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Get More Interviews: Follow Up on Job Applications (Templates)

In today’s job market, it’s not just about sending out applications and hoping for the best. Following up on your applications can be the key to increasing your overall interview rate, while strategic rejection handling can create pathways to future opportunities.

In this article, we’ll delve into the powerful tactics of follow-up communication and rejection management. These skills aren’t just about securing one job; they’re about crafting a strategy to shape your career. A well-crafted follow-up email can not only demonstrate your enthusiasm and communication skills but also boost your chances of landing interviews. Moreover, learn how to handle rejection with finesse, transforming a closed door into a network-expanding opportunity.

Part 1How to Identify the Right Time to Follow Up

When it comes to following up on job applications, timing is crucial. You want to strike a balance between showing your enthusiasm and respecting the recruiter’s time.

Generally, it’s best to wait at least a week or two after submitting your application before following up. This gives the recruiter some time to review your application and make decisions on potential candidates.

It’s also a good idea to look for any guidelines or timelines provided by the company regarding the application process. For example, if their job posting states that decisions will be made within three weeks, plan on waiting at least that long before reaching out. However, if the posting doesn’t provide any specific timeline, using the one-to-two week range is a safe bet.

Before you follow up, do a quick check to confirm the job posting is still active. If it’s been taken down, there’s a chance the position has been filled or put on hold. In this case, you may want to hold off on following up.

If the recruiter provided a specific date for when they expect to make a decision, it’s important to wait until that date has passed before reaching out. Doing so can demonstrate that you respect their schedule and are attentive to the information they’ve shared.

Here are a few scenarios regarding when to follow up:

  • If you submitted your application 10 days ago and there was no provided timeline, it’s a good time to follow up.
  • If you submitted your application 5 days ago and the decision timeline mentioned is 3 weeks, wait a bit longer before reaching out.
  • If you submitted your application 2 weeks ago and the recruiter mentioned they will make a decision in 1 week, you can follow up now since the given timeline has passed.

Part 2Effective Follow-Up Email Templates After a Job Application

When writing your follow-up email, using a template is a smart approach. However, tailor the template to your specific situation and the job you’re applying for.

Template 1

Subject: [Your Name] – Job Application Follow-Up

Dear [Recipient’s Name],

I hope this email finds you well. I wanted to follow up on my job application for the [Job Title] position. It has been [X days/weeks] since I submitted my application, and I’m very excited about the opportunity to contribute to [Company Name].

I believe that my [specific skill(s) or experience] would make me a great fit for the [Job Title] role, and I’m eager to learn more about the position and the team. If there’s any additional information you need from me, please let me know.

Thank you for your time and consideration. I look forward to hearing from you soon.

Best regards,
[Your Name]
[Your Email Address]
[Your Phone Number]

Template 2

Subject: [Your Name] – [Job Title] Application

Dear [Hiring Manager’s Name],

I hope this email finds you well. I submitted my application for the [Job Title] position at [Company Name] on [Date] and wanted to follow up regarding its status. I remain extremely interested in this opportunity and believe my skills and experience align well with the requirements.

Please let me know if any additional information or materials are needed from my end. Thank you for considering my application, and I look forward to hearing from you soon.

Best regards,

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

Template 3

Subject: Checking in – [Job Title] Application

Hello [Hiring Manager’s Name],

I hope you’re doing well. I applied for the [Job Title] role at [Company Name] on [Date] and wanted to check in about the progress of my application. I’m excited about the prospect of joining your team and contributing to [Specific Project or Initiative].

If there’s any additional information you need from me, please don’t hesitate to reach out. Thank you for your time and consideration.

Sincerely,

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

When crafting your follow-up email, keep it brief and to the point. Be concise in explaining the reason for your email and avoid unnecessary details that could make your email longer. Remember to be polite and respectful – thank the reader for their time and consideration.
Before hitting send on your follow-up email, take the time to edit and proofread your message. This involves checking for spelling and grammar mistakes, ensuring a professional tone, and making certain that all necessary information is included.

