How to Write a Job Application Follow-up Email (With Templates)

Applying for a job is just the first step in landing your dream position. Following up on your application can demonstrate your enthusiasm, initiative, and professionalism. But how do you follow up effectively without appearing overly persistent, or worse, desperate? This blog post explores why following up on a job application is important and provides actionable tips for doing so. You’ll also find recommendations for tools that will write your job application follow-up email for you and templates you can use to write it yourself. So, let’s dive in.

Why It's Important to Follow Up on a Job Application

1. Shows Your Enthusiasm

Employers want to hire candidates who are genuinely interested in the role. A follow-up can signal your eagerness to join the team and confirm your commitment to the position. By reaching out, you demonstrate that you’re not just passively applying but are actively engaged in the process. This can set you apart from candidates who might have the same qualifications but lack the same level of interest.

2. Keeps You Top of Mind

Recruiters and hiring managers review dozens, sometimes hundreds, of applications. Following up gives you a chance to stand out and ensures they don’t overlook your submission. It’s easy for even strong applications to get buried in a pile. A polite and timely follow-up serves as a reminder of your application and keeps you in the running, particularly if decisions are being made quickly or if there are multiple steps in the hiring process.

3. Clarifies the Process

Sometimes, job postings don’t specify a timeline for interviews or hiring decisions. A follow-up can help you understand where your application stands and what to expect next. This clarity can be especially valuable if you’re managing multiple job applications and need to prioritize your time effectively. Additionally, it can prevent unnecessary anxiety or confusion about whether your application is being considered.

4. Demonstrates Proactivity

Taking the initiative to follow up shows that you’re proactive and resourceful—qualities employers often seek in candidates. It also demonstrates your ability to communicate professionally, which can leave a lasting positive impression. Being proactive in this way aligns with the behaviors employers value in team members who take ownership of their work and follow through on commitments.

How to Follow Up on a Job Application

1. Wait an Appropriate Amount of Time

Before following up, ensure you’ve given the employer sufficient time to review applications. Typically, it’s best to wait one to two weeks after submitting your application. If the job posting included a specific timeline, follow that instead. Waiting the right amount of time shows respect for the employer’s process and ensures your follow-up doesn’t seem premature or impatient.

2. Choose the Right Communication Channel

Email is usually the most appropriate and professional way to follow up. It allows the recipient to respond at their convenience and provides a written record of the interaction. If you applied through a recruitment platform, use its messaging feature if available. Phone calls can be an option, but only if the job posting specifies it’s acceptable. For industries or roles that value direct communication, such as sales, a well-timed phone call may leave a positive impression.

3. Address the Right Person

Whenever possible, direct your follow-up to the hiring manager or recruiter handling the position. Check the job posting or the company’s website for contact information. LinkedIn can also be a valuable tool for identifying the correct person. Addressing your message to the right individual shows that you’ve done your research and makes it more likely your job application follow-up will be seen and considered.

4. Be Polite and Professional

Your tone should be respectful and professional. Avoid sounding impatient or demanding. Start your job application follow-up email with a polite greeting and briefly reintroduce yourself. A courteous approach not only reflects well on your character but also increases the likelihood of a positive response. Remember, the goal is to leave a favorable impression, even if your follow-up doesn’t immediately result in an update.

5. Keep It Concise

Hiring managers are busy, so keep your job application follow-up email short and to the point. Here’s an example structure for your message:

• Greet the recipient.
• Mention the position you applied for and the date you submitted your application.
• Express your continued interest in the role.
• Politely inquire about the status of your application or the next steps.
• Thank them for their time.

This structured approach ensures your message is easy to read and understand while conveying all the essential information. Avoid adding unnecessary details or lengthy explanations that could detract from your main points.

6. Proofread Your Message

Spelling and grammar mistakes can leave a negative impression. Before sending your job application follow-up email, double-check it for errors to ensure it’s polished and professional. Consider using tools like Grammarly or asking a trusted friend to review your message. Or use a tool like Huntr to write the job application follow-up email for you using AI to prevent issues such as typos from happening. Attention to detail in your follow-up reflects the same level of care you’re likely to bring to the role, reinforcing your suitability as a candidate.

7. Respect Their Response Time

After following up, give the employer time to reply. Avoid sending multiple messages or making repeated phone calls, as this can come across as pushy. It’s important to strike a balance between showing interest and respecting the hiring manager’s schedule. If you don’t receive a response within a week or two, you can consider sending a second job application follow-up email, but only if done with tact and professionalism.

8. Prepare for Any Outcome

Not all job application follow-up emails will yield positive results, but they can provide valuable insights. If you receive feedback, use it to improve your application process moving forward. If you don’t get a response, consider it an opportunity to refocus your efforts on other job opportunities. Remember, the follow-up is as much about gathering information as it is about showcasing your enthusiasm. Each interaction is a learning experience that can help you refine your approach in the future.

