The period after submitting a job application can feel uncertain, often leading to anxiety about the next steps. Following up demonstrates continued interest and professionalism to a potential employer. The challenge is inquiring about your application status without appearing impatient or unprofessional. This guide provides clear steps and scripts to help job seekers navigate contacting an employer effectively.
Timing Your Follow-Up Correctly
After submitting an initial application, it is generally advised to wait at least one to two weeks before contacting the company. This period allows the hiring team sufficient time to screen initial submissions. If you have already completed an interview, the waiting period shortens to about three to five business days. Always default to any specific timeline the employer provided during the application or interview process, as this shows respect for their internal schedule.
The timing of your call can influence the likelihood of reaching the appropriate person during a less busy moment. Calling mid-morning, between 10:00 a.m. and 11:30 a.m., or mid-afternoon, between 2:00 p.m. and 4:00 p.m., is often most productive. Avoid Monday mornings or Friday afternoons, as these times are typically reserved for internal meetings or wrapping up the week’s work. Mid-week days like Tuesday, Wednesday, or Thursday offer the best chance for a focused conversation.
Call or Email? Choosing Your Method
Deciding between a phone call and an email depends heavily on the stage of the hiring process. A phone call is more appropriate when you have a direct contact, such as the hiring manager, or are inquiring about a senior-level position after an interview. Choosing to call demonstrates a higher degree of confidence.
An email serves better for initial follow-up after a standard application submission or for general logistical inquiries. If the job posting explicitly states “no calls,” an email is the only professional option, respecting the company’s stated preference and providing a written record.
Preparation Checklist Before Dialing
Before initiating contact, meticulous preparation is necessary to ensure the call is efficient and professional. Having all relevant details accessible prevents fumbling or sounding unprepared, which can negatively impact the perception of your attention to detail. This allows you to focus entirely on the conversation and the tone you project.
You should have the following details prepared before making the call:
- The specific Job Title and any corresponding Reference Number or ID.
- The exact Date of Application Submission or the date of the most recent Interview.
- The full Name and Title of the Contact Person you are attempting to reach.
- A brief, professional opening statement summarizing the reason for your call.
- A dedicated space for taking accurate notes during the conversation.
Professional Scripts and Communication Tips
When the call begins, maintaining a professional and respectful tone is important, regardless of who answers the phone. Start by clearly stating your name, the position you applied for, and the reason for your call. An effective opening is, “Hello, my name is [Your Name], and I am calling to follow up on my application for the [Job Title] position.” This immediate clarity shows respect for the recipient’s time.
If an assistant or receptionist answers, be polite while confirming the correct contact. You could say, “Could you please connect me with [Hiring Manager’s Name] regarding the timeline for the [Job Title] role?” If the assistant asks for the reason, state you are following up on your application and requesting an updated hiring timeline. Avoid discussing your qualifications with the gatekeeper, as they cannot assist you with the status update.
Once you reach the hiring manager directly, keep the conversation brief and focused on receiving an updated timeline. A script for this direct interaction is: “Thank you for taking my call, [Manager’s Name]. I enjoyed learning about the role during our conversation last week. I was calling to see if you could provide an updated timeline for when you anticipate making a decision on the [Job Title] position.” This phrasing frames the inquiry as a logistical check.
If the contact person is unavailable, leaving a concise, professional voicemail is the appropriate next step. Your message should include your name, the job title, a polite request for a return call, and your phone number repeated twice. For example: “This is [Your Name] following up on my application for the [Job Title] role. I would appreciate a brief call back at [Number] when you have a moment. That number is [Number].”
The goal is not to ask the vague question, “Did I get the job?” Instead, solicit specific, actionable information about the process. Ask, “Could you provide an updated timeline for the next steps?” or “When do you anticipate the final decision being made?” Always thank the person for their time and the information they provided before ending the call.
Post-Call Strategy and Next Steps
Immediately after receiving an update, send a brief follow-up thank-you email to the person who provided the information. This simple gesture reinforces your professional demeanor and appreciation for their time, regardless of whether the news was positive or negative. Update your personal records with the new timeline or next steps provided during the conversation. Wait the newly specified period before attempting any further contact, respecting the company’s updated schedule.