How To Write A Follow Up Email For Job Applications That Gets Results
Landing your dream job often hinges on more than just submitting a stellar application. It’s about actively demonstrating your interest and persistence. A well-crafted follow-up email can be the key to unlocking the next stage of the hiring process. This guide breaks down exactly how to write a follow-up email for job applications that gets results, giving you the edge you need to stand out from the crowd.
Understanding the Importance of Follow-Up Emails
Following up after submitting a job application isn’t just about checking in; it’s a strategic move. It’s your chance to reiterate your interest, subtly remind the hiring manager of your qualifications, and potentially address any lingering concerns they might have. A timely and thoughtful follow-up can significantly increase your chances of getting noticed and ultimately, securing an interview. Failing to follow up can, in some cases, be perceived as a lack of interest.
Timing is Everything: When to Send Your Follow-Up
Timing plays a crucial role in the effectiveness of your follow-up email. Sending it too soon might appear overly eager, while waiting too long could make you seem disengaged. A general guideline is to send your follow-up email:
- For Applications: Approximately one to two weeks after submitting your application, unless the job posting specifies a different timeframe.
- After an Interview: Within one to three days of your interview, depending on the speed with which the hiring manager provided information. This demonstrates your promptness and enthusiasm.
Always consider any information provided in the job description or during the interview regarding the hiring timeline. This will help you adjust your follow-up timing accordingly.
Crafting the Perfect Subject Line: Make it Stand Out
Your subject line is the first thing a hiring manager sees, so it needs to be impactful. Avoid generic subject lines like “Following Up” or “Job Application.” Instead, aim for something that is clear, concise, and references the specific job you applied for. Here are a few examples:
- “Following Up: Application for [Job Title] - [Your Name]”
- “Checking In: [Your Name] - [Job Title] Application”
- “Regarding [Job Title] Application - [Your Name]”
The goal is to immediately identify the purpose of your email and help the recipient quickly recall your application.
The Body of Your Follow-Up: Key Elements to Include
The body of your follow-up email is where you truly shine. It’s your opportunity to reiterate your interest, highlight your relevant skills, and express gratitude. Here’s a breakdown of essential elements:
Expressing Gratitude and Re-Affirming Interest
Start by thanking the hiring manager for their time and consideration. Immediately after, clearly state your continued interest in the position. This sets a positive tone and reinforces your enthusiasm. For example:
“Dear [Hiring Manager Name],
Thank you for your time and consideration in reviewing my application for the [Job Title] position. I am writing to reiterate my strong interest in this opportunity.”
Briefly Summarizing Your Qualifications and Skills
Don’t simply repeat your resume. Instead, select one or two key skills or experiences that directly relate to the job requirements. Tailor this section to the specific role. Briefly explain how these skills align with the company’s needs. For example:
“In my previous role at [Previous Company], I successfully [achieved a relevant accomplishment], which aligns directly with the responsibilities outlined for this role. My experience in [Skill 1] and [Skill 2] makes me confident in my ability to contribute to [Company Name]’s success.”
Offering to Provide Additional Information
Show your willingness to go the extra mile. Offer to provide any additional information or documentation the hiring manager might need. This demonstrates your proactive approach and your commitment to the application process.
Closing with a Call to Action
End your email with a clear call to action. This could be a simple request for an update on the application status or an invitation to schedule a time for a phone call. For example:
“I would welcome the opportunity to discuss my qualifications further. Please let me know if you require any additional information or if you are available for a brief call next week.”
Proper Email Etiquette: Formatting and Tone
Maintain a professional tone throughout the email. Use proper grammar, spelling, and punctuation. Keep the email concise and easy to read. Break up large blocks of text with paragraphs and use a clear, readable font. Proofread your email carefully before sending it.
Tailoring Your Follow-Up Email: Specific Scenarios
Your follow-up approach should adapt to different scenarios.
Following Up After an Interview
After an interview, your follow-up is crucial. Thank the interviewer for their time and reiterate your interest in the role. Specifically mention something you discussed during the interview to personalize the email. For example:
“Thank you again for taking the time to speak with me yesterday about the [Job Title] position. I particularly enjoyed learning more about [specific aspect of the role/company we discussed].”
Following Up After No Response
If you haven’t heard back after the recommended timeframe, it’s perfectly acceptable to send a follow-up email. Be polite and understanding. Acknowledge that the hiring manager is likely busy. Reiterate your interest and ask if there’s an update on the hiring process.
Following Up After Accepting a Different Position
If you’ve accepted a job offer elsewhere, it’s still professional to follow up with companies where you interviewed or applied. Thank them for their time and consideration, and politely inform them of your decision. This maintains a positive relationship.
Avoiding Common Mistakes in Follow-Up Emails
Certain mistakes can hinder your chances. Avoid these pitfalls:
- Being overly aggressive or demanding: Maintain a professional and respectful tone.
- Sending multiple follow-up emails in quick succession: Patience is key.
- Using generic, impersonal templates: Personalize each email to the specific job and company.
- Including irrelevant information: Focus on the skills and experiences most relevant to the role.
- Ignoring the job posting’s instructions: Always follow the guidelines provided.
Optimizing Your Follow-Up Email for Readability
Make sure your email is easy to read and digest. Use short paragraphs, bullet points, and a clear structure. This helps the hiring manager quickly grasp the key information.
The Power of the Resume and Cover Letter in Your Follow-Up
While the follow-up email is important, remember the foundation of your application: your resume and cover letter. Ensure these documents are polished, error-free, and tailored to the specific job requirements. Your follow-up email should complement these documents, not replace them.
FAQs About Follow-Up Emails for Job Applications
Here are some frequently asked questions about follow-up emails.
What if I don’t know the hiring manager’s name?
If you can’t find the hiring manager’s name, address your email to “Dear Hiring Manager” or “Dear [Department Name] Team.” However, make every effort to find the correct contact person; LinkedIn and the company website are great resources.
Is it okay to follow up via phone instead of email?
Generally, email is preferred, but if you have a specific reason, such as a stated preference in the job posting, or after an interview, a phone call might be acceptable. Always be respectful of the hiring manager’s time.
What if I receive an automated response?
Automated responses are common. They usually indicate that the application has been received. However, you should still follow up with a personalized email at the appropriate time.
How many times should I follow up?
Typically, one or two follow-up emails are sufficient. If you haven’t heard back after the second follow-up, it’s likely the hiring process has moved on.
Should I attach my resume to the follow-up email?
While it’s not always necessary to reattach your resume, it’s a good idea to do so, especially if it’s been a while since you initially applied. This ensures the hiring manager has easy access to your qualifications.
Conclusion: Securing the Interview with a Strategic Follow-Up
Writing a compelling follow-up email is an essential step in the job application process. By understanding the importance of timing, crafting a captivating subject line, including the right elements in the body of the email, and avoiding common mistakes, you can significantly increase your chances of getting noticed. Remember to always tailor your follow-up to the specific job and company. By following these guidelines, you’ll be well-equipped to write a follow-up email that demonstrates your genuine interest, highlights your qualifications, and ultimately, secures that all-important interview.