Spencer Lanoue
So, you've submitted your job application or proposal, and now comes the waiting game. But wait, there's a follow-up email to be sent! Crafting this email is often a step people miss. Yet, it can make a huge difference. Today, we'll cover how to write a follow-up email after an application, making sure you leave a lasting impression. From timing to tone, let's dig into the details that can help you stand out.
Why Follow-Up Emails Matter
Before we dive into the nuts and bolts of writing a follow-up email, let's talk about why it's worth the effort. A follow-up email isn't just a polite nod. It's your chance to reiterate your interest and remind the recipient of who you are. It's like that friendly wave you give at a party to someone you want to chat with again. A well-crafted follow-up can convey professionalism and keep your name fresh in their minds.
Imagine you've applied for a job. The employer might have received hundreds of applications. Your email can serve as a gentle nudge, prompting them to take another look at your application. Plus, it shows initiative and enthusiasm, qualities employers value highly.
When to Send Your Follow-Up Email
Timing is everything, isn't it? Sending a follow-up email too soon might make you seem impatient. Waiting too long could make them forget you altogether. So, when's the sweet spot?
Generally, it's a good idea to wait about one to two weeks after submitting your application before sending a follow-up email. This gives the recipient enough time to review applications without feeling rushed. If you're following up on a proposal, the timeline might vary slightly based on the industry norms.
Here's a simple guideline:
- Job Applications: Wait about 7-10 days.
- Proposals: Consider following up after a week unless specified otherwise.
But remember, these are just guidelines. If the job posting or proposal request mentioned a specific timeline for responses, adjust accordingly. Always be respectful of their process.
Crafting the Perfect Subject Line
Your subject line is your first impression. It's like the cover of a book. If it doesn't grab attention, it might be overlooked. Keep it concise, clear, and relevant. Here are a few examples to get you started:
- "Following Up on [Job Title] Application"
- "Checking In: [Your Name] - [Position] Application"
- "Next Steps for [Proposal Title]"
Notice how these subject lines are straightforward? They immediately tell the recipient what the email is about. Avoid overly creative or vague subject lines, as they might end up in the spam folder or be ignored altogether.
The Greeting: Setting the Tone
You've got their attention with your subject line, but now you need to keep it. Start your email with a warm, professional greeting. If you know the name of the person you're addressing, use it. It adds a personal touch and shows you've done your homework. If you don't know their name, a simple "Dear Hiring Manager" or "Hello [Company Name] Team" works just fine.
Here's an example:
Dear [Recipient's Name],
I hope this message finds you well.
Short, sweet, and to the point. You're setting a positive tone without being overly formal.
The Body: Reiterate Your Interest
Now, onto the meaty part of your email—the body. This is where you remind them of who you are and why you're interested in the opportunity. Start by briefly mentioning the position or proposal you're following up on. Then, express your continued enthusiasm for the role or project.
Here's a sample:
I recently submitted my application for the [Job Title] position on [Date]. I'm genuinely excited about the opportunity to join [Company Name] and contribute to your team with my skills in [Your Skills/Expertise]. I believe my background in [Your Field/Industry] aligns well with the goals of your organization.
This section should be concise yet impactful. You're reminding them of your application and showcasing your enthusiasm in just a few sentences.
Highlighting Your Unique Qualities
You've reiterated your interest, but now's the time to remind them why you're the right fit. Highlight any specific skills, experiences, or achievements that make you stand out. This isn't the place to copy-paste your resume. Instead, focus on one or two unique points.
For example:
With over five years of experience in [Industry], I have successfully led projects that increased [Company Name]'s efficiency by 20%. My proficiency in [Specific Skill] sets me apart as an ideal candidate for this role.
Be specific and back up your claims with evidence. This not only reinforces your qualifications but also makes your email memorable.
Polite Request for an Update
You've made your case, and now it's time to politely ask for an update. This part of the email is crucial. You're showing interest but not desperation. A simple, respectful request goes a long way.
Here's how you might phrase it:
Could you please provide an update on the status of my application? I am eager to learn more about the next steps and how I might contribute to your team.
You're asking for information while maintaining a professional demeanor. It's a fine balance, but it's achievable with the right tone.
Closing Your Email Professionally
Just like with any good story, a strong conclusion is key. Wrap up your email with a closing that leaves a positive impression. Thank the recipient for their time and consideration, and express your eagerness to hear back.
Here's a closing example:
Thank you for considering my application. I look forward to the possibility of discussing this exciting opportunity with you. Please let me know if there's any additional information I can provide.
Best regards,
[Your Name]
Notice how this closing is courteous and confident? It's a great way to end your email on a high note.
Proofreading: The Essential Final Step
You've written your email, but hold on. Don't hit send just yet! Proofreading is a crucial step in the process. An email riddled with typos or grammatical errors can undermine all your hard work. Take a moment to read through your email carefully, checking for any mistakes.
