How to Write a Follow-Up Email After a Job Application

Crafting the Perfect Follow-Up Email After Your Job Application

So, you’ve spent hours perfecting your resume, crafting a compelling cover letter, and finally hitting that “Submit” button on your job application. Congratulations! But the journey doesn’t end there. In today’s competitive job market, sending a thoughtful follow-up email after a job application is often the key to getting your foot in the door and showing the hiring manager you’re genuinely interested in the role.

Think of your application follow up as a strategic nudge – a way to remind the employer of your interest and highlight your qualifications without being pushy or annoying. This guide will walk you through the process, step-by-step, providing you with the tools and templates you need to write an effective follow-up email that gets results.

Why Send a Follow-Up Email?

Before diving into the “how,” let’s quickly address the “why.” Sending a follow-up email after your job application is important for several reasons:

• Shows Enthusiasm: It demonstrates your genuine interest in the position and the company. In a sea of applications, this enthusiasm can make you stand out.
• Keeps You Top of Mind: Hiring managers are busy people. A gentle reminder of your application can prevent it from getting lost in the shuffle.
• Opportunity to Highlight Key Skills: You can briefly reiterate the skills and experiences that make you a perfect fit for the role, especially if you’ve learned something new about the company or role since applying.
• Clarify or Add Information: If you forgot to mention something important in your initial application or have new relevant information, your follow-up is a chance to add it.
• Demonstrates Professionalism: It shows you’re proactive, organized, and possess strong communication skills, qualities employers value.

Essentially, a well-crafted application follow up can be the difference between your resume ending up in the “yes” pile versus the “maybe” pile.

When to Send Your Follow-Up Email

Timing is crucial. Sending a follow-up email too soon can seem impatient, while waiting too long might make it seem like you’ve lost interest. Here’s a general guideline:

• Wait 5-7 Business Days: This is generally considered the sweet spot. It gives the hiring manager enough time to review applications without you appearing overly eager.
• Consider the Application Deadline: If the job posting specifies a deadline for applications, wait until after that date has passed before sending your follow-up. They likely won’t start reviewing applications until after that deadline.
• Look for Clues in the Job Posting: Some job postings explicitly state when you can expect to hear back. If they provide a timeframe, respect it. For example, if the posting says “We will contact candidates within two weeks,” wait the full two weeks before reaching out.
• If You Interviewed: If you had an interview, your follow-up email timeline will be different. Send a thank-you note within 24 hours of the interview and then a follow-up regarding the decision timeline 1-2 weeks after the interview.

Who to Send Your Email To

Ideally, you want to send your follow-up email to the hiring manager, not just the generic HR department. Here’s how to find the right person:

• Check the Job Posting: The job posting might list the hiring manager’s name or contact information directly.
• LinkedIn Research: Search for the company on LinkedIn and look for individuals in the hiring department or leadership roles. You might be able to identify the person who is most likely overseeing the hiring process.
• Company Website: Visit the company’s website and look for an “About Us” or “Team” page. This might give you clues about who to contact.
• Network: Ask your contacts if they know anyone who works at the company. They might be able to provide you with the hiring manager’s name or contact information.
• Call the Company: As a last resort, you can call the company’s main phone number and ask to speak with someone in HR. Explain that you’re following up on a job application and would like to know who the hiring manager is for the position.

If you absolutely cannot find the hiring manager’s direct email address, sending your follow-up to HR is better than not sending one at all. Address it to “Hiring Manager” or “HR Department” and personalize the message as much as possible.

What to Include in Your Follow-Up Email: The Anatomy of a Perfect Message

Now for the heart of the matter: what should your follow-up email actually say? Here’s a breakdown of the key components, along with actionable tips:

1. A Clear and Concise Subject Line:

   • Example: “Following Up on Job Application - [Your Name] - [Job Title]”
   • Why it works: It immediately tells the recipient the purpose of your email and includes your name for easy identification. Avoid generic subject lines like “Following Up” or “Job Application.”

2. A Polite and Professional Greeting:

   • Example: “Dear Mr./Ms. [Last Name],” or “Dear [Hiring Manager Name],” or “Dear Hiring Team,”
   • Why it works: It demonstrates respect and professionalism. If you’re unsure of the recipient’s gender, use “Dear [First Name] [Last Name].” If you can’t find a name, “Dear Hiring Team,” is acceptable.

3. Acknowledge Your Previous Application:

   • Example: “I am writing to follow up on my application for the [Job Title] position that I submitted on [Date].”
   • Why it works: It reminds the recipient of your application and the specific role you’re interested in.

4. Reiterate Your Interest and Highlight Key Qualifications:

   • Example: “I am very interested in this opportunity and believe my skills and experience in [Specific Skill 1] and [Specific Skill 2] align well with the requirements outlined in the job description. In particular, my experience at [Previous Company] in [Relevant Role] allowed me to develop expertise in [Specific Achievement] which I believe would be directly applicable to this role.”
   • Why it works: This is your chance to reinforce why you’re a great fit for the role. Focus on 1-2 key qualifications that are most relevant to the job description. Don’t just repeat your resume; highlight specific accomplishments and quantify your results whenever possible.

