Job Application Follow-Up Email: How To Write It

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So, you've sent off your job application, maybe even nailed the interview, and now you're in that agonizing waiting game. Wondering if they liked you? Trying to figure out what's going on behind the scenes? That's totally normal! A well-crafted follow-up email can be your secret weapon, setting you apart from the crowd and showing the hiring team you're genuinely interested and proactive. Let's dive into how to write a follow-up email that gets you noticed – in a good way!

Why Send a Follow-Up Email?

Before we get into the how-to, let's talk about why sending a follow-up email is so important. Think of it this way, guys: it's your chance to reinforce your interest, remind them of your awesome qualifications, and address any lingering questions they might have. In today's competitive job market, a follow-up email demonstrates professionalism and initiative. It subtly nudges your application to the top of the pile, especially when recruiters and hiring managers are swamped with resumes.

Sending a well-timed follow-up email shows that you're genuinely interested in the position. It's not just about wanting any job; it’s about wanting this job at this company. It gives you a chance to reiterate why you're the perfect fit, highlighting the skills and experiences that align with their needs. In a sea of applicants, this extra effort can be the difference between landing an interview and getting lost in the shuffle. Moreover, a follow-up can address any concerns or questions that may have arisen during the initial application review or interview. It allows you to clarify points, provide additional information, or even tactfully address any perceived weaknesses. This shows that you're thoughtful, proactive, and eager to ensure they have a complete picture of your capabilities. Remember, hiring managers appreciate candidates who take initiative and demonstrate a genuine interest in the role. A follow-up email isn't just a formality; it's an opportunity to showcase your enthusiasm and commitment.

When to Send Your Follow-Up Email

Timing is everything! You don't want to come across as impatient or annoying, but you also don't want to wait so long that they've already filled the position. Here’s a general guideline:

  • After Applying: Wait about a week to ten days after submitting your application. If the job posting explicitly states a timeline (e.g., "We will contact candidates by [date]"), adhere to that timeline. No need to follow up before then.
  • After an Interview: Send a thank-you email within 24 hours of your interview. This is a must! Then, if you haven't heard back within the timeframe they gave you (or within a week or two if they didn't specify), send a follow-up email.

Think of it as a gentle nudge, not a demanding shove. The goal is to stay top-of-mind without being a pest. If you know the company's general hiring speed (some companies are notoriously slow, while others move quickly), you can adjust your timing accordingly. Always err on the side of being slightly later rather than too early. You want to give them ample time to process applications and conduct interviews. Impatience can be a red flag, so demonstrate that you understand the hiring process takes time. However, don't let too much time pass either. If you wait too long, they may assume you've lost interest or accepted another offer. A timely follow-up strikes the perfect balance between showing your enthusiasm and respecting their process.

Crafting the Perfect Follow-Up Email: A Step-by-Step Guide

Okay, let's get down to the nitty-gritty. Here's how to write a follow-up email that's polite, professional, and effective:

  1. Subject Line: Keep it clear and concise. Examples:

    • Following Up on Job Application – [Your Name]
    • Checking In – [Job Title] Application – [Your Name]
    • Follow-up Regarding [Job Title] Interview

    Your subject line is your first impression, so make it count! It should immediately tell the recipient what the email is about. Avoid vague subject lines like "Checking In" or "Just Following Up." Be specific and include the job title you're applying for. This helps the hiring manager quickly identify your email and associate it with the correct application. If you interviewed, mention the interview in the subject line to jog their memory. Including your name is always a good idea, as it helps them personalize the email and easily find your application in their system. A clear and concise subject line increases the chances that your email will be opened and read promptly. Remember, hiring managers are busy people, so make it easy for them to understand the purpose of your email at a glance.

  2. Greeting: Address the hiring manager by name if you know it. If not, "Dear Hiring Manager" or "Dear [Company Name] Team" is acceptable.

    Personalization shows that you've done your research and are genuinely interested in the company. Taking the time to find the hiring manager's name demonstrates initiative and attention to detail. LinkedIn is a great resource for this. If you can't find a specific name, avoid generic greetings like "To Whom It May Concern." Instead, opt for "Dear Hiring Manager" or "Dear [Company Name] Team." These greetings are professional and respectful while still acknowledging that you may not know the specific person reviewing your application. Remember, even in a follow-up email, proper etiquette is crucial. A personalized greeting can make a positive first impression and set the tone for the rest of your message. It shows that you're not just sending a generic email to multiple companies, but rather that you've taken the time to address the recipient directly.

  3. Express Gratitude: Thank them for their time and consideration.

    This is a simple but essential step. Expressing gratitude shows respect for their time and effort in reviewing your application. Acknowledge that they are busy and appreciate them considering you for the role. A sincere thank you can go a long way in building rapport and leaving a positive impression. Whether you're following up after an application or an interview, always start by expressing your gratitude. It sets a polite and professional tone for the rest of your email. For example, you could say, "Thank you for your time and consideration in reviewing my application for the [Job Title] position" or "Thank you for the opportunity to interview for the [Job Title] position on [Date]." This small gesture shows that you value their time and appreciate their efforts in the hiring process.

