Master the Art of the Follow-Up: Email Templates for Job Applications

Key Takeaways From This Guide

• Understand what a job application email entails and why sending one matters.
• Explore various methods for effectively following up on your job applications.
• Discover best practices for following up that can boost your chances of getting a response and securing an interview.

So, you've discovered what appears to be your dream job. You dedicated countless hours perfecting your resume, crafting a compelling cover letter, and enhancing your LinkedIn profile. After putting together what you believe is the best possible application, you click submit... and then... silence.

Unfortunately, it's now common for potential employers to simply "ghost" applicants, leaving them without any response. Job seekers find this not only frustrating but also confusing. Should you just let it go, or should you reach out again? Knowing how to properly follow up on a job application is crucial for navigating this tricky phase of the hiring process.

What is a Job Application Email?

A job application email is a formal message sent by a job seeker to potential employers or hiring managers. It serves to express interest in a specific job opening and formally submit an application. Beyond simply showing interest, these emails often inquire about the application's status, provide relevant documents like resumes and cover letters, and seek clarification on the next steps in the hiring process. Think of it as a professional introduction that gives the employer a comprehensive look at your qualifications and suitability for the role.

Why Are Job Application Emails Important?

Job application emails are vital for several reasons:

• Initial Contact: They establish the first point of contact between you and a potential employer. This is your opportunity to express interest, introduce yourself, and create a positive first impression. A well-crafted email can significantly increase your chances of being considered.
• Formal Application: Essential documents, such as your resume and cover letter, are typically included. These showcase your skills, experience, and qualifications directly relevant to the job. The email provides a formal channel for submitting these materials.
• Customization: Tailoring your emails to each specific job allows you to highlight how your application aligns with the unique requirements of the position and the company. This demonstrates genuine interest and attention to detail, setting you apart from other candidates.
• Professionalism: Writing in a professional and formal tone demonstrates your communication skills and professionalism. It shows your ability to communicate effectively in a business setting, a valuable skill in many roles.

Is Following Up on a Job Application Necessary?

Yes! Following up demonstrates your continued interest in the position and shows that you are proactively engaged in the hiring process.

Use this as an opportunity to provide additional value or information. Highlight relevant accomplishments or qualifications that weren't included in your initial application, or emphasize how your skills and experience align with the job's requirements. This reinforces your candidacy, showcases your enthusiasm, and helps you stand out.

When is the Right Time to Follow Up?

While timing can vary, a general guideline is to wait one to two weeks after submitting your application before following up. However, consider factors such as the job posting deadline, the company's hiring process, the job level, and any specific instructions from the employer. Being mindful of these details and following proper etiquette can create a positive impression.

How Can You Follow Up on a Job Application?

There's no single "right" way to follow up. Tailor your strategy to your preferences and the specific company, utilizing various avenues.

Email

Email is the most common method, so remember that hiring managers likely receive numerous similar emails. To make yours stand out, use a clear subject line. Including your name, the job title, and the company name makes it easy for the recruiter to find your message. For example:

Following Up On Application for [Position] and [Company Name] - [Your Name]

The body of your email should be specific, direct, and concise, while maintaining a professional tone. Include these elements:

• A brief introduction of yourself.
• Reiteration of the exact job you applied for, highlighting specific skills from the job description.
• Re-expression of your interest in the position.
• An inquiry about the possibility of connecting with the hiring manager to discuss further.
• Your contact details (name, phone number, LinkedIn profile).

Consider re-attaching your tailored resume and personalized cover letter for easy access.

Phone

If you haven't received a response one to two weeks after your follow-up email, consider a phone call. The purpose is to inquire about the application's status, express your genuine interest, and determine the next steps. Before calling, check the job posting or company website for specific instructions regarding phone calls.

After confirming a convenient time to speak, you can adapt this sample script:

Hello, my name is [Your Name], and I recently submitted an application for the [Position] at [Company Name]. I wanted to follow up on the status of my application and inquire if there have been any updates.

[Pause and listen attentively to the response]

If the response is positive: That's great to hear! I'm very interested in the opportunity to join [Company Name], and I wanted to express my continued interest in the position. Is there any additional information or documentation that I can provide to support my application?

[Pause and listen attentively to the response]

If the response is neutral or negative: I understand that the hiring process can take time. However, I'm still very interested in the [Position] at [Company Name], and I would appreciate any updates on the status of my application or if there are any further steps I need to take.

[Pause and listen attentively to the response]

In either case: I would like to reiterate my enthusiasm for the position and my strong interest in joining the team at [Company Name]. I believe that my skills and qualifications align well with the requirements of the job, and I'm eager to contribute my experience to the company's success.

Thank you for considering my application. I look forward to hearing from you soon.

[If applicable, ask about the timeline for the hiring process or any next steps]
[If provided with additional instructions, take note and confirm your understanding]
[End the call with a polite and professional tone, expressing appreciation for their time]

After the call, send a thank-you note or email to express your gratitude and reiterate your interest.

