cover letter follow up email

How to Follow Up on a Job Application (Email Templates Included)

Mike Simpson 0 Comments

By Mike Simpson

How to follow up on a job application; it’s something all job seekers wonder about. After all, once you find your dream opportunity, you don’t want it to slip through your fingers. So, it’s only normal to try and figure out what you can do to get the hiring manager’s attention and land the position.

But how do you follow up on a job application properly? And what happens if you get it wrong?

If you’re trying to figure out how to follow up on a job application, here’s what you need to know.

Following Up on a Job Application

Alright, before we dig into how to follow up on a job application, let’s take a second to talk about what following up means and why it matters.

In the simplest sense, following up involves touching base with the hiring manager. You’re reaching out to let them know that you’re interested in the position and would like to learn more about the status of your application.

Typically, you send a follow-up email for job opportunities. It’s the polite, professional approach that doesn’t intrude on the hiring manager’s day.

Does sending a follow-up message matter? Yes, it certainly can.

A well-written job application follow-up email can be a difference-maker. It may bring your application to the hiring manager’s attention. Plus, you can use it as an opportunity to highlight your enthusiasm for the role and why you’d make a great candidate. Under the best of circumstances, your follow-up email could ultimately land you an interview.

But a poorly-crafted email can also send you straight to the discard pile. Using the wrong tone, being demanding, or even sending the message at the wrong time doesn’t reflect well on you as a professional. If the hiring manager isn’t happy about the email, they may remove you from contention.

Now, this doesn’t mean you should panic. After all, you’re here, and we’re going to give you a strategy that helps you get it right.

Details of a Job Application Follow-Up Email

If you want to create a winning follow-up email after applying for a job, you need to use the proper approach. One of the easiest places to start is with the email format.

Most follow-up emails include a:

• Subject Line
• Personal Greeting
• Expression of Interest
• Request for an Update
• Relevant Details

That seems like a lot of ground to cover. However, it actually isn’t. Usually, your message will be just a couple of paragraphs, each featuring only a few sentences.

Follow-Up Email Etiquette

Okay, here is another critical topic that we need to cover: follow-up email etiquette. By adhering to etiquette norms, you increase your odds of coming across as polite and professional. In the end, that should be your goal, which is why you want to nail this part.

So, what are the follow-up etiquette rules?

First, don’t send out a follow-up email too soon. If you shuttle one off too quickly, you might come across as impatient, aggressive, or disrespectful of the hiring manager’s time. That’s no good.

So, how long should you wait? Well, 36 percent of hiring managers say that one to two weeks after submitting a resume is the best timeframe. However, there are exceptions.

If the job ad has a closing date, the answer to the “when to follow up on a job application” question is one to two weeks after that day passes. In those cases, hiring managers might not review any of the resumes until they stop accepting applications. As a result, you’ll want to give them enough time after the closing date to actually check out the candidates before you reach out.

If the job ad explicitly says not to follow up, don’t. In that case, reaching out does one of two things. One, it may make it seem like you can’t follow directions. Two, it might give the hiring manager the impression that you don’t think the rules apply to you. Both of those are horrible and can easily cost you the job.

Okay, but should you call after applying for a job? What about stop by the hiring manager’s office in person?

Generally, the answer to both of those questions is “no.” More often than not, you want to send a follow-up email after applying, not reach out over the phone or in person.

The only exception may be if you have a strong connection with the hiring manager and they called you to ask you to apply for the job. If that happened, then calling them to let them know might be okay. Still, an email would also do the trick.

What about the tone of the email? Well, the most important thing is to make sure you aren’t being pushy, forceful, or demanding. Acting like you’re owed a response isn’t going to work in your favor, so focus on staying poised, humble, and appreciative.

Finally, keep your message brief. Hiring managers are busy people, and they aren’t going to read through an essay’s worth of information. Embrace brevity. Stay focused. That way, you’re message won’t seem like a burden.

How to Write a Follow-Up Email After a Job Application

We’ve already done an overview of what your email needs to cover. But if you’d appreciate a deeper dive, we’ve got you covered. Here is a step-by-step guide for writing a job application follow-up email.

Step-by-Step Guide for How to Write an Application Follow-Up Email

1. subject line.

Did you know that the average worker has 199 unopened emails in their inbox at any given point in time? It’s true.

Why does that matter? Well, it shows that professionals don’t open messages that they don’t think are essential.

If your email subject line isn’t clear, the hiring manager may not assume that your email is important. Once that happens, the odds of them going back and opening it later are likely pretty slim.

Go with something simple, like “Following Up on [Job Title] Application.” It’s concise and straightforward, making it abundantly clear what you’re email is about.

2. Personal Greeting

Before you hop into your email, start with a simple greeting. Why you don’t actually have to lead off with “Hello,” do make sure to put the hiring manager’s name in there.

3. Expression of Interest

At this point, you have no idea if the hiring manager has seen your resume or not. Since that’s the case, it doesn’t hurt to lead off by expressing your interest in the position.

Let the hiring manager know you were excited to learn about the opportunity and to have a chance to submit your application. You don’t have to go into detail; a simple statement is usually enough.

4. Request for an Update

After you’ve showcased your interest, let the hiring manager know you’re hoping to get an update on the status of your application. Make sure to include pertinent details – like the position title, department, and job location – to ensure they know what opening you’re referencing.

5. Relevant Details

Once you make the request, it’s time for a little flare. Let them know why you think you’d be a great fit for the role, highlighting a few key skills or credentials that align with the job description.

6. Thank You

Whenever you send an email to a hiring manager, always showcase your appreciation. It’s a small gesture, but it can make a big impact, so add a quick sentence that thanks them for their time.

7. Sign Off

Now that it’s time to sign off, choose a professional closing. Options like “Sincerely,” “Thank You,” and “Best Regards” tend to work well. They’re polite and aren’t overly familiar, ensuring you don’t accidentally cross a line.

After that, add your name, email address, and phone number. Once you’ve done that, you’re done.

Job Application Follow-Up Email Mistakes to Avoid

We’ve mentioned before that a mistake can cost you the job. So, what do you need to avoid?

Usually, the biggest mistake you can make is using the wrong tone. If you come across as pushy or entitled, you are hurting your chances of getting the job.

The same goes for imposing a deadline for their reply. Drawing a line in the sand is never a good idea. It comes across as a threat, and it won’t be taken well.

Similarly, seeming desperate doesn’t work in your favor. Even if you really, really want the job, stay composed and controlled at all times.

Finally, make sure you say “thank you” somewhere in your message. It lets the hiring manager know that you appreciate them and that matters.

Follow-Up Email After Your Job Application Samples

Now that you know how to create a message, it’s time for some job application follow-up email samples. You can use these examples as handy templates or sources of inspiration, helping you stay on target.

Each of the samples below uses a slightly different approach, so choose the one that best matches your situation and style.

1. The Super Simple Follow-Up Email After Applying

Subject: [Job Title] Application Follow-Up

Mr. John Doe:

When I learned about the [job title] opportunity with [company name], I was thrilled to submit my resume for consideration. I believe my expertise with [relevant skills] and my experience with [project, duty, or responsibility] would make me an asset to your team.

While I certainly understanding that hiring decisions take time, I wanted to reach out and see if a decision timeline was available. If you need any additional information from me, I will provide it gladly. Thank you for your time, and I look forward to learning more about any next steps.

Best Regards,

[Your Name and Contact Information]

2. Slightly Expanded Follow-Up Email

Subject: Following Up on [Job Title] Application

Mrs. Jane Doe:

Last week, I was excited to find the [job title] opportunity with [company name], as I feel the position is an excellent match for my skills and experience. I submitted my resume for your consideration on [date applied] and am reaching out to request an update regarding the hiring process timeline.

Based on my experience with [project, duty, or responsibility], where I was able to [achievement], I believe that I could provide [company name] with exceptional value. Additionally, my expertise with [relevant skills] make me well-equipped to handle [main responsibility listed in the job description].

Please let me know if there is any additional information I can provide to supplement my application. I appreciate your time and consideration, and look forward to hearing from you regarding this exceptional opportunity.

3. When You Didn’t Receive Automated Confirmation After Submitting Your Resume

Subject: Application Follow-Up for [Job Title] Position

Department Manager:

When I found the [job title] opening with [company name], I was thrilled at the prospect of being able to apply for the position. I have long admired [company name] for [aspect of the company you admire], and couldn’t pass up a chance to become part of such an amazing team.

