How Long to Hear Back after an Interview: 3 Tips to Win the Waiting Game

What is one of the most stress-inducing aspects of finding employment? Some point out submitting your applications, others – the interviewing process and salary negotiations.

But, many candidates agree that waiting for feedback is the most nerve-wracking experience, ever.

It's not uncommon to experience silence from recruiters after an interview, despite promises of a callback within five business days.

This “waiting game” is a normal part of the job application process and can be influenced by factors beyond your control.

So, how long after a job interview should you expect to receive feedback? In this guide, we cover:

• The reasonable waiting time to hear back after an interview (and when you should consider moving on).
• What are some of the reasons why your feedback may be delayed?
• Best practices on what you should be doing while waiting for feedback.
• Real-life examples of how to effectively follow up with recruiters after your interview.

What is a reasonable waiting time to hear back after an interview?

Usually, hiring managers inform you when they plan to follow up, during the interview. If they don’t, it's perfectly acceptable to ask them at the interview's conclusion.

But, if you forgot to ask about the next steps in the rush of the interview, here’s what you can expect:

Keep in mind that recruiters and hiring managers may reach out months later with further steps or a job offer, so do aim to receive some definitive feedback.

6 reasons why your post-interview feedback may be delayed

The speed at which you progress within the hiring process depends on several versatile factors.

Company size and structures

Larger companies typically involve more stakeholders in decision-making, resulting in additional layers of approval.

The size of the applicant pool also contributes to a longer process (especially for roles in bigger, more popular organizations), potentially leading to less individual attention for candidates.

Number of stakeholders involved

As you progress through the hiring process, more decision-makers will interview you.

Consider the complexity of their internal processes, where multiple individuals have to weigh in and collaborate on the hiring recommendations.

Even without unforeseen events like illness, family emergencies, or vacations, reaching a final decision takes time.

Your stage in the process

The hiring process often spans different stages, including initial application or resume reviews, technical or soft skill interviews, background checks, final hiring decisions, offer preparations, salary negotiations, and more.

After your initial interview, the time to make a decision may vary based on the number of candidates being interviewed.

Additionally, the more stakeholders involved in making the final offer decision, the longer it may take.

Role seniority

Technical and executive roles usually entail a longer hiring process with more complex interviews and more senior decision-makers involved.

Entry-level positions often have more straightforward decision-making, as candidates are to be responsible for operational tasks.  

Urgency of the hiring need

When a position needs to be filled as soon as possible, the hiring process speeds up. However, it can also slow down due to shifted business priorities, operational changes, or crises.

Sometimes, the candidate search halts due to timing issues, such as needing to hire a new manager after a sudden departure.

Time of the year

The pace of hiring primarily hinges on business trends. Rapidly growing companies tend to expedite hiring, while those facing challenges may deprioritize it.

In general, the holiday season tends to slow down hiring processes. Recruiters and hiring managers may take longer to respond during this period.

What you should do if your interview feedback is delayed?

So, here's the rule of thumb for the end of your interview. When the recruiter asks, “Do you have any questions?”, inquire about the decision-making timeline.

Clarify the communication channel through which you'll be contacted and confirm the recruiter's contact details.

Having this information will give you a clear timeframe and help you stay calm.

Here is what you should do, while waiting for further communication from recruiters.

Avoid acting hastily

If the hiring manager has set a ten-business-day timeline for the next steps, respect the provided timeframe.

Also, avoid constantly calling or emailing to inquire about your application status.

While you may be excited about the job (and want to show your enthusiasm), excessive follow-ups can be seen as desperate.

For instance, if you're told to expect a decision at 18:00, on a Friday, refrain from emailing the recruiters at 18:05, on that same Friday, for an update.

Stay calm and collected

Avoid the urge to check your email every few seconds for post-interview updates.

Remember that several candidates are often being interviewed for the same role. Hiring managers need time to assess if candidates fit the job requirements and company culture.

A good hiring manager values thorough decision-making over speed. They have other responsibilities and may be busiest on Mondays and Fridays, impacting response times.

Always be honest

Having another job offer on the table can certainly speed up the decision-making process.

So, if you have almost accepted another contract elsewhere, do notify the recruiters about your current employment update. Thank the hiring managers for their time and inform them that you've accepted another job that aligns better with your career goals.

However, if you don't actually have another job offer, avoid misleading the hiring managers.

An interview doesn't guarantee a job

Keep on looking for your ideal role. While you may feel your experience aligns perfectly with the job description and the interview went well, avoid waiting passively for a second interview.

Nothing is certain until you receive an offer or start negotiations.

Remaining active in your job search enhances your prospects of finding an equally good or even better opportunity.

