How to Follow Up on a Job Application (Email Templates)

Silence After Applying Is Normal - But You Don't Have to Accept It

You submitted your resume, maybe even a tailored cover letter. Days pass. Then a week. Nothing. No confirmation, no rejection, just silence.

This happens to everyone. Companies receive hundreds of applications per role, and most applicants never hear back. But a well-timed, professional follow-up email can move your application from the ignored pile to the interview pile. Studies show that candidates who follow up are 30% more likely to get a response.

Here's exactly when and how to do it.

When to Follow Up

Timing matters. Follow up too early and you seem impatient. Too late and the role may be filled.

• After applying online: Wait 5-7 business days
• After a referral: Wait 3-5 business days
• After an interview: Send a thank-you within 24 hours, follow up on next steps after 5-7 business days
• After being told a timeline: Wait 2 business days past the stated deadline

Never follow up more than twice for the same application. If you don't hear back after two attempts, move on.

Who to Contact

The best follow-up goes to the right person:

1. The recruiter: If one is listed in the job posting or contacted you
2. The hiring manager: Find them on LinkedIn by searching the company + department
3. A mutual connection: If someone referred you, ask them to check on the status
4. The general HR email: Last resort, but better than nothing

Avoid sending follow-ups to generic "careers@company.com" addresses if you can find a specific person.

Email Template 1: After Submitting an Application

Subject: Following Up - [Job Title] Application

Hi [Name],

I submitted my application for the [Job Title] position at [Company] on [date] and wanted to follow up to confirm it was received and express my continued interest.

With my background in [relevant skill/experience], I'm particularly excited about [specific aspect of the role or company]. I believe my experience [brief specific qualification] would be a strong match for what your team is looking for.

I'd welcome the opportunity to discuss how I can contribute. Please let me know if there's any additional information I can provide.

Best regards, [Your Name] [Phone Number] [LinkedIn URL]

Email Template 2: After a Phone Screen (No Response)

Subject: Following Up - [Job Title] Next Steps

Hi [Recruiter Name],

Thank you again for the phone conversation on [date] about the [Job Title] role. I enjoyed learning about [something specific discussed] and I'm very enthusiastic about the opportunity.

I wanted to check in on the timeline for next steps. I remain very interested in the position and am happy to provide any additional information that would be helpful.

Looking forward to hearing from you.

Best regards, [Your Name]

Email Template 3: After an In-Person/Video Interview

Subject: Thank You - [Job Title] Interview

Hi [Interviewer Name],

Thank you for taking the time to meet with me [today/yesterday] to discuss the [Job Title] position. I particularly enjoyed our conversation about [specific topic discussed].

After learning more about [specific project or challenge mentioned], I'm even more excited about the opportunity. My experience with [relevant skill] aligns well with what you described, and I'm confident I could [specific contribution].

Please don't hesitate to reach out if you need any additional information. I look forward to hearing about next steps.

Best regards, [Your Name]

Email Template 4: Second Follow-Up (Final Attempt)

Subject: Checking In - [Job Title] at [Company]

Hi [Name],

I hope you're doing well. I'm writing to follow up on my application for the [Job Title] position. I understand you're likely managing many applications and a busy schedule.

I remain very interested in this role and believe my [key qualification] would make me a valuable addition to your team. If the position has been filled or the timeline has changed, I completely understand - I'd just appreciate any update you're able to share.

Thank you for your time and consideration.

Best regards, [Your Name]

Follow-Up Do's and Don'ts

Do:

• Be specific. Reference the job title, date you applied, and a qualification that matches.
• Keep it short. 3-5 sentences maximum. Recruiters skim.
• Add value. Mention something new - a relevant article you wrote, a certification you just earned, or a specific idea you had for the role.
• Be professional and warm. Confident, not desperate.
• Proofread. A typo in a follow-up is worse than a typo in an application.

Don't:

• Don't apologize for following up. "Sorry to bother you" signals low confidence.
• Don't follow up more than twice. After two emails with no response, take the hint.
• Don't be passive-aggressive. "I haven't heard back" with an edge helps nobody.
• Don't send the same email twice. Each follow-up should add something new.
• Don't call unless they've asked you to. Email is the expected channel.

The Foundation: A Strong Application

The best follow-up in the world can't save a weak application. Before worrying about follow-up emails, make sure your resume is optimized for the role. Use our free ATS checker to verify your resume will pass automated screening, and consider using our resume generator to create a tailored resume that gives you the strongest possible starting point.

A follow-up email shows persistence and genuine interest. When paired with a strong application, it can be the nudge that gets you to the next round.