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Sample Email and Letter to Follow Up on a Job Application

How to Write a Follow-Up Email

When to follow-up, follow-up letter template, sample follow-up letter, follow-up letter format guidelines, sending an email follow-up message, more follow-up examples.

Emilie Dunphy / The Balance

It’s frustrating to send in a job application and not hear back from the company . When that happens, you have two options as an applicant: continue waiting or send a follow-up letter. 

What's the best way to follow-up? If you choose to send a follow-up, you’ll need to walk a fine line. While you want to remind the hiring manager of your interest and qualifications, you do not want that person to feel hounded. 

Remember that job interviews are about fit, to a certain extent—if the hiring manager doesn’t want to work with you, you won’t get the job. Pursuing them with endless follow-ups won’t help make your case.

Get tips on how to send a follow-up letter that strikes that perfect balance below, plus review a sample note and template to help you write your own persuasive message.

Be polite.  Avoid accusing the employer of forgetting your application or ignoring you. Assume the best—that the hiring manager is simply busy and has not yet had time to read your application or respond to you. Be extremely polite throughout the letter. 

Keep it short.  The employer is likely very busy and has many applications to read through. Therefore, don’t add to his or her workload with a long letter. Get right to the point, explaining who you are and why you are writing.

Reinforce your skills (briefly).  While your letter should be short, it's a good idea to briefly reiterate one or two things that make you stand out as a candidate. Emphasize why you are right for the job and/or the company.

You can also use the letter to express your enthusiasm for the position or company. 

Carefully edit and proofread your letter.  This letter is a chance for you to make a first (or second) impression on the employer. Make sure it is professional and polished and in proper business letter format. Read through the letter carefully before sending it. Triple-check for typos (and in particular, make sure to spell the recipient's name, and the company's name, correctly). 

Send your email or letter promptly.  Wait a week or two after sending your job application. If you don’t hear back by then, consider sending a letter. Keep in mind that it will take at least a couple of days for the letter to get to the company. If you are in a rush, consider  following up  in a different way. You can also send an email or make a phone call.

Follow up again.  If another week or so passes after sending your letter and you still haven’t heard back, you can send another. At that point, you might also follow up in a different way, such as a phone call or email , if you sent a letter the first time.

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

Use the sample letter below as a template for your own letter. Be sure to personalize the letter to fit the particular job and company.

Sample Follow-Up Letter to a Job Application (Text Version)

Jane Doe 123 Main Street Anytown, CA 12345 555-555-5555 jdoe@abcd.com

March 11, 2021

George Wyatt XYZ Company 87 Delaware Road Hatfield, CA 08065

Dear Mr. Wyatt,

I submitted a letter of application and a resume earlier this month for the programmer position advertised in the Times Union. To date, I have not heard from your office. I would like to confirm receipt of my application and reiterate my interest in the job.

I am very interested in working at XYZ Company, and I believe my skills and experience would be an ideal match for this position. In particular, my five years as an award-winning programmer at ABC Company make me a strong fit for this position and company.

Please let me know if you need any further materials from me.

I can be reached at (555) 555-5555 or jane.doe@.com. I look forward to hearing from you.

Thank you for your consideration.

Signature (hard copy letter)

This template shows the format to use when writing your letter. Edit it to fit your personal circumstances.

Your Name Your Address Your City, State Zip Code Your Phone Number Your Email

Name Title Organization Address City, State Zip Code

Dear Mr./Ms. Last Name:

Use the first paragraph to thank the hiring manager for considering your application. Mention your interest in the job and how enthusiastic you are about it.

The second paragraph of your follow-up letter should include the reasons you are an excellent candidate for the job.  List specific skills that relate to the job you applied for. The more detailed you are, the more the hiring manager will know about your qualifications.

The third paragraph (optional) can be used to mention anything else you'd like to bring to the attention of the employer.  This gives you another chance to make a good impression, especially if you remembered something that may help your case for getting hired that you didn't include in your cover letter.

