Sending a follow-up email after submitting a job application is a professional practice that can significantly set a candidate apart. This action demonstrates a proactive approach and reaffirms genuine interest in the specific role and company. A well-crafted message shows professionalism and persistence to the hiring team. This communication helps make a positive impression before the initial screening process begins.
Determining the Ideal Follow-Up Timeline
The initial follow-up should occur after giving the hiring team sufficient time to process the application volume. Standard professional guidance suggests waiting approximately one to two weeks following the original submission date. Sending an email too quickly, such as within a few days, can be perceived as impatient or demanding.
The method of application submission should influence this timing decision. If the application was submitted directly to a recruiter or hiring manager via email, the shorter end of the waiting period might be acceptable. When utilizing an Applicant Tracking System (ATS), the process often takes longer as the system filters candidates before human review begins. Therefore, a full two-week wait is often more appropriate when using an ATS.
Identifying the Best Recipient
Directing the follow-up email to the correct individual increases the chances of the message being read and acted upon. If the application was submitted through a generic online portal, research the hiring manager for the department. This individual is typically more invested in the role than a general human resources employee.
Methods for identifying this person include searching the company’s website directory or using professional networking sites like LinkedIn. Searching for the job title at the company can often reveal the team lead or manager responsible for that area. Accuracy in the email address is paramount, as a bounced email halts the communication entirely.
Writing a Clear and Engaging Subject Line
The subject line is the gatekeeper of the email, determining whether it gets opened or ignored by a busy recipient. It must be clear, concise, and immediately communicate the email’s purpose. A strong subject line includes the specific job title and the applicant’s full name. This facilitates easy tracking within the company’s system.
Consider tailoring the subject line based on the application status. For a standard initial follow-up, an effective option is “Follow-up: [Job Title] Application – [Your Name].” If the contact came through a referral, use “Inquiry Regarding [Job Title] Application – Referred by [Referral Name].” A brief, direct subject like “Application Status Check: [Job Title]” is also highly functional.
Core Components of the Follow-Up Email
The body of the follow-up email must be structured efficiently to respect the recipient’s time. Begin with a brief, polite opening that immediately establishes context. Clearly reference the specific job title applied for and the original date the application was submitted.
Following the introduction, include a concise restatement of continued interest in the position. Pair this with a one or two-sentence summary highlighting why you are a strong fit for the role. This brief summary serves as a reminder of qualifications without repeating the entire resume.
The email must conclude with a clear, non-demanding call to action. Avoid language that pressures the recipient for an immediate response or interview. A professional closing might ask, “Is there any additional information I can provide to aid in your review process?” or “I look forward to hearing about the next steps when you have an update.”
Specific Follow-Up Email Templates
Initial Follow-Up
For an initial follow-up sent after approximately ten days, the message needs to be brief and professional. Use this template: “Dear [Recipient Name], I am writing to follow up on my application for the [Job Title] position, which I submitted on [Date]. I remain highly interested and believe my experience in [Specific Skill] aligns well with the team’s goals. Please let me know if any further documentation or information is needed as you move forward with the review process.”
Following a Referral
When following up after a referral, incorporate the shared connection early in the message. Use this template: “Dear [Recipient Name], [Referral Name] suggested I reach out to you regarding the [Job Title] opening. I submitted my application on [Date] and am excited about the potential to contribute my background in [Specific Area]. I welcome the chance to discuss my qualifications further at your convenience.”
Second Follow-Up
If sending a second follow-up after a prolonged delay, the tone should be slightly more direct yet still polite. Use this template: “Dear [Recipient Name], I am writing to briefly check in again on the status of the [Job Title] application, which I first followed up on two weeks ago. I wanted to reiterate my strong interest in joining your team, as my skills in [Specific Skill] are directly applicable to the role’s requirements. If the position has been filled or the status has changed, I would appreciate a short update.”
Professional Etiquette and Next Steps
Maintaining a professional and measured tone throughout the communication is paramount. The language should be confident and respectful, avoiding any hint of desperation or impatience. This initial follow-up is distinct from a post-interview thank you note, which serves a different purpose.
Limit follow-up attempts to a maximum of two emails after the initial application, spaced at least two weeks apart. Continuing to send messages after the second attempt is counterproductive and negatively affects the applicant’s professional image. If no response is received after the second email, shift focus and pursue other opportunities.