Part 3The Key Elements of a Job Application Follow-Up

Presenting Your Experience and Skills

When following up on your job application, pay close attention to how you present your experience and skills. In a concise manner, highlight your relevant experience for the position you’re applying for. You could say something like, “I have successfully managed a sales team for three years, consistently exceeding sales targets.”

Try to reiterate your skills and how they match the job requirements. For example, “Proficient in data analysis tools such as Excel and Python, which were listed as key requirements in the job description.”

Expressing Enthusiasm and Fit

Show enthusiasm for the role and the company when following up on your job application. Let the recruiter know that you’re genuinely interested in the position and eager to contribute to the team. A simple statement, such as “I’m very excited about the opportunity to join your marketing team and create innovative campaigns” can demonstrate your enthusiasm.

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You can also emphasize how you’re a great fit for the company culture and values. Mention how your previous experiences align with the organization, or comment on a recent company announcement that aligns with your own career aspirations.

Inquiry about the Decision Timeline

When following up on a job application, it’s appropriate to ask about the decision timeline. This shows that you’re proactive and eager for an update. Frame your inquiry in a respectful and professional tone, like this: “I understand that you must have a lot of applicants to review, and I wanted to reach out and inquire if there’s an updated timeline for the hiring process.”

Part 4The Dos and Don’ts of Following Up

When following up on a job application, it’s important to strike the right balance between being persistent and polite. Here are some key dos and don’ts to keep in mind.

  • Do be polite. Always maintain a courteous tone in your follow-up communications, even if you are feeling anxious about waiting for a response. Address the person you are contacting with respect: use their proper title (if you know it) and thank them for considering your application.
  • Don’t be pushy. While it’s natural to feel eager about a job opportunity, avoid being too aggressive in your follow-ups. Give the employer some time to review your application before reaching out. It’s typically acceptable to follow up within a week or two after submitting an application, but check for any guidelines provided by the company regarding follow-ups.
  • Do be brief. Keep your follow-up messages concise and to the point. Use clear language to remind the employer of your application and express your continued interest in the position. You could say something like, “I wanted to touch base and reiterate my enthusiasm for the Marketing Manager role. I believe my experience aligns well with the requirements, and I’m excited about the possibility of contributing to your team.”
  • Don’t appear anxious. It’s normal to feel some degree of anxiety while waiting to hear back from a potential employer, but try not to let that show in your follow-up messages. Maintain a confident, neutral tone, and avoid using phrases that may convey desperation or impatience, such as “I really need this job” or “I haven’t heard back yet, and I’m getting worried.”
  • Do exercise patience. Following up on a job application can be a test of your patience, but avoid bombarding the employer with multiple messages or calls. If you don’t receive a response to your initial follow-up, wait at least another week or two before trying again. Understand that hiring processes can be time-consuming, and the employer may be dealing with numerous applicants.

Part 5Real-World Job Application Follow-Up Email Examples

Let’s take a look at some real-world examples of follow-up emails you can use as templates.

Example 1: First Follow-Up

Subject Line: Your Name – Job Title Application Status

Dear [Hiring Manager’s Name],

I hope this email finds you well. Last week, I submitted my application for the [Job Title] position at [Company Name]. I wanted to check in on the status of my application and express my continued interest in the role.

The opportunity to contribute my skills and join the [Company Name] team truly excites me. With my experience in [relevant skills], I believe I would make a valuable addition to your company.

Please let me know if you require any additional information from me. I’m looking forward to potentially speaking with you about this opportunity.

Thank you for your time, and I hope to hear from you soon.

Best regards, [Your Name] [Your Email] [Your Phone Number]

Example 2: Second Follow-Up

Subject Line: Checking In – Your Name & Job Title Application

Dear [Hiring Manager’s Name],

I hope you’re having a great week. I wanted to check in once more regarding my application for the [Job Title] role at [Company Name]. It’s been a couple of weeks since I first reached out, and I wanted to reiterate my strong interest in the opportunity.