LinkedIn

LinkedIn is a powerful tool in your job search. If you plan to follow up with a LinkedIn message, ensure your profile is optimized. If you have a connection with the hiring manager or recruiter, sending a direct message can be a good way to follow up without searching for their email address.

While more informal, your message should still introduce yourself, mention the position, express your continued interest, and inquire about the status of your application in a polite and professional manner.

Use this template as a starting point, but adjust it to reflect your voice and personal brand:

Dear [Contact Name],

I hope this message finds you well. I recently submitted my application for the [Position] at [Company], and I wanted to follow up to express my continued interest in the opportunity and inquire about the status of my application.

I am extremely excited about the possibility of joining the team at [Company], and I believe my skills and experience make me a strong fit for the [Position]. I am confident that my [mention relevant qualifications or experiences] would contribute to the success of the team and the company.

If there are any additional materials or information I can provide to support my application, please let me know. I am eager to further discuss my qualifications and how I can contribute to the success of [Company].

Thank you for considering my application. I look forward to hearing from you soon.

Best regards,
[Your Name]
[Your Phone Number]

Best Practices for Following Up

Whether you choose email, phone, or LinkedIn, adhere to these best practices:

• Be Patient: Allow the company sufficient time to review your application. Avoid following up too soon, as it may appear pushy.
• Use a Professional Tone: Maintain a courteous and professional tone. Avoid sounding demanding and always be respectful of the recipient's time.
• Personalize Your Follow-up: Reference the specific job, company, and application date. This shows you've taken the time to tailor your message and are genuinely interested.
• Choose the Right Method: Consider the most appropriate method based on your previous communication and any preferences indicated in the job posting.
• Keep it Concise: Be brief and to the point. Avoid being overly verbose or repeating information already provided.
• Highlight Your Qualifications: Reiterate relevant qualifications or experiences that make you a strong fit.
• Express Gratitude: Thank the recipient for their time and consideration.
• Be Professional and Courteous: Maintain a professional demeanor in all interactions, regardless of the outcome.

Job Application Email Templates

Here are two sample follow-up email templates for inspiration:

Template One:

Subject: [Your Name] - Job Application Follow-up for [Position] at [Company]

Hello [Hiring Manager's Name],

A few weeks ago, I applied for the [Position Title] role at [Company Name]. I'm very excited about this opportunity, so I wanted to reach out, introduce myself, and see if you have any details about the decision timeline moving forward or the next stage in the process.

I'm a [Your Current Job Title] at [Your Current Company Name] who's [insert relevant qualifications and/or accomplishments] over the last [X] years.

In particular, I'm interested in [Company Name] because [mention specific reasons why you're interested + why you'd be a good fit].

Please let me know if you have any questions about my application or require further information from me. I look forward to hearing from you soon and learning more about the timeline of a hiring decision. I can't wait to hopefully share some of my ideas on [insert challenge or goal related to your desired job title].

Best/Kind regards/Thank you,
[Your Name]
[Your Phone Number]
[Your LinkedIn]

Template Two:

Subject: Follow-up on Job Application for [Position] at [Company] - [Your Name]

Dear [Hiring Manager/Recruiter's Name],

I hope this email finds you well. I am writing to follow up on my recent application for the [Position] at [Company]. I am very excited about the opportunity to join your team and wanted to inquire about the status of my application.

I submitted my application on [Date] and wanted to confirm if it has been received and if there are any updates on the hiring process. I remain highly interested in this position and believe that my skills and experience align well with the requirements of the role.

I would be grateful for any information you can provide regarding the status of my application and any next steps in the hiring process. Please let me know if there are any additional materials or information I can provide to further support my candidacy.

Thank you for considering my application. I look forward to hearing from you soon and discussing my qualifications in more detail.

Sincerely,
[Your Name]
[Your Phone Number]
[Your LinkedIn]

How to Track Your Job Application Process

Before sending your follow-up email, proofread carefully to avoid grammatical errors. Your email should leave a positive impression.

Following up starts with tracking where and when you've applied.

Frequently Asked Questions

How long should I wait after submitting a job application before sending a follow-up email?

It's generally recommended to wait at least one to two weeks after submitting your job application before following up. This gives the hiring manager enough time to review applications and shows that you are considerate of their schedule while still expressing your interest in the position.

What should I include in a follow-up email to remain professional and not appear pushy?

Your follow-up email should be concise, polite, and professional. Start by mentioning the position you applied for, the date you applied, and express your continued interest in the job. It's also a good idea to reiterate your qualifications and offer to provide any additional information they might need. Always thank the hiring manager for considering your application.

Is it appropriate to follow up on a job application more than once if I don't receive a response after my initial follow-up?

If you haven't received a response after your initial follow-up, it's acceptable to send one more email after another week or two. Ensure this second follow-up is courteous and expresses your genuine interest in the position. However, if there's still no response, it's best to move on and consider other opportunities.