Follow Up on a Job Application

Looking for a job can be frustrating, but a well-timed follow-up can take away some of the pain. Not only does it allow you some peace of mind regarding your application status, it can allow you to introduce yourself and maybe even land an interview. Crafting a good follow-up takes a bit of practice, though. Whether by phone or by email, you want to make sure that you are cool, confident, and able to state your qualifications. Most importantly, don’t reach out too much. The hiring manager will contact you if they want to speak.

Steps

Sending an Email

1. Determine if a follow-up is appropriate. Take a look over the job posting to see if it contains any language that specifically requests no follow-ups. If they explicitly request that they contact you first, do not reach out to follow up. If they don’t make that request, you should still wait at least a week or so before reaching out.
   • This gives hiring managers time to actually read your resume and get to know your materials.
2. Identify the hiring manager. Some job postings will give you direct contact information for a hiring manager. If that is the case, use the information provided to follow up. If the posting does not provide a direct contact, though, you may need to search the company’s website or on professional networks such as LinkedIn to determine the likely hiring manager.
   • Depending upon the company, the hiring manager may be an HR person or a department head.
   • Large companies tend to filter applications through an HR manager first, while small companies or specialized positions may go directly to the position supervisor.
3. Write a catchy subject line. Hiring managers often get numerous email inquiries per day. They are easy to overlook and easy to ignore. To get your hiring manager’s attention, you need to say something more than, “Following up on my project manager application.”
   • Try making a personal connection. Look over the hiring manager’s professional profiles. Maybe they list an interest that you share. Then you can write a subject like, “Just one dirt bike enthusiast looking for a project position.”
   • If you can’t find any common interests or human connections, you still need to use language that sets you apart. “An accounting wizard like you’ve never seen” is a lot more intriguing than “accountant looking for a job.”
4. Keep your email brief. The body of your email should accomplish three main goals: introduce you, establish your interest and qualifications, and end with a question that invites a response. Each goal should be done in one or two sentences. Keep the body of your email short and friendly.
   • Avoid summarizing your entire resume or copying your cover letter. The hiring manager already has access to these materials.
   • Your email may say something like, "Hello. My name is Jane Smith and I recently applied for your game developer position. With four years of developer experience and two self-published games under my belt, I believe I could be a real asset to your team. Is there a good time for me to meet with you and your team about this opportunity?"
   • You can say that you're checking in on the status of your application and are happy to answer any questions that they may have. This shows you're on top of things and organized, excellent traits for prospective employees.
5. Invite yourself for an interview. Just before signing off, find a polite way to invite yourself for an interview. A line like, “please let me know when we can talk more about this opportunity,” is gentle but still shows your confidence and interest in the position.
   • A hiring manager is under no obligation to comply with your invitation. They may decide to meet with you, or they may simply ask you to wait until they decide on candidates. Either way, this request shows them that you are both brave and serious about the position.
6. Use a formal sign-off. Sign off your email with a formal closing and your full name. Avoid sign-off like, “With love,” and, “Thx.” Instead, opt for something more professional like, “Sincerely,” or “Best regards.”
   • Be sure to sign off with both your first and last name. This will help the hiring manager identify your application. After all, you never know how many people with the same name are applying.
7. Follow up once. It can be tempting to follow up repeatedly, but the constant inquiries are a pain for HR. Only follow up on an application once. They will reach out to you if they want to speak further.
   • If you are truly concerned that a technological error prevented the right person from getting your application, call the hiring manager or the HR department directly. You’re more likely to get a quick and honest answer that way.

Calling to Check

1. Call the hiring manager directly. In the case of a call, you want to speak directly with the hiring manager. Avoid talking to a general HR specialist or a customer service representative. Even if they say they will take your message, the odds of it getting to the right person are slim.
   • Call the contact listed in the job posting, if any. If no contact is posted, dig around online for the person that seems like the most likely fit.
2. Call during non-peak hours. Peak hours for every company are a little different, so do a bit of research into the industry. Restaurants, for example, will be busiest during lunch and dinner hours, but may have some down time from 2pm to 4pm. Call during non-peak hours to raise your chances of the hiring manager answering.
   • No matter the industry, try not to call right after the start of business. People are generally bombarded with voicemails and emails at that time, and may not pick up.
   • Don’t call directly before closing, either. Your contact person is likely packing up and getting ready to leave, and may be annoyed if they have to stay longer to answer a call.
3. Check on the status of your application first. If the hiring manager answers when you call, the first thing you want to do after saying hello is to give them your name and request a quick status check on the hiring process. This will let you know if they are still going through resumes or if they have moved on to interviews and hiring.
   • You may, for example, say something like, “Hello. This is John Doe calling about the cat groomer position. I am very excited about this role and your company, and I just wanted to make sure my application was received.”
4. Ask the hiring manager if they need anything else from you. If the hiring manager confirms that your resume has been received, ask them if they need anything else from you. Use this as a chance to briefly talk about one of your skills related to the position.
   • If you are applying for a graphic designer position, for example, ask the manager, “Do you need any more samples of my work? I could send some that really highlight my experience designing text-based logos.”
5. Ask about an interview timeline. Before you hang up, thank the hiring manager for their time and ask them about a time line for next steps. If you feel particularly bold, you can even end with a line like, “When would be a good time to meet and talk about this further?”

Following up After an Interview

1. Send a thank you note within 24 hours. If you’re lucky enough to have scored an interview, be sure to follow up the same day or early the next morning. Send an email within 24 hours of your interview to each person with whom you met that day.
   • Send a thank you note to everyone who interviewed you. If you were interviewed by a committee, this means that each person should receive an individual thank you. Don’t just copy and paste the body of your email.
   • Send a thank you for each round of interviews. If you do a second interview, send a second thank you.
2. Restate your qualifications. The body of your email should be brief. Thank the hiring manager for taking the time to meet with you. Then, use a sentence or two to express your interest and show how your skills qualify you for the job.
   • You could say something like, “After meeting with you, I am especially excited for this position, and I believe my seven years of volunteer management experience would allow me to set up a new and exciting volunteer program for this company.”
3. Close the email with a formal sign-off. Just like with an application inquiry, your interview follow-up should end with a formal closing. Sign off with something like “Sincerely,” “Thank you,” or “Best regards,” before closing your email with your first and last name.
4. Follow up once if a reply takes longer than expected. If the hiring manager tells you that you’ll hear from them in a week and it’s been ten days, that deserves a follow-up. Send a quick email reaffirming your interest in the position and asking where they are in the hiring process.
   • Try not to follow up more than once. This can come across as eager or desperate.
   • Do not follow up the day they said there would be a decision. Delays are inevitable, and you don’t want to seem like you’re rushing the process. Allow two or three days past the original deadline before you send your note.

Quick Summary

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See also

• Write a Personal Interest Statement
• Organize Your Copywriting Portfolio
• Explain a Job Termination on Application
• Write About Languages in Your CV
• Write a CV for an Accounting Assistant
• Write an Earned Leave Application
• Write a Transfer Letter
• Write an Article for a Job
• Write a Follow Up Email to a Resume Submission
• Write a Letter of Interest for a Job in Another Team Within the Same Company

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What links here

• Apply for a Job in Canada
• Stand Out After the Interview