Writing a follow up email after application is an essential part of the job application process. In this article, we will show you the best ways to write follow-up emails and which templates to use.
Reaching out with a follow-up email, if done right, may be a wonderful method to check on the status of your application and possibly get it reviewed further.
It can also help you emphasize why you’re suited for the role and persuade the hiring manager to look at your CV again.
In this article, we’ll go through how to write a follow up email, as well as when to send one. We also show you sample follow up emails, templates, and tips.
What is a Follow up Email?
A follow up email is one that you can send to someone you’ve already contacted. Send a follow up email for a variety of reasons, including notifying a recipient of an email that was previously sent.
Also when you want to inquire about something, get a response or remind someone of a crucial date or time.
follow up emails are a series of emails sent after a potential business partner or client has been contacted. When the initial message in the thread does not receive a response, the sender sends the next email.
These emails encourage the receiver to do something specific. They’re usually pleasant reminders to respond or act.
The purpose of more broad follow ups is to simply maintain contact with the prospect or potential business partner.
Follow up Email after Application
After sending an application to a company, the waiting process always seems to be longer than it actually feels. Potential employers may not always have the habit of reaching out to applicants for a while.
When this happens, the applicant may decide to reach out to the employer after some weeks.
Unlike in the broad sense of a follow up email, when it comes to a job application, it is to check on the status of the application. Furthermore, it reminds the hiring manager, in the event that they have forgotten.
If you haven’t heard back from an employer after sending your application and resume (or any other form of job application), try sending a follow up email to inquire about the status of your application.
If you don’t receive a response after a job interview, you can also send an email.
Unfortunately, organizations don’t always keep candidates updated on the outcome of submitted applications, so you may have to contact them to find out what is going on.
Although you may not receive a response, it is worthwhile to take the effort to contact the business.
A follow up email is a quick, straightforward, and effective way to contact a firm if you have or can find their email address.
A postal letter could take too long, and in that time, an employer could make a hiring choice. It is wise to know the status of a pending job offer.
Other methods include calling or sending a LinkedIn message, but you may not be able to obtain the recruiting manager’s contact information.
Make sure you’re polished, professional, and courteous in your communication. Then look forward to a response.
When to Write a Follow up Email after Application
One of the biggest questions that job seekers have about following up on their job applications is exactly when they should check in. This is a vital question that pertains to job search.
It’s ideal to give the company at least two weeks after you’ve submitted your job application prior to sending a follow up email.
The hiring manager could be assessing a multitude of applicants for the role, based on the nature of the job application, and may require some time to process the list of applications and resumes.
You may find it difficult to establish a good professional relationship with the organization if you engage the hiring manager too quickly.
However, if you wait much longer to follow up, you can miss out on being considered for the position. A reasonable general rule is to wait at least 2 weeks but not more than three.
Check the job description to determine whether there is a timeframe with a response date or if the company expressly states that you are not to contact them regarding the status of your application.
It is recommended that you follow these directions.
If these details are not provided in the job offer, it is acceptable to send a follow up email after a sufficient amount of time has passed.
The Two-week Rule
There is a 2-week rule on how long you ought to wait before following up.
According to human resource managers, between one to two weeks after sending your application is the ideal time to follow up. However, it should be no less than a week after you submit your application.
You probably know by now that employers don’t always share the same sense of urgency about the job hunt.
While a week stretches on for you, it whizzes right by for an employer who’s busy weeding through resumes and juggling a bunch of other important tasks.
You want to be respectful, but you don’t want to be so hands-off that you miss the hiring window. At the same time, you also don’t want to seem like an over-eager pest.
When you’re anxious to receive an update, it usually seems like an eternity. However, waiting for ample time demonstrates your regard for the employer’s time.
It also helps you not to seem offensive. However, if there is no response after two weeks, you must absolutely follow up now.
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Importance of Sending a Follow up Email
One of the most significant problems in modern recruitment is the lack of chance for feedback. Companies tend to receive so many applications for a given post that responding to each one would take too much time.
As a result, you may experience radio silence following you are applying for a job. That’s acceptable, but you should follow up in some cases to ensure you don’t miss out on a good job chance.
It’s difficult to wait after you’ve submitted your job application. You’re continually refreshing your inbox, hoping for a response.
