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

Careerflow Team

Cracking FAANG interviews is a challenging task. From resume writing to mock interviews, sending thank you emails, and following up the right way, everything you do through the hiring process determines how you set yourself up for success. But you may have interviewed over multiple rounds for a position and not have heard back from the recruiter/hiring manager on the next steps. Should you follow up with them, or should you wait?

It isn't very uncommon for this to happen. Top tech companies receive hundreds of applications for each role and interview tens of candidates before rolling out offers. It may take a while before you hear back on your application or interview status.

But if it has been more than a couple of days since you interviewed and you haven't heard back, sending a follow-up email is the right thing to do to show that you are interested in the position.

In this blog, we'll share tips to keep in mind when following up on a job application and sample templates to make the task easier for you!

Let's get started!

Research shows that 51% of hiring professionals view follow-ups as a positive sign when hiring a candidate.

Tips To Keep In Mind When Following Up

1) Don't follow up too soon.

As a job seeker, you might be eager to find out your application's status or whether you got selected after an interview. But it is essential to keep in mind that companies receive a lot of applications and may need time to get back to you.

Typically, it is best to wait for around five business days before following up with your recruiter after an interview. If you are following up on a job application, read the posting. If it has information about the closing date of the application, you may choose to follow up a week or two after the application window has closed. This will allow your recruiters or hiring managers enough time to review your application and provide you with a substantial response.

2) Be professional and time it right.

Ensure your email or phone call does not come across as too casual. Use professional language and do not ask about the application's status again once the company has made it clear they need more time or are taking their time to reply to you. Being respectful of their time is essential to come across as a better professional.

Timing your email or phone call to follow up on your job application or interview status can make a significant difference when you hear back from them. Mondays and Fridays are generally busy working days. Likely chances your email may get lost, or your phone may go unanswered if you follow up on these days. Instead, time your follow-ups between Tuesday to Thursday to ensure they notice it and send you a response soon.

3) Show your interest in the company.

Make it clear through your follow-up that you're genuinely interested in the company.

If this is a follow-up for a job application, focus on highlighting the skills you bring to the table and how you can contribute to the team or company in helping them achieve their goals.

If you're following up after an interview, highlight what you learned from the conversation and why you think working for the company would be the best choice.

Showing genuine interest consistently can be a game changer.

Also Read: How to Negotiate Salary Offer

Tools You Can Use To Follow Up

There are a lot of tools that you can use to set followup reminders.

When you are applying to multiple jobs and interviewing with several companies, keeping track of who has replied and not, and who you need to follow up with can be challenging.

Here are a few tools you can use to set your follow-up reminders:

  1. Gmail “Send Later” feature - Compose an email over Gmail, click on the down arrow next to the send button, and choose Schedule Send. This will allow you to pick a date and time when you want to send the message.
  2. Google Calendar Reminders - You can also pick a date and time and schedule a reminder on Google Calendar. When you receive the notification, take a few minutes out of your schedule and send the email.
  3. FAANGPath’s Job Applications Dashboard - If you are tracking all your applications in one place using our Job Applications Dashboard, you can add the dates you’d like to follow up on your application/interview on the tracker.
  4. Microsoft Outlook Follow Up Reminders - Microsoft Outlook is a great tool to manage your emails. It provides a feature to flag emails where you may need to follow up again if the information has not been received. Once you flag an email, you will see a red flag next to it, and it will also appear on your tasks page on the to-do list.
  5. Several to-do list apps - If you are someone who maintains to-do lists using applications like Google TasksBoard or Microsoft To-Do, you can add a task for the specific date and time to your list, and it will remind you to follow up.

Follow-Up Dos and Don'ts

Here are a few follow up dos and don'ts to keep in mind when following up.

Do: Be polite and have a clear call to action. Specify clearly what information you want from them, and share any additional details you think will help them make a better decision.

Do: Show your interest in the role and company. The tone of your email here would play a crucial role. Ensure every reminder suggests you are excited to join them and that it isn’t just one of the companies you have interviewed for.

Do: Be patient. Sometimes it may take multiple follow-ups over several weeks, but if it is a company you really want to work for, don’t give up. Gentle reminders will definitely get you some response, even if it is negative.

Don’t: Be impatient and send multiple reminders over a short period of time. It is important to be respectful of their time and give them the space to get back to you with a thoughtful response. Nobody likes pushy reminders.

Don’t: Avoid sending follow-up reminders stating you have other better offers that you will accept if they don’t get back to you. You can share with them that you are interviewing with other companies as well, but resist giving ultimatums.

Don’t: Be disrespectful. Ensure all your emails sound professional and polite, no matter how many times you may have followed up.

Email or Phone - Which is the Better Medium To Follow Up?

Ideally, following up through a medium that is more convenient for you is a good idea.

However, following up over email would be better than over the phone.

When you call someone, chances are they are occupied with something and may not be in the right frame of mind to answer your question or provide you a final update on the status of your application. You may end up receiving vague or incomplete responses, or if you have called too many times, it may also turn into a no.

Following up over email is more effective since it allows the other person to take their time and respond to you. This way, your chances of receiving a thoughtful response are higher.

Sample Templates

Following Up After A Job Application: Email Template

Email Subject: Job Application - Follow Up - <Position Name>

Hi <Name>,

I hope you are doing well.

I recently applied to the <position title> position at <company name> two weeks ago. I wanted to check with you on the status of my application and the decision timeline.

I am excited at the prospect of working at <company name> and strongly believe that my previous experience working on <describe your skills> will equip me well to contribute to the company's goal of <describe skills from job description>.

Please let me know if I can provide any additional information to assess my application better. I look forward to hearing back positively.

Thanks and best regards,

<Your Name>

Following Up After A Job Application: Phone Call

Hello <recruiter name>. I am <your name>. I recently applied to the position of a <role name> at <company name> two weeks ago and wanted to follow up and find out about the status of my application. I strongly believe my skills from my previous experience would make me a good fit for this role, and I look forward to discussing this role with you. It would be helpful if you could share the status of my application or your decision timeline with me. Please feel free to contact me on <phone number> or <email address> for any additional information you may require. Thanks for your time.

Following Up After An Interview: Email Template

Email Subject: Interview Follow Up - <Position Name>

Hi <Name>,

I recently interviewed with <interviewer name> on <interview date> for the position of a <position name>. I wanted to check on your decision for the interview and about the next steps of the hiring process. Could you please let me know?

I am excited to join <company> and contribute to its <team name> team.

Please do let me know if you require any additional information from my end to make a better decision.

I look forward to hearing from you positively.

Thanks!

Best Regards,

<Your Name>

Following Up After An Interview: Phone Call

Hi <recruiter name>. I am <your name>. I recently interviewed with <interviewer names> for the position of <role name> at <company name> on <date>. I am calling to find out about the next steps in the process and any feedback you may have about my interview performance. I have had the chance to learn ABC about <company name> during the interview, and the information makes me even more confident that I'd be an excellent fit for this position. Could you please let me know? Please feel free to contact me on <phone number> or <email address> for any additional information you may require to make the decision. Thanks!

It is okay if you have already followed up with the company once but haven't heard back. Wait for a few more days, or follow up again after a week or two. You don't want to seem too pushy when following up, but also express your interest in the role during your follow-ups to stay on top of their mind.

Following up can be tricky, but not following up at all could cost you a brilliant opportunity!

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