After submitting my application on [application date], I did not receive an automated confirmation that my resume was accepted by your system. As a result, I wanted to confirm that my application had been received, as well as request an update regarding the opportunity.

I am confident that my experience with [project, duty, or responsibility] and expertise with [relevant skills] would allow me to bring a significant amount of value to your team. If you need any further materials from me, please let me know, and I will send them over immediately.

Thank you for considering me for the position. I look forward to hearing from you regarding this exciting opportunity.

Putting It All Together

At this point, you should not just know how to follow up on a job application but also how to make sure you do it the best way possible. Use the tips and samples above to your advantage. That way, you can increase your odds of getting an update, landing an interview, and, ultimately, securing a career-boosting job opportunity.

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com.

His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others.

Learn more about The Interview Guys on our About Us page .

About The Author

Mike simpson.

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com. His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others. Learn more about The Interview Guys on our About Us page .

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How to Write a Follow-Up Email After an Interview [Templates + Tips]

Updated: January 31, 2022

Published: October 14, 2020

Standing out from hundreds — sometimes thousands — of candidates, competitors, others conducting business in your industry can be tough.

If you want to get a job, close a deal, or foster a valuable business relationship, though, you have to find a way.

The question is, how?

Besides polishing your resume, doing well during an interview, and impressing potential customers in pitch meetings, there’s another factor you can work to perfect: follow-up emails .

Follow-up emails should be sent after interviews, application and resume submissions, business meetings, sales pitches, and more.

Now, you may be thinking, but I already send follow-up emails .

However, it's all about how your email is crafted — from your subject line to your signature. Your follow-up email needs to be professional and flawless. This message could be the final push your recipient needs to hire you, become a paying customer, or agree to another meeting.

To start, let's take a look at possible subject lines you can include to grab the attention of your recipients.

Follow-Up Email Subject Lines

Subject lines are the first thing your recipient sees — meaning, they impact your open rate.

To help you craft a subject line for your follow-up email that will make your recipients want to open and read your message, we've compiled a list of some of the most effective options for different scenarios.

1. Follow-Up Email Subject Lines After an Application

• Appreciate your time and consideration
• Excited about [ ___ ] opportunity
• Following up on my application for [Position Title]

2. Follow-Up Email Subject Lines After an Meeting With Recruiter

• Pleasure to learn more about [Company Name]
• Can't wait to explore [Position Title] further
• Some extra information about [Topic of Conversation]

2. Follow-Up Email Subject Lines for After a Phone Interview

• Thank you for your time today, [Name]!
• Update on [____]?
• Next steps?

3. Follow-Up Email Subject Lines After an In-Person Interview

• Any other information you need?
• Have time for another chat, [Name]?
• Thank you for your consideration

Next, we'll cover some tips regarding your post-interview follow-up email.

How to Write a Follow-Up Email After an Interview

Let's review how to write a follow-up email after you wrap up an interview — the email doesn't have to be long, but it should include the following items.

• Strong subject line
• Introduction using the recipient's name (e.g. "Hi [Name],")
• Specific discussion points and details from the interview or meeting
• Reasons why you're qualified and the right fit for the position
• Expression of even deeper interest in the opportunity now that you had the interview/ meeting
• Gratitude for the interviewers time and consideration
• A question to ask if the recipient needs anything else from you in the meantime
• Signature (e.g. Best, [Name])

Let's review some follow-up email templates applicable to a number of common scenarios that you can use.

10 Follow-Up Email Templates

Here are ten follow-up email templates for different use cases you can customize for your recipients.

1. Follow-Up Email To Recruiter

If you’ve ever been to a job fair, you’ve seen the swarms of people working towards the same thing: leaving a lasting, positive impression on recruiters.

However, with so many people, names, and resumes being shared with recruiters every day , it can be difficult to ensure they remember you.To help with this, send a follow-up email that conveys your interest and the value you'd bring to the team.

My name is Your Name , I am details about yourself or your current position , and we met today at the recruiting event. I just wanted to thank you again for sharing your experience at Company Name with me and for providing me with information about Job Title . Hearing about your success with ______ and learning more about the fast-paced unique characteristic culture made me very excited to further explore opportunities with the team at Company Name . I really appreciate your time and advice. I've attached my resume for reference and a few of the projects I mentioned to you as well. Please let me know if there’s anything else you need on my end. I look forward to talking again soon!

2. Follow-Up Email After Social Media Outreach

Contacting a potential employer via social media has become a popular and effective way to connect with businesses you're interested in working with and for.

Whether it's on Twitter, LinkedIn, Facebook, or another social platform, this can be great strategy for establishing first contact and general familiarity before or after submitting your job application.

My name is Your Name , I reached out to you earlier today on Twitter. I found the job listing for Company Name and had to get in touch with you. I also went through Piece of Company’s Content and recently read Hiring Manager’s Name content about topic . It's great. I believe I would be a great addition to your team for the following reasons: 1. I'm always learning, whether it be through books or articles (currently reading [Book Title] by [Author]) . 2. I focus on unique value . 3. The thought of helping Company Name accomplish its goals makes me excited. Attached is my resume and cover letter explaining why I would be a great addition to your team. I've also included relevant work sample(s) for your review. Looking forward to hearing from you, First Name ! Best,

3. Follow-Up Email After Application

To demonstrate how much you care about the position you applied for — as well what the company you're applying to does and stands for — send a thoughtful follow-up email after submitting your application.

It looks like things are going well for you guys at Company Name right now.

I saw the blog post from last month about the upcoming new features, and I can’t wait to try them out myself! I hold my breath a little every time I log into my account, hoping they’ve rolled out early. I also liked the article Publication wrote about the news. I think some of the ideas they came up with for using some of the new features were unique. It definitely had me thinking about different ways I could set up my account. I’m coming up on Graduation or End of Current Role in a few months, and would love the opportunity to be on a team that creates such great work.

Do you know what the Relevant Department’s hiring situation may look like around Month ? I just submitted the application on the site, but wanted to reach out as well.

4. Follow-Up Email After Phone Interview

Phone interviews are just as important as in-person interviews.

Since they often handle multiple phone screens a day, following up with the recruiter or hiring manager you spoke with will help you stand out and keep you top of mind. So, in your post-phone interview follow-up email, mention some of the main talking points and specific details you covered.

Thank you again for talking with me today, I really appreciated learning more about your work as Job Title and your experience at Company Name .

Working with such an autonomous quality team within a company that I truly admire would be an incredible learning experience, and I would love the opportunity to prove that I'm a great fit for the role. Attached is Project Title I created while working for previous company. I've also attached my resume as well as a cover letter to demonstrate why I want to work for Company Name and how I align with the culture.

Finally, here is a link to my website where you can see more of my publications and projects. Let me know if you have any questions about anything or if you'd like me to send something else. I look forward to hearing back from you!

5. Follow-Up Email After Interview

Back to one of the most critical follow-up email instances we mentioned earlier: after an interview.

Your message should emphasize (again) why you believe you're the right candidate for the specific role at this company. Reinforce points you discussed and/or learned about during your interview that resonated with you.

Thank you so much for taking the time to talk yesterday.

It was a pleasure to learn even more about Company Name and how you approach industry with innovative strategy . I’m very excited about the opportunity to explore a potential career with the Department . I couldn’t agree more with your philosophy on specific detail discussed during interview .

For me, Company Name , is about developing meaningful relationships company value. I think it’s rare to find a company whose asset truly reflect its values and mission so closely. Again, I appreciate the opportunity to have shared my background and interest in position with you. I think my experience with skill, type of work, or product aligns perfectly with what your team is looking for, and I hope to prove that.

I thought I would share a few links to projects that I mentioned during our conversation, as well: insert hyperlinks or attachments .

Thank you, and I hope we’ll be in touch soon! Best,

6. Follow-Up Email After Second Interview

Let's not forget how critical it is to continue the process of sending follow-up emails after your second interview as well. This email should be just as personal and thoughtful as the follow-up email you sent after your first interview.

Thank you for the opportunity to come and chat a second time. I didn’t think I could be any more enthusiastic about working with your team after the first interview - but I was wrong.

