How to Write a Follow up Email for a Job: 7 Templates That Don’t Sound Awkward

You hit submit. You triple-checked your resume. You attached the correct file, not the one named final_final_REAL.pdf.

Now you are doing the only logical next step: refreshing your inbox like it owes you money.

Following up after submitting a job application is one of those career skills nobody really teaches you. It can feel like you are either being proactive or becoming the mildly annoying person in a recruiter’s inbox. When you are anxious, the line between the two feels invisible.

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The good news is that there is a normal, professional way to follow up.

In this guide, you will learn how to write a follow up email for a job, when to send it, who to contact, and what to say without sounding desperate, passive-aggressive, or like a robot trained on corporate emails from 2009.

You will also get seven job application follow-up email templates you can copy, customize, and send in a few minutes.

Key Takeaways

• Wait at least one week after applying before following up, and consider closer to two weeks for some employers, government roles, or high-volume hiring processes.
• Keep your job application follow-up email to a few short paragraphs.
• Include the job title, the date you applied, and one clear question.
• Contact the recruiter or hiring manager when possible.
• As a practical rule, send no more than two follow-up messages unless the employer gives you a new timeline.
• A professional follow-up should sound interested and confident, not apologetic or demanding.

Should You Follow Up After Applying for a Job?

Yes, in most cases.

Following up is a normal part of the application process, and applicants are often encouraged to explain how they intend to follow up after sending a resume or application.

A thoughtful follow-up email can:

• Remind a busy recruiter or hiring manager about your application.
• Show that you are genuinely interested in the position.
• Confirm that your application was received.
• Give you an opportunity to share a relevant portfolio item or update.
• Help you clarify the employer’s expected hiring timeline.

A brief, respectful follow-up is unlikely to hurt in most cases, provided the employer has not asked candidates not to contact them. That said, following up can reflect poorly on you if you ignore explicit instructions not to reach out, send repeated messages, follow up too soon, or use an overly demanding or entitled tone.

When You Should Not Follow Up

Skip the follow-up when:

• The job advertisement specifically says not to call or email.
• The employer provides clear instructions to check the application portal instead.
• You have already followed up twice without receiving a response.
• The application deadline has not passed and the company says it will only review candidates afterward.

Following up is professional. Repeatedly chasing someone who has not responded is usually not productive.

Protect your time and keep applying elsewhere.

When to Follow Up After Applying for a Job

Most people follow up too quickly because the anxiety starts approximately six minutes after they click “Submit.”

Try to resist.

These timelines are practical rules of thumb rather than universal hiring laws. Career-center recommendations vary slightly, but waiting approximately one to two weeks after submitting an application is common.

As a general rule, wait at least one week after applying before following up. Some employers and career centers recommend waiting closer to two weeks. If the posting includes a closing date or the employer gives you a timeline, follow that schedule instead. Government roles, large employers, and high-volume hiring processes may take longer.

If You Applied Through an Online Job Portal

Wait at least one week after submitting your application, and consider closer to two weeks for larger employers or high-volume hiring processes.

If the job advertisement includes a closing date, wait until after that date, then allow the employer several business days to begin reviewing applications.

If You Emailed Your Application Directly

Follow the same general guideline: wait at least a week, closer to two for larger or high-volume employers.

Because you sent the application directly to a person, it can also make sense to ask them to confirm your documents were received, but skip this if the portal or employer already sent you an automatic confirmation.

If Someone Referred You

If someone referred you, mention the connection naturally when you contact the recruiter or hiring manager, but follow the employer’s stated timeline and the same general one to two week rule. A referral does not create its own follow-up deadline or give you permission to reach out repeatedly. Just make sure the person genuinely referred you before using their name.

If the Employer Gave You a Timeline

Wait until the stated deadline has passed, then allow another one or two business days before checking in.

For example, if the recruiter says candidates will hear back by Friday, follow up on Tuesday rather than emailing them at 9:02 a.m. on Monday.

If You Already Had an Interview

That requires a slightly different approach.

Send a thank-you email within 24 hours of the interview. Keep it brief, express your continued interest, and offer to provide any additional information the employer may need.

After that, wait until the employer’s stated decision date has passed before following up again.

How to Write a Follow Up Email for a Job

A good follow-up email does not need to be clever or complicated.

It needs to help the recipient understand:

1. Who you are.
2. Which job you applied for.
3. When you applied.
4. Why you are contacting them.
5. What you would like them to do next.

