With today’s job markets being competitive, having a great resume and expanding the interview process is very important, but mastering the follow-up emails for the recruitment application can also affect the chances of landing the role you want.
Whether you reach out to recruiters via cold email or sending your first follow-up email after a job interview, you may have a hard time figuring out what to say. Or maybe you tend to skip follow-ups or forget to send those emails completely. As someone who has done quite a few jobs at home or freelance work over the past decade, I have sent a ton of follow-up emails and learned some best practices through trial and error.
In this post, we will explain exactly when and how to send follow-up emails for important steps in job search. We also share useful follow-up email templates, email examples (including email subject lines), and call-of-action (CTA) options that you can use to get a positive response.
Why follow-up emails are important
Sending a follow-up email is more than just a great job search etiquette. It’s a way to express your professionalism and gratitude while gently tweaking your next step. A timely, polite follow-up email is especially useful when you are looking for work from home. Because you want to maintain your mind and make sure your skills and experience stand out in your employment manager.
Working from home often means that you don’t have the luxury of meeting other workers or managers in person, and you don’t have the luxury of forming such connections or observing much of your body language. Sending a follow-up email can also help you demonstrate your communication skills, especially if the role you are applying to requires strong written communication.
Additionally, this outreach will help you share additional information or related resources that may have been mentioned in the initial interview.
A general rule of thumb is always to personalize your follow-up emails. It’s important to use the recipient’s name, refer to the company name or discussion topic, and tailor the content to your own experience.
Follow-up email best practices
Here are some golden rules to keep follow-up emails in mind before categorizing a particular scenario:
- In a timely manner: If you haven’t heard anything, aim to submit a follow-up within 24-48 hours of the interview, or about a week after applying.
- Keep it simple: Sometimes I struggle too much oversharing, so hiring managers are busy so try to stick to some short paragraphs.
- Use a professional tone: Write it clearly and avoid overly casual language. Proofreading grammar and spelling.
- Personalize your email: We will refer to specific details from interactions to demonstrate our ability to pay attention to important details and true interests.
- Thank you: Whether it’s for reviewing your application or meeting you, always include appreciation to express your appreciation for their time and the opportunity to apply or interview.
Follow up after submitting your application
Once you submit your application, you can send a follow-up email to view your initiative and see that you are very interested in the position. If you have not heard a reply about the role you applied within 5-7 business days, we recommend submitting a follow-up to the recruitment application to inquire about the application status.
How to write an email
- Start by addressing your employment manager (or HR contact) by name. If your name is not listed, take a little time to research online.
- Please mention the position you applied to and when you submitted your application.
- Carefully ask if more information or documentation is required to support the application.
Here is the sample email template:
Subject: (location name) Follow up the application
Dear (the name of the employment manager),
I hope you’re doing well this week. I recently submitted an application for (date) (position) role and wanted to follow up to make sure you received it.
I am very excited about the opportunity to contribute to (the company name) especially with experience (specific skills/fields). Please feel free to contact us if you have any additional information that we can provide or if you would like more materials.
Thank you for your time and consideration. I look forward to the potential to contribute to your team.
thank you,
(Your full name)
Follow-up after the initial interview on a phone or video
Let’s take a look at the following example follow-up email: Your first interview is to review your qualifications as much as leaving a lasting impression. Follow up after the initial interview to strengthen your interest and avoid getting lost in the shuffle.
How to write an email
- Timeliness is important here, so please send this follow-up email within 24-48 hours of your job interview.
- Browse specific moments and topics from interviews that resonate with you to show that you are present and involved.
- Also, while linking it to the discussion, reminding you that you received your enthusiasm for the role and the company.
Here is the sample email template:
Subject: Thank you for the interview opportunity
Dear (the interviewer’s name),
Thank you for taking the time to talk to me about the role (position name) (in the company name). I really enjoyed learning more (for example, specific topics that describe team innovative projects, etc.).
Our conversation reinforced my excitement about opportunities to contribute to my skills (a certain strength). I am particularly keen on bringing (the specific skills or value you bring) to your team.