The whole package sounds incredible, from detail about position that excited you to the endless opportunities for growth. In fact, we discussed Project Name and I had a quick idea about making it successful. Attached is a quick explanation of what I was thinking. Whether this is on-point or completely off-base, I hope to get the chance to discuss it. Please let me know if there’s anything else you need moving forward, and I look forward to hearing from you.

Thanks again.

7. Follow-Up Email After No Response

*Crickets.*

That's what you hear after sending a follow-up email and receiving no response. So, what should you in this case?

Try sending another follow-up email explaining your interest in the position, partnership, or deal all while gently expressing you can't and won't wait forever.

It has been two weeks since we last spoke about Job Title . At the time, you mentioned you were looking for a hard-working, organized salesperson and someone who can qualities required .

I’m still very interested in working with your team at Company Name , and I would love to prove to you that I not only meet those qualifications, but exceed them. My specific characteristics are just a few of the qualities that define me. Perhaps we could meet again to chat more about how I can help Company Name or Team reach objective . I understand if the position has already been filled, but I wanted to reiterate my enthusiasm about working with such an incredible group of people at Company Name .

If the role is no longer available, would you mind providing feedback on what I can improve upon in the future? And if you’re ever looking for help with opportunity , please don’t hesitate to reach out.

8. Follow-Up Email to Ask For More Time On An Offer

You did it ... you got the job offer!

But wait a minute. You're also still interviewing with another company of great interest.

Now you must follow up in a way that expresses your gratitude and excitement while also asking for an extension on when you'll share your final decision.

Thank you so much for your time yesterday and for the opportunity to work for the team this summer!

I'm very excited about the position. It’s exactly what I’ve been looking for: fast-paced web development for role details and the chance to make a real impact on the team's success. I hate to delay my response to your offer, but I still need some time to respond to competitive offers. I want to reiterate, though, that I am honored to be qualified for the position, and I really appreciate the opportunity to learn from such an inspiring group of individuals. I just feel it would be imprudent of me to commit before considering all of my options. With that said, I do recognize that you have time constraints as well, so I completely understand if you need a more immediate response. Can I touch base with you early next week? Thank you again for your time and the consideration you put into reviewing my qualifications. Again, I am honored to have been extended this opportunity! Thank you,

9. Follow-Up Email After Declining An Offer

You may receive an offer that you need to decline.

Whether you've been offered another position you'd rather accept, you don't feel as passionate about the opportunity as you once did, or a different role has piqued your interest, you should still send a follow-up email.

This will ensure you leave things on a good note and you maintain the positive impression you made on the people you've been communication with — after all, your paths may cross again down the road.

I was ecstatic when I heard back from you yesterday about Job Title ; it's an incredible opportunity and I'm honored to have been extended an offer. However, I have decided to accept a competing offer. It was a very tough decision for me because I've had such a great experience talking with you and everyone else on the team. One of the main reasons I chose to accept the other offer is explain reason . I greatly appreciate your time and I so enjoyed learning more about the team and culture at Company Name . I would still love to keep in touch and I hope you and the team understand my decision. Thank you again for your time and consideration. I wish you all the best, and I hope to talk again soon. Take care,

10. Follow-Up Email After Accepting An Offer

Lastly, what about a follow up for an offer you received and accepted?

Send a message expressing your gratitude and excitement. If applicable, include any questions you have about immediate actions you need to take.

I would love to accept the offer as Job Title for Company Name !

This is an amazing opportunity and I'm honored to have received the offer. Please let me know about next steps. I'll be awaiting my start date in anticipation in the meantime. I look forward to working with you and the rest of team!

Next, let's review some tools to help you with your follow-up emails.

Follow-Up Email Tools

In addition to subject lines and templates, there are follow-up email tools with capabilities and features sure to keep your communication as efficient and professional as possible, no matter what type of follow up you're sending.

1. HubSpot Email Tracking

HubSpot's email tracking tool notifies you when any email you sent has been opened or clicked. Email tracking software places an invisible image pixel in your emails that can detect the exact time and date an email has been opened by a recipient. This tool helps inform your business decisions.

2. HubSpot Email Templates

You can also use HubSpot's other available email templates to help optimize your approach to follow-up emails. Then, you can track the performance of different templates, save the best options, and automate your future follow ups.

3. HubSpot Meeting and Appointment Software

Another way to efficiently manage follow ups is to allow your potential customers, interviewers, or interviewees to schedule a meeting on your calendar, on their time.

This free tool reduces the unnecessary back-and-forth that tends to occur when arranging meetings, appointments, and interviews.

4. LinkedIn

Check out LinkedIn for recent updates on specific companies and individuals. The platform is a great way to keep up with industry news, marketing campaigns, events, blog posts, and new products or services. You can then reference your findings in your follow-up email communication.

Use Templates to Write Remarkable Follow-Up Emails

Remarkable follow-up emails help you distinguish yourself among the rest, such as competitors or candidates you're up against.

By writing a strong, attention-grabbing subject line, articulating your message clearly, and conveying your value, your follow-up email will stand out and pique the interest of any recipient. Use the templates we reviewed above and incorporate tools as needed to streamline your processes.

Editor's note: This post was originally published in April 2020 and has been updated for comprehensiveness.

Don't forget to share this post!

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Career advice

• Finding a Job

How to follow-up after a job application (with a sample email)

Job searching can sometimes be discouraging. You put a great deal of time into reading job descriptions and finding the right opportunity that matches your goals and abilities. You write a friendly, professional cover letter to introduce yourself and send it to the employer along with a copy of your polished and carefully crafted resume. And then, most of the time, you hear nothing back from the employer.

Don't take it personally. Just because you don't get a response from the company doesn't mean that you weren't qualified for the job or that you somehow messed up your application. It's just that in most cases, employers receive many more applications from candidates for their job ads than they can possibly interview. Usually, only the applicants they select to meet with receive any response.

Some employers have automated responses set up for applications. These auto-generated emails thank candidates for their interest in the role and let them know that only those who make it to the next round of the recruitment process will receive a phone call. While not as good as hearing from the hiring manager, this response lets you know your application went through and is under review.

Whether or not you receive the confirmation email for your application, the next few weeks after you submit your resume for a job can be excruciating. Landing a new job is a big deal. It can radically impact your day-to-day life – and your income. So that period of sitting around, checking your email, and watching your phone for a response can seem to take forever.

The questions can keep you up at night. Are you one of the ones who will be called for an interview? Have they already called those people? Are they still reviewing applications? Could you have done more to differentiate yourself from the competition for the role?

One way to make yourself stand out and possibly shorten the waiting time and get some answers is with a professional follow-up to your application. However, you have to do this carefully, or you could end up hurting your chances of getting hired.

No phone calls, please

You should follow up by email. Even if you can find the name and phone number of the hiring manager or the HR person doing the recruiting for the job, no employer ever wants to receive unsolicited phone calls from candidates asking about the status of their application. As we mentioned earlier, companies receive a lot of resumes in response to their job postings, and they simply don't have time to speak with them all.

While it is good to take initiative and show enthusiasm for the role, you do not want to do it in a way that annoys the employer you are hoping to impress.

Time it right

Of course, you want to hear back from the employer right away after applying for a job. This rarely happens. Hiring professionals usually want to review a number of applications to compare before determining which candidates they want to get in touch with. So, if you were to follow up in the first couple of days, they may not have even begun reading applications.

Furthermore, even if they have read your resume and you were going to be on the shortlist of candidates for an interview, following up too early can do more harm than good. Employers prefer motivated candidates. However, they are less enthused with desperate job seekers, and they also don't like pushy ones.

Following up too early, expecting a response to an application you just sent, can give the impression that you fall into one or both of the latter two categories.

You should wait at least a week before sending your follow-up email, and two weeks is often better.

Follow up with the right person

Ideally, you should address your follow-up email to the person who is doing the hiring for the position. If you applied for the job by email directly to the individual in charge, then this is easy. You already have the advantage of knowing who to address in your email.

However, if you applied through a website, you may not have been given the contact details or any information at all about who is actually doing the hiring for the role.

Even if you have never communicated directly with the hiring manager, there are still a few ways to find out who you should follow up with.

Check the job posting for indications of who the role reports to. Often job descriptions will include information such as "Reporting to the Director of Finance, the new hire will be responsible for…."

Once you have found out who you would be reporting to, you can look at the company's website or social media profiles to see if you can find out exactly who the Director of Finance is.

