How to Respond to an Email Introduction Interview

Email can be one communication method in a hiring process.
Email can be one communication method in a hiring process. (Image: Medioimages/Photodisc/Photodisc/Getty Images)

After an introductory interview, you may receive an email from a potential employer. Although email is a common form of informal communication, it can also serve as a tool to streamline the job search process. Use discretion as you respond to this email because it may contain important information and instructions. A potential employer may judge your response for its professional voice and to see whether you follow instructions carefully.

Read the email you receive in its entirety, including any forwarded emails tacked onto the bottom of the email. Find specific instructions in the email so you can follow them precisely. For example, an email may instruct you to email another person to proceed to the next level of the interview process. If you find these instructions, be sure to copy the other email address exactly. Note any subject lines you are to use for this email, also.

Leave the original email at the bottom of an email reply, unless the sender directs you to do something different.

Begin the email by addressing the person to whom you must respond by the person’s formal title. State the purpose of the email in the first sentence. For example, write, “Dear Mr. Rogers: I am writing to submit my resume for the accounting position advertised in the current newsletter. I received your name and contact information from Ms. Jones after an introduction interview.”

Add any other details or information necessary to complete the instructions you received. For example, you may need to provide your contact information to schedule another interview.

Thank the recipient for the opportunity to contact him and sign your name.

Proofread the email for clarity, flow, grammar and spelling. Read the email aloud, if necessary, to catch errors.

Check the document name of any documents you plan to attach. Rename your documents by adding your name so the recipient can quickly identify them after you send them (“John Carter, Resume”).

Attach your resume and any other documents to the email. Double-check the email address and subject line for accuracy and send the email.

Tips & Warnings

  • Write your email response with a formal style. Do not use emoticons or other texting shortcuts. Use proper grammar and correct spelling.

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