Sending a follow-up email to inquire about the status of a position is a professional way to demonstrate continued interest in a role. The effectiveness of this communication depends entirely on the context and timing of your inquiry. A well-crafted email provides a gentle nudge to the hiring team and helps you maintain a clear understanding of your candidacy status.
Essential Rules for Professional Follow-Up Emails
All correspondence regarding a job opening should begin with a clear and concise subject line that immediately identifies the purpose of the email. Including the specific job title and any reference number helps the recipient quickly sort and prioritize your message. A subject line such as “Inquiry Regarding Application Status – [Job Title] – Reference #12345” is significantly more effective than a vague greeting.
The body of the message must maintain a polite, brief, and respectful tone. Always address the recipient by name using the proper salutation, such as “Dear Ms. Johnson,” or “Hello Mr. Smith.” Vague salutations like “To Whom It May Concern” should be avoided completely.
Your email should get straight to the point, clearly stating the position you are inquiring about and the action you hope the recipient will take. Keep the entire message short, aiming for three to four short paragraphs at most. This ensures your message is professional and increases the likelihood of receiving a prompt response.
Sample Email for Following Up After Submitting an Application
Following up after submitting your initial application requires balancing sustained interest with patience. It is recommended to wait at least one to two weeks beyond the advertised application deadline or the company’s stated hiring timeline before sending this initial inquiry. This waiting period ensures the hiring team has had adequate time to review the initial pool of candidates.
Your email should reference the specific date you submitted your materials and the exact title of the position to eliminate confusion. Briefly mention a single, compelling reason why you remain interested, such as the company’s mission or a specific aspect of the role. This reinforces your application without restating your entire resume.
Template:
Subject: Application Status Inquiry – [Job Title] – [Your Name]
Dear [Hiring Manager Name or Team Name],
I am writing to follow up on my application for the [Job Title] position, which I submitted on [Date of Submission]. I remain highly interested in this opportunity, particularly because of [briefly mention one specific reason, e.g., the focus on sustainable design].
I understand the hiring process can take time, and I respect your team’s schedule. Could you please provide an estimated timeline for the next steps in the review process?
Thank you for your time and consideration. I look forward to hearing from you soon.
Sincerely,
[Your Name]
[Your Phone Number]
[Your LinkedIn Profile URL, optional]
Sample Email for Checking on an Older Job Listing
When you encounter a job posting that has been visible for an extended period, or if the role lacks a clear closing date, the follow-up email must confirm the position’s active status. The tone should be one of respectful inquiry about the current status of the search.
The email should start by identifying where you saw the listing and then move directly into asking for confirmation that the role is still open. This approach saves the hiring manager time by preventing them from reviewing materials for a position that has already been filled. Be prepared to submit your materials immediately if the position is confirmed as active.
Template:
Subject: Inquiry Regarding [Job Title] – Active Recruitment
Dear [Hiring Manager Name or Team Name],
I came across the posting for the [Job Title] position on [Platform where you saw the listing]. I am highly interested in this opportunity and wanted to confirm if the role is still actively being recruited for at this time.
If the position is still open, I would be grateful if you could let me know the proper procedure for submitting my resume and cover letter for consideration. I have attached my materials for your immediate reference, should the role be available.
Thank you for clarifying the status of this listing.
Sincerely,
[Your Name]
Sample Email for Following Up After an Interview
The email sent after an interview acts as a thank you note and a request for a timeline update on the decision process. Since you have already established a relationship with the interviewer, the message should be more personalized and less formal than a cold application follow-up. Send this communication within 24 hours of completing the interview.
Begin by thanking the interviewer for their time and expressing appreciation for the conversation. To refresh their memory and reinforce your connection to the role, briefly reference a specific topic or detail discussed during the interview.
The primary goal is to politely inquire about the next phase of the process, rather than simply asking if the job is still available. Ask for an estimated timeframe for when the final decision will be made or when the next round of interviews will be scheduled.
Template:
Subject: Following Up on Interview – [Job Title] – [Your Name]
Dear [Interviewer Name],
Thank you again for taking the time to speak with me yesterday about the [Job Title] position. I particularly enjoyed our discussion about [mention a specific, positive point, e.g., the team’s current project on market expansion].
Our conversation further confirmed my strong interest in joining your team, and I believe my background in [relevant skill] aligns well with the role’s requirements.
I was hoping you could share an estimated timeline for the next steps in the hiring process. I look forward to the possibility of moving forward.
Sincerely,
[Your Name]
What to Expect and Next Steps After Sending the Email
Once you have sent your professional inquiry, wait approximately five to seven business days for a response before considering a second follow-up. Hiring personnel often manage high volumes of correspondence, and immediate replies are not always feasible.
If you have not received a reply after that initial waiting period, a single, concise second email is acceptable. This follow-up should be brief, simply forwarding your original message with a short note like, “Just following up on the email below. Thank you.” Avoid sending multiple subsequent emails, as this can be perceived as aggressive.
Regardless of the outcome or the response time, maintain a professional demeanor throughout the entire process. If the position is filled or the company does not respond, accept the result and shift your focus to other opportunities. Your professionalism may be remembered for future openings.