Even if the job posting doesn't mention the reporting structure for the role, you can often still determine who the manager would be. Whether you are applying for a job in Communications, Sales, or Finance, an online search of the company and that department should tell you who the head of that branch of the organization is. In the case of smaller companies where individuals rather than teams fill these functions, you will most likely be applying to the head of the company itself rather than a department head. That person's identity should be searchable online.

Once you have the name of the person you want to follow up with, it shouldn't be too much of a stretch to find the structure of the corporate email addresses. It's often first initial plus last name @ the company domain, but there are variations, so check the company website and social posts to be sure.

If you really can't find the hiring manager's name, don't fall into old-fashioned habits of using "To Whom it May Concern" or "Dear Sir or Madam." Those will only make you appear outdated and overly formal. Instead, try something such as "Dear Company Name," "Hello Finance Director," or "Hi Finance Hiring Committee.…"

That same bit of detective work can also help you find the name of the person to address when writing your cover letter .

Write a professional follow-up email

Your follow-up email should be brief, friendly, and positive. If the employer hasn't read your job application yet, this will be their first impression of you. If they have read it, you want your email to do as much as possible to increase your chances of landing an interview.

Introduce yourself, reiterate your enthusiasm for the role, mention your key selling points, ask the employer if there is any more information you can provide them, and politely enquire about the next steps in the hiring process.

This is much of the same information you would include in a cover letter, just worded differently for the context of the follow-up.

Here is an example:

Dear Joan Recruiter,

I hope you are doing well. I applied for the Finance Manager position you are hiring for earlier this month. I am very excited about the prospect of joining your team, so I thought I would follow up to see if there was any more information I could provide you with that might help my chances.

I have over a decade of professional experience with major brands like Acme and Beta Corp., managing budgets, preparing financial reports, and overseeing forecasts and audits for multi-million-dollar businesses. 

Please let me know what the next steps in the recruitment process are and if there is anything I could do to make it easier for you. I look forward to hearing from you.

Best regards,

Joe Candidate

A professional follow-up to your job application can highlight your commitment and enthusiasm for the opportunity. However, the job offer is still going to go to the candidate with the most relevant skills, qualifications, and experience. But in a close call between similarly qualified applicants, recruiters may be swayed by your professional communication skills and the extra effort you put in.  So, following up can give you the edge. It may also get you some answers sooner about the status of your application. Even if you don't get the job, receiving a response to your follow-up that thanks you for your interest but lets you know that they've gone with another candidate is still better than waiting by the phone for a call that isn't going to come.

Related articles

How to get hired for the opportunities in the hidden job market, warning signs a job opportunity might not be all it seems to be, new study reveals the skills and attributes employers value most in new hires, candidate complaints: the biggest mistakes employers make when trying to hire, what's behind the current rise in 'ghost jobs,' and how can you avoid them, mismatch: why employers can't find workers while workers can't find jobs, study: your professional network isn't who you think it is, timing your job search: the best months of the years for landing a new job, how to successfully apply for jobs when you don't have all of the required qualifications.

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Any links or references to third party content does not constitute our endorsement or approval of that content.

How to Write a Follow-up Email After Interview (Examples)

24 post-interview email examples for different situations. Whether it’s been a week or a month, use these follow-ups to get a reply. Here’s the full guide…

Following up within 24 hours of your job interview is standard etiquette. You should always send a follow-up, thank-you email to everyone you interviewed with. It simply shows your good manners.

Another instance when you should follow up is when the decision-making deadline has passed, and you still haven’t heard back from the company.

Finally, you should also write a follow-up email if you got an offer from another company—no matter if you’re planning to accept it or would like to wait for a counter-offer.

This article covers follow-up emails for all the above scenarios. Inside, you’ll also find 24 sample emails to help you navigate through your particular circumstances. 

Let’s get started!

How to Write the Perfect Follow-up Email After Interview

Here’s how to write the perfect email to follow up after the interview: 

• Write a concise subject line
• Begin with a polite greeting
• Acknowledge the context
• Mention the purpose of your email 
• Have a call to action

Knowing what you want to say and putting the right words together are two different things. 

Even if you feel like you delivered a masterful performance, the doubts creep in when the employer hasn’t reached back out to you in the timeframe that they said they would. 

Sending an interview follow-up email to get a response on how your application is faring can help ease those doubts. 

1. Write a Concise Subject Line

The subject line is the first thing the recipient will see in an email. 

A good subject line means your email gets opened. Get straight to the point and make it clear what you’re after so the hiring manager knows what it’s about. 

Here are a few examples:

• Thank you for the [Job Title] interview
• About the [Job Title] interview
• The next steps for [Job Title] interview
• Re: [Job Title] interview
• [Job Title] interview: A few questions

2. Begin With a Polite Greeting

Address your interviewer by name. All emails begin with a greeting. Here are a few examples: 

“Dear Name” is the most formal greeting. To go slightly less formal, you can start with either “Hi Name” or “Hello Name.” 

3. Acknowledge the Context 

Before getting to the email body, acknowledge the context by doing one or more of the following:

• Show gratitude by thanking the interviewer for their time
• Mention the particular role and date of the interview
• Summarize something specific that was discussed in your interview

Maintain a professional tone and be sincere in your email. Always use positive language to convey your interest. 

4. Mention the Purpose of Your Email

The purpose is to, well, follow up with the interviewer. And the reason you’re following up could be for of one of these reasons: 

• To get a status update
• Share further resources
• Ask certain questions 
• Reschedule an interview
• Leave an impression

Bring up the main purpose of your email in either the first or second paragraph. 

5. Have a Call to Action

Your call to action can either be implicit or explicit. 

An implicit call to action is one that’s subtle and implies the next steps to the email recipient. Here are a few examples: 

• I look forward to hearing from you
• Any updates on the hiring process would be greatly appreciated

On the other hand, an explicit call to action is one that clearly outlines the next steps to the recipient. It tells them exactly what you want them to do. Here are a few examples: 

• Please let me know when you'd like to schedule a time to chat next
• When are you available to discuss?

6. Sign Off 

Lastly, finish your email with a professional sign-off followed by your name. 

Here are a few of the best ways to end an email: 

• Best regards

How Many Follow-Up Emails Should You Send After an Interview?

You should send at least one follow-up email within 24 hours of the interview. In that email, express your appreciation for the interviewers’ time, thank them for the opportunity, and reiterate your interest. You should also send a follow-up email if the agreed upon deadline for making the hiring decision has passed and you still haven’t heard back.

After that email, you might still send follow-ups in 1-week intervals, but, let’s face it, if they’re ghosting you at this stage, does it really seem like the kind of work environment you’d want to be a part of?

When Should You Send a Follow-up Email After an Interview?

Here are examples of when you could send a follow-up email after the interview: 

• Within 24 Hours: You feel like the job opportunity is a perfect fit and you want to show your appreciation for the interviewer’s time.
• 2-3 Days: To express your appreciation and leave a stronger impression.  
• 1 Week: Gentle reminder that you’re still interested in the role.
• 2 Weeks: Get an update on your job application and the hiring process.
• 3-4 Weeks: Seek a response on whether or not you made the cut.  
• 1+ Month: Move on and send an upfront reminder.

You could send the first follow-up email within 24 hours, 2-3 days, or even 1-2 weeks after your interview. If you decide to send it before the 1-week mark, it should only be a short message that simply thanks the interviewer for their time. 

After your first email, it becomes a bit of a waiting game since it’s only recommended to follow up on a weekly basis. 

Important Note: If you’re given a date for an expected response, you could send your first follow-up email within the first week after your interview to express gratitude or save it until after the anticipated reply date. 

24 Hours After the Interview

It’s perfectly okay to send a follow-up email within 24 hours after a job interview. A short thank-you note emphasizes that you’re grateful for the interviewer’s time and enthusiastic about the job opportunity. 

Keep your email brief and straight to the point. Thank the interviewer for their time and express your appreciation for the opportunity. 

If you’d like to do so, you could also reiterate your interest by mentioning something specific you discussed in the interview. 

2-3 Days After the Interview

Sending a follow-up email 2-3 days after the interview is more or less the same as how you would follow up within 24 hours. 

If you want to follow up as soon as you can, do so either within 24 hours or within 2-3 days after the interview. When following up within the first week, this should only be a quick note to show your appreciation. 