In your closing paragraph, reiterate your appreciation for being considered for the   job  and let the reader know you are looking forward to hearing from him or her soon.

Your Signature ( for hard copy letter )

If you're sending your follow-up message via email, list your name and the title of the job you applied for in the subject of the message. Your contact information should be listed in your signature. Here is an example of an email subject line for your follow-up: 

Subject:  Jane Doe - Programmer Position

Here's an example of an email signature:

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

Here are more examples of follow-up emails and letters to send after applying for a job or after you’ve interviewed.

• Email Follow-Up Template
• Resume Follow-Up Email
• Interview Follow-Up Email
• Email Interview Thank You Note With Follow-Up Information
• Follow-Up and Thank You for an Interview
• Follow-Up Letter After a Job Interview
• Influence Letter for After a Job Interview
• Phone Interview Follow-Up Email Message

Key Takeaways:

Follow Up Carefully:  It’s fine to reach out to the organization, but don’t overdo it.

Reiterate Your Qualifications:  Use your follow-up letter to remind the hiring manager why you’re an excellent candidate for the job.

Include the Details:  Be sure to include your contact information to make it easy for the company to get back in touch.

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Follow up Email after Application: Writing Tips and Sample

Feb 24th 2020

You’ve submitted a killer resume and cover letter and… radio silence. Waiting for a reply from your dream company can be nerve-wracking, but you don’t have to sit passively. It’s time to get off your laurels and follow up!

We’ll show you how to follow up on a job application the right way. Your goal is to remind a hiring manager about yourself and reiterate your interest in the role. At the same time, it’s crucial to avoid appearing pushy and annoying.

When to send a follow up email after an application

Following up on a job application too early only harms your chances of getting a job. Hiring managers need some time to review all applications, so you’ll need some patience.

Wait for one or two weeks after submitting your resume, the hiring manager survey suggests. Then, it’s perfectly fine to follow up on a job application. Moreover, all human resources managers interviewed encourage candidates to do it! Most of them name email as the best way to communicate with a potential employer.

Now, let’s write that perfect follow up email.

How to follow up on a job application:

1. get the hiring manager’s contact details.

If you’ve applied for a job via email, you already have the address to which to write. Otherwise, you’ll need to conduct some research.

Check the job offer for the contact information. The company’s website is another place where you’re likely to find a hiring manager’s email.

2. Use a clear subject line or write to the existing thread

If you’ve previously sent your resume via email, just find this message, hit “Reply” and write your follow up to the existing thread. This provides a recipient with a context as they can see your original message and recall you faster.

If you’re emailing a hiring manager for the first time, write a clear subject line: “Following up on the [Job title] application.”

3. Include a polite salutation

Greet a hiring manager by their name. Depending on the level of formality in their company or industry, your salutation can range from “Dear” to “Hi.” 

If you couldn’t find a hiring manager’s name, a generic salutation “Greetings” is appropriate. Yet, we encourage you to do some research and find out their name.

4. Remind them who you are

At the start of your email, mention when you sent your resume and what position you applied for. 

5. Reiterate why you’re a perfect fit

Mention that you’re still excited about the opportunity to work with them. Briefly remind a potential employer why you’re a good fit for the job. 

If you have any additional questions about the role, it’s fine to ask them here.

6. Close your email friendly and politely

Mention that you’re ready to provide any additional information and would be happy to meet them. 

Make sure you don’t sound pushy and demanding. It’s fine to ask if there are any updates on their decision timeline. But it’s better to avoid questions like “When will you get back to me?” as they sound too blunt.

End your email with polite sign-offs like “Best regards” or “Sincerely” followed by your full name.

7. Proofread and edit

Double-check the recipient’s name and make sure grammar and spelling are perfect. Pay attention to the tone of your message: Your goal is to be confident, polite, and friendly rather than desperate or obtrusive. 

