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

The waiting period after submitting a job application or attending an interview can be extremely stressful. You might find yourself wondering how you're being perceived and what the hiring team thinks about you. Reaching out to the company directly can help you stand out among other applicants. Treat a follow-up email as an opportunity to express your enthusiasm for the job and make a positive impression on the employer. As long as you maintain professionalism and avoid sounding pushy, recruiters will appreciate your effort and enthusiasm for the position.

Wait at least a few days before sending an email. While there are differing opinions on how long applicants should wait before sending a follow-up email after submitting an application, it’s generally recommended to wait about 3-5 days.

• In fact, some recruiters say they don’t want to receive follow-up emails, believing they’re just a distraction and a waste of time that could be spent reviewing qualified applicants. However, others feel that follow-up emails help applicants stand out in a positive way.
• Keep in mind that there could be dozens of applicants for the same position, and recruiters will need time to review applications and select those who meet the qualifications for the next round. You certainly don’t want to appear too eager or impatient by sending a follow-up email too soon.

Send the email to the correct recipient. Ideally, you should send the email to the person you contacted when applying for the job. If you can't find their name, it's best to start with a greeting like "Dear Hiring Manager."

• You can find the recruiter’s contact information on the company website or their LinkedIn page.
• Always double-check for spelling errors. Nothing leaves a worse impression than misspelling the recipient's name.

Write a clear and direct subject line. A simple subject like "Follow-Up on Application for Editor Position" works well. If the position has a reference number, you can include that in the subject line too.

• Remember that recruiters may be hiring for multiple roles at the same time, so it's crucial to be as specific as possible. You could even include your name in the subject line to make it easier for the recruiter to locate your application.

Use a proper greeting. Simply write “Dear” followed by the name of the hiring manager, just like in your job application letter. Avoid casual phrases like "Hello!" or "Hi" because you want to maintain a formal tone in this communication.

• "Dear Mr. Nguyen Van A" is an appropriate greeting.

Refer to the position you applied for and when you submitted your application. Start by mentioning when you applied, how you found the position, and inquire about the current status of your application. You may also want to confirm that they have received your application.

• You can write something simple like "Dear Mr. Nguyen Van A,/ Last week, I applied for the Editor position at your company through a job posting on Jobster. I haven’t received any feedback yet, so I wanted to confirm that my application has been received."

Highlight your enthusiasm and qualifications for the position. Tell the recruiter how excited you are about the role and explain why you're a strong fit. Be specific about your skills and experience that make you the right candidate.

• Try writing something like, "With my enthusiasm and experience, I believe I am an excellent fit for this role. I have five years of experience as an editor for a lifestyle magazine, and I’m eager to bring my writing and editing skills to a new level at your company."

Conclude your email with a brief yet enthusiastic statement. End by expressing your excitement to hear back soon. You can also offer to resend your resume in case it wasn’t fully delivered. Be sure to thank them for taking the time to read your email. For example: "Please feel free to reach out at any time if you have any questions about my qualifications or need additional documentation. I look forward to your response, and I sincerely appreciate your time reviewing my email." Finish with a polite closing such as "Best regards," followed by your name and phone number.

Before hitting send, thoroughly review your draft. Check for spelling and grammar mistakes, and ensure the email reads smoothly and clearly. This step is just as vital as creating a well-written resume and cover letter. Once you feel confident, click send. Reading the draft aloud can help ensure the flow and tone are natural.

Exercise patience while waiting for a response. After sending the email, take a moment to relax. Trust that the strength of your resume and cover letter, combined with your persistence in following up, will place you in a good position for an interview. Though some candidates prefer to follow up by phone, it’s important to wait before taking that step. A phone call may make you stand out, but it could also give the impression that you’re rushing. If you do decide to call, do so confidently but politely, and emphasize why you’re an ideal fit for the role.

Begin with a clear and straightforward subject line. The hiring manager may receive a large volume of emails, so make sure your subject line stands out to catch their attention. For example: "Interview for Editor Position – Thank You." If the position has a reference number, feel free to include it in the subject line.

Send the email to the correct recipient. Address the email to the person or people who interviewed you. If you can’t recall the names of all interviewers, at least remember the primary interviewer’s name. If not, check the company's website or contact the reception to inquire.

Express your gratitude to the interviewer for their time with a sincere and specific message. Mention the position you applied for, and even the date and time of the interview, as it may serve as a helpful reminder if they’ve conducted multiple interviews. Instead of simply writing, "Thank you for your time," try something like, "Thank you for the opportunity to interview for the editor position at your organization. I truly appreciate the interest and time you dedicated to me."