Don’t forget to give at least a 1-week space for every email you send to follow up. Emailing the interviewer twice within the span of one week can come across as too pushy. 

1 Week After the Interview

One week after the interview or expected reply date is the most standard time to follow up with the interviewer. This is when you can send a gentle reminder that you’re still interested. 

2 Weeks After the Interview

Okay, it’s been two weeks since your interview. You already emailed them last week but you still haven’t heard back. What now? 

No worries. It’s pretty normal for some companies to get back to you within 3-4 weeks if they haven’t gotten back to you already. 

That said, try sending another email reminder to get an update on your application. You could also request a date for the next steps or the timeline of the decision-making process. 

3-4 Weeks After the Interview

At this point, you might’ve sent a couple of emails already: 

• First Email: Within the first 24 hours or 2-3 days after the interview to show your appreciation
• Second Email: Sending a gentle reminder one week after the interview or the expected reply date
• Third Email: Requesting a status update and date for when you can expect a response since it’s now been a total of 2 weeks after the interview or expected reply date

If you’ve followed the above timeline, this makes it your fourth follow-up email. 

The purpose here is to get a response regarding your job application. You can expect that they’re close to finalizing a decision or have made a decision but haven’t managed to get back to you yet.

In some cases, it could just be that the company is taking longer than expected for a few reasons: 

• They’re processing a large volume of job applications
• The interviewer or hiring manager is on vacation
• The workload is heavy, so they may get back to you a bit later
• Lots of people are involved in the decision-making process
• Other unexpected circumstances

Moving On: 1+ Month After the Interview

Still haven’t heard back? Hopefully, you continued applying to other companies by sending them a tailored ATS resume . After all, you don’t want to put all your eggs in one basket.  

Unfortunately, it’s still quite common for some companies to ghost candidates.

If it’s been over a month since the interview or expected response date, you can expect the answer to be a no. 

Our advice? Move on, especially when it’s been a whole month and you haven’t heard back. There are lots of other companies out there that would value your skills far more and would be stoked to have you on their team. 

Best Email Templates for Following Up After an Interview 

CEOs at startups appreciate it when candidates follow up and break the typical cycle of waiting for feedback. Well, at least that’s what our CEO at Rezi has to say. 

Now, we’ll go through the best email templates to follow up after an interview. These are the only follow-ups you’ll ever need. 

Simple Follow-Up 

Keep things simple with a follow-up email that gets straight to the point while showing your enthusiasm. 

Appreciation 

Make your appreciation loud and clear. 

Whether the company was a good cultural match or you had a genuinely insightful conversation, you can use this email follow-up template to emphasize your gratitude. 

Status Update Email 

Has it been more than one week since the interview? Send a reminder using the email template below to get a status update. 

General Email Follow-up Templates 

We’ll go through a few more general post-interview email templates that you can use to follow up with the interviewer. You can use these for one or more of the following reasons: 

• Reiterate your interest in the position
• Express your appreciation to the hiring manager
• Address any potential questions or concerns
• Provide any further information that may be helpful 

That said, we encourage you to edit these general email templates based on how your interview went. 

After a Screening Interview 

Screening interviews are usually a quick phone call or video chat to make sure you’re on the same page as HR. 

Although the personal connection of these types of interviews isn’t as strong as an in-person interview, you can still use this opportunity to reinforce your enthusiasm. You can also mention details you discussed with the interviewer to highlight your interest. 

After an In-Person Interview 

An in-person interview means you’re personally acquainted with your hiring manager.  This means you’ve got a more intimate understanding of the company. Sending a follow-up email allows you to make a more lasting positive impression. 

After the Second Interview 

The follow-up email after the second interview will be slightly different from after the first interview.

Firstly, you’ll have more information about the role and company culture. Secondly, you’ll have a better sense of whether or not you’re a good fit for the role. You can use all of this information to tailor your email. 

How to Follow-up if You Find Yourself in These Other Scenarios

You might find yourself in one of the following situations: 

• You have other job offers 
• Your interview was interrupted
• The interviewer hasn’t followed on a promise
• Multiple reschedules
• No-show interviews
• Receiving feedback

Connecting on LinkedIn

There are different ways to respond in each of these scenarios. We’ll share a general email template you can customize.

You Have Other Job Offers

Waiting for a company to reply after an interview while having other job offers on standby can feel like a pain. After all, you want to secure the job. 

At the same time, you don’t want to decline a potential opportunity that might be a better fit for you because of higher pay or other reasons. 

Don’t worry. You can use the post-interview follow-up email template below to seek a response. 

Your Interview Was Interrupted 

In-person and virtual interviews could get interrupted for all sorts of reasons:

• Technical issues
• Personal problems
• Emergencies
• Scheduling conflicts

Any of these can prevent you from completing the interview or performing to the best of your ability. 

The Interviewer Hasn’t Fulfilled a Promise 

Some interviewers may have made a promise that they didn’t follow through on because things got busy or because of some other unforeseen circumstances. Either way, hiring managers typically have a lot on their plate, so it’s not surprising for some tasks to get lost in the shuffle. 

In this case, send a gentle reminder. 

Multiple Reschedules

This one’s pretty rare, but dealing with multiple rescheduled dates for your interview can strike a nerve. Being respectful of each other’s time is a given. 

However, it’s crucial to maintain professionalism even in the most frustrating situations. 

Late Attendance

Wait 5-10 minutes before sending an email reminder that you’re waiting on the interviewer. 

Once you send that email reminder, wait another 5-10 minutes. If they haven’t joined or responded by then, use the next email template designed for no-show interviews. 

No-Show Interviews

Waited for the hiring manager to join the Zoom call, but they never made it? 

This can be another annoying situation to deal with. Still, it’s important not to let your emotions get in the way. 

Receiving Feedback 

There’s nothing wrong with asking to receive feedback from the company, regardless of whether you passed or failed the job interview process.

Here are two of the main reasons why: 

• Get insight into how you can improve for future interviews
• Highlight your commitment to professional growth

Should you get a response from the employer, reply in the email thread showing your appreciation. 

Had an interview that felt like a big eye-opener? 

It’s not out of the norm to want to network with the person you had an interview with. Staying in touch allows you to build relationships with people in your field and find future opportunities. 

Kindly send a request via email and share your thoughts. You could also send a connection request on LinkedIn with a personalized note. 

If you don’t hear back from them, it’s best to move on respectfully. 

More Email Templates to Follow Up After a Job Interview

The earlier follow-up email templates should be more than enough. 

If you need more, feel free to check out the templates listed below. You can use these to do one or more of the following: 

• Clarify certain points
• Address doubts
• Highlight how you’re a good fit
• Stay on the employer’s radar

Rescheduling an Interview

Life is unpredictable. Things can happen. Your hiring managers are human as well and will understand this. 

With that in mind, use this template to reschedule an interview. 

Additional Questions or Resources 

This goes both ways: 

• Providing other resources to respond to what’s been discussed in an interview
• Asking additional questions to the hiring manager

Customize the follow-up email template below based on your particular situation. Be sure to answer any questions the hiring manager might’ve left you and respond thoughtfully. 

Here are a few more reasons why you might send resources or ask a couple more questions: 

• Clarify specific details related to your eligibility for the role
• Grasp a better understanding of a company department or cultural values
• Showcase your skills more comprehensively 

Important Note: Some companies may have a strict recruitment process with a set amount of time to assess each candidate equally. Others simply don’t have the time or resources. For these reasons, some hiring managers might not get back to you. 

Mentioning a New Skill

Learned or developed any new skills since the interview? 

Mention it in a follow-up email to reaffirm your interest and dedication to becoming the best fit for the role. 

Tips When Following Up on a Job Interview

These are the top five tips to keep in mind on your quest for following up with hiring managers: 

• Keep your email concise (shorter is better)
• Double-check spelling, grammar, and other small details
• Don’t send too many emails (start with one and go from there)
• Reflect the tone of the company’s culture

Remember, your cover letter is where you share your story and your resume is where you highlight your skills. The primary aim of the follow-up email after an interview is to get a response about the next steps moving forward. 

Keep Your Email Concise (Shorter is Better)

Interviewers are busy. Show respect for their time by keeping your emails short and straight to the point. 

In total, 1-2 paragraphs is more than enough. 

Most candidates think that a longer email is better because it shows off their commitment and enthusiasm. In reality, it’s the opposite. 

