Follow-up letter structure after submitting an application
- Jessica López
What to do after submitting an application
After submitting an application, it's normal to want to know where things stand. A follow-up is a professional way to express your interest and ensure your application isn't overlooked. The goal is to reinforce your enthusiasm for the position and demonstrate your proactive approach without coming across as impatient or desperate.
However, it's essential to tailor your follow-up based on cultural and industry-specific norms. For example, in some regions or industries, recruiters may appreciate a timely follow-up as a sign of professionalism, while in others, a more reserved approach may be preferred. The key is to strike a balance between showing interest and respecting the company’s pace of decision-making.
📌 When Should You Follow Up?
If you haven’t heard back after 10-14 days, a polite follow-up can often be helpful to check on the status. Timing is essential; try to wait until the application window has closed and at least 10 days have passed since you submitted your application.
Your follow-up should be framed as a courteous check-in, expressing appreciation for the opportunity and reaffirming your interest in the role. When done thoughtfully, it highlights your enthusiasm while respecting the recruiter’s process, ensuring you come across as motivated and professional; not overly eager or desperate.
Tips for crafting a follow-up message
Confirm the timing: As a general rule, wait about 10-14 days before reaching out unless the job listing specifies a different timeline.
Locate a contact person: If you don’t have a direct contact, try searching for the recruiter’s email address on LinkedIn, or use tools like Clearbit’s Gmail extension. Watch this video tutorial to see how to use Clearbit to locate emails based on job title and company.
Stay organized: Keep track of all the jobs you've applied to, including the date of application and any contacts you may have within the company.
Why it's important to follow up after submitting an application
Following up after submitting a job application is crucial for several reasons:
Stand out: A follow-up message helps you stand out as a proactive and courteous candidate.
Show interest: It demonstrates your continued interest in the position and the company.
Build relationships: It can open a line of communication and potentially build a relationship with the hiring manager.
Clarify your application: It gives you an opportunity to reiterate your enthusiasm for the role and highlight your suitability.
Guidelines on how to approach the message
Be professional: Maintain a courteous and respectful tone throughout your message.
Be concise: Keep your message brief and to the point.
Express gratitude: Show appreciation for the opportunity and the time they invested in your application.
Be specific: When inquiring about the status, be clear and specific about your interest in the role.
Show interest: Reiterate your enthusiasm for the position and the company.
Follow up timing: Follow up 7-10 days after submitting your application. This timeframe shows promptness and professionalism without seeming desperate.
Include a Call to Action (CTA): Encourage the recruiter to respond, such as asking for an update on your application status or expressing your interest in further discussion.
Avoid "Follow Up" in the subject line: Use more engaging subject lines like "Excited About the [Position Name] Opportunity" or "Interest in [Position Name] at [Company Name]".
Guidelines on what to avoid when following up
When following up, it’s essential to approach the situation with professionalism and a positive attitude. Avoid the following:
Being pushy: Don't demand an immediate response or pressure the recruiter.
Being negative: Maintain a positive tone and avoid expressing frustration.
Over-communicating: Avoid sending multiple follow-ups within a short period.
Explaining why you’re perfect: Focus on showing enthusiasm and fit, rather than aggressively selling yourself.
What to do if there’s no response
Not every follow-up will receive a reply. Even so, following up can often reassure you that your application was received, especially if you used a general or “no-reply” address for your submission. If you still don’t receive a response, consider it part of the process, and focus on moving forward with other opportunities.
7 steps to writing a follow-up message after submitting an application
Step | Description | |
|---|---|---|
| 1 | Salutation & friendly opening | Address the hiring manager or recruiter by name and start with a friendly greeting. |
| 2 | Mention your application | Briefly reference the position you applied for and when you submitted your application. |
| 3 | Express gratitude | Show appreciation for the opportunity and the time the company has taken to review your application. |
| 4 | Request an update | Politely inquire about the current status of your application. |
| 5 | Reaffirm interest | Reiterate your enthusiasm for the position and the company. |
| 6 | Offer additional information | Offer to provide any additional information or documentation if needed. |
| 7 | Friendly closing | End with a polite closing and your contact information. |
Cultural Sensitivity
Understanding and respecting cultural differences in communication is important, especially when applying for jobs in different regions. Here are a few tips to consider:
Acknowledge diversity: Be mindful that follow-up practices and communication styles can vary culturally.
Adapt the tone: Adjust the tone and style of your messages to align with cultural norms. If you’re applying to a company in another country, research their communication style. For example, some cultures prefer very direct communication, while others value a more nuanced approach.
Cultural awareness: Be aware of the cultural norms of the country where the company is based. For instance, in the United States, a more assertive approach might be appreciated, whereas in Japan, a more humble and reserved tone may be more appropriate.
Respectful communication: Ensure that your messages are respectful and considerate of different cultural practices and expectations. This means being polite and professional, and avoiding overly familiar/informal language unless you know it is acceptable.
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