How to Follow Up Email to a Job Application: A Complete Guide

We’ve all been there. You find the perfect job, polish your resume until it shines, and craft a compelling cover letter. You hit “submit” and feel a rush of hope. Then… silence.

The waiting game is the hardest part of any job search. You’re left wondering, “Did they get my application? Did they read it? Am I still in the running?” This is where the follow up email to a job application becomes your most powerful tool.

Many candidates hesitate, worried they’ll seem pushy or annoying. But here’s the truth: a strategic, professional follow-up does the opposite. It shows you’re proactive, organized, and genuinely interested in the role. It can be the very thing that brings your application from the “maybe” pile to the “must-interview” list.

This guide will walk you through exactly when to send your follow up email to a job application, what to say, and how to stay professional, complete with templates you can use today.

 

When to Send Your Follow Up Email to a Job Application

Timing is everything. Send your follow up too soon, and you risk looking impatient. Wait too long, and they might have already moved on. Your timing depends on what stage of the process you’re in.

Scenario 1: After Submitting an Application (No Response)
This is the most common “black hole” scenario. You’ve applied online but haven’t received anything back, not even an automated confirmation.

• Rule of Thumb: Wait at least one week after the application closing date. If there was no closing date listed, wait two weeks from the day you applied.
• Why this timeframe? Hiring managers and recruiters are often flooded with applications. It takes time to sift through them. Sending your follow up email to a job application before this window is unlikely to be helpful, as they simply haven’t had time to review your materials properly.

Scenario 2: Immediately After a Phone Screen or Interview
This is non-negotiable. You should always send a thank-you note within 24 hours of any interview (phone, video, or in-person). This isn’t technically a “follow up email to a job application” but rather a post-interview “thank you,” which serves a similar strategic purpose.

• Why so quickly? This isn’t just about manners. It reinforces your professionalism, shows your appreciation for their time, and gives you one last chance to reiterate your enthusiasm for the role.
• Pro Tip: In your thank-you note, reference a specific, positive part of your conversation. This makes your note memorable and personal. For example, “I particularly enjoyed our discussion about the new market expansion strategy.”

Scenario 3: After an Interview (When Their Deadline Has Passed)
At the end of your interview, you should always ask, “What are the next steps, and what’s your timeline for making a decision?”

• Rule of Thumb: If they said, “We’ll be in touch by the end of next week,” wait until the following Monday or Tuesday to follow up.
• Why? Things often get delayed. Giving them a small buffer of one or two business days is a professional courtesy. Your follow-up then becomes a helpful reminder, not an impatient demand.

How to Write the Perfect Follow Up Email to a Job Application (and Who to Send It To)

Your follow up email to a job application should be concise, professional, and positive. Your goal is to be a helpful reminder, not a demanding applicant.

Who to Contact:

• For an application: Address it to the hiring manager if their name was on the job posting. If not, sending it to the general HR or “careers” email address is fine.
• After an interview: Send a separate, personalized thank-you email to every single person you spoke with. If you were communicating primarily with a recruiter, it’s fine to send your “checking in” email directly to them.

The Core Ingredients:

• A Clear Subject Line: Don’t be vague.
• A Polite Opening: Acknowledge their busy schedule.
• The Context: Briefly remind them who you are and what role you applied for.
• The “Value Add”: Reiterate your enthusiasm and (if possible) briefly mention your key qualification.
• A Clear Call-to-Action: Ask for an update on the timeline.
• A Professional Close: Thank them for their time.

Follow Up Email to a Job Application Templates You Can Steal

Use these templates as a starting point. Always customize them to fit the specific role and your personality.

Template 1: The First Follow Up Email to a Job Application (No Response)
This email is concise and simply aims to confirm your application was received and bring your name to their attention.

Subject: Follow Up Email to a Job Application: [Job Title] – [Your Name]

Dear [Mr./Ms./Mx. Last Name or “Hiring Manager”],

I hope this email finds you well.

I submitted my application for the [Job Title] position via [Platform, e.g., LinkedIn/your company website] on [Date].

I’m writing to politely confirm that my application was received. I am very enthusiastic about this opportunity and believe my [mention 1-2 key skills or experiences, e.g., “5 years of experience in B2B tech sales”] would make me a great fit for your team.

