After submitting a job application, many people find themselves in a state of uncertainty. You have sent your resume and cover letter into what feels like a digital black hole, and the waiting period can be filled with anxiety. The central question that arises is whether sending a follow-up email is a proactive, professional step or one that comes across as annoying and desperate. Understanding the nuances of this action can help you navigate your job search with more confidence, knowing when and how to communicate effectively without harming your chances.
The Benefits of Following Up
Sending a follow-up email after submitting a job application is a positive move that can set you apart from a crowded field of candidates. The primary benefit is that it demonstrates a genuine and continued interest in the position. It signals to the hiring manager that you have a specific enthusiasm for this particular role and company. This action shows initiative and professionalism.
A well-timed follow-up can bring your name and application back to the forefront. Hiring managers are often inundated with hundreds of applications, and your message can serve as a polite reminder of your candidacy. It’s an opportunity to make another positive impression. This act of communication showcases your follow-through and professional etiquette, qualities that are valuable in any employee.
When to Send Your Follow-Up Email
The timing of your follow-up email is a detail that can influence its reception. Sending a message too soon can make you appear impatient, while waiting too long might cause you to miss an opportunity. A general guideline is to wait one to two weeks after you have submitted your application. This period allows the hiring team sufficient time for their initial review without feeling pressured.
If the job posting included a specific application deadline, a different timeline applies. In this scenario, it is best to wait five to seven business days after the closing date has passed. This gives the recruitment team a chance to sort through the entire applicant pool. The goal is to time your email to arrive when they are likely making decisions about who to contact for interviews.
How to Write an Effective Follow–Up Email
A thoughtfully constructed follow-up email can strengthen your application. The message should be professional, concise, and add value beyond simply asking for an update. Each element of the email, from the subject line to the closing, should be crafted to reinforce your suitability for the role.
Craft a Clear and Professional Subject Line
The subject line is the first thing the recipient will see, so it needs to be clear and professional. It should allow the hiring manager to quickly identify the purpose of your email. An effective subject line includes the title of the position you applied for and your name. For example, “Following Up on Application for Marketing Coordinator Position – Jane Doe” is direct and helps the recruiter easily locate your application materials.
Address the Right Person
Whenever possible, address your email to a specific individual. The best person to contact is the hiring manager for the department or the recruiter in charge of the position. You can often find this information by researching the company’s website or a professional networking platform like LinkedIn. A personalized greeting, such as “Dear Ms. Smith,” is more impactful than a generic one. If you cannot identify the specific hiring manager, address the email to the “Hiring Team” or “Recruiting Manager” for the department.
Briefly Reintroduce Yourself and the Role
In the opening paragraph, briefly state who you are and the position for which you applied. Do not assume the hiring manager will remember your application from your name alone. A simple sentence such as, “I am writing to follow up on my application for the [Job Title] position, which I submitted on [Date of Application],” provides immediate context. This ensures there is no confusion and helps the recipient quickly recall your application file.
Reiterate Your Enthusiasm and Key Qualifications
Reiterate your enthusiasm for the company and the role, and connect it to a specific aspect of the job or organization that resonates with you. You might mention a recent company achievement or a particular responsibility listed in the job description that aligns with your skills. For example, “My experience in managing social media campaigns for tech startups aligns well with the responsibilities outlined, and I am particularly excited about [Company Name]’s recent launch of…” This demonstrates that you have done your research.
Keep it Concise and Professional
Your follow-up email should be a brief and professional note, not a lengthy letter. Aim for three to four short paragraphs at most. The tone should remain positive and respectful of the hiring manager’s time. End the email with a polite closing, such as “Thank you for your time and consideration,” followed by your full name and contact information.
Common Follow-Up Mistakes to Avoid
While a follow-up email can be beneficial, certain mistakes can undermine your efforts. One of the most common errors is sending too many messages. A single, well-timed follow-up is sufficient, as bombarding a hiring manager with emails is unprofessional. It is important to respect their time and the recruitment process.
Another mistake is adopting a demanding or entitled tone. Avoid phrases that suggest you are owed a response or an interview. Your email should be a polite inquiry, not a demand for information.
Similarly, a message that simply asks, “Have there been any updates on my application?” adds no value. Always aim to reiterate your interest and qualifications briefly to remind the hiring manager of the value you can bring to the team.
Pay close attention to details before you click send. Typos and grammatical errors can give the impression that you are careless or lack professionalism, so always proofread your email carefully.
Lastly, review the original job posting for any specific instructions. If the posting explicitly states “no follow-up calls or emails,” you must respect that request. Ignoring such instructions shows that you cannot follow directions, which can lead to disqualification.
What to Do If You Don’t Get a Response
It is important to manage your expectations after sending a follow-up email. Even a perfectly crafted message may not receive a response. Hiring managers and human resources departments are often dealing with a high volume of applications for a single position, and it is not always feasible for them to reply to every candidate. The lack of a response is not necessarily a reflection of your qualifications.
The best course of action is to send one follow-up email and then shift your focus. Consider the follow-up a professional courtesy, but do not pin your hopes on receiving a reply. It is more productive to continue applying for other roles and pursuing other opportunities. Do not take the silence personally; view it as a normal part of the job search.