For some employers, long emails can be a huge turn-off and they’re not likely to read the entire message. It’s nothing personal. They just have a lot to get through on their to-do list, so a shorter email is more appreciated. 

Double-Check Spelling, Grammar, and Other Small Details

Here are a few things to check:

• Email addresses

And make sure you’ve also included the necessary links and attachments. Small slip-ups can cost you the perfect email. 

Don’t Send Too Many Emails (Start With One and Go From There)

As mentioned, wait at least a week before sending your next follow-up email. If the hiring manager gets back to you sooner, feel free to send a response at your earliest convenience. 

Sending too many emails in a short span of time makes you look needy. If you’ve followed up for more than a month and they haven’t got back in touch, it’s best to move on. 

Reflect the Tone of the Company’s Culture

Follow the same tone of voice from the initial email that the company sent you. 

From relaxed and casual to smart and formal, emulate that same vibe in your email. This can make you a more memorable candidate who looks like a strong fit for the team.

If you’re unsure, maintain a professional tone of voice. 

Prevent the Need to Send Follow-up Emails By Acing Job Interviews With Rezi AI Interview

Follow-up emails after the interview can often be avoided in the first place by completely acing your job interviews. 

Here’s how: have a realistic practice partner for specific job interviews.  

A friend or family member is one option. Another option that we recommend is the Rezi AI Interview. 

With Rezi AI Interview, you’ll have a virtual partner who can help you test out your interview skills:

• Job-Specific Questions: Answer auto-generated questions based on your resume as well as the specific job position and job description you’re applying for.
• Constructive Feedback: Get feedback on your interview answers along with a recommended answer for each question. 
• Realistic Simulation: Our AI Interview feature is based on real-life interviews. Therefore, you’ll be asked real questions that have been asked in the past in your particular role and industry.  

You can sign up here to get started for free . 

Side Note: In some cases, it really could just be that the company needs more time to reply since they’re facing a large volume of candidates. A follow-up email is essential in the application process to leave a lasting impression and get status updates. 

Don’t Put All Your Eggs in One Basket

The safest option is to not solely focus on one company at a time. 

Yes, it might be best for the company you’re applying to, but you should also think about what’s best for yourself. 

You never know what other options are out there waiting for you. And it’s only possible to come across such career opportunities by not pinning all your hopes down on a single company. 

Then again, sending multiple high-quality job applications while preparing for an interview is tough because tailoring your resume and cover letter to each job description is a time-consuming process. 

In all honesty, juggling multiple applications can be a total headache. 

If you want all the AI tools and interview prep features you need to make the entire job search process easier, you can try Rezi for free . 

Astley Cervania

Astley Cervania is a career writer and editor who has helped hundreds of thousands of job seekers build resumes and cover letters that land interviews. He is a Rezi-acknowledged expert in the field of career advice and has been delivering job success insights for 4+ years, helping readers translate their work background into a compelling job application.

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Follow-Up Email Message Examples and Writing Tips

• Why It's Important to Follow Up

What to Include in the Email

Interview follow-up email template, interview follow-up email messages.

• More Follow-Up Letter and Emails

Job Application or Resume Follow-Up

• Networking and Job Fair Messages
• Follow-Up for Special Circumstances

One of the most important things you should do when job searching is to follow through and follow up on the jobs for which you’ve applied.

Whether it's right after a job interview or even when you haven't heard back on a job, a prompt, polite, and personal follow-up note, or email message will always make a good impression, and help you get noticed. Read on for some great follow up letter and email tips and samples.

Why It's Important to Follow Up

Following up after an interview.

A follow-up note or email message accomplishes a lot of functions. First, a thank you note sent after an interview or phone call shows good manners. In addition, sending a note after a point of contact is an opportunity for you to mention anything you forgot to say during the call or meeting, and give a quick review of why you're a good fit for the position.

Be sure to collect the names and contact information for everyone who was involved in your interview process.

Another reason to send a follow-up message is that it helps the hiring manager will remember who you are. Even if you don’t get this particular job, another one might come up and hopefully, the hiring manager will think of you and will already have your contact information on hand.

Here’s more information about how to  follow up after a job interview .

Checking on the Status of an Application

But it's not only after a conversation that you can send a follow-up letter.

You can also send a follow-up message to  check on the status of an application — doing so demonstrates your interest in the position, as well as your ability to take initiative.

This could help get your resume or application a second look if it was passed over for some reason.

As well, you may want to send a follow-up note if some time has gone by after your interview, and you haven't heard from the recruiter, a hiring manager, or the person who interviewed you.

The most important thing, of course, is to say thank you in your note, whether that's appreciation for an interviewer's time or for a hiring manager looking into the status of your application. But there's really much more you can do, depending on the occasion for your note. Here are some other details to include:

A Reminder of Who You Are It's quite possible that your interviewer spoke to dozens of people. Or, perhaps your emailed resume is one of hundreds a recruiter received. Provide a few details to give the person you're emailing context.

You can say things like "We spoke last Wednesday about the marketing coordinator role" or "I submitted my application for the sales position earlier this month." 

Make it easier for the interviewer to remember you. This is crucial, because he or she may not have the time to look you up.

Perhaps the two of you shared some interest or detail that you can mention in your letter as well. If no interviewer is involved yet, simply move on to the next bit of information.

Why You're a Good Candidate Give a quick summary of why you'd benefit the company, and what you'd bring to the position. Don’t make this a long review of your resume, simply hit the high points that you want the interviewer or hiring manager to consider.

Details You Forgot Initially Did you forget to include an important point in your original application? Or did you flop while answering a question on your phone screen? A follow-up note is a good place to fix those problems. Reconstruct your answers so you can say what you wished you had said in the application or interview.

This is a follow-up email message example. Download the follow-up email template (compatible with Google Docs and Word Online) or see below for more examples.

Follow-Up Email Message Sample #1

Subject: Thank You – Jane Doe, Audiologist

Dear Ms. Jones,

Thank you again for meeting with me yesterday to discuss the audiologist opening in your clinic. I was so impressed with the office and staff. I can tell that Audiology Associates is a true team environment, and I’d love the opportunity to join you.

I bring other things to the table besides my enthusiasm – for example, I have seven years of work experience as a licensed audiologist, and a current hearing aid dispensing license, as well as a doctorate in audiology (AuD). I also have extensive experience leading and training teams, performing diagnostic testing, and counseling patients, all of which you mentioned as essential for the role.

Please let me know if you have any questions or would like a list of references.

Thank you for your consideration.

Jane Doe jane.doe@email.com 555-555-5555

Sample Follow-Up Email #2

Subject Line:  Sales Representative Position

Dear Mr. Williamson,

It was a pleasure meeting you last week and discussing the sales representative position at XYZ Financial Company. Thank you for introducing me to Mr. James and Mr. White, with whom I would be working.

I am glad I had the opportunity to explain to you my exemplary sales record, which I believe would make me an asset on your team. I realize you expressed that the ideal candidate for the position should be experienced in team sales; while most of my experience has been as an individual salesman, I thrive in collaborative settings. As a sales representative at ABC Company, I met weekly with the other 20 sales representatives to collaboratively develop sales strategies and troubleshoot various sales issues. I flourish in this collective setting and would love the opportunity to bring my passion for teamwork to your company.

I also have a history of developing and maintaining long-lasting relationships with both clients and colleagues. At ABC Company, I maintained more than 75 percent of my clients for my entire tenure as a sales representative. I'm confident that my ability to develop strong relationships will also make me a strong team salesman.

I hope this illustration of my collaborative skills will instill confidence that I am the ideal candidate for the sales position. Thank you again for taking the time to speak with me and if you have any additional questions, please feel free to contact me. I look forward to hearing from you about this position.

Best regards,

McKensie Ryland

• Email Interview Thank You Note With Follow-Up Information
• Follow-Up Letter After a Job Interview
• Phone Interview Follow-Up Email Message

More Follow-Up Letter and Email Messages Examples

Browse this list of follow-up letter examples to get ideas for your letters and email messages.

