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  • Himanshu Sharma

How to Write a Follow up Email No One Can Ignore

Updated: Oct 27, 2019


After spending countless hours polishing our resume and preparing for our interview, we often overlook one important thing – the follow up email.


If you dread writing a follow up email thinking that because someone has replied to your first email, they’re not interested, you’re not alone. I too felt this way. But unfortunately, you’re wrong.


I am pretty confident that somewhere in your resume you would’ve mentioned your skill of establishing relationships, right? Perfecting a follow up strategy is one way to prove your interest in the job and also that skill.


And because most applicants will not bother following up, this will put you in a better position and increase your chances of landing the job. So how many emails should should you send and how often?


Your goal with sending a follow-up email is that you want an update on the job application and grab the hiring manager’s attention. It is best to keep the follow up email short and crisp.


And to help you with that, I’ve written 3 templates that you can use, word for word if you want.


It is best to check if there are any timelines mentioned in the description. If yes, then you should wait it out. If however, there is no timeline mentioned, feel free to hit up the hiring manager.


As a general rule of thumb, try to wait for at least 2 weeks after sending out a follow-up email. Don’t send it any early. You want to give the recruiter enough time to go through the resumes.


Things to remember while writing a follow-up email


- Use a short and clear subject line. Make sure to include the job title of the position that you had applied for and your name.

- Be polite and courteous. Start off your email by thanking the recruiter in taking out the time to consider your job application.

- Let the hiring manager know why you’re good for the job. You have to sell yourself. The hiring manager is interested in understanding what makes you stand out. Read How long does it take to write a resume to understand how to write a good resume.

- Inquire if you can provide any additional information which might help them in making the decision. Sometimes they might ask you for a cover letter or a few references.


So here are three templates that can help you -


1. The follow-up email that can never go wrong


Subject: Following up on [Position title] application | [Your name]


Hi [Hiring Manager’s name],


I hope everything is good. I recently applied for [Position title] position as advertised on [Job Search App’s name] and wanted to check in on the decision timeline.


I am thrilled about the opportunity to join [Company name] and help [anything that you would be actually doing] with the team.


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


Regards,

[Your name]


This is a plain and simple follow-up email template that can never go wrong. It is short and makes it easy for the recruiter to reply back to you.


Use this template if you don’t have a lot of work experience to highlight or if you’re making a career change.


2. When you want to stand out from the crowd


Subject: Following up on [Position title] application | [Your name]


Hi [Hiring Manager’s name],


I hope everything is good. I recently applied for [Position title] position and wanted to check in on the decision timeline. I am thrilled about the opportunity to join [Company name].


Here are 2 reasons why I should be considered for the opportunity.


1. I am known for [1 or 2 key communication skills e.g. persuasive, team leader; make sure to highlight a specific instance where you demonstrated this skill]

2. My past work experience as [job title] will come handy as [mention how you can leverage your skills].


Based upon this, I am confident that my educational and industry domain experience will prove beneficial for me and I will be a valuable addition to the team.


Looking forward to working with you.


Regards

[Your name]


This template is my personal favorite.

This template works because you’ve highlighted a key skill and also explained how your work experience is critical for this job. This makes it easy for the hiring manger to decide if this is what they are looking for not.


Make sure that you have read the job description a couple of times before writing this email. You want to highlight things that you’ll be expected of.


3. When you have been actively working even after applying


Subject: Following up on [Position title] application | [Your name]


Hi [Hiring Manager’s name],


Hope you are doing good. I understand that you had mentioned that you’ll be in touch with the next steps on the hiring process, so I was dropping in to see if there is any update.


Also, in the meantime, I was working on [mention the project/task your were working on]. It has [mention the achievement]. I believe something similar to this would be very useful for [Company name] and I would love to work on it.


Regards

[Your name]


This template can be used when you’ve not quit your current job but are looking for a change. By mentioning that you’re already working on something that the hiring manager is looking for, you give a small but powerful nudge.


This email will let the recruiter know that you’re just another person but someone who will definitely add value.


Review the email


While you can certainly copy these email and just fill in the required information and send them out, it is still not a bad idea to go through the email once again.


Along with the layout, you might want to check up on the job description as mentioned on the job search site. Jobtrackable is a job application tracker and can help you organize your job search. You can use Jobtrackable to store all the applications that you have applied and get reminders to send the follow up emails.


The job description can help you decide whether you need to tailor the content according to the job description or not. In 2 of the templates that I have shared above with you, additional information related to your past job experience or a project that you are currently working on is required. You need to make sure that you are including only things that are suitable for that job. The job description mentioned on the job search site will help you with that.


Make sure to copy the job description when you are adding a job application to Jobtrackable. You can refer to the notes when sending any follow up email.


You don’t want to tell a recruiter hiring for Software Developer profile that you’re competent in something completely unrelated to the field.


It does bring a little more personality to your email, but it certainly won’t help in deciding whether you’re the right fit or not.


You need to tailor these templates a bit to suit your requirement.


And if you’re in a field where the results can be quantified, it will help a lot if you mention the figures.


And as you won’t be the only candidate in the pipeline, these little follow-up email templates that I have shared will improve your chances of landing the job. The art to landing a job depends upon good you are at following up. A job application tracker can definitely help to take some burden off your shoulder and organize your job search.

Jobtrackable

Keep track of your job opportunities - notes, interview dates, reminders, job descriptions and more.

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