How To Write A Follow Up Email For Job Application: A Guide to Getting Noticed
Landing your dream job often hinges on more than just submitting a stellar application. Following up is a crucial, yet sometimes overlooked, step in the process. Many candidates hesitate, unsure of the right approach. This guide provides a comprehensive overview of how to write a follow up email for a job application, ensuring you stand out positively and increase your chances of securing an interview.
Crafting the Perfect Subject Line: Your First Impression
The subject line is your first chance to grab the recruiter’s attention. It needs to be clear, concise, and reference the job you applied for. Avoid generic subject lines like “Following Up” or “Checking In.” Instead, opt for something specific and memorable.
Here are some examples of effective subject lines:
- “Following Up: [Your Name] - Application for [Job Title]”
- “Checking In: [Your Name] - [Job Title] Application”
- “Regarding Your [Job Title] Opening - [Your Name]”
- “Application Follow Up: [Your Name] - [Job Title]”
Keep it professional and easy to understand. The goal is to immediately remind the recipient who you are and what you’re following up about.
The Body of the Email: What to Include and How to Phrase It
The body of your follow-up email should be brief, polite, and demonstrate your continued interest in the position.
Opening and Reference
Start by restating your interest in the role and referencing the date you submitted your application. This helps the recruiter quickly connect your email to your initial submission.
Example: “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].”
Reiterate Your Interest and Briefly Highlight Key Skills
Don’t simply restate your interest; reiterate why you’re a good fit. Briefly mention one or two key skills or experiences that align with the job description. This reinforces your suitability and reminds the hiring manager of your qualifications.
Example: “I remain highly enthusiastic about the opportunity to contribute to [Company Name]. My experience in [relevant skill 1] and [relevant skill 2], as outlined in my resume, aligns well with the requirements of this role, particularly in [specific area].”
Addressing Potential Concerns (Optional)
If you’ve learned anything new about the company or the role since your application, you can briefly address it. This shows you’re proactive and engaged. However, keep this section concise.
Example: “I was particularly impressed by [Company’s recent achievement/initiative], and I believe my skills in [relevant skill] could be a valuable asset in supporting this effort.”
Closing and Call to Action
End with a polite closing and a clear call to action. Express your eagerness to learn about the next steps and reiterate your availability for an interview.
Example: “Thank you for your time and consideration. I am eager to learn about the next steps in the hiring process and would welcome the opportunity to discuss my qualifications further. Please feel free to contact me at your convenience. Sincerely, [Your Name].”
Timing is Everything: When to Send Your Follow-Up
Knowing when to send your follow-up email is crucial. Don’t bombard the hiring manager. A good rule of thumb is to wait 7-10 business days after submitting your application. If you haven’t heard back after an interview, wait about a week before following up again.
Consider the volume of applications the company likely receives. Larger companies may take longer to review applications. Factor in holidays and company closures.
Personalization: Making Your Email Stand Out
While templates can be helpful, personalization is key to making your follow-up email stand out. Research the hiring manager’s name and address your email to them directly. If you can, find out the recruiter’s name and tailor the email to their specific role.
Look for common ground. If you discover a shared connection or interest on LinkedIn, mention it briefly. This can help you build rapport.
Avoiding Common Mistakes in Follow-Up Emails
Several common mistakes can hurt your chances. Avoid these pitfalls:
- Being overly persistent: Don’t send multiple follow-up emails in a short period. One follow-up is usually sufficient.
- Being demanding or presumptuous: Maintain a polite and respectful tone throughout the email.
- Sending generic emails: Personalize your email to show you’ve taken the time to understand the role and the company.
- Including attachments unless requested: Only attach documents if the hiring manager specifically asks for them.
- Having grammatical errors or typos: Proofread your email carefully before sending it.
Adapting Your Follow-Up to Different Situations
The context of your follow-up email may vary depending on the situation:
After an Interview
If you’ve already interviewed, send a thank-you email within 24 hours. This email should reiterate your interest, thank the interviewer for their time, and re-emphasize why you’re a good fit. You can also mention something specific you discussed during the interview to show you were engaged.
After a Silence
If you haven’t heard back after an interview, send a follow-up email after the agreed-upon timeframe or, if no timeframe was given, after a week or two. Keep it brief and professional. Reiterate your interest and inquire about the status of the application.
For Internal Applications
If you’re applying for a role within your current company, your follow-up email can be slightly more direct. You can leverage your existing relationships and knowledge of the company culture. However, still maintain professionalism and respect.
The Power of a Strong Resume and Cover Letter
The follow-up email is only one part of the application process. A strong resume and cover letter are essential foundations. Your resume should clearly outline your skills and experiences, while your cover letter should personalize your application and highlight your interest in the specific role. Ensure both documents are tailored to the job description.
Examples of Follow-Up Email Templates (Adapt to Your Needs)
Here are a few template examples to help you get started:
Template 1: General Follow-Up
Subject: Following Up: [Your Name] - Application for [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 remain very interested in this opportunity and believe my skills in [Skill 1] and [Skill 2] would be a great asset to your team.
Thank you for your time and consideration. I am eager to learn about the next steps in the hiring process. Please feel free to contact me at your convenience.
Sincerely,
[Your Name]
Template 2: Follow-Up After Interview
Subject: Thank You - [Your Name] - [Job Title] Interview
Dear [Interviewer Name],
Thank you for taking the time to speak with me yesterday about the [Job Title] position. I enjoyed learning more about the role and [Company Name].
As we discussed, my experience in [relevant skill] and my passion for [relevant area] align well with the needs of your team. I am very enthusiastic about the opportunity to contribute to [Company Name].
Please let me know if you require any further information. I look forward to hearing from you regarding the next steps in the hiring process.
Sincerely,
[Your Name]
FAQs About Following Up on Job Applications
Here are some frequently asked questions about writing follow-up emails for job applications:
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 “Hiring Manager” or “Recruiting Team.” You can usually find this information on the company’s website, LinkedIn, or the job posting itself.
Is it okay to follow up via phone instead of email?
Generally, email is the preferred method of follow-up. However, if the job posting specifically requests a phone call, or if you’ve already had significant communication with the hiring manager, a phone call might be appropriate. Always respect the company’s preferred communication style.
How long should I wait before sending a second follow-up?
Avoid sending a second follow-up unless the hiring manager specifically requests you to do so or if the timeframe for a decision has passed. If you haven’t heard back after a reasonable time, you can send a very brief and polite follow-up email a few weeks later.
What if I applied through an online application system?
Follow the same guidelines for follow-up emails. The fact that you applied online doesn’t change the need for a well-crafted follow-up.
How do I handle rejection?
If you receive a rejection, thank the hiring manager for their time and consideration. Express your continued interest in the company and ask if they would consider you for future opportunities. It’s important to remain positive and professional, even in the face of rejection.
Conclusion: Securing Your Opportunity
Writing a follow-up email for a job application is a strategic move that can significantly improve your chances of getting noticed. By crafting a compelling subject line, personalizing your message, adhering to proper timing, and avoiding common mistakes, you’ll demonstrate your genuine interest and professional approach. Remember to leverage a strong resume and cover letter as your foundation. Following these guidelines will empower you to navigate the application process effectively and increase your opportunities to land your dream job.