After submitting a job application, the waiting period can be anxious. Navigating this situation requires balancing continued interest without appearing impatient or unprofessional. This guide provides a framework for professionally checking on your job application status, helping you take proactive steps while maintaining a positive impression.
Determine the Right Time to Follow Up
Before reaching out, first check the job posting for a timeline. Companies often provide an application deadline or a date by which they expect to contact candidates. If a date was specified, allow a few business days to pass after that deadline before making contact. This accounts for internal delays and shows respect for the stated process.
If the job description or application portal offers no timeline, a general rule is to wait one to two weeks after the application window closes. If there was no closing date, allow about two weeks to pass from the day you submitted your materials. This provides the hiring team sufficient time for initial reviews.
The timeline shifts if you have already completed an interview. Your follow-up should be guided by the information the interviewer provided, as they often outline the next steps and a timeline. Adhere to that schedule, adding a couple of business days as a courtesy before sending a follow-up message.
Identify the Right Person to Contact
The ideal contact is the person most directly involved with the hiring for that specific role. Review the job posting or any correspondence you have received, as it may list a specific recruiter or human resources professional. This individual should be your first choice for a follow-up.
If no specific contact is named, identify the hiring manager for the department. Professional networking platforms like LinkedIn are useful for this research. Search for the manager who oversees the team you applied to join, as a message to a specific person is more effective than one sent to a generic inbox.
When a specific person cannot be identified through the job posting or online research, the final option is to use a general HR department email or contact form on the company’s website. While less direct, it is a valid way to inquire about your application status.
Choose Your Method of Communication
Email is the standard and most widely accepted method for this type of professional communication. It allows the recipient to respond at their convenience, is non-intrusive, and provides a written record of your conversation that you both can reference.
A message through a professional networking site can be an alternative, particularly if you are already connected with the recruiter or hiring manager. A phone call is generally discouraged unless you have been specifically invited to call for an update. Unsolicited calls can be disruptive to a busy workday and may not be received well.
Crafting Your Follow-Up Message
Your follow-up message should be professional, concise, and easy to understand. The goal is to gently remind the hiring team of your application and reiterate your interest without creating extra work for them.
Start with a clear and professional subject line that allows the recipient to immediately know the email’s purpose. Something direct, such as “Following up on [Job Title] Application,” works perfectly. This helps them quickly categorize your message and route it correctly.
In the body of the email, begin with a polite greeting. Then, state your reason for writing. Mention the specific job title you applied for and the date you submitted your application. Briefly restate your enthusiasm for the position and the company, perhaps mentioning one specific reason you feel you are a good fit for the role.
Conclude your message with a polite closing and a simple call to action. A phrase like, “I look forward to hearing from you about the next steps in the hiring process,” is appropriate. Finish with a professional sign-off, such as “Sincerely” or “Best regards,” followed by your full name.
Here is a template you can adapt:
Subject: Following up on Senior Marketing Analyst Application
Dear [Mr./Ms./Mx. Last Name],
I hope this email finds you well. I am writing to follow up on my application for the Senior Marketing Analyst position, which I submitted on [Date of Application]. I was very excited to learn about this opportunity, as my experience in data analysis and campaign management aligns well with the qualifications you are looking for.
I am very interested in the work you are doing at [Company Name] and remain confident that my skills would allow me to contribute to your team.
Thank you for your time and consideration. I look forward to hearing from you regarding the status of my application.
Best regards,
[Your Name]
What to Do After You Follow Up
After sending your follow-up message, manage your expectations. If you receive a response, reply graciously and promptly. Whether the update is an interview request, a notice of delay, or a rejection, a courteous response maintains a professional image and keeps the door open for future opportunities.
If you do not receive a response to your first follow-up, do not assume the worst. Recruiters often handle a high volume of applications and may not reply to every inquiry. It is acceptable to send one final, brief follow-up after another week or two has passed, but a lack of response is common and not a personal rejection.
After a second attempt, it is time to shift your focus. Continuing to contact the employer can damage your professional reputation. The best course of action is to concentrate your energy on other job opportunities, as continuing your job search while waiting is a sound strategy.
Follow-Up Etiquette and Mistakes to Avoid
- Respect the hiring timeline and avoid following up too soon or too often, as this can signal impatience. A single follow-up, or at most two, is sufficient.
- Avoid vague or generic messages. Always reference the specific job title and company to show you are not sending a mass email and have genuine interest.
- Your tone should always remain positive and professional. Showing frustration or sounding demanding in your follow-up can quickly remove you from consideration.
- Contacting multiple people at the same company simultaneously can create confusion and make you appear disorganized or desperate. Stick to one point of contact unless you are directed to someone else.
- There is no need to apologize for following up. If you have waited an appropriate amount of time, a polite inquiry is a standard part of the process. Apologizing can project a lack of confidence.
- Keep your message focused on the role you applied for. Asking about other open positions can imply that you are not invested in the opportunity at hand.