The prospect of joining the [Company Name] team and contributing my skills in [relevant skill set] is truly exciting. I have been following your recent [product release/news update] and am very impressed with [specific detail].

If there are any updates on my application status, please let me know. Alternatively, if you require any further information, I’d be more than happy to provide it. Thank you again for your time, and I look forward to the possibility of speaking with you soon.

Best regards, [Your Name] [Your Email] [Your Phone Number]

These templates are a great starting point for crafting your follow-up emails. Just remember to personalize them to reflect your own experience and skills.

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Related: Follow-Up Email After an Interview [Best Examples]

Part 6Alternative Follow-Up Methods

Phone Call Follow-Up

A phone call follow-up can be one of the most effective methods to show your interest in the position. Before making the call, prepare a brief script to guide your conversation. Start by stating your name, the job position you applied for, and the date you submitted your application. Ask for confirmation on whether your application was received and if there is any update on the hiring process. Be polite and professional in tone, and thank the person on the other end of the line for their time.

Social Media Follow-Up

Social media platforms can also be useful in following up on job applications. First, ensure your profile is polished and represents you in a positive light. You can then connect with the company’s official page and engage with their content, such as commenting on posts or sharing relevant articles. Keep your interactions professional and relevant to the industry. You can also send a private message to get in touch with the company’s HR department to follow up on your application, but avoid spamming or appearing too intrusive.

Job Search Platforms Follow-Up

Job search platforms also offer a way to follow up with potential employers. Many of these platforms have an option to send a message to the company or recruiter after applying. Use this feature to send a brief message expressing your genuine interest in the position and mentioning key details from your qualifications that match the job requirements. Be sure to keep track of your online interactions, so you can follow up on your job applications in an organized and well-timed manner.

Part 7What to Do After Sending the Follow-Up

Once you’ve sent your follow-up email, it’s crucial to practice patience. It’s natural to expect a reply instantly, but be mindful that the hiring process might take longer than anticipated. Wait at least a week before taking any further action, giving the organization enough time to process your application and get back to you.

If a week has gone by without any updates, reach out to the contact person politely once more. Express your continued enthusiasm for the position and kindly ask if they have an update on your application status or if they need additional information. This second follow-up demonstrates your commitment to the position without coming across as pushy.

Make sure to keep track of your job applications, follow-ups, and responses in an organized manner. You can use spreadsheets or a project management tool to stay organized. This will help you manage your job search better, understand patterns, and identify areas where you can improve your application strategy.

Feel free to ask any questions or seek clarification if any aspect of the process is unclear. Employers appreciate candidates who show genuine curiosity and have a strong desire to understand the position or the company better. Just ensure that your questions are well-thought-out and relevant to the role.

At times, you may receive a response that the position has been filled or is no longer available. Despite the disappointment, respond graciously, expressing your appreciation for their time and asking to be considered for future opportunities.

Part 8Preparing for Potential Outcomes

  • Stay patient: Following up on job applications can be nerve-wracking, but it’s crucial to remain patient. Hiring managers may take some time to respond due to their workload, and it doesn’t necessarily mean they aren’t considering your application. Give them some time before following up, and then remain patient while waiting for their response.
  • Be open to different opportunities: Keep your options open by applying to multiple jobs that suit your skills and interests. While you may have a specific job or career path in mind, exploring diverse opportunities can increase your chances of landing an interview or receiving a job offer. It also reduces the pressure of having all your hopes pinned on one application.
  • Seek feedback: If you are not selected for an interview or job offer, use this as an opportunity to receive feedback from the hiring manager. Ask politely for insights into areas where you could improve your application or performance. This could be valuable information for your future applications and career growth.
  • Preparing for interviews: When granted an interview, spend some time researching the company, role, and any specific skills or requirements mentioned in the job description. Make a list of potential questions and practice answering them confidently. This preparation will help you feel more at ease during the interview and leave a positive impression on the hiring manager. Related: How to Answer 11 Common Behavioral Interview Questions and How to Answer 9 Common Situational Interview Questions
  • Handling rejection gracefully: If you don’t receive the job offer you were hoping for, it’s essential to handle the rejection professionally. Thank the hiring manager for their time and consideration, and express your hope for future opportunities.
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Part 9Handling Rejection: Strategic Email Template

Handling rejection gracefully can leave a positive impression, keeping the door open for potential opportunities later.