This approach keeps you engaged and focused on exploring other suitable options, ensuring you don't rely solely on a single application.

Accept rejection gracefully

The company chose another candidate – it's not personal, just business. Avoid blaming yourself or feeling you didn't do enough. You simply weren't the right fit.

Accept this outcome and continue your job search elsewhere.

Make sure to thank the recruiters for the opportunity and request any constructive feedback they can provide.

Additionally, inquire about future opportunities that may better align with your skills and experience.

How to follow up after your interview

What if you don't have any next steps lined up after your interview? Here's what you can do:

Send an effective thank-you note

Writing a thank-you note shows recruiters you're proactive. Aim to send it promptly, ideally within 24 hours of your interview.

Address each hiring manager individually with a brief note to express gratitude for their time and effort invested in the interview.

Here's how you can effectively remind them of your interest in the position:

• Reference memorable points discussed during the interview.
• Reaffirm why you're the best fit for the position.
• Mention any important topics you may have forgotten to address during the interview.

But, what if the initial timeline provided for hearing back has elapsed and you still have no word from the hiring managers? It's time to:

Write a good follow-up email

When you're uncertain about the timeline for hearing back about the role, follow up with recruiters within five to ten business days. This timeframe allows for any unforeseen circumstances that may affect their decision-making process.

However, if you have received another offer that you are seriously considering, it's appropriate to follow up earlier.

Ensure that your follow-up email is polite, and maintains your enthusiasm about the job, regardless of the waiting period.

Send no more than one follow-up note or email to hiring managers. Typically, after your follow-up, you can expect to receive a rejection, no response, or an update on the hiring process.

Here is our recommended structure for your next follow-up email:

• Subject line: "[Your Name] - [Job Title] Follow-Up | After Interview on [Interview Date]"
• Introduction: Thank the interviewer(s) for the opportunity.
• Second paragraph: Recap your exceptional qualifications and interest in the role.
• Third paragraph: Inquire if there's any additional information they need from you, or politely request an update on the status of your application.
• Closing: Provide your contact details.

What if your follow-up has been ghosted?

You've sent your follow-up email, and now you feel like you're waiting for a message in a bottle.

In rare cases, the company may contact you after a long silence. This could mean that another candidate turned down their initial offer, making you their next best choice.

Alternatively, there may have been a hiring freeze or unexpected delays, such as technical issues.

However, if you've waited a reasonable amount of time to inquire about your application status and received no reply, it's likely you've been rejected.

Good follow-up communication examples

Now that we’ve covered the basics of crafting your follow-up communication, we’ll share some real-life examples. Let’s start with how NOT to write your after-interview thank you note (yes, there’s a wrong way to do this).

Here's where the candidate got it all wrong: his thank-you note is very brief and lacks substance, as it:

• Features a generic greeting that lacks personalization.
• Uses informal and vague language, e.g. "cool", "Thanks", etc.
• Fails to elaborate on why he's interested in the job or discuss any points from the interview.
• Includes a casual request ("Let me know soon") without a clear call to action.

Let's now observe how Mr. Patterson could fix his thank-you note:

Mr. Patterson's thank-you note stands out for its:

• personalization and polite and professional tone;
• mention of key interview topics ("Our discussion about...");
• alignment of his experience with the company's values and practices;
• proactive approach in providing further information;
• ending by confirming his interest in the role.

Now, let’s examine examples of both a poor and effective follow-up email. This is a bit of an exaggerated example, but Ms. Rebecca Wong's approach fell short with this follow-up email:

Ms. Wong's follow-up email doesn't work because it:

• is unnecessarily lengthy;
• adopts a desperate tone without maintaining professionalism;
• comes across as pushy and overly urgent;
• emphasizes her negative current work situation.

This is how the candidate can improve the communication:

Ms. Wong's follow-up email succeeds because it:

• maintains a professional tone, respecting the hiring process;
• focuses on key points relevant to the position and highlights specific skills;
• politely asks for an update on the application status;
• expresses gratitude and enthusiasm for the role.

Key takeaways

Now that you understand the typical outcomes post-interview – next steps, rejection, or being ghosted – here are key points to remember as you await feedback:

• Clarify expected communication timelines at the end of your interview. If not discussed, expect feedback within one to two weeks.
• Feedback delays may occur due to factors like company size, multiple decision-makers, role complexity, urgent hiring needs, seasonal impacts, or unforeseen circumstances.
• Send a thank-you note within 24 hours to reaffirm your interest. Limit follow-up emails to one, emphasizing your suitability and politely requesting feedback.
• Don't put all your eggs in one basket! Stay proactive by continuing your job search, while patiently awaiting communication from hiring managers.