Follow up email after application: A sample to use

Let’s put all the advice together and have some practice. Here’s how your follow up email after application can look like:

Subject: Following up on the [Job title] application Hi [Hiring manager’s name] , Earlier this month, I applied for the [Job title] position at [Company name] and I’m wondering if you could share your decision timeline. I’m still excited about the position and I believe my [skills/knowledge/experience relevant to the role] can help your company [value you can bring/goal you can help them achieve] . Please let me know if you need any additional information from me. I look forward to hearing from you. Best, [Your name]

This brief and friendly email reminds a hiring manager who you are why they should consider your application. Give it a try!

After sending your job application follow up email, have some patience and wait for a while. If another week passed without a reply, it’s fine to send a follow up once again. Just write to the existing thread and keep it short.

No reply after the second email? More follow ups won’t help. It’s better to move on in your job search. All in all, it’s a recruiter’s job to provide feedback and update candidates on their applications. If a company can’t even reply to your message, things are unlikely to go better once you work there.

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May 1, 2023

How to write a reminder email with 9 email samples and templates

This guide has all you need to send professional and polite reminder emails. Read our best tips and use the 9 email samples at the end.

Lawrie Jones

Table of contents

What's the face you make when someone forgets to do something? Maybe a 🥴 or a 🥱.

Anyway, we all hate it when someone forgets to do something.

To avoid it happening, you'll need to send a reminder email.

The trick with a reminder email is remaining positive and polite while not putting pressure on the person — because we all also hate being told to do something.

Best not try to be funny. A playful tone of voice doesn't always translate too well through email, so keep things simple!

How do you get it right? In this essential article, we explain you how to get things right in your reminder emails.

After explaining the reminder email format, we build up an example and provide 9 samples to help you master reminder messages for your personal and professional life.

Reminder email format

Before we get into the content, let's break down the reminder email format structure.

The purpose of a reminder email isn't about information; it's about action. So save detailed explanations and lots of information in your reminder emails. Instead, clearly state what you want them to do, why, and when.

In fact, long reminder emails and reminder messages can be confusing. So strip out all the unnecessary or irrelevant information and list what's required.

Here is a checklist of what you should include in every reminder email:

• Grab the reader's attention with a subject line
• Start with a professional greeting
• Explain the situation and what needs to be done
• Provide a way they can solve the problem (we love lists)

Explain what they should do

If you’re already experienced in sending emails, this should be nothing new. Let's start with the subject line:

1. Subject line

Your subject line has to grab attention. It must also capture all the information you want to convey. Here are some examples of suitable reminder email subject lines:

• Reminder: Outstanding invoice
• Urgent: Can you send me the documents ASAP
• Action needed: Respond immediately with your offer
• Where is order number (insert number)

2. Reminder email body

Before we get into the details, consider your tone of voice.

We know it can be frustrating if someone isn't responding. It's doubly disappointing when you have to send a reminder. Still, we're 100% sure that being polite and professional is the right approach.

This demonstrates that you’re serious about getting a result and assertive enough to send a reminder email (which is good) but not upset or angry (which is bad).

Email greeting

We don't have the time to delve too deeply into the nuances of email greetings or introductions , but read our guide on how to start a professional email if you want to learn more.

Stick to the basics and use one of the conventional greetings:

Explain the situation

Explain the problem and be specific. Don't apologize for sending a reminder (especially if your payment is late!). But do go into as much detail as is necessary.

It's appropriate to include references and dates – because failing to do so could delay a response (and hold up a payment or project).

Provide a solution

Unpaid invoices can take an emotional toll, but we try hard to be kind in this reminder email sample. This approach works if you're a small business communicating with a valued client or customer, as it demonstrates you’re serious without damaging your relationship.

3. How to end a reminder email

At the end, you’ll want to request a confirmation your email has been received. If you don’t get one, you’ll know it’s either being blocked or annoyed, and you must find another way to contact the person. Don’t forget to add your contact details…

Also, include a call to action and push for a response and resolution.

Tell the recipient exactly what you want them to do. For example, if you want them to pay you, tell them. If you're going to set a date, include it.

