Follow up email after job application: templates you can copy and paste

When to follow up

Most recruiters in the US, Canada, the UK and Australia review applications in batches. Sending a follow-up before seven days have passed looks impatient. Waiting longer than three weeks means the role may already be filled.

Check the job posting first. If it says 'no calls or emails', respect that. If it gives a closing date, wait until two or three business days after that date before writing.

• Day 7: first follow-up if no closing date was given
• Day 14: second follow-up if you still have not heard back
• Two to three days after the closing date: follow-up when a deadline was listed
• Within 48 hours of a referral being made: follow-up that names the person who referred you

One-week follow-up template

This template works when you applied through a job board or company careers page and have not received any acknowledgement beyond an automated confirmation. Keep it under 150 words. The goal is to confirm your interest and make it easy for the recruiter to find your application.

Fill in the brackets before sending. Use the exact job title from the posting so the recruiter can search their applicant tracking system quickly.

1. Subject: Following up on my application for [Job Title] – [Your Full Name]
2. Hi [Recruiter Name or 'Hiring Team'],
3. I applied for the [Job Title] role on [date] and wanted to follow up to confirm my application came through.
4. I am very interested in this position and believe my background in [one relevant skill or area] is a strong fit for what you are looking for.
5. Please let me know if you need any additional information. I am happy to provide references or a portfolio at any point.
6. Thank you for your time.
7. [Your Name] | [Phone number] | [LinkedIn URL]

Two-week follow-up template

If you sent the one-week email and heard nothing, a second message is reasonable. Acknowledge that hiring takes time, restate your interest briefly, and leave the door open. Do not apologise for following up.

This is also the right template to use if you skipped the first follow-up and two weeks have passed since you applied.

1. Subject: Re: Application for [Job Title] – [Your Full Name]
2. Hi [Recruiter Name or 'Hiring Team'],
3. I wanted to check in on my application for the [Job Title] role submitted on [date]. I understand you are likely reviewing a large number of candidates.
4. I remain very interested in joining [Company Name] and am confident I can contribute to [specific team goal or project you know about from research].
5. If the role has been filled or the timeline has changed, I would appreciate a brief note so I can plan accordingly. Otherwise, I am happy to answer any questions.
6. Thank you again for your consideration.
7. [Your Name] | [Phone number] | [LinkedIn URL]

Follow-up template after a referral

When a current employee has referred you, mention their name in the subject line and the first sentence. Recruiters prioritise referred candidates in most companies, but only if they can connect your application to the referral quickly.

Send this email within 48 hours of your contact telling you they submitted the referral. Do not wait for the automated confirmation email from the company.

1. Subject: Application for [Job Title] – referred by [Referrer's Full Name]
2. Hi [Recruiter Name or 'Hiring Team'],
3. I recently applied for the [Job Title] position and wanted to let you know that [Referrer's Full Name] from your [team or department] referred me for this role.
4. [Referrer's Name] and I worked together at [Company or context] and they felt my experience in [relevant skill] would be a good match for what you are building.
5. I have attached my resume for your convenience. I would welcome the chance to speak with you about how I can contribute to [Company Name].
6. Thank you for your time.
7. [Your Name] | [Phone number] | [LinkedIn URL]

How to find the right person to email

Sending to a generic inbox like jobs@company.com is fine if that is all you have. A named recruiter is better. Search LinkedIn for the company name plus 'recruiter' or 'talent acquisition'. Look at who posted the job listing on LinkedIn directly.

In the UK and Australia, many mid-size companies list a contact name in the job posting itself. In Canada and the US, the hiring manager's name sometimes appears in the posting on the company's own careers page even when it is hidden on the aggregator site.

If you cannot find a name, 'Hiring Team' or 'Hiring Manager' is acceptable. Avoid 'To Whom It May Concern'.

Common mistakes to avoid

A follow-up email can help or hurt depending on how it is written. The most common errors are sending too soon, following up more than twice, and writing a message that is longer than the original cover letter.

• Do not follow up before seven days unless the posting asked you to
• Do not send more than two follow-up emails for the same role
• Do not ask why you have not heard back or express frustration
• Do not attach your resume again unless you are specifically asked or it is a referral situation
• Do not use a casual subject line like 'Just checking in' as it is easy to overlook

Tracking your applications so you know when to follow up

Following up at the right time requires knowing exactly when you applied and to which version of the job. If you are applying to multiple roles, a spreadsheet works, but it becomes hard to maintain once you are sending more than a handful of applications a week.

Break-In Bad tracks every application it submits on your behalf and saves a screenshot as proof of submission, so you always have the exact date and the job details in one place. When employer replies arrive, they come into a single inbox with alerts, which means you can see at a glance which roles still need a follow-up and which have already moved to the next stage.