  4. Reiterate Your Interest: Briefly remind them of the position you applied for and why you're a good fit.

    Don't assume they remember every detail of your application. Briefly remind them of the specific position you're interested in and reiterate why you're a strong candidate. Highlight your key skills and experiences that align with the job requirements. This is your chance to reinforce your value proposition and remind them why you stand out from the competition. Keep it concise and focused, highlighting the most relevant qualifications. For example, you could say, "I am writing to follow up on my application for the [Job Title] position, which I submitted on [Date]. I am particularly interested in [specific aspect of the role] and believe my experience in [relevant skill] would be a valuable asset to your team." This brief reminder helps them quickly recall your application and remember why you're a good fit for the role.

  5. Add Value (Optional): If you have any new information or relevant updates, include them here. Did you recently complete a certification or project that strengthens your application? Now's the time to mention it!

    This is your opportunity to further demonstrate your qualifications and show that you're continuously improving your skills. If you've recently completed a relevant certification, attended a workshop, or finished a project that aligns with the job requirements, mention it in your follow-up email. This shows that you're proactive and committed to professional development. It also provides additional evidence of your capabilities and strengthens your candidacy. However, only include updates that are directly relevant to the position. Avoid sharing irrelevant information or updates that don't add value to your application. The goal is to provide additional context and demonstrate your continued growth and commitment to the field. This can be a subtle way to further impress the hiring manager and reinforce your value proposition.

  6. Call to Action: Clearly state what you're hoping for. Are you hoping to schedule an interview? Are you simply checking on the status of your application?

    Make it clear what you're hoping to achieve with your follow-up email. Do you want to schedule an interview? Are you simply checking on the status of your application? Be direct and specific in your request. This helps the hiring manager understand your expectations and take the appropriate action. For example, you could say, "I am eager to learn more about this opportunity and would welcome the chance to discuss my qualifications further in an interview" or "I understand that you are likely reviewing a large number of applications, but I would appreciate an update on the status of my application at your convenience." A clear call to action makes it easier for them to respond to your email and move the process forward.

  7. Closing: Use a professional closing like "Sincerely," "Best regards," or "Thank you again." Follow with your name.

    Your closing is the final impression you'll leave on the hiring manager, so make it count. Choose a professional and respectful closing that reflects your overall tone. Options like "Sincerely," "Best regards," or "Thank you again" are all good choices. Avoid casual closings like "Cheers" or "Later." Always follow your closing with your full name. This ensures that they know exactly who you are and can easily find your contact information in your email signature. A professional closing adds a touch of formality and reinforces your respect for the hiring manager and the company.

  8. Proofread! Before you hit send, carefully proofread your email for any typos or grammatical errors. Typos can make you look unprofessional and careless.

    This is non-negotiable! Errors in your email can create a negative impression and undermine your credibility. Before you send your follow-up email, take the time to carefully proofread it for any typos, grammatical errors, or awkward phrasing. Read it aloud to catch any mistakes that you might miss when reading silently. Consider asking a friend or colleague to proofread it as well. A fresh pair of eyes can often catch errors that you've overlooked. Remember, your email is a reflection of your attention to detail and professionalism. A polished and error-free message shows that you care about making a good impression and are committed to quality work.

Example Follow-Up Email (After Applying)

Subject: Following Up on Job Application – [Your Name]

Dear [Hiring Manager Name, if known, otherwise Dear Hiring Manager],

Thank you for your time and consideration in reviewing my application for the [Job Title] position, which I submitted on [Date].

I am very interested in the opportunity to contribute my skills and experience in [relevant skill] to [Company Name]. As mentioned in my application, I have a proven track record of [achievements related to the job description].

I am eager to learn more about this opportunity and discuss how my skills and experience can benefit your team. Please let me know if you require any further information from my end.

Thank you again for your time.

Sincerely,

[Your Name]

Example Follow-Up Email (After Interview)

Subject: Follow-up Regarding [Job Title] Interview

Dear [Hiring Manager Name],

Thank you again for taking the time to interview me for the [Job Title] position on [Date]. I enjoyed learning more about the role and [Company Name]'s goals.

Our conversation further solidified my interest in this opportunity. I am confident that my skills in [relevant skill] and experience in [relevant experience] align well with the requirements of this position.

Please let me know if you require any further information from my end. I look forward to hearing from you soon.

Best regards,

[Your Name]

Common Mistakes to Avoid

  • Being Too Pushy: Don't demand a response or act entitled. Be polite and respectful.
  • Sending Too Many Follow-Ups: One or two follow-ups are usually sufficient. More than that can be annoying.
  • Being Vague: Be specific about the position you're interested in and your qualifications.
  • Using a Generic Template: Personalize each email to the specific company and role.
  • Forgetting to Proofread: Always double-check your email for errors before sending.

Final Thoughts

Writing a follow-up email is a simple yet powerful way to increase your chances of landing your dream job. By following these tips and avoiding common mistakes, you can craft a compelling email that sets you apart from the competition and shows the hiring team that you're the right person for the job. Good luck, guys! Go get 'em!