How to follow up

Answers to common questions about how to best follow up with recruiters and hiring managers. Includes tips on the best timing, sample messages, and common mistakes to avoid.

Message after sending an application

When to send

Recruiters usually receive hundreds of applications for each opening. They may also have systems that automatically scan or pre-select applications, allowing them to scan fewer resumes manually.

It´s usually a good idea to complement your application with an email that helps them remember you, especially if the application process didn´t include the option to submit a cover letter. Try to send the message no more than one to two days after submitting your application (before they might move on with other candidates).

Email is typically the preferred method for following up on a job application, as it allows the hiring manager to respond at their convenience. Connecting with the hiring manager on LinkedIn can be an effective way to follow up, particularly if the company has a strong presence on the platform. Send a personalized connection request and include a brief message expressing your interest in the position.

Content & structure

In an email or LinkedIn message, the content should be a shorter version of the cover letter. You can read all the details about how to write a cover letter here.

The formal contact details you include in a cover letter aren´t necessary here.

Here is the general structure of an email to HR:

Address  (use the actual physical address if possible)

Dear [Recipient Name]: (use the actual name or last name)

The opening paragraph should explain why you are writing. It is also helpful to include an overall short summary of the key skills, knowledge areas, or experiences that you bring to this role right here in the first paragraph. The next paragraph will then expand on and illustrate what you are summarizing in this first paragraph.

"I am excited to apply for the position of Sr. Project Management at the Meta Product Data Operations team. My strong educational background in Project management, coupled with +7 years of experience delivering complex operational efficiency projects in the technological industry for +20 leading clients, makes me a very solid candidate for this position"

The middle paragraph should summarize the aspects of your background which will interest the employer. Discuss your qualifications in terms of the contributions you can make. Synthesize the content of your cover letter.

"For almost five years, I provided +50 sales specialists with technical support for developing all the national proposals in the X industry. Here, I developed very strong PMO capabilities, especially in budget (USD Y M) and stakeholder management. Recently, my proactivity in designing a new financial tracker (...) achieved X and Y results (quantified)"

The closing paragraph should explain why the position and the particular organization is attractive to you and should hopefully pave the way for the interview. Provide authentic and well-researched reasons. You can also suggest having a quick chat to understand more about the position and the recruitment process.

"This role excites me for several reasons. It allows me to deep dive into an industry that is technical and complex; it will allow me to combine a focus on sales processes with the management of day-to-day operational processes, and it will be an opportunity to help grow a large team"

"Also, Meta is my first choice by far. You have invested in innovation more than any other tech company in 2024 (USD X M), you have an impressive growth record (X% YoY) and stand out for teamwork and growth opportunities in Glassdoor website, which are my top priorities when choosing where to work"

I would appreciate it if you could confirm the application receipt. Also, I know you are very busy, but if you have 15-20 min, I would love to have a quick chat to understand more about the position and the recruitment process. Please, let me know.

I look forward to hearing from you.

Useful guidance

• Confirm if the company wants to be contacted. It's uncommon (but possible) that some companies don't want candidates to follow up after applying. In this case, they usually make it clear in the job post that if you don't hear from them after a certain date, it's because they decided to follow the process with other candidates

• Use a professional email address. Ideally you should have an email address that features your first and last name – and definitely avoid using the silly nickname you use for your personal correspondence

• Write a clear subject line such as "Sr. Product Mng. - Sarah Jones (application)"

• Write a new message for every job you apply for and make sure it’s tailored to the specific role and company – same way as with cover letters

• Write to a named person if you can – and make sure to use the correct title (Mr./Ms./Dr.). If you cannot find a named contact (even after doing research on LinkedIn or their website), you could use ‘Dear Recruitment Manager’ or ‘Dear Recruiter’ (although this is considered generic)

• Match the keywords used by the employer in their job advert

• Avoid the passive voice (better to say, "I accepted X offer" than "An offer was given to me")

• Do not start every sentence with "I" (e.g. you can say "Meta is my first choice" rather than "I would love to work for Meta")

• Double-check spelling and grammar before you send the email

• Avoid overly long or difficult-to-understand sentences

• Be enthusiastic and interested

• Keep a copy of the email as they may ask you about it in an interview

Other follow-ups

When to send

• After an interview, to thank the interviewer and reinforce your interest

• After a meeting, to summarize key points or address outstanding questions

• After networking, to reconnect and keep the relationship alive.

When it comes to following up on a job application, timing is essential. You don't want to appear too eager, but you also don't want to miss out on the opportunity to make a positive impression. As a general rule, wait about one week after submitting your application or doing an interview before reaching out to follow up.

When to avoid

• If you’ve already received a clear response, additional emails may be unnecessary

• If they have given a specific time frame for their reply and that time hasn’t passed - following up too soon might make you seem impatient.

• If you’ve already followed up multiple times without a response

• When the other person is likely busy or unavailable - such as during holidays or when you received an out of the office automatic message

Style & Samples

• Be specific and concise. Reference the context of your interaction to jog the recipient’s memory. Also, keep your email brief—concise messages are more likely to be read and acted upon

• Show gratitude. Express appreciation for the recipient’s time or support. For instance, “Thank you for meeting with me to discuss the [position/project].” Gratitude not only sets a positive tone but also fosters goodwill

• Include a call to action. Clearly outline what you’d like the recipient to do next, whether it’s scheduling a follow-up meeting, reviewing attached documents, or providing updates

• Keep it polite. Following up requires tact. Use a professional and respectful tone to avoid appearing pushy. For example, phrases like “I wanted to kindly check in” balance persistence with politeness.

• Proofread one more time. Part of being professional is making sure that your email and any documents sent to a recruiter have no grammatical errors or typos.

To follow up on an application

Dear [recipient’s name],

I hope you’re doing well. I recently applied for the [position title] role at [company name] on [specific date], and I wanted to follow up to express my continued interest in the position. I am very excited about the opportunity to bring [specific skills or experiences] to your team.

If there are any updates regarding my application or the next steps in the hiring process, I’d be grateful to hear them. Please let me know if there’s any additional information I can provide to support my candidacy.

Thank you for your time and consideration. I look forward to hearing from you.

Best regards,

[Your full name]

Here you can review other useful email samples.

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