How To Write Follow Up Emails For Job Applications That Get Results

Landing an interview is a huge step in the job search process. But, what happens after you submit your resume and cover letter? The silent treatment. It’s a frustrating reality, but a well-crafted follow-up email can be the key to staying top-of-mind and potentially securing that interview or even the job itself. This guide will walk you through everything you need to know to write compelling follow-up emails that actually work.

The Importance of Following Up After a Job Application

You might be wondering, “Is following up even necessary?” The short answer is: absolutely. In a competitive job market, demonstrating proactive behavior and genuine interest sets you apart. A follow-up email shows you’re serious about the opportunity and that you’re willing to take the initiative. It also provides a chance to reiterate your interest, highlight key qualifications, and clarify anything that might be unclear from your initial application. Many hiring managers actually expect a follow-up, viewing it as a sign of your enthusiasm.

Timing is Everything: When to Send Your Follow-Up

Knowing when to send your follow-up email is just as crucial as its content. Don’t bombard the hiring manager with emails; instead, patience is a virtue. Here’s a general guideline:

  • After Applying (No Response): Wait approximately one to two weeks after submitting your application. This allows the recruiter or hiring manager enough time to review applications.
  • After an Interview: Send a thank-you email within 24 hours of the interview. This is a crucial step, and we’ll cover it later.
  • After a Deadline: If a deadline for applications has passed, and you haven’t heard back, wait about a week before following up.

Crafting the Perfect Follow-Up Email: Subject Lines That Grab Attention

Your subject line is the first thing the hiring manager sees, so it needs to be clear, concise, and attention-grabbing. Avoid generic subject lines like “Following Up” or “Job Application.” Instead, try these effective options:

  • “Following Up: [Your Name] - [Job Title] Application”
  • “Checking In: [Your Name] - [Job Title] Application”
  • “Enquiry Regarding [Job Title] Application - [Your Name]”
  • “Interested in Discussing the [Job Title] Opportunity - [Your Name]”

These subject lines clearly state your purpose and allow the recipient to quickly understand the email’s content.

The Body of Your Follow-Up: What to Include

The body of your email is where you make your case. Keep it professional, polite, and to the point. Here’s a breakdown of what to include:

Opening and Reiterate Interest

Start by addressing the hiring manager by name (if possible; otherwise, use “Dear Hiring Manager”). Express your continued interest in the position and briefly remind them of your initial application.

  • “Dear [Hiring Manager Name],

    I hope this email finds you well. I am writing to follow up on my application for the [Job Title] position, which I submitted on [Date].”

Briefly Summarize Your Key Skills and Experience

Don’t simply repeat your resume. Instead, highlight 2-3 key skills or experiences that align directly with the job description and showcase how you can add value to the company.

  • “As a [Your Profession] with [Number] years of experience, I am confident that my skills in [Skill 1], [Skill 2], and [Skill 3] align well with the requirements of this role. For example, in my previous role at [Previous Company], I successfully [achieved a relevant accomplishment].”

Express Your Availability and Enthusiasm

Reiterate your enthusiasm for the opportunity and express your availability for an interview or further discussion.

  • “I am very enthusiastic about the prospect of joining [Company Name] and believe my experience and skills would be a valuable asset. I am available for an interview at your earliest convenience and would welcome the opportunity to discuss my qualifications further.”

Closing and Contact Information

End with a professional closing and include your contact information.

  • “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)]”

Tailoring Your Follow-Up Email to the Specific Situation

The content of your follow-up email should be tailored to the specific situation:

Follow-Up After Applying (No Response)

This is the most common type of follow-up. Reiterate your interest, highlight relevant skills, and express your availability.

Following Up After an Interview: The Thank-You Note

This is arguably the most important follow-up email. Send it within 24 hours of your interview. Thank the interviewer(s) for their time, reiterate your interest, and mention something specific you discussed during the interview.

  • “Dear [Interviewer Name],

    Thank you so much for taking the time to speak with me today about the [Job Title] position. I truly enjoyed learning more about the role and [Company Name]. Our conversation about [specific topic discussed] further solidified my interest in this opportunity. I am confident that my skills and experience in [mention a key skill] would be a great fit for your team.

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

    Sincerely,

    [Your Name]”

Following Up After a Networking Event

If you met a recruiter or hiring manager at a networking event, send a follow-up email within a few days. Mention something specific you discussed and reiterate your interest in the company or a specific role.

Avoiding Common Mistakes in Follow-Up Emails

Several common mistakes can derail your follow-up efforts. Avoid these pitfalls:

  • Being Pushy or Annoying: Avoid sending multiple follow-up emails in quick succession.
  • Sending Generic Emails: Tailor each email to the specific job and company.
  • Including Typos or Grammatical Errors: Proofread your email carefully before sending it.
  • Not Including Contact Information: Make it easy for the hiring manager to contact you.
  • Being Negative or Demanding: Maintain a positive and professional tone.

Formatting Your Email for Readability

Your email should be easy to read. Use the following tips:

  • Keep it concise: Avoid long paragraphs.
  • Use bullet points: Highlight key skills or accomplishments.
  • Use a professional font: Arial, Times New Roman, and Calibri are good choices.
  • Proofread carefully: Ensure there are no typos or grammatical errors.
  • Use a clear and professional email signature: Include your name, phone number, email address, and LinkedIn profile (optional).

Tracking Your Applications and Follow-Ups

Keep track of all the applications you submit and the corresponding follow-up emails you send. This helps you stay organized and ensures you don’t miss any opportunities. Create a spreadsheet or use a job application tracking tool to record:

  • Job Title
  • Company Name
  • Date of Application
  • Date of Follow-Up (if sent)
  • Notes (e.g., interview date, contact person’s name)

The Benefits of Persistent, Professional Follow-Up

Successfully following up is a strategic advantage. It shows your proactive nature, dedication, and a genuine interest in the role. It can help you stand out from other candidates and increase your chances of getting hired.

FAQs

How long should I wait after the interview before sending a thank-you note?

Send your thank-you note within 24 hours of the interview. This demonstrates your promptness and appreciation.

Is it okay to follow up if the job posting says “no calls”?

Yes, it’s generally acceptable to follow up via email even if the posting says “no calls.” Email is often seen as a less intrusive form of communication.

What if I don’t know the hiring manager’s name?

If you can’t find the hiring manager’s name, you can use a general greeting like “Dear Hiring Manager” or “Dear [Company Name] Hiring Team.”

What if I’ve already been rejected?

Even if you’ve been rejected for a position, you can still send a brief follow-up email to express your gratitude for the opportunity and reiterate your interest in future opportunities.

How many times should I follow up on a job application?

Generally, follow up once or twice after submitting your application, allowing ample time between each follow-up. After an interview, one follow-up to reiterate your interest is standard. Avoid excessive contact.

Conclusion: Your Path to a Successful Follow-Up

Writing a successful follow-up email for a job application is a crucial skill in today’s competitive job market. By following the guidelines outlined in this guide, you can craft compelling emails that demonstrate your interest, highlight your qualifications, and significantly increase your chances of landing an interview and ultimately, the job. Remember to be professional, polite, and persistent – and always tailor your message to the specific situation. Good luck!