How to Write an Email Following Up on a Job Application

Writing a follow-up email after submitting a job application can sometimes feel like walking a tightrope. You want to express your enthusiasm without seeming desperate, and you certainly don't want to annoy the hiring manager. So, how do you strike the right balance? Today, we'll break down everything you need to know to craft a follow-up email that feels just right, complete with practical tips and examples to guide you along the way.

The Perfect Timing for Your Follow-Up

Timing is everything, especially when it comes to following up on a job application. Sending your email too soon can come across as impatient. While waiting too long might give the impression that you're not particularly interested. So, when is the best time to hit that send button?

• Wait a Week: Generally, it's a good idea to wait about a week after sending your application before following up. This window gives the hiring team a reasonable amount of time to review applications and start scheduling interviews.
• Consider the Job Posting: If the job posting mentions a closing date for applications, wait until a week after that date to follow up. This ensures that you're not jumping the gun.
• Be Mindful of the Hiring Cycle: If you applied through a busy period, such as during the holidays or a company's end-of-year wrap-up, it might be worth giving it a little extra time.

Interestingly enough, sending your follow-up at the right time can show the employer that you're both patient and proactive. Qualities that are appreciated in any candidate.

Crafting a Crisp Subject Line

Think of your subject line as the hook that captures the hiring manager's attention. It should be clear, concise, and relevant to the job application. Here are a few examples to get you started:

• "Following Up on Application for [Job Title] - [Your Name]"
• "Application Follow-Up: [Job Title] - [Your Name]"
• "Checking In: Application for [Job Title]"

A good subject line is direct and helps the recipient quickly identify the purpose of the email. It's like the first impression of your message, so keep it sharp and to the point.

Opening with the Right Tone

Your email should start with a friendly yet professional greeting. Address the hiring manager by name if you can find it. If not, a simple "Dear Hiring Manager" will suffice. Here's an example:

Dear [Hiring Manager’s Name],

Starting with a personalized greeting shows that you've done a bit of homework and adds a personal touch to your message. It's a small detail that can make a big difference in setting the right tone from the get-go.

Expressing Genuine Enthusiasm

Now, onto the body of your email. This is where you express your interest in the role and remind them why you're a great fit. But remember, there's a fine line between enthusiasm and over-exuberance. Here's how you can strike that balance:

• Briefly Reintroduce Yourself: Mention your name and the position you applied for. For example, "I'm reaching out to express my continued interest in the [Job Title] position I applied for on [Date]."
• Highlight Your Interest: Share a sentence or two about why you're excited about the opportunity. Perhaps the company‚Äôs mission resonates with you, or you're eager to bring your skills to a new challenge.
• Keep It Concise: Remember, hiring managers are busy people. A brief paragraph is usually enough to convey your message.

Here's a sample paragraph for inspiration:

I wanted to reiterate my enthusiasm for the [Job Title] position at [Company Name]. I am particularly drawn to this role because [mention a specific reason related to the company or role]. I am eager to bring my skills in [your area of expertise] to your team.

Adding a Personal Touch

Adding a personal touch can make your email stand out. If you had any specific interactions with the hiring manager or learned something interesting about the company, mention it here. It shows attention to detail and genuine interest.

During our previous conversation, I was particularly intrigued by your team’s project on [specific project or initiative]. It aligns perfectly with my experience in [related experience].

This not only personalizes the email but also reinforces your fit for the role by tying it back to your experience.

Polishing Your Closing

The closing of your email should be polite and professional. You want to leave the door open for future communication without being pushy. Here are some tips:

• Express Gratitude: Thank the hiring manager for their time and consideration. A simple "Thank you for reviewing my application" can suffice.
• Invite Further Communication: Let them know you're available for any additional information they might need. For example, "Please feel free to reach out if you need any more information from my side."
• Sign Off Gracefully: Use a professional sign-off like "Best regards" or "Sincerely," followed by your full name.

