Waiting for an update after a job application or interview can be anxious. Sending a follow-up email is a proactive step that provides clarity and reinforces your interest in the position. A professionally crafted message shows your enthusiasm without appearing impatient. This guide offers a step-by-step approach to emailing a recruiter for an update.
Determine the Right Time to Follow Up
The primary rule when following up is to adhere to any timeline the recruiter provided. If they mentioned a decision would be made in two weeks, respect that timeframe before reaching out. Contacting them earlier can be perceived as disregarding their process. It is a good practice to ask about the hiring timeline at the end of an interview to set expectations.
If no timeline was given, wait about one to two weeks after submitting your application. For a follow-up after an interview, wait 5-7 business days. This period allows the hiring team to review applications or complete other interviews.
Crafting the Subject Line
Your subject line should be clear, professional, and easily searchable. Including the specific job title is an effective way to achieve this, as vague subject lines risk being overlooked. Effective subject lines are concise and informative.
Examples such as “Following up on [Job Title] Application” or “Checking in: [Your Name] for [Job Title] Position” work well. These formats are direct and provide all the necessary information at a glance, ensuring your email gets noticed.
Writing the Follow-Up Email
Maintain a professional and polite tone throughout your email. Begin with a formal salutation, such as “Dear [Recruiter Name],” to personalize the message.
In the opening, briefly re-introduce yourself and the role you are following up on. Mentioning the date of your application or interview helps the recruiter recall your candidacy. For example: “I am writing to follow up on my application for the [Job Title] position, which I submitted on [Date].”
The main body should clearly state your reason for writing and reiterate your strong interest in the role and the company. You might say, “I am very enthusiastic about the opportunity to contribute to [Company Name] and was hoping to get an update on the status of my application.”
Conclude by thanking the recruiter for their time and consideration. A simple closing like “Best regards” or “Sincerely,” followed by your full name and contact information, is appropriate. Always proofread your message for errors before sending.
Follow-Up Email Examples
Here are two templates you can adapt for your follow-up emails.
Template 1: Following Up After an Application
Subject: Following up on [Job Title] Application
Dear [Recruiter Name],
I hope this email finds you well. I am writing to follow up on my application for the [Job Title] position, which I submitted on [Date]. I am very enthusiastic about the opportunity to join [Company Name] and believe my skills in [mention a key skill] would be a great asset to your team.
I was hoping you could provide a brief update on the hiring timeline. Please let me know if there is any additional information I can provide.
Thank you for your time and consideration.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
Template 2: Following Up After an Interview
Subject: Checking in: [Your Name] for [Job Title] Interview
Dear [Recruiter Name],
Thank you again for taking the time to speak with me on [Date] about the [Job Title] position. I truly enjoyed our conversation, especially when we discussed [mention a specific, positive point from the interview]. Our discussion further solidified my interest in this role and my excitement about the possibility of joining your team.
I was wondering if you have an update on the timeline for the next steps in the hiring process. I am eager to hear from you when you have a moment.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Common Mistakes to Avoid
When following up, certain missteps can undermine your professionalism. One common error is emailing too frequently or not respecting the timeline provided by the recruiter, which can appear impatient.
Another mistake is using a demanding or frustrated tone; always keep your message polite, positive, and concise. Forgetting to include your name and the specific job title can also cause confusion. Finally, ensure your email is free of typos and grammatical errors, as these reflect on your attention to detail.
What to Do If You Don’t Get a Response
If you do not hear back after about a week, you can send one final, brief check-in. If that message also goes unanswered, it is a sign that the company has likely moved forward with other candidates. At this point, shift your focus to other job opportunities.
A lack of response is common, as recruiters manage numerous applications and may not be able to reply to every candidate. Continuing to send messages after this point can appear unprofessional, so it is best to move on.