5. Add Value (Optional, but Highly Recommended):

   • Example: “Since submitting my application, I came across [Company’s Recent News/Project] and was particularly impressed by [Specific Aspect]. I believe my skills in [Relevant Skill] could be valuable in supporting this initiative.”
   • Why it works: This shows you’ve done your research and are genuinely interested in the company. It also demonstrates that you’re proactive and thinking about how you can contribute to their success.

6. Express Your Availability for an Interview:

   • Example: “I am eager to learn more about this opportunity and discuss how I can contribute to [Company Name]. I am available for an interview at your earliest convenience.”
   • Why it works: It clearly communicates your desire to move forward in the hiring process.

7. Thank the Recipient for Their Time and Consideration:

   • Example: “Thank you for your time and consideration. I look forward to hearing from you soon.”
   • Why it works: It’s a polite and professional way to end your email.

8. A Professional Closing:

   • Example: “Sincerely,” or “Best regards,” or “Thank you,”
   • Why it works: It’s a standard and appropriate way to close a business email.

9. Your Full Name and Contact Information:

   • Example:

     [Your Name]

     [Your Phone Number]

     [Your Email Address]

     [Link to Your LinkedIn Profile (Optional)]

   • Why it works: It makes it easy for the recipient to contact you. Including a link to your LinkedIn profile allows them to quickly learn more about your professional background.

Job Application Email Template: Bringing It All Together

Here’s a sample follow-up email job application template you can adapt to your specific situation:

Subject: Following Up on Job Application - [Your Name] - [Job Title]

Dear [Mr./Ms./Mx. Last Name or Hiring Manager Name],

I am writing to follow up on my application for the [Job Title] position that I submitted on [Date].

I am very interested in this opportunity and believe my skills and experience in [Specific Skill 1] and [Specific Skill 2] align well with the requirements outlined in the job description. In particular, my experience at [Previous Company] in [Relevant Role] allowed me to develop expertise in [Specific Achievement] which I believe would be directly applicable to this role.

[Optional: Add Value – Mention a recent company achievement or news item and how your skills could contribute.]

I am eager to learn more about this opportunity and discuss how I can contribute to [Company Name]. I am available for an interview at your earliest convenience.

Thank you for your time and consideration. I look forward to hearing from you soon.

Sincerely,

[Your Name]

[Your Phone Number]

[Your Email Address]

[Link to Your LinkedIn Profile (Optional)]

Remember to customize this template to fit your individual circumstances and the specific job you’re applying for. Generic, unpersonalized emails are easily spotted and won’t make a positive impression.

Dos and Don’ts for Your Application Follow Up

To ensure your follow-up email hits the mark, keep these dos and don’ts in mind:

Dos:

• Proofread carefully: Errors in your email reflect poorly on your attention to detail.
• Keep it concise: Hiring managers are busy. Get to the point quickly and respectfully.
• Personalize each email: Tailor your message to the specific job and company.
• Use a professional tone: Maintain a polite and respectful tone throughout your email.
• Show enthusiasm: Let your passion for the role shine through.

Don’ts:

• Be demanding or entitled: Avoid phrases like “I expect to hear back from you soon.”
• Repeat your resume verbatim: Focus on highlighting key skills and accomplishments.
• Use overly familiar language: Avoid slang or informal language.
• Send multiple follow-up emails: One follow-up is usually sufficient. If you don’t hear back after a week or two, it’s likely they’ve moved on with other candidates.
• Be discouraged if you don’t hear back: The job market is competitive. Don’t take it personally if you don’t receive a response.

Beyond the Email: Alternative Follow-Up Methods

While email is the most common method, consider these alternative approaches:

• LinkedIn Message: If you’re connected with the hiring manager on LinkedIn, sending a brief, personalized message can be a good alternative.
• Phone Call (Use Sparingly): Calling can be more intrusive, but if you’re applying for a role that requires strong communication skills (e.g., sales, customer service), a well-timed phone call can demonstrate your initiative. Do your research first and be prepared to speak intelligently about the role and company.

Ultimately, the best follow-up method depends on the company culture and the specific role.

Final Thoughts

Writing a follow-up email after a job application might seem like a small detail, but it can have a significant impact on your chances of landing an interview. By following these tips and tailoring your message to each specific opportunity, you can demonstrate your enthusiasm, highlight your qualifications, and stand out from the competition. Remember to be patient, persistent, and professional, and you’ll be well on your way to landing your dream job.

---

Stop Losing Track of Your Applications

When you’re applying to dozens of jobs, things slip through the cracks. OpenApply helps you track every application, follow-up, and interview in one place — just paste a job link and it auto-fills the details. Free to use, no credit card required.

Start tracking your applications →