Of course, a strong application starts with a strong resume. I spent time ensuring mine was tailored to the role, as I know how important it is to make your resume stand out in the tech industry.

Could you please let me know if you need any additional information from me? I look forward to hearing about the next steps.

Thank you for your time and consideration.

Best regards,

[Your Name] [Your Phone Number] [Link to your LinkedIn Profile]

 

Template 2: The Immediate Post-Interview Thank You (Within 24 Hours)
This email is all about gratitude and reinforcing the connection you made during the interview.

Subject: Thank You – Interview for [Job Title]

Dear [Interviewer’s Name],

Thank you so much for taking the time to speak with me today about the [Job Title] position. I truly enjoyed our conversation and learning more about the role, the team, and [mention something specific you discussed, e.g., “Salient Group’s approach to client relationships”].

Our discussion about [mention another specific point, e.g., “the challenges of the current SaaS market”] confirmed my excitement for this role. My experience in [mention relevant skill] aligns perfectly, and I am confident I could help your team achieve [mention a company goal].

After our talk, I’m even more enthusiastic about the possibility of joining your team.

I look forward to hearing from you soon.

Best regards,

[Your Name]

 

Template 3: Following Up After an Interview (When You Haven’t Heard Back)
This email is polite, professional, and directly references the timeline they gave you.

Subject: Following Up: [Job Title] Interview

Dear [Hiring Manager or Recruiter’s Name],

I hope you are having a productive week.

I wanted to send a quick follow-up regarding the [Job Title] position I interviewed for on [Date of interview]. When we last spoke, you mentioned that a decision would likely be made around [Date or Timeframe they gave, e.g., “the end of last week”].

I am still very interested in the role and enthusiastic about the potential of joining your team.

Could you please provide a brief update on the hiring timeline when you have a moment? I’m happy to provide any further information if needed.

Thank you again for your time and consideration.

Best regards,

[Your Name]

 

A note on interview preparation: Your follow-up is strongest when it comes after a great interview. If you’re in the tech or sales space, make sure you’re prepared. Reviewing SaaS sales interview tips can make all the difference in that crucial conversation.

 

What If You Still Don’t Get a Response?

This is the most frustrating part of the job hunt. You’ve sent your application and a polite follow up email to a job application, and you’re still met with silence.

Unfortunately, “ghosting” has become increasingly common. It’s unprofessional, but it happens. This is where you have to balance persistence with professionalism.

• How many follow-ups are acceptable? For an application, one follow-up is usually enough. For an interview, you can send your thank-you note and one “checking in” email. If you still hear nothing, it’s time to move on. Sending a third or fourth email can come across as pestering and may hurt your reputation with the company.
• What if it’s a recruiter? The relationship with a recruiter is slightly different, as they are a long-term career contact. However, the same rules of professionalism apply. If you’re wondering what to do when a recruiter ghosts you, the best advice is to send one final, polite email to “close the loop” and then focus your energy elsewhere.
• External Perspective: As this article from Harvard Business Review notes, the goal is “gentle persistence,” not annoyance. Acknowledge they are busy and keep your message focused on your value.

Dos and Don’ts for Your Follow Up Email to a Job Application

Do…

1. Be polite and professional. Your tone is everything.
2. Proofread your email. Typos look unprofessional.
3. Keep it concise. They are busy. Get to the point quickly.
4. Reiterate your enthusiasm. Show you still want the job.
5. Add value. Remind them why you’re a great candidate.

Don’t…

1. Sound demanding or frustrated. Never write “You haven’t replied to me.”
2. Email too frequently. Give them time to respond (at least 3-5 business days).
3. Use a generic, copied-and-pasted email. Personalize it every time.
4. Try to be “cute” or “funny.” Stick to a professional tone.
5. Apologize for “bothering them.” Be confident, not sorry.

Conclusion: Take Control of Your Job Search

Waiting for a response can make you feel powerless. Sending a strategic follow up email to a job application puts the control back in your hands. It’s a simple, professional act that shows you are a candidate who takes initiative, exactly the kind of person companies want to hire.

By being polite, professional, and persistent, you remind the hiring manager of your value and significantly increase your chances of moving forward.

Ready to find your next great role? Explore our latest job opportunities or get more career advice from our Candidate Hub.