Thank you for this opportunity. Please do not hesitate to contact me if you require any additional information.
thank you,
(Your full name)
Follow-up after evaluation or assignment
Some companies include valuations or assignments as part of the hiring process, allowing them to demonstrate their skill set. Follow-up after submitting your work also shows professionalism and acts as a gentle reminder of interest. Furthermore, it is very important to submit follow-ups at this stage. Because I’ve already had some discussions with the recruiter and started building a relationship.
How to write an email
- Include a brief appreciation note about the opportunity to complete your assignment.
- We provide a brief explanation of what you’ve learned from your approach and tasks.
- Discuss further about your work or present options to answer questions they may have.
Here is the sample email template:
Subject: Follow-up after submitting your assessment
Dear (the name of the employment manager),
I wanted to thank you for the opportunity to complete the role assignment (position name) (in the name of the company). I submit work (for example, how to submit via email or via portal) and hope it meets your expectations.
Once you complete this task, you can now leverage your strengths, especially in (specific skills).
If you have any questions about my work, please feel free to contact us. I look forward to hearing your feedback!
thank you,
(Your full name)
Follow up when you receive an offer
While it may seem like there’s no need to follow up after receiving your offer, expressing gratitude can help solidify your significant relationship with your future employer.
How to write an email
- Start by thanking the employment manager for the offer.
- Repeat your interest and enthusiasm for joining a team.
- Ask clear questions about the offer if necessary.
Here is the sample email template:
Subject: I’m excited to participate (company name)!
Dear (the name of the employment manager),
Thank you for providing the role (position name) in (company name). I am excited about the opportunity to join and contribute to your team (a specific company goal or initiative).
If you have specific details, feel free to share if you need to confirm or complete it before the start date. I look forward to starting (starting date) and am eager to run to the ground.
Thank you for this incredible opportunity.
thank you,
(Your full name)
Follow-up after networking or information interview
Networking and information interviews are powerful tools for professional development. You will never know who, who is who, how you can promote your career and open the door to new opportunities.
It is essential to follow up with the person you spoke to after a networking or information interview. This not only shows your appreciation for their time and insights, but also helps you stay connected with future opportunities.
How to write an email
- We will send you a thank you email within 24-48 hours of a networking event or information interview.
- Keep your email simple by expressing your appreciation for their time and insights
- Show your interest in building positive relationships and provide useful resources and recommendations.
This is a sample email template
Subject: Thank you for your time and insights
Dear (name),
I would like to express my sincere gratitude to have taken the time to meet me yesterday. Our conversation about (the specific topic discussed) was invaluable and insightful.
I especially appreciate your insights (share certain details or advice). It gave me a lot to think about, and I am already considering whether I can apply this knowledge to my future efforts.
The (industry/profession) expertise and experience was truly impressive and I am grateful for the opportunity to learn from you. Your willingness to share your knowledge and insights is greatly appreciated.
Please know I will continue to keep you updated on my progress and developments related to our conversation. Your guidance and support means a lot to me and I am committed to implementing your advice to achieve my goals.
thank you,
(Your full name)
Common mistakes to avoid
As I said earlier, I have shared email follow-up mistakes in the past, but learning from other people’s mistakes is often helpful. Even the most intentional follow-up emails can miss the mark. So there are some tips on how to avoid these pitfalls and ensure follow-up.
- Too strong: I have struggled with sending follow-up emails consistently (or none) in the past, but others have the opposite problem and sometimes send too many emails or push hard. Respect your employment manager’s time and do not send multiple emails to ask for updates.
- Waiting for too long: Do not follow up for more than 48 hours after an important milestone. Timing is extremely important. So you can also draft a follow-up email immediately after the interview and schedule it to be sent the next day.
- Common language usage: Avoid stock phrases and templates that are not tailored to your recipient. (The templates shared above are just starting points, so definitely customize them and make them yours.)
- Skip the calibration: Spelling and grammar mistakes can undermine your professionalism. Run your email using a proofreading tool like Grammarly and read out loud to make sure everything looks good and is error-free.
- Not showing gratitude: Always include a sincere “thank you.” Appreciation leaves a lasting impression.
Please email us with a follow-up summary
A well-thought follow-up email can make a big difference in your job hunt and increase your chances of landing an offer. By sending a thoughtful and timely message, you stand out as professional and enthusiastic about the role. Keep your email personalized, concise, and always express gratitude.
