Follow-up emails are great to use as polite reminders, not only in business but also in everyday life. In general, email sequences or emails reinforced with follow-ups receive 85% more responses than single emails. Therefore, if your email with a resume has not received a response, try sending a follow-up. But first, prepare such a follow-up email correctly with the help of this article.
What is a resume follow-up email, and why do you need it?
First, let’s start with the basics. In our scenario, a follow-up is an additional email that is sent after a resume or job application has been submitted. By sending this email some time later, the candidate shows that they are still interested in the position. Follow-up emails are extremely useful for reminding the employer about you if they were considering hiring another candidate, but it did not work out. This will help them keep you top of mind in the hiring process if they are still looking for the right candidate.
A follow-up email shows your enthusiasm and could potentially put you ahead of the other candidate(s). It demonstrates your enthusiasm for the position and your proactive approach to the application process. It truly provides an opportunity to reiterate your interest and potentially address any questions or concerns the employer may have about your application, making a positive impression.
Mary Southern,
Founder of Resume Assassin.
When is the appropriate time to send a follow-up email, and how many times
As stated above, a follow-up email is usually sent some time after your initial application email (with a cover letter and resume). But when is it a good time to send it? The ideal scenario for sending a follow-up email is to wait for one week. The average hiring manager receives hundreds of applications for vacancies through different platforms. All this takes time, and it is possible that your application is still waiting its turn. So don’t take their silence personally, and just politely ping them with your follow-up email that you are still applying for the job.
Timing is a key factor when submitting a follow-up email. You don’t want it to be too quick, but you also don’t want to let too much time pass. 1 or 2 weeks is certainly a great rule of thumb to follow. However, it can truly vary depending on the circumstances. Waiting a sufficient amount of time allows the hiring team time to review applications and schedule interviews, and it shows your patience and respect for their process. However, if the job posting specified a particular timeframe for follow-ups or if you have a specific reason to believe the process should be faster, you can tailor your timing accordingly.
Mary Southern,
Founder of Resume Assassin.
The perfect number of follow-ups is two emails. The first email you send a week after the application, and the second one another week after. Sending more after that or sending more in this timeframe, one after another, will annoy the hiring manager, and they can mark it as spam. In addition, sending many follow-ups will create an annoying impression of you. If it’s not working after the two follow-up emails, leave it be, and try another company.
Recruiters appreciate candidates’ interest and initiative, but it’s important to find a balance to avoid overwhelming communication. The first follow-up is appropriate to send 5–7 business days after the last contact, if no specific deadline for a response was set. The second follow-up can be sent 5–7 days later if no response was received to the first, gently asking if a decision has been made and whether the position is still available. It’s important to limit the number of follow-ups to 2–3, and if there is no response after that, it’s best to pause, as the company may still be in the decision-making process or may not have any updates yet.
Valeriia Samoilova,
Head of Recruitment at Stripo.
Tips for creating resume follow-up emails
It’s time for some tips for a flawless follow-up message and making a good impression when applying for a job.
Most recruiters or hiring managers prefer an email. I recommend crafting a concise and polite email expressing your continued interest in the position. Mention the date when you submitted your application, briefly highlight your qualifications, and inquire about the status of your application. Be sure to include your contact information and express gratitude for their consideration!
Mary Southern,
Founder of Resume Assassin.
Get the hiring manager’s details
Before you write your follow-up, you should do a little homework. To start with, you need to know the hiring manager’s name to write to (besides, without knowing the position at the company, name, and other details, writing a follow-up will be difficult). Most often, job seekers respond to a specific job posting and then follow up with a specific hiring manager. Therefore, it is worthwhile to thoroughly study the information about the company before you follow up. First, visit the company’s website to see if the hiring manager is listed there, and then make sure that the manager still works there (this can be done through LinkedIn, where you can also find contact information). If the hiring team is not listed on the site, use the old-fashioned way: call the company, and ask for the name and email address of the hiring manager.
Use a clear subject line
When creating a subject line for a job application follow-up, don’t overcomplicate it. The subject line should be short and clear, clearly conveying the meaning of your follow-up. When a hiring manager opens their mailbox, they should immediately understand that you are following up on an existing issue and are waiting for news from them.
Your subject line might look like this:
- Following up on my application for [Job title].
- Resume follow-up: [Your name] — [Job title].
- Hopeful to hear back — [Job title] role.
- Still very interested in the [Job title] position.
- Following up — Excited about [Company name].
In our dedicated article, we’ve created a treasure trove of subject lines suitable for job application emails. Check it out to gain inspiration for your follow-ups.
Be brief and professional
Recruiters have a lot of responsibilities, and if they receive a long email, they may miss important information. In the worst-case scenario, they may ignore the email because they simply don’t have the time. That’s why it’s important to create concise follow-ups with only the most important information. Not only is it easier for you because you don’t have to come up with content for a long email, but you also show respect for the hiring manager’s time.
Be concise in your email. The content of the message should be short, polite, and to the point, without unnecessary explanations or repetition of your resume. Show respect for their time by avoiding phrases like “I’ve been waiting for several days,” and instead say, “I understand that the process may take time.” It’s also important to remind them constructively, by mentioning the date of your last interaction or the stage you were at, to help the recruiter orient themselves. You can also include a short update, such as: “By the way, I’ve completed an SQL course during this time,” which highlights your proactivity.