• Letter to Follow-Up on a Job Application
• Email and Letter to Follow-Up on a Resume

Networking and Job Fair Contact Messages

• Job Fair Follow-Up Letter
• Networking Meeting Follow-Up Letter and Email
• Thank You Letter for an Introduction

Follow-Up Letters for Special Circumstances

• Appeal Letter for After a Demotion or Termination
• Letter of Appreciation for Career Assistance
• Letter to Send When You've Been Rejected
• Letter to Send After Missing a Job Interview

When to Follow Up

Timing plays a big role in follow-up notes. It's important to follow up as soon as possbile after a job interview.

Thank you notes following an interview or phone screen should ideally be sent within 24 hours of the contact.

If you don't hear back after a few days or a week, you may want to follow up and send a short and polite email asking if there is an update on the hiring process.

This is where it can be helpful if you asked during the interview about the timeline for hiring. (If the company interviewed you in March but said they would not have a decision until mid-April, hold off on sending your note until then.)

If you’re following up on an application or resume that you submitted, give it a week or two before sending your letter. Here is more information on how to  follow up after applying for a job .

• Career Blog

How to Write an Email Cover Letter Message in 2024

In today’s professional world, email has become the primary mode of communication. It has changed the way people interact, especially in the business world. Resumes and cover letters, once mailed through physical mail, are now sent through email. One of the essential parts of an email application is the email cover letter message. It’s the first communication that a potential employer will receive from a job applicant, and it is critical to make a good first impression.

Importance of an Email Cover Letter Message

Today, email messages are easily overlooked or deleted when they lack appropriate substance or do not capture the reader’s attention. A well-written email cover letter message can make a difference in the job application process. The message needs to be clear, concise, and memorable. It would help if you made sure it summarizes all the critical content you want the reader to know to make them decide to continue reading your application.

When it comes to writing an email cover letter message, conducting thorough research is essential. This section will cover the three key areas of research: Company Information, Job Description Analysis, and Contact Person Research.

A. Company Information

Before you begin writing your email cover letter, it’s important to gather as much information as possible about the company you’re applying to. This not only shows your interest in the company, but also helps you tailor your cover letter to their specific needs and values.

Start by visiting the company’s website and reading through their About Us and News sections. Take note of the company’s mission, values, and recent accomplishments. You can also research the company on third-party websites and social media platforms to see what others are saying about them.

Be sure to also research the company’s industry and competitors to gain a better understanding of their position in the market. This knowledge can help you highlight your relevant skills and experience in your cover letter.

B. Job Description Analysis

The job description is your roadmap for writing a targeted and effective email cover letter. Carefully read through the job posting and take note of the specific qualifications, responsibilities, and skills required for the position.

Use this information to identify your own experiences and skills that align with the job requirements. Then, make sure to highlight these key points in your cover letter to show the employer that you’re the right person for the job.

It’s also important to pay attention to any keywords or phrases used in the job description. Many employers use applicant tracking systems (ATS) to filter applications based on certain keywords, so incorporating them into your cover letter can increase your chances of getting noticed.

C. Contact Person Research

Addressing your email cover letter to the right person can make a big difference in your job search. It shows that you’ve put in the effort to do your research and that you’re serious about the position.

Start by looking for the name and email address of the hiring manager or recruiter. This information is often included in the job description or on the company’s website. If you can’t find a name, address your cover letter to the department or team responsible for the position.

If all else fails, you can try reaching out to the company’s customer service department for assistance. Just remember to be polite and professional when asking for help.

Conducting thorough research is a crucial step in writing an email cover letter message. By gathering information about the company, analyzing the job description, and researching the contact person, you’ll be able to tailor your cover letter and increase your chances of landing the job.

When it comes to writing an email cover letter message, formatting plays a crucial role in getting your message across effectively. Here are some tips and examples to help you format your email cover letter message properly:

A. Subject Line

Tips for an Effective Subject Line:  Keep your subject line short and to the point. Use action words to grab the reader’s attention, and make sure it’s relevant to the job you’re applying for. Avoid using all caps or overusing exclamation marks.

Examples of Attention-Grabbing Subject Lines:  “Experienced Sales Manager Seeking New Opportunities”, “Award-winning Designer Available for Freelance Work”, “Recent Graduate with Strong Writing Skills Interested in Editorial Position”.

B. Greeting

Always start your email cover letter message with a professional greeting. Use the recipient’s name if possible, and avoid using informal salutations like “Hey” or “Hiya”. Here are some examples of professional greetings:

• Dear [Name]
• Hello [Name]
• Good morning/afternoon [Name]

C. Body of Email

Tips for Composing an Effective Email Message:  Keep your message concise and focused on the job you’re applying for. Use bullet points to highlight your skills and accomplishments, and personalize your message to show why you’re a good fit for the company.

Using Proper Grammar and Punctuation:  Always proofread your message for spelling and grammar errors, and use proper punctuation. Avoid using slang or text-message abbreviations.

Length and Structure Guidelines:  Keep your email cover letter message to one page if possible. Use short paragraphs and bullet points to break up text and make it easier to read.

End your email cover letter message with a professional closing phrase. Here are some examples of best closing phrases:

• Best regards
• Thank you for your time and consideration

E. Sign-off and Signature

Finally, make sure to sign off your email cover letter message with an appropriate signature. This should include your full name, contact information, and any relevant links to your professional online presence (such as a LinkedIn profile or personal website).

By following these formatting tips and examples, you can craft an email cover letter message that is professional, effective, and tailored to the job you’re applying for. Good luck!

Tailoring Your Email Cover Letter Message

When it comes to writing email cover letters, one of the most important things you can do is customize your content. This means tailoring your message to the job position you are applying for, aligning with the company’s culture and values, and addressing your skills and qualifications with specific examples.

A. Customizing Content to the Job Position

Before you start writing your email cover letter, it’s essential to research the job position you are applying for thoroughly. By doing this, you will gain a better understanding of the organization’s needs and how you can meet them. Once you have a clear understanding of the job description, you can start customizing your message accordingly.

Use specific keywords and phrases from the job posting, and highlight your accomplishments and experiences that directly relate to the position. Your goal is to demonstrate to the hiring manager that you have an excellent understanding of the role and that you are the perfect fit for the job.

B. Aligning Content with the Company’s Culture and Values

Along with customizing your message to the job position, it’s also essential to align your content with the company’s culture and values. By doing this, you can demonstrate that you’re not just a good candidate on paper, but you also understand what the company is about and that you can contribute to its overall mission.

Some things you can do to align your content with the company’s culture and values include researching the organization’s mission statement and values, using language that reflects the company’s culture, and highlighting experiences that demonstrate your alignment with the company’s mission.

C. Addressing Skills and Qualifications with Specific Examples

Finally, when writing your email cover letter, it’s essential to address your skills and qualifications with specific examples. This means going beyond a simple list of your qualifications and instead providing examples of how you have used your skills to achieve specific goals or solve problems in previous roles.

Use specific examples that demonstrate your ability to work independently, work well in a team, and communicate effectively with others. Keep in mind that the goal is not just to list your skills and qualifications but to demonstrate how you have used them in practical situations.

By customizing your email cover letter to the job position, aligning with the company’s culture and values, and addressing skills and qualifications with specific examples, you can create a strong and effective message that demonstrates your fit for the role and your value as a candidate.

Including Attachments and Links

A. why attachments and links are important.

Including attachments and links in your email cover letter message can make a major difference in the eyes of the hiring manager. By providing additional materials, you give the hiring manager a better understanding of your qualifications, experience, and skills.

Attachments, such as your resume or portfolio, allow the hiring manager to see samples of your work and gain a deeper understanding of your background. Similarly, links to your personal website, LinkedIn page, or online portfolio can showcase your work and provide additional information on your career journey.

Not only do attachments and links provide valuable information, but they also demonstrate your attention to detail and ability to use technology effectively. This can set you apart from other applicants and make a positive impression on the hiring manager.

B. How to Include Attachments and Links

When including attachments, make sure they are in a format that is easily accessible and compatible with the employer’s software. Common formats include PDFs or Word documents. It is also important to label your attachments with descriptive names, such as “Jane_Doe_Resume.pdf” or “John_Smith_Portfolio.docx”.

When including links, make sure they are functional and lead directly to the intended content. It may also be helpful to include a brief description of the linked content to give the hiring manager context.

In order to avoid overwhelming the hiring manager with too many attachments or links, only include those that are relevant to the position or industry you are applying to. Prioritize materials that highlight your most relevant qualifications and experience.

Additionally, make sure to reference your attachments and links within the body of your email cover letter message. This provides context and encourages the hiring manager to review the provided materials.

