How to Effectively Follow Up on a Job Application by Email?
Following up on a job application by email is crucial: a well-crafted follow-up can significantly increase your chances of landing an interview by demonstrating your continued interest and reinforcing your qualifications.
Why Follow Up on Your Job Application?
In today’s competitive job market, simply submitting an application isn’t always enough. A thoughtful follow-up email serves multiple critical purposes, distinguishing you from other candidates and showcasing your proactive nature.
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Demonstrating Continued Interest: Following up shows the hiring manager that you are genuinely enthusiastic about the position and the company. It reinforces your initial application and prevents it from getting lost in the shuffle.
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Reinforcing Your Qualifications: A follow-up provides another opportunity to highlight your key skills and experiences that directly align with the job requirements. You can briefly remind the recruiter of your relevant accomplishments and contributions.
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Showing Initiative and Proactiveness: Taking the initiative to follow up demonstrates that you are a motivated and driven individual. It signals that you are not passive and are actively pursuing opportunities.
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Addressing Potential Concerns or Clarifying Information: If you feel there’s anything in your application that needs further explanation or clarification, a follow-up email offers the perfect platform to address it directly.
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Building Rapport: A polite and professional follow-up can help build a positive rapport with the hiring manager, making you more memorable and increasing the likelihood of them considering you for an interview.
The Ideal Timing for a Follow-Up
Knowing when to send your follow-up email is just as important as what you say. Strike the right balance – too soon might seem pushy, while too late might signal a lack of interest.
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Avoid Immediate Follow-Up: Refrain from emailing immediately after submitting your application. Give the hiring manager time to review applications.
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The 1-2 Week Rule: A generally accepted timeframe is to wait 1-2 weeks after the application deadline or after the interview. This gives the employer ample time to review applications and schedule initial screenings.
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Check the Job Posting: Some job descriptions explicitly state the timeframe for when candidates will be contacted. Always respect this timeframe before sending a follow-up email.
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After an Interview: For follow-ups after interviews, send a thank you note within 24 hours and then a follow up 1-2 weeks later to check on the status of the position.
Crafting the Perfect Follow-Up Email: A Step-by-Step Guide
Here’s how to follow up on a job application by email and make a lasting positive impression:
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Subject Line: Keep it concise and professional. Examples include:
- “Following Up on [Job Title] Application – [Your Name]”
- “Inquiry Regarding [Job Title] Position – [Your Name]”
- “[Job Title] Application – Checking In”
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Salutation: Address the hiring manager by name if you know it. If not, use a generic greeting such as “Dear Hiring Manager” or “Dear [Department] Team.”
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Express Gratitude & Reinforce Interest: Thank them for their time and consideration and reiterate your enthusiasm for the position. Briefly mention the specific role you applied for.
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Highlight Key Qualifications: Briefly summarize 1-2 key skills or experiences that directly align with the job requirements. Don’t simply repeat your resume; provide a fresh perspective.
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Inquire About the Timeline: Politely inquire about the timeline for the hiring process. Avoid sounding demanding; frame it as expressing your eagerness to learn more.
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Express Availability: State your availability for an interview and reaffirm your contact information.
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Professional Closing: Use a professional closing such as “Sincerely,” “Best regards,” or “Thank you again.”
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Proofread Carefully: Before sending, meticulously proofread your email for any grammar or spelling errors. A polished email reflects your attention to detail.
Common Mistakes to Avoid
Knowing what not to do is equally important:
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Being Too Pushy or Demanding: Avoid phrases like “I expect to hear back soon” or “I’m the perfect candidate.”
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Repeating Your Entire Resume: The follow-up email should be a brief reminder, not a repetition of your application.
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Using Informal Language: Avoid slang, abbreviations, or emoticons. Maintain a professional tone throughout the email.
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Sending Multiple Follow-Up Emails Too Close Together: Bombarding the hiring manager with emails can be annoying and counterproductive.
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Ignoring the Job Description: Ensure that your follow-up email is tailored to the specific requirements of the job description.
Example Follow-Up Email Template
Subject: Following Up on Marketing Manager Application – Jane Doe
Dear [Hiring Manager Name],
I hope this email finds you well.
I am writing to follow up on my application for the Marketing Manager position, which I submitted on [Date]. I am very interested in this opportunity at [Company Name] and believe my skills and experience in developing and executing successful marketing campaigns align well with your requirements.