Follow-Up Application Tips

1. Leverage Your Network

If you know someone at the company, consider reaching out to them for advice or insights about the hiring process. They might even be able to advocate for your application or provide inside information about timelines and decision-makers. Networking can be a powerful tool in standing out and ensuring your application gets noticed.

2. Timing Matters

When sending your job application follow-up email, aim for mid-morning or early afternoon during business hours. These times are generally when professionals are less likely to be in meetings or inundated with emails, increasing the chance that your message will be seen and read promptly.

3. Highlight Relevant Updates

If there have been any changes since you submitted your application, such as completing a new certification or project, include this information in your follow-up. This can make your application more competitive and show that you’re actively growing your skills.

4. Use a Professional Subject Line

Ensure your email subject line is clear and concise. For example: “Follow-Up on Application for [Position Title]” or “Checking in on Application Status for [Position Title].” A straightforward subject line increases the likelihood that your email will be opened and taken seriously.

5. Personalize Your Message

Where possible, tailor your job application follow-up email to reflect something specific about the company or the role. Mentioning a recent company achievement or a detail from the job description can show that you’ve done your homework and are genuinely interested in the organization.

6. Avoid Over-Following Up

While persistence can be a virtue, over-following up can hurt your chances. Limit your job application follow-up emails to one or two attempts unless explicitly encouraged by the hiring team to check back. Respect for the employer’s time is just as important as showing your enthusiasm.

7. Stay Positive and Grateful

No matter the outcome, always end your job application follow-up email with a note of gratitude for the opportunity and their time. A positive and thankful tone leaves a lasting impression and could keep the door open for future opportunities.

How to Compose a Follow-Up Email

Composing an effective job application follow-up email is crucial to maintaining a professional image and increasing your chances of getting a response. Here are some key strategies to consider when crafting your email:

1. Use a Clear Structure

Organize your email in a way that makes it easy to read and understand. A good structure includes:

• A polite and professional greeting.
• A brief mention of the position and the date you applied.
• A concise expression of your continued interest.
• A polite inquiry about the status of your application or next steps.
• A note of appreciation for their time and consideration.

2. Add a Personalized Touch

To make your job application follow-up email stand out, include a detail that shows you’ve researched the company or role. For example, you could mention a recent company accomplishment or align your skills with specific aspects of the job description. Personalization demonstrates genuine interest and effort.

3. Leverage AI for Polished Communication

AI tools can help you craft a professional and effective job application follow-up email. Huntr’s job application follow-up email tool, for instance, provides instant templates that you can copy and paste or edit and paste to fit your situation. These tools save time while ensuring your email is well-structured and professional.

4. Proofread for Perfection

Always proofread your email before sending it. Spelling or grammatical errors can detract from your professionalism. Reading your message aloud or asking a trusted friend for feedback can help catch any mistakes. Or use AI to limit the mistakes created.

5. Include a Professional Closing

End your email with a courteous closing that reiterates your gratitude. Use a professional sign-off, such as "Best regards" or "Sincerely," followed by your full name and contact information. Providing your phone number adds another way for the employer to reach you.

Example Email Template #1

Subject: Follow-Up on Application for [Position Title]

Dear [Recipient's Name],

I hope this email finds you well. I recently applied for the [Position Title] role on [Application Date] and wanted to express my continued enthusiasm for the opportunity to join [Company Name].

I’m reaching out to inquire if there are any updates regarding the status of my application. I’m very excited about the prospect of contributing my skills to your team and am happy to provide any additional information if needed.

Thank you for your time and consideration. I look forward to the possibility of hearing from you.

Best regards,

[Your Full Name] [Your Contact Information]

By incorporating these steps, you’ll craft a follow-up email that leaves a positive impression and increases your chances of getting a response.

Example Email Template #2

Subject: Follow Up on My Application for [Position Title]

Dear [Recipient's Name],

I hope your week is going wonderfully! I’m writing to follow up on my application for the [Position Title] position, which I submitted on [Application Date]. I’m genuinely thrilled about the prospect of joining [Company Name], especially given its focus on [specific company value or recent achievement].

I wanted to reiterate my enthusiasm for the opportunity and the ways my background in [your field/skill] could contribute to your team’s success. I’d love the chance to bring my [specific skill or trait] to [Company Name] and help drive projects like [specific example from the job posting].

If there’s any additional information I can provide to support my application, please don’t hesitate to let me know. I truly appreciate your time and look forward to any updates you might have about the hiring process.

Thank you so much for considering my application—I’m looking forward to the possibility of working together!

Warm regards,

[Your Full Name][Your Contact Information]

Conclusion

Following up on a job application is a crucial step in the hiring process. It demonstrates your enthusiasm, keeps you on the hiring manager’s radar, and shows that you’re proactive and invested in the role. By following the strategies outlined in this blog post, you can compose job application follow-up emails that are professional, engaging, and effective. Ready to take the next step? Streamline your follow-up process with Huntr’s job application follow-up email tool. It offers instantly generated job application follow-up emails based on your personal details and ensures your emails are polished and professional, saving you time while increasing your chances of success. To start generating follow-up emails, sign-up for Huntr today.