivation.
5. Professional closing – She offers further information and signs off politely.

Mini checklist for your email.

Before you send a thank-you email, ask yourself:

• Do I clearly say thank you?
• Do I mention the role and when we met?
• Do I refer to one specific topic we discussed?
• Do I show continued interest without sounding desperate?
• Is my tone polite and professional, not too informal?

Practice & Feedback

Now write your own thank-you email. Choose one of these options:

• Use a real interview you have had (in English or in your language), or
• Imagine an interview for a future job you would like.

Write 80–120 words. Include:

• a short, clear subject line;
• a polite greeting;
• a sentence thanking them for the interview and naming the role;
• one or two sentences that mention something specific you discussed and link it to your interest or experience;
• a closing sentence (for example, offering more information or saying you look forward to hearing from them);
• a professional sign-off and your name.

Try to reuse some phrases from the model, but change the details so the email feels personal to your situation.

4. Replying politely to offers and second interviews.

Sometimes your thank-you email is followed by good news. The company may invite you to a second interview, or even offer you the position. Your written reply in this moment is very important. It shows how you communicate when you are excited, and also how you handle practical details. In this block, you will read two short emails from a company: one inviting you to a second interview, and one offering you the job. Then you will choose one of these situations and write a professional reply. When you accept good news, your tone should be **positive but controlled**. For example, you can say you are pleased or delighted, but you do not need ten exclamation marks. You should answer quickly, usually within 24 hours, or as soon as you can. In your message, you will normally confirm that you accept the invitation or offer, repeat the key details, and ask any important practical questions, such as start date, contract or salary confirmation if it is appropriate at that stage. Use this task to practise sounding confident and calm when you receive the answer you hoped for.

Good news messages from a company.

Read these two example emails from BrightPath Consulting.

Email A – Invitation to a second interview

```text

Subject: Invitation to second interview – Project Coordinator

Dear Aleksandra,

Thank you again for taking the time to speak with us last week. We very much enjoyed our conversation and would like to invite you to a second interview for the Project Coordinator role.

The second interview would be with our Operations Director, on Thursday 30 May at 11:00 UK time, via Microsoft Teams.

Please let me know if this time works for you.

Best regards,

Anna Harris

HR Manager, BrightPath Consulting

```

Email B – Job offer

```text

Subject: Offer for the position of Project Coordinator

Dear Aleksandra,

Thank you once again for your interest in BrightPath Consulting and for the time you have spent with us during the interview process.

We are pleased to offer you the position of Project Coordinator, starting on 1 August, subject to references and standard checks. A formal offer letter with full details of salary and benefits will follow shortly.

Please let us know by Friday 7 June if you are happy to accept this offer.

Kind regards,

Anna Harris

HR Manager, BrightPath Consulting

```

Useful reply phrases.

Accepting a second interview

• Thank you very much for inviting me to a second interview.
• I am pleased to confirm that the suggested time works well for me.

Accepting an offer

• I am pleased to accept your offer for the position of…
• Thank you for this opportunity. I am excited to join the team.

Asking a practical question (optional)

• Could you please confirm the next steps in the process?
• I would appreciate it if you could share the offer letter when it is ready.

Practice & Feedback

Choose one of the company emails above:

• Email A – invitation to a second interview, or
• Email B – job offer.

Then write a professional reply email of 80–120 words. Your email should include:

• a suitable subject line;
• a polite greeting;
• a sentence to thank them for the invitation or offer;
• a clear sentence to accept the second interview or job offer (or, if you prefer, politely decline and explain very briefly, for example because you accepted another role);
• any important practical question you need to ask now;
• a polite closing and sign-off.

Imagine this is really your situation. Change dates or details if you like, but keep the tone calm, positive and professional.

5. Responding professionally to rejection and staying in touch.

Not every interview leads to good news. Sometimes you receive a rejection email. This can feel disappointing, but your response is still part of your professional image. A short, polite reply can leave the door open for future opportunities and sometimes even bring useful feedback. In this block, we will look at a typical rejection email from a company and a simple, respectful answer from the candidate. Then you will write your own response and also a short chat-style message to stay in touch. When you reply to a rejection, your main goals are to show appreciation, stay calm and, if you wish, ask briefly for feedback. You do not need to argue with the decision or ask for a long explanation. Phrases such as "Thank you for letting me know about your decision" and "I would appreciate any feedback you can share" are very useful. Sometimes, candidates also connect with the interviewer on LinkedIn or another professional network. A very short message there can help you stay in their mind for future roles. We will practise both formats now.