Template 1

Dear [Hiring Manager’s Name],

I wanted to express my sincere gratitude for considering me for the [Position Title] opportunity at [Company Name]. While I am disappointed to learn that I was not selected for the role, I genuinely appreciate the time and effort you and your team invested in reviewing my application.

I firmly believe that every experience, including this one, provides valuable insights and growth opportunities. I am still very interested in [Company Name] and the work you do. If there are future openings that align with my skills and qualifications, I would be eager to be considered once again. I remain enthusiastic about the possibility of contributing to your organization.

Thank you once again for the opportunity to engage with [Company Name]. I genuinely enjoyed learning about your team, your mission, and your values. I hope to stay connected and wish you continued success in your endeavors.

Warm regards,

[Your Name]
[Your Contact Information]

Template 2

Dear [Hiring Manager’s Name],

Thank you for taking the time to consider my application for the [Position Title] role at [Company Name]. I appreciate the opportunity to learn more about your organization and the work you do.

While I am disappointed to learn that I was not selected for the position, I understand that you had many qualified candidates to choose from. I respect your decision and wish you all the best in finding the right candidate for the job.

I remain interested in [Company Name] and the work you do. If there are any future opportunities that align with my skills and qualifications, I would be grateful for your consideration. In the meantime, I will continue to follow your organization’s progress and success.

Thank you again for your time and consideration. I wish you and your team all the best.

Sincerely,

[Your Name]
[Your Contact Information]

Frequently Asked Questions

How can I craft a polite text message to inquire about my job application status?

When composing a text message to inquire about your job application status, keep it short and professional, for example:

“Hello [Hiring Manager’s Name], this is [Your Name]. I applied for the [Job Title] position at [Company Name] on [Date]. I’m very interested in the role and wanted to follow up on my application status. Looking forward to hearing from you. Thank you!”

What should I say when making a phone call to follow up on my job application?

When making a phone call, be prepared with a brief script to sound confident and polite. Here’s an example:

“Hello [Hiring Manager’s Name], my name is [Your Name]. I recently applied for the [Job Title] role at [Company Name] on [Date]. I’m calling to follow up on the status of my application and to express my continued interest in the position. Could you please provide an update regarding my application?”

Can you provide examples of how to ask about application status in a professional manner?

“Hello [Hiring Manager’s Name],

I hope you’re doing well. I applied for the [Job Title] role at [Company Name] on [Date] and am eager to learn more about the status of my application. I’m excited about the potential to contribute to [Specific Project or Initiative] and feel that my skills align well with the requirements.

Sincerely,

[Your Name]”

What are the key points to include when following up on a job interview through email?

When following up on a job interview through email, consider including the following key points:

  1. Express gratitude for the interviewer’s time.
  2. Reiterate your interest in the position.
  3. Emphasize the value you can bring to the company.
  4. Mention any relevant points from the interview conversation.
  5. Keep the email concise and professional.

How do you politely request an interview update?

Here’s a template for requesting an interview update:
Subject: [Your Name] – [Job Title] Interview Follow-Up

Dear [Interviewer’s Name],

Thank you again for the opportunity to interview for the [Job Title] position at [Company Name] on [Date]. I enjoyed our conversation and learning more about the role and the company. I am excited about the opportunity and believe that my skills and experience would make a valuable contribution to the team.

I understand that the hiring process can take time, but I wanted to check in to see if there are any updates regarding the interview process. If any additional information is needed from me, please don’t hesitate to ask.

Thank you for your time and consideration. I look forward to hearing from you soon.

Best regards,

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

Posted in: Job Interview