Consider these tips:
- Read your email aloud. It can help catch awkward phrasing or errors you might miss otherwise.
- Use spell-check tools, but don't rely solely on them. They might miss context-specific errors.
- Ask a friend or colleague to review your email. A fresh set of eyes can catch mistakes you might overlook.
Remember, your email represents you. A polished, error-free message demonstrates attention to detail and professionalism.
Using Spell for Crafting Follow-Up Emails
Feeling overwhelmed by the process of writing a follow-up email? You're not alone. That's where Spell can lend a hand. Spell is an AI document editor designed to take the stress out of writing tasks like this one.
With Spell, you can:
- Create drafts quickly: Just describe what you want to say, and Spell generates a high-quality draft for you.
- Edit effortlessly: Highlight text and ask Spell to make changes. No need to toggle between different tools.
- Collaborate with ease: Share your document with others and edit in real-time, just like you would in Google Docs, but with AI assistance built in.
It's like having a writing assistant right at your fingertips, helping you craft that perfect follow-up email without the hassle.
Example: Putting It All Together
Sometimes, seeing all the pieces come together can be incredibly helpful. Here's a complete follow-up email example to illustrate the points we've discussed:
Subject: Following Up on Marketing Manager Application
Dear Ms. Smith,
I hope this message finds you well. I recently submitted my application for the Marketing Manager position at XYZ Corp on March 10th. I'm genuinely excited about the opportunity to join your team and leverage my skills in digital marketing to drive impactful campaigns.
With over seven years of experience in the industry, I've successfully implemented strategies that increased brand engagement by 30% at my previous company. My proficiency in SEO and content creation makes me an ideal candidate for this role.
Could you please provide an update on the status of my application? I am eager to learn more about the next steps and how I might contribute to XYZ Corp.
Thank you for considering my application. I look forward to the possibility of discussing this exciting opportunity with you. Please let me know if there's any additional information I can provide.
Best regards,
John Doe
This example pulls everything together—from the engaging subject line to the professional closing. Use it as a template to guide your own follow-up emails.
Common Mistakes to Avoid
Even the best of us make mistakes, but when it comes to follow-up emails, some pitfalls are worth avoiding. Here are a few common mistakes to steer clear of:
- Being too pushy: While it's important to express interest, being overly aggressive can backfire. Avoid phrases like "I expect to hear back soon" or anything that sounds demanding.
- Writing a novel: Keep your email concise. A lengthy message might lose the reader's attention, so stick to the essentials.
- Forgetting to proofread: As mentioned earlier, typos and grammatical errors can undermine your professionalism.
- Sending multiple follow-ups: If you don't hear back after your first follow-up, it's okay to send one more after a reasonable amount of time. But avoid bombarding them with emails.
By steering clear of these common errors, you'll ensure your follow-up email is both effective and professional.
Tailoring Follow-Up Emails for Different Situations
Not all follow-up emails are created equal. The context of your follow-up can influence its tone and content. Let's explore a few scenarios:
Job Applications
As we've detailed, job application follow-ups should be professional and focused on your interest in the position. Highlight relevant skills and express enthusiasm for the role.
Client Proposals
When following up on a proposal, emphasize your eagerness to work with the client and how your solution addresses their needs. Offer to answer any questions they might have.
Subject: Next Steps for Web Design Proposal
Hello [Client's Name],
I hope you're doing well. I wanted to follow up on the web design proposal I submitted on March 5th. I'm excited about the opportunity to collaborate with your team and create a website that enhances your brand's online presence.
If you have any questions or need further information, please feel free to reach out. I'm happy to provide any additional details.
Thank you for considering my proposal. I look forward to the possibility of working together.
Best regards,
Jane Smith
Networking Connections
If you're reaching out to a new contact after a networking event, keep it light and friendly. Remind them of where you met and express your interest in staying in touch.
Subject: Great Meeting You at the Marketing Conference
Hi [Contact's Name],
I hope this email finds you well. It was a pleasure meeting you at the marketing conference last week. I enjoyed our conversation about digital marketing trends and would love to stay in touch.
Please let me know if you'd like to grab a coffee sometime. I'd love to learn more about your work at [Company Name].
Best,
Tom Johnson
Tailoring your follow-up emails to the specific situation shows attention to detail and consideration for the recipient's context.
Final Thoughts
Writing a follow-up email after an application isn't just an extra step. It's a valuable opportunity to reinforce your interest and professionalism. By following the guidelines we've discussed—from timing to tone—you'll be well on your way to crafting an effective follow-up. And if you're finding it a bit overwhelming, remember that Spell can make this task easier, helping you write and refine your emails in no time. Happy emailing!