Specifically, my experience in driving a 30% increase in lead generation through targeted digital marketing strategies, combined with my deep understanding of the [Industry] market, makes me confident that I can make a significant contribution to your team.
I would be grateful for an update on the hiring timeline. I am available for an interview at your earliest convenience and can be reached at this email address or by phone at [Your Phone Number].
Thank you for your time and consideration.
Sincerely,
Jane Doe
How to Determine the Right Tone?
The tone of your follow-up email should be professional, enthusiastic, and respectful.
- Professional: Maintain a formal and polished writing style.
- Enthusiastic: Express your genuine interest in the position and the company.
- Respectful: Acknowledge the hiring manager’s time and avoid sounding demanding or entitled.
Tracking Your Follow-Up Emails
It’s helpful to keep track of the applications you’ve submitted and the dates when you followed up. A simple spreadsheet can suffice. This ensures you don’t miss any follow-up opportunities.
| Company | Job Title | Date Applied | Date Followed Up | Notes |
|---|---|---|---|---|
| Company A | Marketing Manager | 2024-01-15 | 2024-01-29 | Waiting for response |
| Company B | Sales Representative | 2024-01-20 | 2024-02-03 | Interview scheduled for 2024-02-10 |
FAQ: How long should my follow-up email be?
Your follow-up email should be concise and to the point. Aim for no more than 3-4 paragraphs, focusing on brevity and clarity. The goal is to remind the hiring manager of your interest and qualifications without overwhelming them with information.
FAQ: What if I don’t know the hiring manager’s name?
If you can’t find the hiring manager’s name, use a generic salutation such as “Dear Hiring Manager,” or “Dear [Department Name] Team.” Avoid using “To Whom It May Concern,” as it’s considered impersonal. You can try researching the company website or LinkedIn to identify the appropriate contact.
FAQ: Should I attach my resume again to the follow-up email?
Generally, it’s not necessary to attach your resume again unless the job posting explicitly requests it. The hiring manager already has your application materials. However, if you’ve significantly updated your resume since applying, you might consider mentioning the update in the email and offering to resend it.
FAQ: What if I get no response after following up?
If you don’t receive a response after your follow-up email, it’s generally best to move on. While it’s tempting to follow up again, it could be perceived as overly persistent. Focus your energy on applying for other positions.
FAQ: Is it okay to follow up on LinkedIn instead of email?
Following up on LinkedIn can be acceptable, especially if you’re connected with the hiring manager or recruiter. However, email is often preferred for formal communications. If you choose to follow up on LinkedIn, keep your message brief, professional, and personalized.
FAQ: How can I make my follow-up email stand out?
To make your follow-up email stand out, personalize it as much as possible. Refer to specific projects or initiatives mentioned in the job description or on the company’s website. Highlight relevant skills and experiences that directly address the employer’s needs. A tailored message shows that you’ve done your research and are genuinely interested in the specific opportunity.
FAQ: What should I do if the job posting says “No phone calls”?
If the job posting explicitly states “No phone calls,” respect that request. Refrain from calling the company to inquire about your application. Focus on communicating through email instead.
FAQ: How do I politely ask for a timeline for the hiring process?
You can politely inquire about the timeline by using phrases like: “I would be grateful for any update on the hiring timeline.” or “I am eager to learn more about the next steps in the process.” Avoid sounding demanding or entitled.
FAQ: Should I mention other job offers in my follow-up email?
Mentioning other job offers can be a delicate situation. While it might create a sense of urgency, it can also be perceived as pushy or manipulative. Only mention other offers if you genuinely have them and are comfortable potentially declining the position you’re following up on.
FAQ: Can I ask for feedback on my application in the follow-up email?
While it’s tempting to ask for feedback, it’s generally not recommended in the initial follow-up email. Focus on expressing your continued interest and qualifications. You can potentially request feedback after an interview if you’re not selected for the position.
FAQ: Is it ever too late to follow up on a job application?
Yes, it can be too late. If several weeks or even months have passed since the application deadline or your interview, the position may have already been filled. However, if you’re genuinely interested in the company, you can still send a brief email expressing your interest in future opportunities.
FAQ: What if I found the job posting on LinkedIn?
If you found the job posting on LinkedIn, you can reference this in your follow-up email. You could say something like, “I saw the Marketing Manager position advertised on LinkedIn and was immediately drawn to [Company Name]’s innovative approach to [Industry]”. This shows you actively engage with the platform.