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How to follow up on job applications

laptop with successful job application message

Have you ever wondered if following up on job applications is necessary?

Who do you email? When do you email? What do you say to find out how your application is going?  When you apply for jobs, knowing how and when to follow up on your applications can be tricky. The article below explores some of the best ways to send follow-up communications and improve your success rate with job searching.

Why follow up?

There are several benefits to following up:

  • You may be informed of delays and stop making the wrong assumptions about being rejected
  • You can reiterate your interest in the job
  • You may learn the result earlier (and celebrate some good news)
  • You can quickly continue with your job search if  unsuccessful

Why do people not follow up?

The main reason why many candidates do not follow up is fear of receiving bad news.  Many assume that lack of communication means rejection (the organisation does not consider their application successful). Looking at the hiring process from the organisation’s point of view, many factors could result in delays, for example, members of the selection panel could be on annual leave/ off sick/ on unexpected leave. At times, the panel may be waiting for the budget for the role to go through the final approval process. Other times, there may be a number of vacancies to manage, and the increased workload in the human resources team could lead to delays. Your application could have landed in the hiring manager’s spam e-mail box by accident.

Many job applicants are concerned about not knowing what to say. They worry about looking desperate, saying the wrong things or spoiling their chances of success. Some people simply do not realise that following up is an essential part of the job application process.

How and when to follow up

If the job description includes the phone number of the hiring team, you might want to make a phone call to follow up on your application. If they do not provide a phone number only an e-mail address, then sending an e-mail would be a good alternative.  At times, the job description may indicate a timeline in terms of when the candidate will receive the interview decision of the selection panel. If there is no deadline specified, you may wish to wait about three weeks before contacting them. In the event that you do not receive a response, you may try again in about two weeks’ time.

Record keeping is key

Keeping accurate records of your job search will help you monitor your progress. You will be able to easily identify which online platforms work best for you. Make sure that you focus your attention on the job-searching process. Having an organised approach is key because you will quickly be able to find important information (e.g. who to contact for follow-up).

You can use a spreadsheet or a notepad to keep records of the below:

  • Where you find specific vacancies e.g. jobs.ac.uk
  • When you apply
  • What the application deadline date is
  • Planned interview date (if known)
  • Name of the company, role and salary expectations
  • Web link to the job advert

How to structure your e-mail

Here are some key guidelines in terms of what to pay attention to in your e-mail. You will find three templates at the end of this article that you could use (and make them bespoke).

It is essential that you are brief, clear and specific. Your e-mail should not include unnecessary or irrelevant information. Avoid using long sentences or jargon. Make sure that you proofread your e-mail so that it is grammatically correct. If you need to, ask a trusted friend to proofread your e-mail. If the job advert indicates the name of the hiring person, address your e-mail to them.

Make sure that you mention which position you have applied for and where. Recruiters often receive a large number of applicants for vacancies. If you give them the title of the vacancy or the application reference number, you will make it easier for them to look up the status. You should express your continued interest in the position and your enthusiasm to join the organisation. You need to sound positive and optimistic about the outcome of their decision.

Template 1:

Dear Recruiting Manager,

I recently applied for the position of XXXX at XXXX company. I am very interested in this opportunity, and I would be keen to contribute to the success of the organisation. I believe that my skills and experiences would help me to excel in the job. May I please double-check if you have any updates on the status of my application?

Please let me know if you need any additional information from me. I look forward to hearing from you.

Kind regards,

XY

Template 2:

Dear Mrs Smith,

I hope that you are well. I have recently applied to XXXX position at XXXX organisation. I am writing to check if there are any news regarding my application. I am excited about the opportunity to join your organisation and help manage XXXX (professional area) within the team.

Please let me know if you need any additional information before moving on to the next stage in the hiring process.

I look forward to hearing from you.

Kind regards,

XY

Template 3:

 Dear Michael,

I am writing to express my continued interest in the XXXX role at XXXX. I have seen the position advertised on the XXXX website and submitted my application form on XX/XX/XXXX. I would like to enquire about the status of my application and check if there is any further information that you may need.

I believe that my relevant expertise in XX and XX, and my experience of XX make me ideally placed to contribute to this position. I look forward to the opportunity to discuss my application further at the interview.

I would like to thank you for considering my application.

Yours sincerely,

Kind regards,

XY

Completing a Job Application

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Henrietta Nagy

Henrietta Nagy is a seasoned portfolio worker with over 10 years’ experience in the UK education sector. Henrietta writes educational content, designs academic courses, delivers university lectures, mentors entrepreneurs, and provides career development coaching. One of Henrietta's recent organisational clients is the Oxford University where she has facilitated over 100 hours of learning events. With 9 years of higher education studies internationally (including an MBA), she has worked with CEOs, academics, scholars, managers, women entrepreneurs, academic administrators and other consultants.

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