How to follow up on a job application: timing and 6 email templates

Don’t follow up when:

• the ad says “no calls or emails, please” or “only shortlisted candidates will be contacted”;
• you applied through a large portal and can’t find a real person to write to (a generic careers inbox rarely answers);
• you’ve already sent two follow-ups with no reply.

One rule above all: send at most two follow-ups per stage. More than that stops being persistence and starts being a reason not to hire you.

In order of preference:

1. The recruiter or contact named in the ad or in the confirmation email.
2. The hiring manager, if you can identify them from the ad or the company’s team page. Keep it shorter: they’re not processing applications.
3. Someone you know at the company, who can ask internally or refer you. A referral is worth more than any follow-up email.

Work email addresses often follow a predictable pattern ([email protected], [email protected]). A LinkedIn message is an acceptable alternative; keep it even shorter than an email.

The basic follow-up. The optional update line is the most valuable part: it gives them new information instead of just a reminder.

Subject: Following up: [Job title] application, [Your name]

Hi [Name],

I applied for the [Job title] role on [date] and wanted to check in on its status. I'm still very interested, particularly in [one specific thing from the ad: the team, the product, the project].

Since applying, [optional: one relevant update, e.g. "I've finished the AWS Solutions Architect certification"].

Is there anything else I can send that would help? Thank you for your time.

Best,
[Name]
[Phone] · [LinkedIn]

For when you can find the person who leads the team. Make it about what you’d bring, not about the status of your application.

Subject: [Job title] application: a quick question

Hi [Name],

I recently applied for the [Job title] role on your team. I noticed you lead [team] and wanted to introduce myself briefly: I'm a [role] with [N] years of [the ad's top requirement], most recently [one result].

I'd be glad to answer any questions, and I'd appreciate knowing if the role is still open.

Thanks,
[Name]

Before you send this, make sure your CV actually supports the claim in the second sentence. A hiring manager who replies will open it. A quick run through the free CV score checker shows whether the ad’s top keywords are on it.

Send it the same day or the next morning, to each person who interviewed you if you have their addresses. Reference something specific from each conversation, so the emails aren’t identical.

Subject: Thank you, [Job title] interview

Hi [Name],

Thank you for taking the time to talk with me today about the [Job title] role. I enjoyed hearing about [something specific they said: a project, a challenge, a plan].

Our conversation made me even more interested, especially [link that topic to your experience in one sentence].

I look forward to hearing about next steps.

Best regards,
[Name]

When their decision date has passed. Quoting their own timeline makes the email feel reasonable, not pushy.

Subject: Checking in: [Job title] next steps

Hi [Name],

I hope you're well. I interviewed for the [Job title] role on [date] and you mentioned you'd expect to decide by [their timeline]. I wanted to check whether there's any update, or anything else you need from me.

I'm still very interested in the role and the team.

Thank you,
[Name]

If you have another offer with a deadline, say so plainly: “I’ve received an offer and need to respond by Friday. You’re my first choice, so I wanted to ask whether you expect to decide before then.” Only write that if it’s true.

A polite way to close the loop. People often answer this one because it’s easy to reply to.

Subject: [Job title] application: final follow-up

Hi [Name],

I wanted to follow up one last time on my application for the [Job title] role. I understand these processes can take a while, and I don't want to fill your inbox.

If the role has been filled or the timing has changed, I'd be grateful for a quick note either way. I'd love to be considered for similar roles in future.

All the best,
[Name]

Most people don’t reply to rejections, so a gracious response stands out and keeps the door open. Don’t argue with the decision, and accept that many companies won’t share feedback.

Subject: Re: [Job title] interview

Hi [Name],

Thank you for letting me know, and for your time throughout the process. I enjoyed meeting the team.

If you're able to share any feedback on my application, I'd appreciate it. And if a similar role opens up, I'd be glad to be considered.

Best wishes,
[Name]

The difference is usually one sentence of substance. A typical weak version:

“Hi, I applied for the Marketing Manager job two weeks ago and haven’t heard back. Can you tell me the status? Thanks.”

It’s not rude, but it only asks for something. The stronger version gives the reader a reason to open your application again:

“Hi Laura, I applied for the Marketing Manager role on 3 March and wanted to check in. Since then I’ve finished the lifecycle email programme I mentioned in my CV: the first two campaigns are live, and I’d be happy to walk you through the results. Is the role still open?”

The example is invented, but the pattern holds: a name, a date, one new relevant fact, and an easy question to answer. If you were referred by someone at the company, mention them in the first line (“Ana Costa suggested I get in touch”), with their permission.

• Subject line first. Put the job title and your name in it, so it can be found later.
• Keep it under about 120 words. Recruiters read on their phones between calls.
• Send on a weekday morning in the recipient’s time zone, not late on a Friday.
• No attachments unless asked. Link to your portfolio instead.
• Track every application with the date, the contact and when you followed up. Without a tracker, you’ll send a second “first” follow-up by mistake.
• Keep applying while you wait. A follow-up is not a reason to pause your search.

The best follow-up is often a better application to the next job. If your response rate is low, our guide on how many applications it takes to get an interview explains what moves the numbers. And if you apply through company portals, the FindAJobAI Chrome extension fills the repeated fields so you spend less time per application; it never submits anything for you.