A typical rejection email.

```text

Subject: Your application for the Project Coordinator role

Dear Aleksandra,

Thank you for your time and interest in BrightPath Consulting.

After careful consideration, we regret to inform you that we will not be progressing with your application for the Project Coordinator role on this occasion.

We were impressed by your experience; however, we have decided to move forward with another candidate whose background more closely matches our current needs.

We wish you all the best in your future career.

Kind regards,

Anna Harris

HR Manager, BrightPath Consulting

```

A simple, professional reply.

```text

Subject: Re: Your application for the Project Coordinator role

Dear Ms Harris,

Thank you for letting me know about your decision, and for considering my application.

Although I am disappointed, I appreciate the time you and your colleagues took to interview me. I would be grateful for any brief feedback you can share, as I am keen to keep improving.

I hope we may have the chance to work together in the future.

Kind regards,

Aleksandra Nowak

```

Short networking message.

Sometimes, you might also send a very short message on LinkedIn, for example:

> Hello Ms Harris, thank you again for the opportunity to interview for the Project Coordinator role. I enjoyed learning about BrightPath Consulting. I would be happy to stay in touch in case a suitable role appears in the future. Kind regards, Aleksandra.

Notice that the tone stays polite, calm and positive, even though the news is not what the candidate wanted.

Practice & Feedback

Imagine you receive a similar rejection email after an interview for a role you really wanted. You decide to answer professionally and also to stay in touch.

Write two things:

1. A short reply email of 60–90 words. Include a thank-you sentence, a calm reaction, optionally a brief request for feedback, and a polite closing.
2. A very short networking message (2–3 lines) as if you send it on LinkedIn or another professional platform. Write it in a chat-style format, beginning with You:. For example:

You: Hello Ms Harris, thank you ...

Keep the tone respectful and positive. You can reuse phrases from the examples, but adapt them to your situation and your feelings.

6. Bringing it together and reflecting on your performance.

You have now practised different types of follow-up messages: confirming an interview, saying thank you afterwards, replying to good news and handling rejection. In this final block, you will bring everything together in one integrated task and then write a short reflection on your performance. Imagine this scenario: you had a first interview last week with BrightPath Consulting for the Project Coordinator role. You sent a thank-you email, and today you receive a message inviting you to a second interview. Your job is to write one clear email that both thanks them for the invitation and confirms the time and format. After that, you will write a short reflection on your interview performance so far and on your follow-up emails. When you reflect, try to be honest but positive. Notice what you already do well, for example your polite tone or clear structure, and also one or two areas you want to improve, such as using more specific examples or checking details more carefully. This reflection will help you plan your next steps in real life, so you can continue improving even after this course finishes.

The final scenario.

You receive this email after your first interview with BrightPath Consulting:

```text

Subject: Invitation to second interview – Project Coordinator

Dear [Your name],

Thank you again for speaking with us last week about the Project Coordinator role. We enjoyed our discussion and would like to invite you to a second interview.

The second interview will be with our Operations Director, on Wednesday 5 June at 14:00 UK time, via Microsoft Teams. It should last around one hour.

Please let me know if this time works for you.

Kind regards,

Anna Harris

HR Manager, BrightPath Consulting

```

Your task.

Write a reply email that:

• thanks Anna for the invitation;
• clearly accepts or, if necessary, proposes a different time;
• confirms the date, time and online format;
• uses a polite closing and professional sign-off.

Aim for around 70–100 words.

Write a short reflection paragraph (around 5–8 sentences) about your interview and follow-up communication so far. You can write it as a small note to yourself, not as an email. For example, you might comment on:

• what went well in your interview;
• what you did well in your confirmation or thank-you emails;
• one or two things you want to improve for the next interview.

Helpful phrases for reflection.

• I was happy that I managed to…
• One thing I did well was…
• A challenge for me was…
• Next time, I would like to…
• In future interviews, I plan to…

Practice & Feedback

Complete both parts of the task.

Part 1 – Reply email

Write a reply email of 70–100 words to Anna Harris. Include a short subject line, a greeting, a sentence thanking her for the invitation, a clear acceptance of the second interview (or a polite suggestion for another time), confirmation of the date, time and format, and a polite closing with sign-off. Use professional phrases from earlier blocks, such as "Thank you again for the opportunity" or "I am writing to confirm our interview on…".

Part 2 – Reflection

Under your email, write a separate paragraph of 5–8 sentences reflecting on your interview performance and follow-up emails so far. Mention at least one strength and one area to improve. You can start sentences with ideas like "One thing I did well was…" or "Next time, I would like to…". Be honest but keep a positive, forward-looking tone.