The inclusion of attachments and links can greatly enhance your email cover letter message and make a positive impression on the hiring manager. Make sure to use them strategically and with purpose.

Follow-up Email

After sending your email cover letter, it’s important to follow up with a subsequent email to show interest and ensure that your application was received by the hiring manager. The following sections will discuss the importance of a follow-up email, the timing and frequency of sending these messages, and tips for composing a compelling follow-up email.

A. Importance of a Follow-up Email

A follow-up email is essential because it shows the hiring manager that you’re genuinely interested in the position and willing to go the extra mile to secure it. By sending a follow-up email, you demonstrate your enthusiasm and conscientiousness towards the job, which can increase your chances of being selected for an interview. Additionally, it’s crucial to follow up because sometimes, hiring managers receive hundreds of applications, and it’s possible that your email may get lost in the shuffle. A follow-up email makes sure that your application gets noticed.

B. Timing and Frequency

The timing of a follow-up email is critical. You don’t want to be too aggressive and send it right away, but you also don’t want to wait too long where the position may have been filled. A good rule of thumb is to send a follow-up email a week after your first email. After your initial follow-up, wait another week and send another email. If you still haven’t heard anything, then send one more follow-up email a week later. Generally, three emails are the maximum you should send unless the hiring manager has responded and requested additional information or further communication.

C. Tips for Composing an Effective Follow-up Email

Be concise and straightforward. Keep your email short and sweet, and get straight to the point. Hiring managers have busy schedules and may not have time to read lengthy emails.

Acknowledge the previous email you sent. Mention that you’re sending a follow-up email to check if there are any updates regarding your application.

Reiterate your interest in the position. Explain why you’re interested in the job and why you think you’re a good fit for the position.

Highlight any relevant experience or skills. Remind the hiring manager of your qualifications and how they align with the job requirements.

End with a call-to-action. Politely ask if the position has been filled and if there’s any further information they may need from you.

Remember that the goal of the follow-up email is to stay top of mind for the hiring manager and demonstrate your dedication to the job. By sending a well-crafted follow-up email, you increase your chances of being selected for an interview and ultimately securing the job.

Common Email Cover Letter Mistakes

When writing an email cover letter, there are several common mistakes to avoid. These include:

A. Overcomplicating the Message

It’s important to keep your email cover letter concise and to the point. Don’t try to impress the reader with overly complex language or convoluted statements. Instead, focus on communicating your relevant skills and experience in a clear and straightforward manner.

B. Including Irrelevant Information

Don’t include information in your email cover letter that isn’t relevant to the job you’re applying for. Stick to discussing your skills and experience that align with the job requirements.

C. Disregarding Proper Grammar and Spelling

Always proofread your email cover letter before sending it. Typos and grammatical errors can make a bad first impression on the hiring manager.

D. Not Customizing to the Job Position

Each email cover letter you send should be tailored to the specific job position you’re applying for. Avoid using a one-size-fits-all template and instead, highlight the skills and experience that make you a good fit for that particular job.

E. Using a Generic Template

Email cover letters should be personalized and unique to you. Using a generic template can make your application seem impersonal and unprofessional.

F. Improper Formatting

Make sure your email cover letter is easy to read and properly formatted. Use bullet points and short paragraphs to break up the text and make it more visually appealing. Avoid using different fonts or colors that could be distracting to the reader.

Tips for Submitting Your Email Cover Letter

When submitting your email cover letter, it’s important to take extra care to ensure that everything is correct. Here are some tips to help you out:

A. Double-checking the Email Address

Before hitting “send”, double-check that you’ve entered the correct email address for the recipient. It’s easy to accidentally type in the wrong email address when you’re in a rush or not paying attention. Make sure you’re sending your email cover letter to the right person by reviewing the recipient’s email address carefully.

B. Sending a Test Email to Yourself or a Friend

To make sure your email cover letter looks and sounds good, send a test email to yourself or a friend before sending it to the intended recipient. By doing so, you can see what the email looks like from the recipient’s perspective and make any necessary changes or edits before finalizing the email.

C. Timing the Email Submission

Timing is everything when it comes to submitting your email cover letter. Sending it too early or too late could mean that it gets lost in the recipient’s inbox or overlooked entirely. The best time to send your email cover letter is on a weekday, during regular business hours. This way, your email has a better chance of getting seen and read in a timely manner.

By following these tips, you can ensure that your email cover letter is error-free, well-received, and ultimately helps you land the job you want.

Example Email Cover Letter Message

As a job seeker, it’s essential to make sure that every aspect of your application stands out, including your cover letter message. The following step-by-step guide will help you develop an email cover letter message that will capture the hiring manager’s attention:

A. Step-by-Step Guide to Developing an Email Cover Letter Message

• Start with a clear subject line that indicates the position you’re applying for.
• Address the email to the hiring manager or recruiter by name.
• Begin your email cover letter with a professional and courteous greeting, even if you have spoken to the person before.
• Introduce yourself briefly and mention the job you’re applying for.
• Give a brief overview of your work experience and highlight the skills and qualifications that make you the best candidate for the job.
• Explain why you’re interested in the position and the company, and how you can contribute to their success.
• Close the email by thanking the hiring manager or recruiter for considering your application, and express enthusiasm for the opportunity to interview in person.

B. Sample Email Cover Letter for Job Application

Dear [Hiring Manager’s Name],

I am writing to express my interest in the [Position] at [Company]. I am a highly motivated and dedicated professional with [Number] years of experience in [Industry/Field], and I believe that my skills and qualifications make me the ideal candidate for the job.

In my current role at [Current Company], I have gained extensive experience in [Skills/Qualifications Required for the Position], and I have a track record of delivering [Results/Accomplishments Relevant to the Position]. I am confident that I can bring these skills and experience to [Company] and contribute to its continued success.

I am particularly impressed by [Company’s Achievements/Recent News/Industry Impact] and am excited by the opportunity to be part of such a dynamic and forward-thinking organization. I am eager to contribute my expertise, work ethic, and enthusiasm to help the company achieve its goals.

Thank you for considering my application. I would welcome the opportunity to discuss my qualifications further and how they align with your needs. I look forward to hearing from you.

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John mayer sets the record straight on his friendship with andy cohen.

In a letter to The Hollywood Reporter, the rocker takes exception to a "flawed" question in this week’s cover interview with the Bravo host.

By THR Staff

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It’s no surprise that this week’s The Hollywood Reporter cover story on Andy Cohen would garner some attention — in it, the Watch What Happens Live host and Bravo producer spoke candidly with Co-Editor in Chief Maer Roshan about the accusations that had been swirling around the Real Housewives franchise, from on-set sexism to racism to alcohol and drug abuse, breaking his long silence about the controversy .

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“Your friendship with Mayer has been the subject of intense speculation,” Roshan noted. “People seem dubious that a straight rock star can have a close, platonic relationship with a gay TV personality.”

“Let them speculate” Cohen replied. “I honestly love John Mayer, and he loves me. But because we are so affectionate to each other, people don’t know what box to put that in. They assume we are sleeping with each other, which we are most definitely not.”

That snippet in a 5,000-word interview quickly went viral, with dozens of news outlets, from CNN to the Daily Mail to Yahoo News, picking it up. More surprisingly, the question caught the eye of a certain rock guitarist — Mayer himself — who was moved to write  THR the following response, which is printed here in full:

Hi Mr. Roshan,

I read your interview with Andy Cohen , and was intrigued by your line of questioning regarding our friendship. You posited that “your friendship with Mayer has been a subject of intense speculation. People seem dubious that a straight rock star can have a close platonic relationship with a gay TV personality.”

I think this is somewhat of a specious premise. First, there is a long and storied history of “rock stars” (not mocking, just won’t refer to myself as one) befriending gay icons and artists.

I love intelligent discourse — as I hope you’ll find this email to be — but I bristle at your selectively flimsy logic meant to coax an answer, when the premise itself is so deeply flawed, and quite possibly not even quantitatively true. 

Quite simply, if someone is dubious of a platonic relationship between a straight man and a gay man, I don’t think that shallow a view deserves clarification by anyone with self respect, be it Andy or your publication. Reinforcing the idea that any gay/straight relationship needs qualification that it’s not sexual devoids everyone involved of their dignity. 

Respectfully,

John Mayer 

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