Here is the basic structure.

1. Use a Clear Subject Line

The subject line should immediately connect your email to the job application.

Good subject line examples include:

• Following up: [Job Title] application
• Application follow-up: [Job Title]
• Checking in: [Job Title] application
• [Job Title] application submitted on [Date]
• Quick follow-up regarding the [Job Title] role

Avoid vague subject lines such as:

• Hello
• Quick question
• Checking in
• Any update?
• Following up again

Recruiters may be managing dozens of open positions. Give them enough context to recognize your message before opening it.

A clear and specific subject line also helps the recipient immediately understand why you are contacting them.

2. Introduce Yourself and Name the Position

Start by stating your name, the role, and when you applied.

For example:

I applied for the Marketing Coordinator position on July 21 and wanted to follow up on the status of my application.

Do not make the recipient search through their inbox to figure out which job you are talking about.

3. Reconfirm Your Interest

Add one sentence explaining why the position still interests you.

Keep it specific:

I am particularly interested in the role because of its focus on customer onboarding and cross-functional project coordination.

This sounds more genuine than:

I believe I would be the perfect candidate for this amazing opportunity.

You do not need to resell your entire professional history. Your resume already has that job.

4. Ask One Clear Question

Choose one purpose for the email:

• Ask whether there is an update on your application.
• Confirm that the application was received.
• Ask about the expected timeline.
• Offer to provide additional information.
• Share one relevant work sample.

Avoid squeezing five questions into one email. Your follow-up should be easy to answer.

5. End Politely

Close by thanking the recipient and making it clear that you are available to provide anything else they need.

For example:

Thank you for your time. I would be happy to provide any additional information that would be useful.

Professional. Calm. No emotional hostage situation required.

How Long Should a Job Application Follow-Up Email Be?

Keep the message brief, usually two to four short paragraphs. The goal is to remind the employer who you are, express continued interest, and make it easy to respond. As a rough rule of thumb, many follow-ups land somewhere around 50 to 150 words, but treat that as a practical guideline rather than a strict requirement.

Your follow-up is not:

• A second cover letter.
• Your full career story.
• A detailed explanation of why you need the job.
• A breakdown of every qualification on your resume.
• A dramatic account of how long you have been waiting.

Aim for:

• Two to four short paragraphs.
• One clear request.
• One polite closing.
• Your contact information.

Recruiters often read emails between meetings or on their phones. Short wins.

Is a Follow Up Application Letter the Same as a Follow-Up Email?

The phrase follow up application letter is sometimes used to describe a formal message sent after applying for a job.

In modern hiring processes, however, this message is usually sent as an email rather than a printed business letter.

A follow up application letter and a job application follow-up email serve the same basic purpose:

• Reconfirm your interest.
• Ask about your application status.
• Provide additional information.
• Keep the conversation moving.

Unless the employer specifically requests formal correspondence, email is normally the faster and more appropriate format.

Who Should You Email After Applying Online?

Contact the recruiter or hiring manager responsible for the position whenever possible.

Check the Job Advertisement

Read the entire listing again. A contact name or email address may appear near the bottom, inside the application instructions, or next to the job reference number.

Search LinkedIn

Try searches such as:

• Recruiter + [Company Name]
• Talent Acquisition + [Company Name]
• Marketing Recruiter + [Company Name]
• [Likely Hiring Manager Title] + [Company Name]

For example, if you applied for a Customer Success Manager position, the hiring manager may be the Head of Customer Success or Customer Success Director.

You can search for people using relevant keywords and narrow the results using filters such as company, location, or industry.

Check the Company Careers Page

Some companies list a recruitment email address, such as:

• careers@[company].com
• jobs@[company].com
• recruitment@[company].com

You can also use the application portal’s messaging feature when one is available.

Avoid Guessing Personal Email Addresses

You may be able to identify the company’s usual email format, but guessing an employee’s address can easily create errors.

Whenever possible, use a publicly listed professional address, a LinkedIn message, or the official careers inbox.

Looking up the recruiter responsible for a role is normal professional research. You are not launching a private investigation. You are sending one relevant message about a job you already applied for.

Be cautious if an unknown recruiter contacts you from a personal email account or immediately asks for financial or identity information. These are common job scam warning signs, especially when the person requests sensitive information before a legitimate interview or offer process has taken place.

7 Job Application Follow-Up Email Templates

Replace the bracketed sections with your information and adjust the wording so it sounds like you.