Following up is important for several reasons:
1. It Demonstrates Your Enthusiasm: Following up demonstrates your true enthusiasm for the job. Companies are looking for more than simply qualified candidates.
They are looking for fresh staff who are enthusiastic and motivated.
2. Learn About the Hiring Process: You can learn when they intend to make a decision. When exactly the decision timeline is. Wouldn’t it be great if you didn’t have to wait days for an update?
Inquire about the next steps in the hiring process.
3. It Helps You Relax: You were told by a hiring manager that you’d hear back by a specific date, but that timeframe has passed and you haven’t heard anything.
It’s exhausting to sit around on pins and needles waiting for them to respond. It feels amazing to take the initiative and contact the employer.
It’s easy to get caught up in the details of what this means. However, keep in mind that it’s more likely to reflect the recruiter’s itinerary than your potential as a candidate.
There could be other interviews going on, or there could be conflicting priorities. It’s also possible that the hiring manager simply completely forgot to notify you.
This happens more frequently than we would like to admit. After that, you figure out what’s going on and you will unwind a little.
4. It Demonstrates Your Worth: Following up gives you an additional opportunity to demonstrate how your qualifications and expertise can add value to the organization beyond what you stated in your application paperwork.
5. May Take You to the Forefront: Simply sending an email in response to a job application can propel your name to the forefront of potential hires.
It demonstrates your interest in the dream job while also emphasizing your careful attention and expertise
6. It Allows You to Flaunt Your Skills a Little: You may finish an interview, send a gratitude letter, and then discover days later that you do have a brilliant idea or a question you should’ve posed.
When this occurs, a follow up email is an ideal way to demonstrate that the company is always on your mind and that you’re seriously considering how you might assist.
Begin by requesting an update, as mentioned above, before moving on to your business query or recommendation.
7. It Helps You Progress or Provide Closure: You may have earned a positive offer that you believe you’ll like, but you haven’t heard from your first choice job yet.
You don’t want to throw away the chance of a decent job while it’s still in your control, but you’re also not willing to give up on your ideal employment.
In this case, following up with the hiring manager at the title position you really want can help move the process along. At least, it can provide closure and assist you in focusing your energies on the present opportunity.
What to Include in a Follow up Email
The following are elements that you must include in your follow up email.
Targeting the email to a specific individual demonstrates that you’ve done your homework and increases the chances that your message will reach a decision-maker.
2. A clear and precise subject line. Your name and the title of the position you’re applying for should be included in the email subject line. Keep your subject line short and sweet.
3. Maintain a professional tone by keeping it brief and to the point. Be courteous and avoid anything that could be perceived as a criticism of the employer’s failure to respond.
4. Begin by acknowledging the recruiting manager’s likely hectic schedule and gently requesting an update on the hiring process and the status of your job application.
5. Reiterate your passion for the work and your suitability for the role by emphasizing a few specific abilities that are relevant to the post. Reference that you are a good fit.
6. Finally, express your gratitude for the hiring manager’s time and effort, and let him or her know you hope to hear from him or her soon.
7. Last, include your full name and end with greetings.
How to Write a Follow up Email after Application
We have established that it is acceptable to write a formal follow up email asking about the state of your application. This is when you have submitted a job application and have not received a response after two weeks.
Follow these steps on how to write a perfect follow up email.
1. Apply the 2-week Follow up Rule
After two weeks, send it the email. Try sending an email if you’ve not heard anything back from the company after two weeks of mailing your CV and cover letter.
Send it as soon as possible. Allow enough time for the employer to read and give a response to your application.
2. Obtain the Contact Details of the Hiring Manager
You should also go on the company’s website and see if the hiring manager is listed.
If none of these options gives the information you require, you can contact the company specifically and request the hiring manager’s name and email address.
3. Make use of your Connections
Tap into your personal and professional network to see if anyone you know currently works at the company, or knows someone who does.
Knowing someone inside the organization can assist you not only gain the contact information you need but can also provide you an advantage in the employment process if you know someone who works there.
4. Use a Distinct Subject Line.
Your email’s subject line should include both the title of the position you’re applying for and your name. This ensures that the recruiting manager understands the email’s purpose before opening it.
5. Fixate on your Skills
Briefly make the hiring manager remember why you are a remarkable fit for the role. You may want to include any new accomplishments in your follow up email, such as specific wins you’ve had at work since applying.
