How To Write A Follow Up Email After An Application: A Comprehensive Guide
Applying for a job is a significant step, but the process doesn’t end with submitting your resume and cover letter. Knowing how to write a follow up email after an application is crucial for staying top-of-mind and demonstrating your genuine interest in the position. This guide will walk you through the essential elements of a compelling follow-up email, increasing your chances of securing an interview.
Why Follow Up After An Application? The Power of Persistence
Many job seekers hesitate to follow up, fearing they’ll appear pushy or annoying. However, a well-crafted follow-up email can be a powerful tool. It shows initiative, reinforces your interest, and provides an opportunity to reiterate your qualifications. It also helps you stand out in a competitive job market. Recruiters and hiring managers are busy; a gentle reminder can nudge your application to the forefront.
Timing is Everything: When to Send Your Follow Up
The timing of your follow-up email is critical. Sending it too soon can seem impatient, while waiting too long might make you appear disinterested. A general guideline is to wait one to two weeks after submitting your application before sending your first follow-up. If you haven’t heard back after the initial follow-up, you can send a second one approximately two weeks later. Always tailor the timing based on the specific information provided in the job posting or any communication you’ve had with the company.
Crafting the Perfect Subject Line: Make It Clear and Concise
Your subject line is your first chance to grab the reader’s attention. It should be clear, concise, and immediately indicate the purpose of your email. Some effective subject lines include:
- Following Up: [Your Name] - [Job Title] Application
- Checking In: [Your Name] - [Job Title] Application
- Regarding [Job Title] Application – [Your Name]
Avoid generic subject lines that might get lost in the inbox. The goal is to make it easy for the recipient to identify and prioritize your email.
The Body of Your Follow Up: Key Elements to Include
The body of your follow-up email should be professional, polite, and to the point. Here’s a breakdown of the key elements:
Express Gratitude and Reiterate Interest
Start by expressing your gratitude for the opportunity to apply. Then, reiterate your strong interest in the position and the company. This reinforces your enthusiasm and reminds the hiring manager why you’re a good fit.
Briefly Refer to Your Qualifications
Don’t rehash your entire resume, but highlight one or two key skills or experiences that are particularly relevant to the job. Tailor this to the specific requirements outlined in the job description.
Offer Additional Information (Optional)
If you have something new to share – perhaps a relevant project you recently completed or an accomplishment that wasn’t on your initial application – feel free to include it. This demonstrates your continued engagement and provides additional value.
Keep it Concise and Easy to Read
Keep your email brief and easy to scan. Use short paragraphs, bullet points, and clear language. A well-structured email is more likely to be read and understood.
Include a Call to Action
End your email with a clear call to action. Politely ask about the status of your application or reiterate your availability for an interview. This shows that you are proactive and eager to move forward in the process.
Formatting and Professionalism: Polishing Your Email
Even the best content can be undermined by poor formatting. Pay close attention to these details:
- Use a professional email address. Avoid anything that sounds unprofessional.
- Proofread carefully. Errors in grammar and spelling can create a negative impression.
- Use a professional font and font size. Stick to standard fonts like Arial, Calibri, or Times New Roman in a readable size (e.g., 11 or 12 points).
- Use proper capitalization and punctuation.
- Maintain a friendly, yet professional tone.
- Ensure your email is mobile-friendly. Many people will be reading it on their phones.
Example Follow Up Email Templates: Adapt and Customize
Here are a few template examples you can adapt and customize:
Template 1: Initial Follow Up
Subject: Following Up: [Your Name] - [Job Title] 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]. I am very enthusiastic about the opportunity and the prospect of joining [Company Name].
As mentioned in my application, I have [mention a relevant skill or experience]. I am confident that my skills and experience align well with the requirements of this role.
Would you be available for a brief call to discuss my qualifications further?
Thank you for your time and consideration.
Sincerely,
[Your Name]
Template 2: Second Follow Up (If No Response)
Subject: Checking In: [Your Name] - [Job Title] Application
Dear [Hiring Manager Name],
I hope this email finds you well.
I am writing to follow up again on my application for the [Job Title] position. I understand you are likely very busy, but I remain very interested in this opportunity.
I am particularly excited about [mention something specific that excites you about the role or company].
Please let me know if there is anything else I can provide to assist you in the decision-making process.
Thank you again for your time.
Sincerely,
[Your Name]
Handling Rejection and Next Steps
Even if you receive a rejection email, it’s still a good idea to respond. A brief thank you for their time and consideration can leave a positive impression. You could also express your continued interest in the company and their future opportunities. Don’t take rejection personally; it’s part of the job search process. Analyze your application and follow-up efforts, and learn from each experience.
Best Practices for Maximizing Your Impact
- Research the company and the hiring manager. Personalize your email whenever possible.
- Send your email to the correct person. Find the name and email address of the hiring manager if possible.
- Attach your resume again (optional).
- Be patient. Don’t bombard the hiring manager with emails.
- Track your applications and follow-ups to stay organized.
FAQs About Following Up
How soon is too soon to follow up?
Generally, waiting less than a week after submitting your application is considered too soon. Give the hiring manager some time to review applications.
What if I don’t know the hiring manager’s name?
If you don’t know the hiring manager’s name, address your email to “Hiring Manager” or “Recruiting Team.” However, try to find their name through LinkedIn or the company website.
Is it okay to follow up by phone instead of email?
While email is generally preferred, a phone call can be acceptable, especially if you haven’t received a response after multiple email follow-ups. However, always try email first.
What if the job posting says “no calls”?
If the job posting explicitly states “no calls,” adhere to this instruction. Follow up by email only.
How many times should I follow up?
Two follow-up emails are usually sufficient. If you haven’t heard back after a second follow-up, it’s best to assume the position has been filled or the hiring process is on hold.
Conclusion: Mastering the Art of the Follow Up
Writing a follow-up email after an application is a strategic move that can significantly increase your chances of landing an interview. By understanding the importance of persistence, the optimal timing, and the key elements of a well-crafted email – including a compelling subject line, a concise and professional body, and a clear call to action – you can effectively demonstrate your interest and qualifications. Remember to personalize your email, proofread carefully, and adapt your approach based on the specific job and company. Following the guidelines outlined in this comprehensive guide will empower you to navigate the job application process with confidence and maximize your chances of success.