We recommend requesting a confirmation they've received the email. Even if there's a delay in processing a payment, for example, knowing they've received it gives you the confidence it'll get dealt with. It's important to resist making threats or becoming angry. There may be genuine reasons why they've not responded, so cut them some slack. But, of course, if they continue to ignore you, it's time to escalate things...

Include an email sign-off

End your email formally and politely. Although you're the one who's owed something, it's best to remain professional and respectful by using a suitable thank you in your reminder emails.

• Best regards,

If you need a reminder on how to end an email professionally , check out our guide.

9 reminder email examples

Here's the bit you've all been waiting for, the reminder email samples.

In this section, we illustrate how you can generate effective reminder emails that will get results.

It doesn't matter whether you want to request documents, demand you get paid, or ensure someone doesn't ditch your meeting — we've got the samples you need.

1. Gentle reminder email sample

It's always advisable to start with a gentle minder email. As we've explained above, there may be reasons why a message has been missed or an invoice still needs to be paid.

A gentle email reminder lets you push for an outcome politely but persuasively.

• List order number, order details, dates, etc.

2. Polite reminder email to boss sample

Sending an email reminder to your boss can be a sensitive subject, but the principles are still the same. Keep it professional, polite, and persuasive.

Use this polite reminder email to a boss when requesting leave or asking for confirmation . Make a few edits, and this sample could also be a reminder email to an HR manager, professor, or colleague.

3. Sample reminder email for submission of documents

Work in a busy office, and you'll know how easy it is to forget to send documents. Contracts, reports, and plans can all fail to appear on the date and time agreed.

Unfortunately, understanding it happens doesn't make it easier when it does, so we've created a sample for you.

This sample reminder to send documents acts as a professional nudge in the right direction for a colleague, client, or contractor.

4. Urgent reminder email sample

Expecting an email, package, or payment that has yet to arrive? It's time to send an urgent reminder.

When requesting something urgently, get to the point quickly and clarify what is needed (the call-to-action) and when (the deadline).

If you're under pressure, it's hard to remain polite, especially when expecting payment (trust us), but try to be the better person. Sometimes, the individual you're messaging may not have caused the problem, so keep it 100% business and 0% personal.

5. Reminder email to client sample

Sometimes, a project can be held up if a client, contractor, stakeholder, or someone else fails to play their part. A gentle reminder email to a client can get your project back on track.

6. Event reminder email sample

Event reminder emails are necessary to ensure your event is a success. You'll likely be sending out quite a few of these, so this reminder email sample is reassuringly short, sweet, and to the point.

7. Meeting reminder email sample

Meeting requests should always be personalized. You can be more specific about the importance of a meeting and the implications of not attending compared to the event email.

This example can also be turned into an appointment reminder email.

8. Overdue payment reminder email sample

Payment reminders are (sadly) all too common, with late payers a problem facing all businesses. The key here is to remove emotion and resist the temptation to get angry. State the facts, give them the outcomes and tell them what you need them to do. 

9. Reminder email to a recruiter sample

Don't shy away from sending follow ups and reminders after you've sent your job application . Don't quit, even if you don't get a response the first (second, third, fourth...) time.

The fact of the matter is that recruiters and bosses are busy and applications get lost in overly full inboxes. Thus you should also attach your resume to each reminder and follow up email.

Here's a reminder email template you can use to follow up on a recruiter :

Reminder email template

This completely customizable reminder email template can be shaped to work for any situation. To use it, work from the top down and fill in the gaps. If you don't need any sections, delete them. Easy!

• List out what you want

Still wondering about how to write a gentle reminder email?

With Flowrite , you can turn short bullet points into a ready-to-send reminder email with AI, like this:

A gentle reminder of what we have learned

Let's finish with a reminder and refresh of what we've learned. Reminder emails are a business essential, so learning how to create them is important. Thankfully, doing so is simple – if you follow our advice. So stick to the structure and state precisely what you want to happen and when.

Finally, even though it can be frustrating to be kept waiting, keep all correspondence polite and professional – and never let things get personal.

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