This is your chance to emphasize that you’re a perfect match for the company. Remind the employer of your qualifications and why you will be a valuable asset to the firm.
Keep your additional information brief and to the point.
6. Avoid Phone Calls
Avoid making a phone call in this situation. Employers prefer to receive this type of letter by email since it helps them to maintain track of your contact and respond fast.
If you require a more immediate answer (for example, if you know they are expected to give a hiring decision shortly), you can contact the company via phone.
7. Include your Materials
Attach any materials that were included in your original application to make it easier for the hiring manager to evaluate it. Inform them that the files are attached.
8. Add a Call to Action
Mention that the goal of this email is to get an interview as your call to action. Let them know you’re interested in an interview and provide contact information for them.
9. Proofread Thoroughly
Proofread and edit your email after you’ve finished writing it. This is an important stage because your follow up letter is another chance to impress the recruiting manager with your expertise.
Another chance to make a good impression on the employer is to send a follow up email. Ensure that your email is professional, succinct, and free of spelling and grammar errors.
10. Send the Email
Tips for Writing a Follow up Email
Make sure you’re following up on your job application the right way once you’ve demonstrated that you can and should.
When you have finally decided that it is time to send a follow up email, the following tips will guide you.
1. Maintain Professionalism
It doesn’t mean you’re best friends just because you submitted an application or chatted with the recruiting manager. It’s a mistake to be overly personal or informal.
Hiring managers and recruiters are pleasant people, and it is their duty to speak with a variety of people about a job opening. They don’t have the time to make friends with everybody they interview.
When you want to send a follow up email after your application, remain professional and respect personal limits, even if your original conversation was fantastic.
This may be the recipient’s initial impression of you because they have not yet studied your application materials.
Maintain a professional tone in your email, then begin the letter with the name of the recruiting manager or a kind salutation.
Later, thank them for taking time to consider you for this particular position.
2. Be Succinct
Recruiters and hiring managers are busy people, so if you send them a long email, they can overlook important information or worse, ignore it because they don’t have time.
This is why it’s critical to strike a balance between including relevant information and keeping your email short and sweet. This allows the recruiting manager to glance through your letter fast and identify how they can assist you.
Before following up on a job application, think about what you’re going to say. So, whether you call the hiring manager, send an email, or send a LinkedIn chat, try to keep your communication brief.
Because recruiters and hiring managers are likely to be inundated with emails and comments from dozens of other candidates, keeping your correspondence brief is critical.
You should communicate two things in your email. These are your continuous interest in the position and a question on what prospects may hope to learn about the next stages.
3. Get Social
Companies in today’s job market are looking for employees with the necessary professional skill set and who fit into the business culture.
Engaging with the brand on social media might help you show and exhibit interest in it. Follow the company on LinkedIn and other social media sites.
Comment, like, and follow their posts to indicate to the team that you’re interested in what they’re doing.
4. Pose a Follow Up Question
Sure, all you want to know is whether or not you got the job. However, you could wish to ask the employer a question to justify your follow up.
If they’re still taking applications, you can inquire as to when they plan to begin narrowing down their choices and conducting interviews. This can give you an idea of when you should expect a response.
This is a fantastic time to ask any questions you may have regarding the position or the application process. Include your questions at the bottom of the email, but don’t include too many.
Keep the email to one to three questions at a time to avoid it becoming too time-consuming for the recipient.
5. Make it Clear that you’re in Demand
If the company has indicated an interest in you as a choice for the job but you haven’t heard anything after that first contact.
Then you might try to accelerate the process by informing them that you are being considered by other companies.
If you have other organizations interested in you but are looking for a certain position, you should let them know you’re in high demand.
Expressing in the follow up email after application that you are still interested in the role but are looking into other options might be a polite way to move a firm forward.
Avoid using threatening language so you don’t come across as conceited.
However, letting them know you’re in demand in a subtle way might be a good strategy, as it may encourage them to take you less seriously and hurry the process forward.
Templates for Follow up Email after Application
We’ll go over three samples of job application follow up emails in this section. We’ll go over what aspects to include, who to address it to, and what to avoid for each.
Use this sample email message as a template for your own follow up job application email.
1. Writing to a Hiring Committee
The more people involved in the hiring process, the more convoluted it becomes. Depending on the size of the organization you’re applying to, more than one person may be required to sign off on your hiring.