Show your enthusiasm for the position and/or the company. Point out the aspects of the company you truly admire. Do they offer employee stock options? Are they a local business? Are they an innovative leader in the tech industry? Mention anything that makes the company stand out to you. For example, you could say, "I know that few companies are as groundbreaking as yours, where I would have the opportunity to grow professionally." Or, "I would be honored to work for a company that values its employees as much as yours does."

Reaffirm why you are the best fit for the position. If necessary, refer back to the job description and identify the qualities and traits they’re seeking. If they’re looking for someone with strong communication skills, emphasize how you possess these skills. Generally speaking, an employer will value a candidate who is reliable, motivated, and eager to contribute to the company’s success. Be sure to mention these qualities.

Address any points that were not fully covered during the interview. Perhaps you forgot to mention relevant experience or a situation that would be useful for the position you're applying for. If you think of a more suitable answer or explanation for their questions, now is the perfect time to provide it.

Give the employer an opportunity to ask you follow-up questions. In the closing line of your email, state that you are available to discuss any further questions or concerns they may have. You could write, "Please don’t hesitate to contact me via phone or email if your company has any questions or would like further clarification. If you wish to arrange an in-person meeting, please let me know your preferred date and time, and I’ll be happy to adjust my schedule to accommodate." Remember to include your phone number at the end of the email for their convenience.

Review your email carefully. After writing your email, take a short break before coming back to review it. Go over the email thoroughly to check for spelling and grammar mistakes, as well as any auto-correct errors. Finally, ensure the overall coherence and flow of the message. Keep in mind that you are still striving to make a good impression, so proofreading and editing are crucial. Reading the email aloud is also a useful technique to ensure the language flows smoothly and logically. It will also help you check if you’ve maintained a polite and enthusiastic tone.

Send an email to everyone who interviewed you within 24 hours. This is the time window when the interview is still fresh in everyone's mind. A timely thank-you email will show your enthusiasm and help the interviewers remember you more clearly.

Wait until the agreed-upon time before sending another email. If the employer mentioned they expect to make a decision within a week, send a follow-up email after that period; if they said two weeks, wait at least two weeks. Don’t follow up too early, as it may come across as impatient or pushy. They may have conducted multiple interviews for several positions, so it could take time to process everything.

Write a direct and specific subject line. By now, the interviewers and hiring managers may have conducted several more interviews, so it’s crucial to make your subject line as specific as possible. You could even include your name in the subject line to help them easily find your application. Try subject lines like "Follow-up on Interview for Editor Position" or "Follow-up on Interview from 06/12/2018, Nguyen Van B." If the job position has a reference number, you can include that in the subject as well. Consider replying to an earlier email. The "Re:" in the subject line will make your email appear as part of the previous communication, likely prompting them to open it sooner.

Send the email to the person you initially contacted. If you can’t recall the names of everyone who interviewed you, send the email to the person you thanked in your previous email.

Mention the position you interviewed for and express that you are still interested in it. Keep it concise and straightforward. Mention the interview time and the person who interviewed you, and note that you haven't received a response yet. You could write, "I am writing to inquire about the Editor position I interviewed for last Monday. I was informed that your organization hoped to make a final decision by the end of the week. I have not yet received any feedback regarding the position, and I would like to check in for any updates. I look forward to hearing from your organization soon."

Close your email with a line that conveys enthusiasm. End your message with a positive, reaffirming statement indicating that you are eagerly awaiting their response. You might also confirm your contact information and invite them to reach out if they have any further questions. Keep it short and simple, and let them know how meaningful this position is to you. "Please feel free to contact me if your company has any questions or needs additional information. I appreciate the time you took with me and look forward to receiving your response soon." Finish with "Best regards," followed by your name.

Review your draft email and make edits. After completing your email, take a break before reviewing it. Carefully read the email to check for spelling and grammar errors, and make sure the flow is smooth. Reading the draft aloud is a good way to ensure the tone is professional, polite, and coherent.

Sit tight and wait for feedback. By this point, you should recognize that you’ve done everything you can to apply for the position. You’ve submitted a compelling application, attended the interview, and sent a follow-up inquiry. Don’t be discouraged if you don’t hear back immediately. Hiring managers may need time to conduct interviews and reach out to candidates.

• Even if you don't get the position, it’s still valuable to stay in touch. Add the recruiter to your contact list, and if appropriate, connect with them on LinkedIn to expand your professional network.
• Keep in mind that recruiters have their own work alongside the hiring process. Be respectful and concise in your communication to ensure everything runs smoothly.

• Think carefully about your email address and self-description. Avoid sending work-related emails from accounts like "handsomeguy" or "sweethottie". Set up a professional email account using your real name.
• Never rush, demand, or act arrogantly. Don’t be rude when communicating with the hiring manager, as they are the final decision-maker. While they understand that the job application process is important to you, recruiting is often just one small part of their day-to-day work. Rudeness or impatience will only leave a negative impression.