If you have ever sent a networking email or LinkedIn connection request to another industry professional, you probably asked yourself why you had not heard back yet- or at all.
Let’s face it: Working professionals are busy. Between work, family, and errands, there just isn’t much time left for networking. Furthermore, you are certainly not the only person reaching out to this peer to set up a coffee chat or learn more about their field.
Yet networking is crucial to developing one’s career, as we have covered in other articles.
So how can young professionals follow up on networking requests or interviews without getting lost in the other person’s inbox or- worse yet- annoying the recipient? The key to following up is balance.
Try following these steps when crafting your follow-up message to strike that balance and increase your chance of realizing opportunities:
Choose an Appropriate Channel
Your options for a follow-up may include email, text, LinkedIn or other social media messaging, or even a physical “thank you” note. So, how do you know which medium to choose?
Suppose that, towards the end of an interview, you ask your interviewer how they would prefer for you to follow up. If your interviewer expresses a preference for email, make sure to use email. Simple!
If you do not know your contact’s preference, think about the first time you contacted them. If you initially reached out using LinkedIn to set up a phone call, using LinkedIn to send a follow-up “thank you” message would be the most rational. Otherwise, you will probably send follow-ups using the recipient’s work email address. With the format determined, your remaining “lever” is timing- more on that later.
One last point on channel: consider a handwritten thank-you note after interviews. Very few applicants opt to send one, making this an easy way to stand out. Before taking this route, understand the risk of delays or lost mail. Also, make sure to think about whether or not a physical note aligns with the work culture.
A handwritten letter could seem eccentric or outdated in a high-tech environment, and sending one would be impossible in a fully remote organization. However, a physical note would probably not be out of place for a law firm or a medical office.
If successful, taking the time to write and send a personalized note may show attention to detail and care.
Adjust Your Tone
As with all professional communication, adjusting your tone to the recipient is crucial. Refrain from being overly formal with close peers or alumni- there is no reason to format a text message like a written letter here!
On the other hand, do not relax too much with a senior professional, even if they disarm you by using slang or profanity. In that case, keep your tone light and friendly but still professional. Always put your best foot forward and assume that you are being evaluated in every interaction.
Consider Cadence and Timing
When should you send your first follow-up? What about the one after that? Like many things, the answer depends on the context.
Send a “thank you” follow-up within 24 hours of an interview or conversation to simply thank the other person for taking the time to speak with you. You can use the message to briefly mention outstanding items as a gentle reminder.
For example, if your contact promised to introduce you to a colleague, you could write, “I look forward to meeting [colleague’s name]” or “Thank you again for offering to introduce me to [colleague’s name].”
If you are following up on a “cold call” or “cold email,” wait about a week to follow up. When you are ready to follow up, have a light touch, but be direct: “Hi [name], hope you are doing well. I wanted to circle this to the top of your inbox in case you have time to talk this week.” Do not come across as demanding, nor overly self-effacing.
You could then send a follow-up every two weeks for a couple of times, then in a month, and so on. After too many non-responses, stop. Silence can be a response in itself. Do not overwhelm your contact with texts or emails.
If there were no outstanding items from your last interaction and you simply want to keep your relationships warm, you may send a follow-up when your contact’s organization announces a great quarter, when your contact’s birthday rolls around, or some other natural point; every 3-4 months would be appropriate for this kind of follow-up. Feel free to follow up more often if you have a great rapport.
If you are a student, you can easily update your contact once or twice a semester with your progress.
In any event, avoid sending follow-ups on a Monday. This is when most workers in professional services catch up on weekend communications and strategize for the week ahead. Similarly, your message may be lost if you send it over a weekend.
Specific days and times that are best suited for sending follow-ups depend on the industry, but mid-week and early in the day are usually a safe bet.
Show Interest and Gratitude
Networking requires the other person’s time and energy. Make sure to convey that you value their time by showing genuine interest in their career journey.
If a conversation or interview has already occurred, you could show interest by referencing something that person mentioned, whether an interesting trade association or their recent fishing trip. This demonstrates you were paying attention and genuinely care about that interaction.
Similarly, as mentioned in the previous step, send “thank you” notes. No matter the channel, you must thank your recipient for their time and the knowledge they imparted during your interaction. Again, networking is extremely valuable; a “thank you” note shows that you recognize that.
Putting It All Together
Sending a follow-up might be intimidating, but with these steps and a bit of practice, you can keep your leads warm without burying anyone in texts or emails. The Dallas Junior Chamber of Commerce offers a variety of events where you can make new connections and put your follow-up skills to the test. We hope to see you there!
For more information, check out Building Professional Relationships.
Dallas Junior Chamber 