Do not spend 45 minutes trying to invent a groundbreaking new way to say, “Could you please share an update?”

1. Standard Follow-Up Email After Applying Online

Use this when: You applied through a job portal and have the recruiter’s or hiring manager’s email address.

Quick edit tip: Your specific reason does not need to be groundbreaking. “The opportunity to support a growing product team” is enough when it is true and relevant.

2. Follow-Up Email Confirming Your Application Was Received

Use this when: You emailed your application directly, the employer requested materials outside a standard portal, you ran into a technical issue submitting, or you have a specific reason to think the application did not arrive.

Do not send this message if the application portal or employer already emailed you a submission confirmation. This template is for a genuine logistics question, not for calming post-application anxiety.

This is a low-pressure option because you are checking the logistics rather than demanding a hiring decision.

3. Follow-Up Email That Adds a Relevant Work Sample

Use this when: You have a portfolio item, case study, project, certification, or recent achievement that strengthens your application.

Only share something directly relevant to the position. A hiring manager recruiting a financial analyst probably does not need your travel photography portfolio, unless the job took an unexpected turn.

4. Follow-Up Email After a Referral

Use this when: Someone at the company genuinely referred you for the position.

Do not name-drop someone simply because LinkedIn says you share a connection. “We both know a person who once liked your post” is not a referral.

5. Second Follow-Up Email After No Response

Use this when: It has been about another week since your first follow-up and you still have not heard back. As a practical rule, one follow-up is usually enough, but a second can be reasonable if you have a genuine contact, the employer has not asked candidates not to follow up, and you still have no response.

This gives the recipient an easy way to reply even when the answer is not the one you hoped for.

6. Follow-Up Email When the Job Posting Disappears

Use this when: The advertisement is no longer live and you want to know whether the position has closed.

A disappearing job advertisement does not automatically mean you were rejected. The company may have received enough applications, paused hiring, revised the role, or moved into the interview stage.

7. Final Follow-Up Email to Close the Loop

Use this when: Two or three weeks have passed, you have followed up once or twice, and it is time to stop chasing.

This closes the conversation professionally without sounding bitter, demanding, or desperate. More importantly, it gives you permission to move on.

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Following up becomes much easier when you are not trying to remember every application, deadline, recruiter, and interview inside your increasingly tired brain.

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Follow-Up Email Mistakes to Avoid

A follow-up can help your application, but a careless one can make it harder for the recipient to help you.

1. Contacting the Wrong Person Without Context

Do not send a random company recruiter a message that says:

Any updates?

They may have no idea who you are or which of the company’s 47 open positions you applied for.

Include:

• The job title.
• The date you applied.
• The job reference number, if available.
• A link to the advertisement, if it is still live.

2. Following Up Too Soon

Contacting the employer one day after applying usually does not demonstrate impressive initiative. It mostly demonstrates that one day has passed.

Give the hiring team enough time to review applications.

3. Apologizing for Contacting Them

Avoid phrases such as:

• Sorry to bother you.
• I know you are extremely busy.
• I apologize for following up.
• I hope I am not being annoying.

A professional follow-up is a normal part of the hiring process. You do not need to apologize for politely asking a relevant question.

4. Sounding Accusatory

Do not write:

• I have not heard back, which is disappointing.
• I assume you missed my application.
• I expected to receive a response by now.
• I need an answer by Friday.

Even when the silence feels rude, accusing the recipient rarely improves the situation.

5. Repeating Your Entire Cover Letter

Your follow-up should remind the employer about your application, not restart it from page one.

Include one specific reason for your interest, then move on.

6. Sending Daily Follow-Ups

A reasonable sequence is:

1. Apply.
2. Wait at least one week, closer to two for some employers.
3. Send the first follow-up.
4. Wait another week or so if you still have not heard back.
5. Send one final follow-up, only if you have a genuine reason to check in again.
6. Stop unless the employer replies.

Daily messages will not force the hiring process to move faster. They may, however, make your name memorable for the wrong reason.

7. Attaching Unrequested Files

Do not attach your resume, cover letter, certificates, references, portfolio, recommendation letters, personality test, and childhood report card unless they are requested or directly relevant.

Links are often easier and safer than large attachments.

The Low-Energy Follow-Up Option

Some days, writing a perfectly polished email feels like one administrative task too many.

Use this if you emailed your application directly, ran into a technical issue, or have a real reason to think it did not arrive, not simply because you already got a confirmation and feel anxious anyway. Skip it entirely if the portal or employer already confirmed receipt.

