Following up on a job application is an essential step in the hiring process. It shows you’re genuinely interested, reinforces your relevant skills, and can help set you apart from other candidates. Done the right way, a follow up email builds a positive impression with potential employers and keeps your name top of mind with the person responsible for hiring.
Why Following Up Matters
Following up on a job application increases your chances of getting noticed. It shows initiative, confirms your interest, and keeps your application fresh in the hiring manager’s mind.
In competitive markets, hiring managers can receive over 250 applications per job posting. A clear and polite follow up message reminds them of your qualifications and sets you apart from candidates who don’t follow up.
Fact: According to CareerBuilder, 22% of hiring managers are less likely to consider a candidate who doesn’t follow up.
Use this step to:
- Confirm your continued interest
- Mention your job title
- Show how you can contribute effectively to the company
When to Follow Up on a Job Application
Wait one to two weeks before sending a follow-up email. If someone referred you or the posting has an urgent timeline, follow up within 5–7 days.
Ideal follow-up timing:
- Referral: 5–7 days after applying
- General applications: 10–14 days
- After interviews: 2–3 business days
Tip: Avoid Mondays and Friday afternoons; mid-week mornings are best for higher open rates.
Key Points:
- Check the job posting for instructions
- Avoid following up too early
- Respect the company’s decision-making process
How to Find the Right Contact Person
Find the hiring manager’s details before you send your follow-up. Personalizing your message with the hiring manager’s name increases the chance of a response.
Ways to find the right person:
- Check the company website
- Use LinkedIn to identify titles like “Recruiter,” “HR Manager,” or “Talent Acquisition”
- Ask a mutual connection in your network
If you still can’t find a contact:
- Send your email to a general careers or HR email address
- Use “Dear Hiring Manager” as a polite fallback
Avoid:
- Guessing a name or using “To Whom It May Concern”
- Addressing the wrong person (double-check the contact details)
What to Say in Your Follow-Up Email
Your follow-up email should be short, specific, and respectful. Keep it to 4–6 sentences. Focus on your continued interest, briefly reiterate a specific skill, and reference the position title.
Follow-up email structure:
- Subject line: “Follow-Up on [Job Title] Application – [Your Full Name]”
- Greeting: “Dear [Hiring Manager’s Name]”
- First sentence: Mention the job title and company name
- Second sentence: Express continued interest in the specific job
- Third sentence: Briefly highlight one specific aspect of your experience
- Final sentence: Offer to provide additional information, attach your resume again
Example:
Subject line: Follow-Up on Marketing Coordinator Application – Jamie Lee
Dear Hiring Manager,
I recently applied for the Marketing Coordinator position at GreenTech and wanted to express my continued interest. My experience leading a specific project to improve web traffic aligns well with your job description. I’ve reattached my resume and would appreciate any update on the hiring timeline.
Best regards,
Jamie Lee
Tip: Always proofread to avoid grammatical errors or typos that can hurt your good impression.
Follow-Up by Phone: When and How
Use a phone call to follow up only if the job posting provides a number or encourages phone contact. Otherwise, email is the better choice.
If calling:
- Keep the message under 30 seconds
- Be polite to receptionists or gatekeepers
- Leave a clear voicemail if needed
Sample voicemail:
“Hi, this is Jordan Chen. I recently applied for the Sales Associate role and wanted to confirm my application was received. I’m very interested and would appreciate any updates. My number is 555-123-4567. Thank you.”
Tip: Never call multiple times in one day. One professional way to follow up is enough.
How Many Times Should You Follow Up?
Send a maximum of two follow-up messages unless the company responds. Send the first follow-up one to two weeks after applying. If there’s no response, a second follow-up can be sent 7–10 days later.
After two messages without a reply, move forward with your job search while keeping the door open for future communication.
Follow-up frequency guide:
| Follow-Up | Timing | Message Goal |
|---|---|---|
| 1st | 7–14 days | Confirm receipt and show interest |
| 2nd | 7–10 days after first | Politely restate interest and ask for update |
Tip: Keep a simple spreadsheet or tracker to log your application process and follow-up dates.
What to Do If You Don’t Hear Back
If there’s no response after two follow-ups, move on respectfully. Keep applying to other jobs, continue networking, and stay positive.
Ways to continue your job search:
- Apply to other similar roles at the company name
- Reach out to new connections on LinkedIn
- Request feedback only if appropriate
Tip: Hiring timelines vary. The interview process can take 2–6 weeks depending on the role and company scheduling interviews.
How to Follow Up on a Job Application: Summary Table
| Step | Details | Tips & Best Practices |
|---|---|---|
| Find the right contact | Identify the recruiter or hiring manager via the company website, LinkedIn, or your network | Personalize your message by addressing the correct person |
| Choose communication method | Prefer email unless otherwise specified; avoid unscheduled phone calls or in-person visits | Email is professional and allows the recipient to respond promptly |
| Time your follow-up | Wait 1-2 weeks after applying before following up | If referred by someone, follow up within a week |
| Write your follow-up email | Keep it brief and professional; confirm your interest and reiterate key qualifications | Use a clear subject line, thank the recipient, and proofread |
| Use connections | If you know someone at the company, ask them to check on your application or introduce you | Can help your application stand out |
| Respect instructions | Check if the job posting asks you NOT to follow up | Ignoring this can hurt your chances |
| Be persistent but polite | It’s acceptable to follow up twice if you don’t get a response | Always remain courteous and thank the recipient for their time |
Unique FAQs (and Answers) About Following Up on Job Applications
What should I do if the job posting says “no calls or emails,” but I have a referral inside the company?
Respect the posting’s instruction, but ask your referral to follow up internally. This keeps your approach professional and aligned with company policy.
How can I follow up if I applied through a company’s online portal with no contact information available?
Search LinkedIn for roles like “HR Manager” or “Talent Acquisition” at the company name. If no one is listed, send a general inquiry to the HR or careers inbox listed on the company website.
What should I do if I receive an automated rejection but believe I’m a strong fit for the role?
Send a brief email to the hiring manager explaining your continued interest. Highlight one specific skill that matches the job description, and ask to be reconsidered or kept in mind for future openings.
Is it appropriate to follow up on a job application if I am also waiting for a response from another employer with a deadline?
Yes. Let the hiring manager know you are managing a deadline with another employer and would appreciate an update on their hiring timeline. Be clear and polite to maintain a good impression.
Final Thoughts
Following up on a job application is a professional way to express your continued interest and increase your visibility. By being timely, polite, and focused, you improve your chances of moving forward in the hiring process. Use every interaction—from your follow up email to your phone call—to reinforce your relevant skills, make a positive impression, and stay top of mind with the decision maker.
Always personalize your message, respect the process, and be patient. Persistence paired with professionalism can help land your dream job.
