Follow-up email after job application: template and sample

Not receiving feedback after applying for a job can be frustrating. Nevertheless, you should allow the company sufficient time to review your application. After all, there can be many reasons why the application has not yet been processed or you have not yet been informed of a decision. By sending a follow-up email after submitting a job application, you can remind the recruiter of your application and possibly speed up the decision-making process. However, there are a few points to keep in mind if you decide to do this.

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How to ask about your application status

There is no strict rule for when you should follow up on an application. The general guideline is to inquire about the status of your application as soon as you feel it’s appropriate but make sure it’s no earlier than one to two weeks after submitting your application. The ideal time to follow up depends on various factors that you, as a candidate, usually cannot influence—such as the size of the company, internal decision-making processes, and the availability of the responsible HR personnel. Sometimes response times may vary significantly between public sector roles and private companies in the UK too.

By inquiring about the status of your application, you emphasise your interest, which can send a positive signal to employers. It is not viewed negatively as long as your inquiry is polite and professional. Therefore, you should not hesitate to send a follow-up email after sending a job application— just ensure you’re not following up too frequently.

If you don’t receive a response to your email, you can try calling instead. In most cases, a polite inquiry about your application will connect you with the appropriate person. The recruitment of new employees is typically the responsibility of the HR department.

How to follow up on a job application

When drafting your email, keep these tips in mind to make a positive impression and steer clear of sounding rude or overly assertive:

  1. Be polite: Your email should maintain a professional tone, starting with a polite greeting. Address the relevant HR representative by name and express gratitude, especially if you’ve already received confirmation of receipt.
  2. Keep it brief: Clearly and concisely state your purpose. This allows the HR manager to quickly understand and respond to your request.
  3. Use a clear subject line: Include the position you applied for and your name in the subject line. This helps the HR person easily identify and categorise your email.
  4. Show your interest: Demonstrating strong enthusiasm for the position is the main reason for following up on your application. Remind the potential employer why you are the ideal candidate for the job, but avoid going into unnecessary detail.
  5. Ask a question: Frame your follow-up as a specific inquiry. For instance, ask when you can expect a response or what the next steps in the application process will be.
  6. Express availability for an interview: Mention your availability for an in-person meeting or further contact in your email. Show that you’re open to communication.
  7. Review your email: Your email, like your application documents, is an opportunity to make a positive impression. Ensure the text is free of errors by checking grammar and spelling carefully. Double-check that you’ve addressed the right person before hitting send.

Job application follow-up email templates

Email templates can help you gather ideas for phrasing your follow-up inquiry. However, you should always tailor the email to the specific job you applied for. Here are two examples you can use as templates:

Example 1

Dear [First name, last name]

Thank you very much for your confirmation from [DD/MM/YYYY].

I am very aware that a qualitative application process takes time. Nevertheless, I would like to inquire as to when I can expect feedback on my application. I am still very interested in working as a [job title] in your company.

Should you have any questions regarding my application, please do not hesitate to contact me by email or telephone at [your phone number].

I look forward to your feedback.

Yours faithfully,

[Your name]

Example 2

Dear [First name, last name]

Thank you very much for your email dated [DD/MM/YYYY].

Several weeks have passed since the application deadline, and I would like to inquire about when and how the selection process will proceed.

As I remain highly interested in the position of [job title] at your company, I would be very appreciative of some feedback in the near future. If you have any questions regarding my application, please do not hesitate to contact me by email or telephone at [your phone number].

Yours faithfully,

[Your name]

Reasons for a delayed response

Depending on the company, the application process can take anywhere from two weeks to two months. The duration of the process generally depends on the company’s size and staffing situation.

Smaller companies often have shorter processes because their decision-making paths are more direct, and responsibilities are less spread out compared to larger organisations. However, applications can still be delayed due to urgent projects or other reasons. When following up on your job application, keep these possibilities in mind.

Why haven’t you received a response yet?

  • The application deadline has not yet passed.
  • The responsible employees are ill or on holiday.
  • The responsible employees are occupied with more urgent tasks.
  • More people applied for the position than expected.
  • The selection process for candidates is taking longer than planned.
  • A final decision on the preferred candidate has not yet been made.
  • Due to internal decisions, the position will not be filled after all.
Tip

Standing out in the job market can be challenging amidst a sea of applications. A creative way to set yourself apart from the competition is through a CV website. Learn how to create one easily in our article on creating a CV website.

How to follow up on a job application dos and don’ts

Sending a follow-up email about your application can leave a positive impression with HR professionals – provided you follow a few key rules. Here’s what to keep in mind when following up on your application:

Dos Don’ts
Politely and kindly ask about the status of your application without assigning blame. Don’t put pressure on the recruiters.
Give smaller companies at least one to two weeks to process applications. Don’t inquire about the status shortly before or just after the application deadline.
Ask about the next steps in the application process. Avoid discussing salary. At the beginning of the process, it’s inappropriate to ask about compensation or potential company benefits.
Express your interest in the position subtly and professionally.

Is it better to follow up via email or phone?

Another option for checking the status of your application is to call. How do email and phone communication differ in this context?

Email Phone
You don’t know when the email will be read or who will read it. Communication is faster and more direct.
The message can be carefully thought through. A phone call is often more personal than an email.
The contact person has enough time to provide a thoughtful response. There’s a chance of an impromptu interview.
The email might be forgotten or left unanswered. The contact person might be in a meeting or unavailable.

Additionally, many HR professionals are active on professional social media platforms like LinkedIn, Totaljobs or Reed. You can also follow up on your application through these channels as well as websites such as Indeed and Glassdoor. The same standards apply as with an email. The advantage is that if the contact person views your profile, you may make a positive impression – as long as your profile is professional and well-presented.

How to follow up after a job interview

How can you check on the status of your application after the interview? Has a decision already been made? With a few simple measures, you can make things easier for yourself and leave a positive impression on HR professionals.

  • Find out the names and roles of your contacts in the company when you’re invited to the interview, for example.
  • Ask your interviewers for a business card.
  • At the end of the interview, inquire about the next steps in the process.
  • Send a thank-you message via email after the interview to reinforce your interest in the role.

If some time has passed since the interview, you have every right to follow up. Remain friendly and polite and avoid applying pressure or making accusations. Reaffirm your interest and ask when a decision is expected to be made.

If you’ve already received another job offer and need to make a decision, explain your situation objectively. For example, mention an upcoming resignation deadline with your current employer or another offer you’re considering.

Caution: Mentioning too many alternative options might give the impression that you’re not genuinely interested in this position.

Tip

Keep applying! Even if you think you’ve found the perfect job, don’t stop exploring other opportunities.

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