How To Write A Follow Up Email After Job Application: A Comprehensive Guide

Applying for a job is a significant step, and after submitting your application, the waiting game begins. But what happens after you click “submit?” One crucial action you can take is sending a follow-up email. This guide provides a comprehensive approach to crafting effective follow-up emails after job applications, increasing your chances of landing that coveted interview.

The Importance of Following Up: Why It Matters

Following up isn’t just about being persistent; it’s a strategic move that demonstrates your genuine interest and proactive approach. It allows you to reiterate your qualifications, clarify any ambiguities, and stay top-of-mind with the hiring manager. In a competitive job market, a well-timed and thoughtfully written follow-up email can set you apart from other candidates. It shows you are serious about the position.

Timing is Everything: When to Send Your Follow Up

Knowing when to send your follow-up email is as crucial as what you include. Sending it too early can appear impatient, while sending it too late might seem like you’ve lost interest. A good rule of thumb is to wait 7-10 business days after submitting your application, unless the job posting specifies a different timeline. If you interviewed, the timeline should be shorter, usually within a week of the interview.

If you’ve already interviewed, the timing is tighter. Send a thank-you email within 24 hours of your interview. This email should reiterate your interest, express gratitude for the interviewer’s time, and highlight key takeaways from the conversation. Following up again after the initial thank you, but before the stated hiring timeline, is also acceptable to check in, showing continued interest.

Crafting the Perfect Follow-Up Email: Structure and Content

A successful follow-up email is concise, professional, and tailored to the specific job and company. Here’s a breakdown of the key elements:

Subject Line: Make it Clear and Concise

Your subject line should immediately grab the reader’s attention and clearly indicate the email’s purpose. Avoid generic subject lines like “Following Up.” Instead, try something like:

  • “Following Up - [Your Name] - [Job Title]”
  • “Inquiry Regarding Application for [Job Title]”
  • “Checking In: [Your Name] - [Job Title] Application”

The Body: A Step-by-Step Guide

  • Greeting: Address the hiring manager or recruiter by name. If you can’t find a specific name, use a professional greeting such as “Dear Hiring Manager.”

  • Express Gratitude: Begin by thanking the recipient for their time and consideration. Refer back to the initial application.

  • Reiterate Your Interest: Briefly restate your enthusiasm for the position and the company. Mention a specific aspect of the role or the company that particularly interests you.

  • Highlight Relevant Skills and Experience: Briefly reiterate your most relevant skills and experiences, connecting them to the job requirements. This is a good opportunity to remind them why you are a strong candidate.

  • Offer Additional Information (Optional): If you have new information, such as a recent accomplishment or relevant project, briefly mention it. This could be a follow-up on a skill discussed in your initial application.

  • Express Your Availability: Reiterate your availability for an interview and provide your contact information again.

  • Closing: End with a professional closing, such as “Sincerely,” “Best regards,” or “Thank you for your time.” Include your full name and contact information (phone number and email) in your signature.

Tailoring Your Email: Customization is Key

Generic follow-up emails are easily overlooked. Personalization is crucial for making a positive impression.

Research the Company and the Role

Before writing your email, research the company and the specific role. Understand their values, goals, and any recent news or developments. Tailor your email to demonstrate your knowledge and understanding of the company.

Reference the Job Description

Carefully review the job description and identify the key requirements. Align your skills and experience with these requirements in your follow-up email. Mention the job description directly, if appropriate.

Demonstrate Enthusiasm and Knowledge

Let your enthusiasm for the role and the company shine through. Show that you’ve done your homework and understand what the company does.

Avoiding Common Mistakes: Pitfalls to Avoid

Avoid these common mistakes to ensure your follow-up email is effective:

  • Sending the email too early: Patience is key.
  • Using generic language: Personalize your email.
  • Being overly persistent: Avoid sending multiple follow-up emails within a short period.
  • Including typos or grammatical errors: Proofread your email carefully.
  • Expecting an immediate response: Allow the hiring manager sufficient time to respond.

Analyzing the Response (or Lack Thereof)

After sending your follow-up email, the response (or lack thereof) provides valuable information.

No Response? Now What?

If you don’t receive a response within a week or two, it’s generally acceptable to send a brief second follow-up email. Keep it concise and simply reiterate your interest and availability. If you still don’t hear back, it’s likely the hiring process has moved forward, or the company is not interested in your application at this time.

Receiving a Positive Response

If you receive a positive response, such as an interview invitation, respond promptly and thank the hiring manager for their time. Be prepared for the interview by researching the company and practicing your answers to common interview questions.

Receiving a Rejection

If you receive a rejection, don’t take it personally. Thank the hiring manager for their time and consideration. You can also politely ask for feedback on your application, but be prepared to receive limited or no feedback.

Optimizing for Success: Extra Tips

Here are some additional tips to boost your chances of success:

  • Proofread, Proofread, Proofread: Always proofread your email for any typos or grammatical errors.
  • Use a Professional Email Address: Make sure your email address is professional (e.g., firstname.lastname@email.com).
  • Keep it Concise: Hiring managers are busy. Keep your email brief and to the point.
  • Follow Company Culture: Research the company’s communication style and tailor your email accordingly.

Sample Follow-Up Email Templates

Here are a few sample templates to get you started. Remember to personalize them for each application:

  • After Initial Application:

    Subject: Following Up - [Your Name] - [Job Title]

    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 this opportunity and the chance to contribute to [Company Name].

    My skills and experience in [mention 1-2 key skills] align well with the requirements outlined in the job description, and I am confident I can make a significant contribution to your team.

    I am available for an interview at your earliest convenience. Thank you again for your time and consideration.

    Sincerely,

    [Your Name] [Your Phone Number] [Your Email Address]

  • After Interview:

    Subject: Thank You - [Your Name] - [Job Title] Interview

    Dear [Interviewer Name],

    Thank you so much for taking the time to speak with me yesterday about the [Job Title] position. I truly enjoyed learning more about [Company Name] and the team.

    I am particularly excited about [mention something specific discussed in the interview].

    I am very enthusiastic about the opportunity and confident that my skills and experience in [mention 1-2 key skills] would be a valuable asset to your team.

    Please do not hesitate to contact me if you require any further information.

    Sincerely,

    [Your Name] [Your Phone Number] [Your Email Address]

FAQs

  • What if I applied through a job board? You can still follow up. Look for a contact email within the job posting or on the company website. If you can’t find one, send it to the general “careers” email address.
  • How many follow-up emails are too many? After two follow-up emails, it’s best to consider the process closed. Avoid sending more emails unless you have a compelling reason.
  • Should I include my resume again? There’s no need to resend your resume unless the hiring manager specifically requests it. They should have it already.
  • Is it okay to follow up on LinkedIn? While you can connect with the hiring manager on LinkedIn, sending a follow-up email is generally more effective. Use LinkedIn as a secondary channel.
  • What if the job posting says “no calls, no emails?” If the job posting explicitly states “no calls, no emails,” it’s best to respect their instructions.

Conclusion

Writing a follow-up email after a job application is a crucial step in the job search process. By understanding the importance of following up, timing your email correctly, crafting a compelling message, and avoiding common mistakes, you significantly increase your chances of landing an interview. Remember to personalize your emails, tailor them to the specific role and company, and demonstrate your genuine interest and enthusiasm. Following the guidelines outlined in this comprehensive guide will help you stand out from the competition and take a proactive step towards securing your dream job.