When to follow up
| Situation | When to write |
|---|---|
| After applying, with no date given | After one to two weeks |
| The posting gives a closing date | A few days after it closes |
| After speaking with a recruiter | A day after the date they gave, or after a week |
| After an interview | Send thanks within a day, then check in on the agreed date |
| The last check-in | About a week after your previous message |
Who to write to
A named person is far better than a general mailbox. Try these sources, in this order:
- The name or email address in the job posting.
- The recruiter who has already been in touch with you.
- The hiring manager: try searching LinkedIn for the team name and a title such as “head of” or “manager”.
- A recruiter at the company, even if they’re not the one handling your role. They can pass it on.
- The company’s general careers address, as a last resort.
What every follow-up needs
- A clear subject line with the job title, so it can be found in a busy inbox.
- The role and when you applied, so nobody has to search.
- One line on why you fit, ideally something new: a recent result, say.
- One easy question: is there a timeline, or is there anything else they need?
- Your contact details and your resume, attached or linked, so no one has to look it up.
Keep it under about 100 words. The goal is to bring your application back to their attention, and a long email makes that harder.
Four templates you can adapt
Subject: Customer Success Manager application: Jordan Lee Hello Ms. Rivera, I applied for the Customer Success Manager role on 4 March and wanted to check on the timeline. I remain very interested: in my current job, I look after 60 accounts and have kept renewals above 95% for two years, which seems close to what your team needs. Is there anything else I can send you to help with your review? Thanks, Jordan Lee +1 555 010 2030
Subject: Following up on our call: Data Analyst role Hello Sam, Thank you for your time last Tuesday. You mentioned you hoped to have an update by this week, so I wanted to check in. Our conversation about the reporting migration made me even more interested in the role. Please let me know if there’s anything you need from me. Best regards, Jordan Lee
Subject: Update on my application: Marketing Manager Hello Ms. Haddad, I applied for the Marketing Manager role two weeks ago, and I have an update that may be useful. The campaign I mentioned in my letter has now finished, and it brought in 40% more qualified leads than last year’s. I would be glad to tell you more about it, if the role is still open. Kind regards, Jordan Lee
Subject: Final check-in: Project Manager application Hello Mr. Conti, I wanted to check once more on the Project Manager role. If you have gone in another direction, I understand, and I would appreciate knowing so I can plan accordingly. I would be glad to be considered for future roles on your team. Thanks for your time, Jordan Lee
Mistakes to avoid
Before
I still haven’t heard back from you, and I need to know what is happening with my application as soon as possible.
After
I applied on 4 March and wanted to check on the timeline. Is there anything else I can send you?
- Sounding owed a reply. People make time for those who are pleasant to deal with.
- Writing too soon. A message the next day says that you did not read the timeline.
- Writing to several people at once. They talk to each other.
- Writing on many channels. Pick one, and do not email, message and call in the same week.
- A generic message. Always name the role, or it will read as a template sent to everyone.
When to stop and move on
After a final check-in, assume the answer is no and put your energy elsewhere. Silence happens to good candidates all the time, and it’s rarely personal. Roles get paused, budgets change and internal candidates appear.
Keep a simple table of company, role, date applied, contact and date of your last message. It stops you writing twice by accident, and after twenty applications it shows you where your search is working. If you’re sending a lot and hearing nothing, read about why you might not be getting interviews.
If you’ve already had an interview, the rules are different: see our thank-you email templates.