Replace the brackets. Send it. Done.

You followed up without spending the rest of the afternoon analyzing whether “Thank you” sounded too formal.

What If the Employer Never Replies?

Sometimes you write an excellent follow-up email and still receive silence.

Possible reasons include:

• The employer received hundreds of applications.
• The position was paused or canceled.
• An internal candidate was already being considered.
• The recruiter is managing several open positions.
• The hiring timeline changed.
• The employer simply has a poor candidate communication process.

None of these possibilities automatically mean you were unqualified.

Your job is to keep your own process moving:

• Follow up once or twice.
• Continue applying for other positions.
• Track your applications.
• Save promising contacts for future opportunities.
• Focus your energy on employers who engage with you.

A job search becomes much harder when every application feels like the only application. Keep multiple opportunities moving whenever possible.

Track Your Job Application Follow-Ups

If you are applying for several jobs, follow-up dates become confusing quickly.

Keep a copy of each submitted application, not just the original job advertisement. Saving a record of what you submitted for each application makes it easier to prepare for interviews and complete future applications.

Use a simple job application tracker with columns for:

• Company.
• Job title.
• Job posting link.
• Date applied.
• Recruiter or hiring manager.
• Contact information.
• First follow-up date.
• Second follow-up date.
• Interview date.
• Current status.
• Next action.

This reduces the mental load and stops you from accidentally emailing the same recruiter three times while completely forgetting another application.

Final Thoughts

Learning how to write a follow up email for a job is mostly about making the recipient’s job easier.

Wait a reasonable amount of time. Keep the email short. Include the necessary context. Ask one clear question. Then move on with the rest of your job search.

Following up after applying is not embarrassing or desperate. It is a normal professional action when handled respectfully.

Choose one of the templates above, personalize it, send it, and go do literally anything else for ten minutes.

Staring at your inbox will not make the recruiter type faster.

Frequently Asked Questions

Should I Follow Up After Submitting a Job Application?

Yes, you can usually follow up after submitting a job application. As a general rule, wait at least one week, and consider closer to two weeks for some employers, unless the posting includes a timeline or closing date, or the employer specifically asks candidates not to contact the hiring team.

When Is the Best Time to Follow Up After Applying for a Job?

As a general rule, wait at least one week after applying, and consider closer to two weeks for larger employers or high-volume hiring processes. If the advertisement includes a closing date, wait until after that date and give the employer several business days to begin reviewing applications. A referral does not create its own timeline. Mention the connection naturally, but follow the employer’s stated schedule and the same general one to two week guideline.

What Should I Say in a Job Application Follow-Up Email?

State the job title, when you applied, and that you remain interested in the position. Then ask whether the employer can share an update or expected timeline. Offer to provide additional information and close politely.

How Do I Write a Follow Up Email for a Job Without Sounding Desperate?

Keep the email brief, professional, and focused on one question. Avoid apologizing, overexplaining, demanding an answer, or describing how badly you need the position. Express interest without placing pressure on the recipient.

What Subject Line Should I Use for a Follow-Up Email?

Use a specific subject line such as “Following up: [Job Title] application” or “Application follow-up: [Job Title].” Including the position helps the recruiter immediately understand why you are contacting them.

How Many Times Should I Follow Up on a Job Application?

As a practical rule, one follow-up is usually enough. A second can be reasonable after another week or so if you have a genuine contact, the employer has not asked candidates not to follow up, and you still have no response. Stop after two unless the employer replies or gives you a new timeline.

Who Should I Contact After Applying Online?

Contact the recruiter listed in the advertisement or the hiring manager responsible for the role. When no contact is listed, check the company’s careers page, search LinkedIn, or use the official recruitment inbox or application portal.

Is a Follow Up Application Letter Different From a Follow-Up Email?

Not significantly. A follow up application letter is a formal message asking about a submitted application. Today, it is normally sent by email rather than as a printed letter. Both formats should be brief, polite, and specific.

Should I Attach My Resume Again?

Only attach your resume if you are confirming receipt, believe the original file did not upload, or the employer asks you to resend it. Otherwise, avoid sending unnecessary duplicate attachments.

What Should I Do If the Employer Never Responds?

Send no more than two polite follow-ups, update your application tracker, and continue applying elsewhere. Employer silence is frustrating, but repeatedly contacting the same person is unlikely to change the outcome.