Valeriia Samoilova,
Head of Recruitment at Stripo.
However, in pursuit of brevity, do not forget about being polite, which always goes hand in hand with professionalism. Start the email with the recruiter’s name or a polite greeting. Always thank them for taking the time to consider your candidacy for a specific position. After that, you can politely remind them that you are waiting for news from the company regarding your candidacy or resume.
One of the common mistakes candidates make in follow-ups is using an overly aggressive or pushy tone. For example, the phrase “You promised to give an answer by Friday — where is it?” rarely creates a positive impression and may give the impression of pressure. It’s better to say: “I understand that you may have a lot on your plate — I just wanted to check if there are any updates regarding my case.” This tone is polite, acknowledges the recruiter’s busy schedule, and asks for an update without applying pressure.
Valeriia Samoilova,
Head of Recruitment at Stripo.
Include a call to action
The main goal of your primary email and subsequent follow-ups is to hop on the interview process and get the job, so it’s worth mentioning this as a call to action. Let the recruiter know you’re interested in an interview and specify how and when they can contact you.
You can use phrases like:
- I would be thrilled to chat more about the role and how I might be a good fit.
- If it works for you, I would be glad to meet or hop on a quick call to introduce myself.
- Let me know if we can schedule a brief conversation—I would love to learn more from you directly.
- I remain very interested in this opportunity and would welcome the chance to talk in more detail.
- Please let me know when it would be a good time for us to connect and discuss the position.
Proofread carefully
There is nothing worse during a job search than missing out on a great opportunity because of a small typo or a broken link to your resume in a follow-up. Before sending a follow-up, be sure to proofread your email several times to remove any mistakes, typos, or other irregularities that may affect the professionalism of your email.
Have your family and friends read your email, or use the power and creativity of artificial intelligence in the form of ChatGPT. The latter does an excellent job of technically proofreading texts for typos or grammatical errors, and can also give useful tips on the tone or phrases that are best suited for a professional follow-up.
Resume follow-up email samples
It’s about time to show you our follow-up email examples, to give you the needed inspiration boost for your own newsletters.
Email sample #1
Subject line: Follow-up on my recent application for [Job title]
Dear Hiring Manager,
Hope you have a great day. I’m writing to follow up on my application for the [Job title] position, which I recently submitted. I am very excited about the opportunity to contribute to [Company Name] and believe my skills and experience align well with the role.
I would greatly appreciate any update you can provide regarding the status of my application. I remain very enthusiastic about the position and would welcome the opportunity to discuss how I can contribute to your team in more detail.
Thank you for considering my application and for your time. I look forward to the possibility of speaking with you soon.
Best regards,
[Your full name]
[Your contact information]
In follow-ups, it’s important to avoid unsuccessful emotional cues. Excessive uncertainty or, on the contrary, resentment can create a negative impression. For example, the phrase“ guess I’m not interesting to you since you’re silent” comes across as unfriendly. It’s better to remain calm and professional: “It was a pleasure speaking with you, the process was very interesting — I would appreciate it if you could provide feedback when possible.” This approach demonstrates your interest and professionalism.
Valeriia Samoilova,
Head of Recruitment at Stripo.
Email sample #2
Subject line: Follow-up on [Job title] application
Greetings,
I am reaching out to inquire about the status of my application for the [Job title] position, for which I submitted my resume on [Date of application]. I remain very enthusiastic about the opportunity to work with [Company name] and believe that my skills and experience would be a great match for the team.
Please let me know if you need any additional materials or information from me. I look forward to the opportunity to discuss my qualifications in further detail during a job interview.
Sincerely,
[Your full name]
[Your contact information]
The complete lack of context in messages is a serious mistake when creating follow-ups, as it can confuse the recruiter. For example, the phrase “Hello. Any news?” can be perceived as unserious, as it’s difficult for the recruiter to determine which position is being referred to. It’s better to mention who you are and which position you applied for: “I interviewed for the Data Analyst position last week. I wanted to check if a decision has been made — I would appreciate any update.” This will help the recruiter recall your application more quickly.
Valeriia Samoilova,
Head of Recruitment at Stripo.
Email sample #3
Subject line: Excited about the [Job title] position!
Dear Hiring Manager,
I hope all is well with you. I’m just checking in regarding my recent resume application for the [Job title] role. I’m really excited about the possibility of joining [Company name] and would love to talk more about how I can contribute to your team.
I would like to hear back from you and discuss the next steps.
Thanks so much,
[Your full name]
[Your contact information]
Email sample #4
Subject line: Inquiry regarding [Job Title] application status
Dear [Hiring manager’s name]
I hope you’re doing well. I’m writing to inquire about the current status of my application for the [Job Title] role. If there are any additional materials or steps required from my side, please don’t hesitate to let me know.
I appreciate your time and consideration.
Best regards,
[Your Full Name]
[Your Contact Information]
Wrapping up
Finding a dream job is a real challenge, with all the steps you need to take. And sometimes you have to be persistent, like using a tool such as a resume follow-up email. It’s key for job seekers to stay on recruiters’ radars and not get lost among the many other candidates. To make the most of your follow-up, it must be clear, concise, professional, and flawless. We hope that our advice and email samples will help you create a perfect follow-up email to land your perfect job opportunity.
Create exceptional emails with Stripo
