The period following a job application or interview often generates significant uncertainty. Maintaining momentum in a job search requires proactive, professional communication to manage the process. Reaching out for a status update demonstrates sustained interest and respect for the hiring team’s time. Understanding how to phrase these check-ins transforms the waiting period into an opportunity to reinforce your candidacy. This guide provides clear steps for contacting a hiring manager without jeopardizing your chances.
Establishing the Optimal Timing for Contact
Determining the appropriate moment to inquire about your status is the first step in a successful follow-up strategy. The most reliable rule is to wait until any timeline the hiring manager provided has clearly passed. If they mentioned they would be in touch “by the end of the week,” wait until the following Monday morning before sending your message.
When a specific timeline is not given, a general waiting period of seven to ten business days after the last conversation is appropriate for post-interview check-ins. This timeframe respects the hiring team’s need to debrief and coordinate schedules. Following an initial application submission, especially through an automated system, the waiting period should be longer, sometimes two to three weeks. Sending a message too soon can be perceived as impatience or a failure to respect the established hiring process.
Selecting the Appropriate Communication Method
Email is the preferred and most respectful channel for requesting a status update from a hiring manager. This method allows the recipient to digest your inquiry and respond at a convenient time without interrupting their workflow. Furthermore, a written record provides a clear reference for any timelines or next steps, which is useful for managing your job search.
While a phone call may feel more direct, it should be reserved for situations where the hiring manager has explicitly requested it or if the matter is time-sensitive, such as an expiring offer deadline. Unsolicited calls can be intrusive and may inadvertently create a negative impression. Regardless of the platform, maintaining a professional voice is necessary, meaning you should avoid casual methods like text messaging unless specifically invited to use them for logistical coordination.
Essential Elements of a Professional Follow-Up
Every professional follow-up message must be constructed with a clear, concise structure and a respectful tone. The tone should convey sustained enthusiasm for the role without sounding desperate or demanding, recognizing that hiring processes often involve unexpected delays. Brevity is a sign of respect for the hiring manager’s limited time, ensuring your request is understood quickly.
The message should begin with a professional and specific subject line, such as “Follow-up regarding the [Job Title] position,” to ensure it is prioritized. The body of the email must quickly reintroduce you by name and the specific role you interviewed for. Following this, include a brief statement reiterating your strong interest in the opportunity and how your skills align with the team’s needs. The core of the message is a concise request for an update or a revised timeline for the next steps, phrased as a polite question. Conclude by thanking them for their time and consideration before signing off.
Follow-Up Templates for Specific Scenarios
Post-Initial Application
This scenario involves a brief and polite message, typically used when the application was submitted through an online portal with no direct human contact. The goal is simply to confirm that your materials were received and to express initial interest. Keep the message focused on logistics rather than a detailed pitch of your skills.
Subject: Follow-up on application for [Job Title]
Dear [Hiring Manager Name],
I am writing to briefly follow up on my application for the [Job Title] position, which I submitted on [Date]. I remain highly interested in this opportunity and am eager to learn more about the next steps in the hiring process. Please let me know if you require any additional information or documentation from my end. Thank you for your time and consideration.
Post-Interview (First Check-in)
This first check-in should be warm and patient, reiterating enthusiasm and referencing a specific positive element from the conversation to make the message personal. This is sent when the initially promised deadline has passed or after the standard seven to ten business days.
Subject: Following up on the [Job Title] interview
Dear [Hiring Manager Name],
I hope this email finds you well. I am writing to follow up on my interview for the [Job Title] position last [Day of Week]. I greatly enjoyed our conversation, particularly discussing [mention a specific project or topic], which further solidified my interest in joining your team. Could you please provide an updated timeline for when the team anticipates making a decision regarding the next stage of the process? I appreciate your consideration and look forward to hearing from you.
Post-Interview (Second, More Assertive Check-in)
This template is appropriate when the first follow-up received no reply, or when the new timeline communicated after the first check-in has also passed. The tone must remain professional but should introduce the idea that you are managing other opportunities, requiring clarity on the timeline.
Subject: Urgent Follow-up: Next Steps for [Job Title]
Dear [Hiring Manager Name],
I am writing to follow up once more regarding the [Job Title] position. Since our conversation on [Date], I have been actively managing several promising opportunities and would greatly appreciate an update on where things stand with your team. To help me make an informed decision about my next career move, could you confirm your anticipated decision timeframe? I remain very interested in this role and would welcome the chance to discuss any further questions you may have.
Post-Job Offer (Status Check on Paperwork)
This template is purely logistical, used after an offer has been accepted and the candidate is waiting for the background check to clear or official start paperwork. It focuses on the administrative next steps.
Subject: Follow-up on Logistics for [Job Title] Start
Dear [Hiring Manager Name],
I am looking forward to my start date as [Job Title] and wanted to check in regarding the administrative onboarding process. I completed the necessary paperwork and submitted to [HR Contact Name] on [Date]. Could you provide an update on the status of the background check or any other final logistical steps required before my scheduled start date? Please let me know if there is anything else I need to do at this time.
What to Do If You Receive No Response
Prolonged silence after multiple attempts can be frustrating, but maintaining professionalism must remain your priority. Instead of sending angry or demanding messages, set a final, internal deadline for yourself, such as two weeks after your last assertive follow-up. If no communication is received by that point, redirect your energy toward other opportunities.
Understand that a complete lack of response, while unprofessional, signals that the process is unlikely to move forward. Before moving on, a final, polite email to a known HR representative or another point of contact may be warranted to confirm the role has been filled. Under no circumstances should you burn bridges, as the professional world is smaller than it seems, and future opportunities may arise at the company.