You may be dealing with an entire department or committee if you can’t find contact information for a single person in charge of hiring.
The dynamic of your job application follow up email has to vary significantly because you’re addressing a group.
Your job application follow up email should include:
- Include your contact details.
- Remind the receiver of your identity and the nature of your application.
- Explain why you’re sending the email.
- Reiterate your enthusiasm for the job.
- Thank the recipient for their time and consideration.
- Make use of a professional signature.
It’s critical to demonstrate that you recognize the value of their time. Hiring or HR managers spend a lot of time going over initial applications, so asking them to take the time to respond to your follow up email is a big ask.
Of course, like with any email template, you must customize the content to match your needs. This involves addressing the company by name and giving any details that show you’ve given your letter some thought.
Concision is crucial when it comes to a follow up email after a job application. You want to make sure you’re not forgotten, but you also need to observe professionalism.
It’s a fine line to tread. However, if you succeed, you will greatly increase your chances of being recognized.
2. Template for Writing to the Hiring Committee
Here’s a brief template you can use if it looks like you’ll be appealing to a recruiting committee or department:
To whom it may concern,
My name is Duke James. I recently applied for an open position at your company. I decided to reach out again to express my interest in this position and to provide some further information about my qualifications:
-Your previous work experience
-Unique skills that you are confident in.
-Significant projects you have worked on.
Given my background, I believe I would be a significant addition to the team and a good fit for your company.
I’d want to thank you again for your time, and I eagerly await your response.
3. Writing to the Hiring Manager Directly
Knowing who to address a job application follow up email to is maybe the most delicate component of it. Most businesses have one individual who is solely responsible for hiring.
You may already have their contact details if you went through the application procedure.
If you don’t, do some research to see if you can figure out who the perfect receiver is. Looking up the company’s website and finding out any team information accessible there is a good place to start.
Typically, the individual you’re looking for holds a position in recruitment or human resources (HR).
It’s time to contact them once you have their email address and a reasonable length of time has passed since you delivered your application.
All the points we identified in the prior example should still be mentioned. However, you should emphasize your strengths and maintain a more official tone.
4. Template for Writing to the Hiring Manager
If you’ve previously spoken with the hiring manager at the company where you’re applying, here’s a brief template you may use:
Duke James | Town name, FL 11111 | (222) 222-2222 | [email protected] | www.thewebsite.com
Good day, Ms. Neff!
We had a brief yet productive talk regarding the open position at your organization recently. As you may recall, I mentioned my knowledge of X and how it could benefit your company in the future.
I wanted to repeat my interest in the job and let you know that I’m available for an interview if you choose. I am convinced that I would be an excellent addition to your team, and I eagerly await your response.
Thank you for your consideration.
3. Writing to Small-Business Owners
Contacting the company’s owner with a job application follow up via email will almost always be considered overstepping. It may, however, be more appropriate if you’re applying for a job with a small, local company.
The owner of the company is more likely to be active in the hiring process in this situation.
If no other HR managers are listed on the company’s website, it’s reasonable to presume they’re the best person to send your job application follow up email to.
Even though this case is a little different from the others we’ve discussed so far, your email should cover all of the same ground.
Template for Writing to Small-Business Owners
It’s appropriate to allow a little of your personality to peek through because you’re communicating directly to an individual. You can use this format:
Good day, Ms. Neff,
I decided to reach out because I recently applied for a job with your organization and wanted to properly introduce myself.
My name is Duke James, and I’ve been working as a web developer for A years. I’ve worked with B and C companies and am an X and Y expert.
I know you’re occupied, but I wanted to take a moment to express my serious interest in this position. I’ve been following your company for a while and believe I’d be a wonderful addition to your team.
If you have time, I’d like to discuss this potential further with you. Thank you in advance for your time and consideration.
If you’re lucky, directly contacting the business owner will impress them enough for you to be considered a top candidate.
We only advocate this route if no other obvious beneficiaries.
In conclusion, you should not be afraid of writing follow up emails. Simply demonstrating your continuous interest in the position can sometimes lead to a more thorough review of your application.
When writing a job application follow up email, the most important thing to remember is to address it to the correct person.
You’ll know what to do if you have that information. Do your study thoroughly and adapt your words to your individual situation to ensure you get their attention.
Frequently Asked Questions