What Do You Say When Following Up On A Job Application?

While submitting a job application, whether through physical means or online, following up can be a crucial step in the process. It’s an opportunity to demonstrate your interest in the position and make a lasting impression on the hiring team.

In today’s competitive job market, simply submitting your application and waiting for a response might not be enough.

Making a follow-up effort can set you apart from other candidates. While some may view it as insignificant, a well-executed follow-up can showcase your proactive attitude and genuine enthusiasm for the position.

What to Consider Before Making a Follow-Up

Before you reach out, consider these key factors to avoid missteps:

Timing

Timing is crucial. Allow at least one to two weeks after submitting your application before following up. This gives the hiring team sufficient time to review applications. However, waiting too long might result in missed opportunities, so find a balance.

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Nature of the Company

Different companies have varying expectations about follow-ups. Some value follow-ups as a sign of genuine interest, while others may see them as unnecessary or intrusive. Research the company culture to guide your approach.

Application Format

The method of your application submission—be it through email, a portal, or physical delivery—can influence how you should follow up. Tailor your approach to align with the submission process.

Choosing the Right Method for Following Up

There are several methods to follow up, but the most effective are email and phone calls. Here’s a breakdown of each:

Application Follow-Up by Email

Pros:

  • Keeps a record of communication
  • Allows for proofreading before sending
  • Can be sent at any time

Cons:

  • May lack personal impact
  • Could get lost in the inbox or flagged as spam

Application Follow-Up by Phone

Pros:

  • Enables direct communication
  • Allows for real-time conversation and questions
  • Provides an opportunity to showcase communication skills

Cons:

  • May not directly reach the hiring manager
  • Conversations can be rushed or brief
  • Requires careful preparation

What to Say When Following Up

Regardless of the method, your message should be concise, professional, and informative. Here’s a guide to structuring your follow-up:

1. Introduction

Start by introducing yourself and mentioning the position you applied for, including the date of submission.

2. Reaffirmation of Interest

Express your continued interest in the role. Highlight relevant skills or experiences that make you a strong candidate.

3. Inquiry

Politely ask for an update on the application status. For example: “I understand the hiring process takes time, but I am eager to learn about the status of my application.”

4. Highlight Qualifications

Reiterate key qualifications or achievements that align with the job description. For example: “My skills in [specific skill] and experience in [relevant area] make me an excellent fit for this role.”

5. Attach Updated Documents

If applicable, include an updated resume or portfolio showcasing recent accomplishments.

6. Choose the Right Time

For phone calls, avoid peak business hours. Aim for mid-morning or mid-afternoon on weekdays.

7. Prepare a Script

If calling, jot down key points to ensure clarity and professionalism during the conversation.

8. Be Polite and Respectful

Maintain a professional tone. If leaving a voicemail, keep it brief and polite.

9. Follow-Up Email After the Call

After a phone call, send a quick follow-up email summarizing your discussion and thanking the recipient for their time.

10. Thank You

End your follow-up by expressing gratitude for the opportunity to apply and for their consideration.

Dos and Don’ts of Following Up

Do:

  • Personalize your message for the role and hiring manager.
  • Proofread for typos or grammatical errors.
  • Maintain a professional tone throughout.
  • Be patient and respectful.

Don’t:

  • Send multiple follow-ups in quick succession.
  • Use generic templates without personalization.
  • Appear impatient or demanding.

Sample Follow-Up Email and Call

Sample Email:

Subject: Follow-Up on Application for [Position Name]

Dear [Hiring Manager Name],

I am writing to follow up on my application for the [Position Name] position submitted on [Date]. I am enthusiastic about this opportunity and confident that my skills and experience make me a strong candidate.

In my previous role at [Previous Company], I [mention specific accomplishments]. I am eager to contribute to your team’s success.

Please let me know if there are updates on my application or if additional information is needed. Thank you for your time and consideration.

Sincerely,
[Your Name]

Sample Phone Script:

“Hello, my name is [Your Name], and I’m following up on my application for the [Position Name] position submitted on [Date]. I am very interested in this role and was hoping to learn if there are any updates regarding my application status.”

Conclusion

Following up on a job application is an important step in standing out from other candidates. It demonstrates your enthusiasm and commitment while offering an opportunity to provide additional information. Keep your communication professional, polite, and tailored to the situation. Even if the outcome isn’t favorable, express gratitude and seek feedback for future improvement. Remember, every interaction is a chance to leave a positive impression.

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