Here's how a polished closing might look:

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 is anything else you need from me.

Best regards,
[Your Full Name]
[Your Contact Information]

Proofreading for Perfection

Before you send off your email, it's crucial to proofread for any typos, grammar mistakes, or awkward phrasing. A well-polished email reflects your attention to detail and professionalism.

• Read Your Email Aloud: This can help catch errors or awkward phrasing that you might miss when reading silently.
• Use Tools: Consider using tools like Grammarly or Hemingway to catch mistakes you might overlook.
• Ask for a Second Opinion: If you have a friend or colleague who can review your email, a fresh pair of eyes can be very helpful.

Interestingly, using an editor like Spell can streamline this process. With built-in AI, Spell can help you draft and refine your follow-up emails quickly, saving you time and ensuring your message is as polished as possible.

Leveraging Follow-Up Emails Effectively

Once you've crafted the perfect follow-up email, it's important to use it strategically. Here are some situations where a follow-up email can be particularly effective:

• After an Interview: Following up after an interview is a great way to reiterate your interest and thank the interviewer for their time.
• When You Have New Information: If you've gained new skills or experiences since your initial application, a follow-up email can highlight these and reinforce your qualifications.
• Checking In: If you haven't heard back after a reasonable period, a follow-up can serve as a gentle nudge to the hiring manager.

While each situation may call for a slightly different tone or content, the underlying principles of clarity, professionalism, and brevity remain the same.

Sample Follow-Up Email

To tie everything together, let's look at a sample follow-up email that incorporates all the elements we've discussed:

Subject: Following Up on Application for Marketing Manager - John Doe

Dear [Hiring Manager’s Name],

I hope this message finds you well. I'm writing to express my continued interest in the Marketing Manager position I applied for on [Date]. I am excited about the opportunity to contribute to [Company Name] and apply my skills in digital marketing to your team.

During our previous conversation, I was particularly intrigued by your team’s innovative approach to [specific project or initiative], and I am eager to bring my expertise in [related experience] to support your efforts.

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 is anything else you need from me.

Best regards,
John Doe
[Your Contact Information]

This email is clear, concise, and hits all the right notes without being overbearing.

What to Do If You Don't Hear Back

If you don't receive a response to your follow-up email, it's natural to feel a bit discouraged. However, it's important not to take it personally. Here's what you can do:

• Wait Patiently: Sometimes hiring processes take longer than expected. Give it a bit more time before deciding on your next step.
• Send a Second Follow-Up: If a few weeks have passed with no response, a second, even shorter follow-up might be appropriate. Keep it polite and express your continued interest.
• Continue Your Job Search: While waiting for a response, it's wise to keep applying to other positions. Diversifying your job search increases your chances of finding the right fit.

Remember, not hearing back doesn't reflect your worth or abilities. It could simply be that the timing wasn’t right or the position was filled internally.

Using AI to Help with Job Application Follow-Ups

Incorporating AI tools like Spell can significantly ease the process of drafting and sending follow-up emails. Here’s how Spell can assist:

• Draft Quickly: Spell‚Äôs AI capabilities allow you to generate a high-quality draft in seconds, so you spend less time on the initial writing process.
• Edit with Precision: With natural language prompts, you can refine your email until it's just right, ensuring clarity and professionalism.
• Collaborate with Ease: If you‚Äôre working with a career coach or a mentor, Spell supports real-time collaboration so you can get feedback and make changes on the fly.

By leveraging technology, you can focus more on the content of your message and less on the mechanics, making the overall process smoother and more efficient.

Final Thoughts

Writing an effective follow-up email for a job application is all about timing, tone, and clarity. With a well-crafted message, you can reinforce your interest and keep your application top of mind for hiring managers. And remember, tools like Spell can be invaluable in streamlining this process, helping you draft and polish your emails quickly. Good luck with your job search, and may your follow-up emails open doors to exciting opportunities!