Sending a follow-up email after submitting a job application is a small step that can make a difference. A well-crafted follow-up serves as a professional nudge that reminds the hiring manager of your application and demonstrates your continued interest in the position. This proactive communication can distinguish you from other candidates and highlight your professionalism and enthusiasm for the opportunity.
When to Send Your Follow-Up Email
The timing of your follow-up email requires careful consideration. Sending a message too soon can make you appear impatient, while waiting too long might suggest a lack of interest. The best starting point is to review the original job posting. If a specific application deadline is listed, wait about one week after that date has passed before reaching out.
If the job posting does not include a closing date, wait one to two weeks after you submitted your application. This window respects the internal processes of the hiring team, which often involve multiple stages and stakeholders. A follow-up sent within this timeframe keeps your name on the employer’s radar when they may be starting to shortlist candidates.
Key Components of a Follow-Up Email
A Clear and Professional Subject Line
The subject line is the first thing a hiring manager sees, and it needs to be both clear and concise. Its goal is to make the email’s purpose immediately recognizable in a crowded inbox. Vague subject lines risk being overlooked or mistaken for spam, so a direct and informative approach ensures your message is opened.
To achieve this, include the title of the position you applied for. Examples like, “Following up on Senior Marketing Manager Application” or “Follow-up regarding the Project Coordinator role” are effective. This immediately provides context for the recipient.
A Personalized Greeting
Beginning your email with a personalized greeting sets a professional and respectful tone. Whenever possible, address the email to the specific hiring manager by name. This detail demonstrates that you have done your research and are invested in communicating with the right individual.
Finding the hiring manager’s name may require some effort, but it is often accessible. Start by checking the company’s website, particularly the “Our Team” or “About Us” pages, or search on LinkedIn. If you cannot find a specific name after a thorough search, an acceptable alternative is “Dear [Company Name] Hiring Team” or “Dear Hiring Manager.”
The Body of the Email
The body of your follow-up email should be brief and to the point. Start by clearly stating the position you applied for and the date you submitted your application. This helps the hiring manager quickly locate your materials.
Next, reaffirm your interest in the role and the company. This is your opportunity to briefly connect your qualifications to the job one more time. Mention one specific skill or experience from your resume that directly aligns with a requirement, such as, “My five years of experience in project management aligns well with the responsibilities outlined in the job description.”
A Professional Closing and Signature
Concluding your email with a professional closing and a complete signature maintains a polished image. Standard closings such as “Sincerely,” “Best regards,” or “Thank you for your consideration” are all appropriate choices that convey respect.
Your email signature should provide all the necessary contact information, making it easy for the hiring manager to get in touch with you. Include your full name, phone number, and a link to your LinkedIn profile. This gives the recipient quick access to more information about your background and qualifications.
Follow-Up Email Template
A template can provide a solid structure for your follow-up email, ensuring you include all the necessary components in a logical flow. It serves as a guide that can be adapted to fit the specific role and company, as well as your own voice. Remember to replace the bracketed, placeholder text with your specific information.
Subject: Following up on [Job Title] Application
Dear [Hiring Manager Name],
I am writing to follow up on my application for the [Job Title] position, which I submitted on [Date of Application]. I remain very interested in the opportunity to contribute to [Company Name].
My experience in [mention one key skill or qualification] would allow me to make a strong contribution to your team. I am eager to learn more about the status of my application and am available to provide any additional information you might need.
Thank you for your time and consideration.
Best regards,
[Your Name]
[Your Phone Number]
[Link to your LinkedIn Profile]
Common Mistakes to Avoid
When writing your follow-up, avoid these common mistakes:
- Sending the email too soon or following up multiple times. Adhere to the recommended waiting period of one to two weeks, as bombarding a hiring manager’s inbox can reflect poorly on your professional judgment.
- Failing to proofread. Typos and grammatical errors can give the impression of carelessness or a lack of attention to detail. Always read your email aloud or have someone else review it before you hit send.
- Writing a long or rambling email. Hiring managers are busy, and a concise message is more likely to be read. Stick to the purpose of the email: reminding them of your application, reiterating your interest, and highlighting a key qualification.
What to Do If You Don’t Get a Reply
It is important to manage your expectations after sending a follow-up email. A lack of response is common and does not necessarily mean your application has been rejected. Hiring timelines can be unpredictable, and recruiters may not have the capacity to respond to every inquiry they receive.
If you have not heard anything a week or two after sending your initial follow-up, you might consider sending one final, brief message. This email should be polite and simply reiterate your continued interest, perhaps asking if there is an updated timeline. After sending this final message, the best course of action is to shift your focus toward other job opportunities.