How to Send a Follow Up Email for Job? (With Templates)

08 November 2023

How to Send a Follow Up Email for Job? (With Templates)

Sending a follow-up email after a job application is a crucial step in the job search process. It demonstrates your professionalism, persistence, and genuine interest in the position. In this article, we will delve into the importance of a follow-up email and provide you with valuable tips on crafting the perfect one. Additionally, we will explore the essential elements that should be included in your follow-up email, as well as common mistakes to avoid. Lastly, we will show you how to effectively utilize templates to save time and effort

Understanding the Importance of a Follow-Up Email

When it comes to job applications, a follow-up email can make a significant difference in your chances of landing an interview or receiving a response. It helps you stand out from the competition and reminds the hiring manager of your qualifications. Furthermore, it showcases your enthusiasm and commitment to the opportunity.

But why exactly is a follow-up email so important? Let's delve deeper into its role in job applications.

The Role of a Follow-Up Email in Job Applications

In the competitive job market, hiring managers are often inundated with applications. With hundreds, if not thousands, of candidates vying for the same position, it's easy for your application to get lost in the shuffle. This is where a follow-up email comes in.

A follow-up email serves as a gentle reminder, drawing attention to your application and expressing your continued interest. It gives you an opportunity to make a lasting impression and increase your chances of being noticed. By taking the initiative to reach out, you demonstrate your proactive nature and dedication to securing the job.

Moreover, a follow-up email allows you to reiterate your qualifications and highlight any additional information that may not have been included in your initial application. This gives you a chance to address any potential concerns or provide further evidence of your suitability for the role. By doing so, you position yourself as a strong candidate who is genuinely invested in the opportunity.

Timing Your Follow-Up Email Correctly

The timing of your follow-up email is crucial. While you don't want to appear disinterested by waiting too long, being too quick can come across as pushy or impatient. So, how do you strike the right balance?

It is generally recommended to wait for about a week after submitting your application before sending a follow-up email. This timeframe allows the hiring manager sufficient time to review applications and make initial selections. By waiting a week, you show that you respect their process and are not hounding them for an immediate response.

However, it's important to note that the specific job posting or instructions provided by the company may dictate a different timeline. Some companies may explicitly state when you can expect to hear back, while others may request that you refrain from follow-up emails altogether. Always be sure to read and adhere to any guidelines provided to ensure you make a positive impression.

In conclusion, a well-timed and well-crafted follow-up email can significantly enhance your chances of success in the job application process. It allows you to stand out from the competition, showcase your enthusiasm, and demonstrate your commitment to the opportunity. So, don't underestimate the power of a follow-up email - it may just be the key to unlocking your dream job!

Crafting the Perfect Follow-Up Email

Now that you understand the significance of a follow-up email, let us explore how to craft the perfect one.

Choosing the Right Tone and Language

When writing a follow-up email, it is essential to strike the right balance in your tone and language. Remain professional and polite throughout the email, while also injecting a sense of enthusiasm and gratitude for the opportunity. Avoid sounding overly desperate or demanding, as it may potentially impact your chances of securing the job.

Structuring Your Follow-Up Email

The structure of your follow-up email is crucial in ensuring clarity and readability. Begin with a concise and compelling subject line that captures the attention of the recipient. In the body of the email, start with a personalized greeting and a brief reminder of your application. Then, express your continued interest in the position and highlight one or two key qualifications that make you an ideal candidate. Finally, conclude your email with a professional closing and your contact information.

Essential Elements of a Follow-Up Email

When composing a follow-up email, certain elements are crucial to its effectiveness. Let us explore these elements in detail:

Subject Line Essentials

The subject line of your follow-up email should be concise yet attention-grabbing. It should clearly indicate the purpose of the email, making it more likely to be opened and read. For example, you can use phrases like "Follow-up on Job Application" or "Reiterating Interest in [Job Title] Position."

Body of the Email: What to Include

The body of your follow-up email should be concise and to the point. Start by expressing your gratitude for the opportunity to apply and briefly remind the recipient of your application. Then, reiterate your interest in the position and mention one or two specific qualifications or experiences that align with the job requirements. Be sure to showcase your enthusiasm and willingness to contribute to the company's success.

Furthermore, you can inquire about the next steps in the hiring process or request an update on the status of your application. However, avoid sounding impatient or demanding, as this might negatively impact the impression you create.

Closing Your Email Professionally

How you close your follow-up email is just as important as how you start it. Use a professional and courteous closing, such as "Sincerely" or "Best Regards." Additionally, include your full name, contact information, and any relevant links, such as your LinkedIn profile or portfolio website, to provide the recipient with easy access to additional information about you.

Common Mistakes to Avoid in a Follow-Up Email

While sending a follow-up email can significantly enhance your job application, there are a few common mistakes that you should avoid:

Overly Aggressive Follow-Ups

Persistence is essential, but being overly aggressive or pushy in your follow-up emails can harm your chances. Respect the hiring manager's time and send one or two well-spaced follow-ups, depending on the circumstances and the company's communication timeline.

Neglecting to Proofread

Always proofread your follow-up email before hitting the send button. Grammatical errors, typos, or formatting issues can undermine the professionalism of your email and give a negative impression. Take the time to review your email carefully or consider using a spelling and grammar checking tool to ensure it is error-free.

Utilizing Templates for Follow-Up Emails

Templates can be invaluable resources when sending follow-up emails. They save you time and effort while providing a solid foundation for crafting your email. However, it is important to use them wisely:

When to Use a Template

Templates are particularly useful when you are applying for multiple jobs or have limited time to craft individual emails. However, ensure that you tailor each template to the specific job application and company. Personalize the content, highlight relevant qualifications, and demonstrate genuine interest in each follow-up email.

Customizing Your Template

While templates offer a starting point, customization is key. Take the time to tweak the template to reflect your personality, experience, and the job requirements. Adding a personal touch to your follow-up email can make a significant difference in terms of standing out from other applicants.

In conclusion, sending a well-crafted follow-up email after a job application is a vital step in the job search process. By understanding the importance of a follow-up email, crafting a compelling email, including essential elements, and avoiding common mistakes, you can effectively seize this opportunity to make a lasting impression on hiring managers. Moreover, utilizing templates can significantly streamline your follow-up email process, while also allowing for customization to fit each job application. So, take the time to send thoughtful and professional follow-up emails, and increase your chances of securing your dream job!

About the author
Arnaud Belinga
Arnaud Belinga
Arnaud Belinga is the Co-Founder & CEO at Breakcold. He talks about Sales CRM use, marketing & sales. He loves Surfing 🏄‍♂️ & Skateboarding 🛹️.
Try Breakcold!Ready to try a Sales CRM?