How to follow up on a job application
After you hit “submit” on that job application, it’s normal to feel a mix of excitement and anxiety as you await a response. Although you’re confident that you've put your best effort into this application, you know how competitive the job market is in Malaysia.
But what if we told you there's one crucial step that can boost your chances of standing out from other candidates and landing an interview?
Following up on a job application is your chance to show you're not just another name in the pile — you're a go-getter who's genuinely excited about the role. A well-crafted, professional follow-up email can help you leave a lasting impression on hiring managers.
In this guide, we'll show you how to follow up on a job application. We'll arm you with practical tips on when and how to follow up, alongside effective strategies to craft an effective follow-up message.
- When to follow up on a job application
- How to follow up on a job application
- Tips for following up on a job application
- How to follow up on a job application: Email templates and examples
- Conclusion
- FAQs
When to follow up on a job application
Timing is key for an effective follow-up. If it's only been three days since you sent in your application, following up early may backfire on you. Waiting a reasonable amount of time shows that you respect the hiring manager's busy schedule.
So when is a good time to follow up? The sweet spot is typically one to two weeks after submitting your job application.
There are some exceptions to the rule. If the job description mentions a specific time frame in which you can expect a response, take that as a rule of thumb instead.
And if you're going for a role in a fast-paced or highly competitive industry, it might be appropriate to follow up a little sooner.
When in doubt, it's always best to give it more time.
How to follow up on a job application
1. Figure out who the hiring manager is
When following up on your job application, reaching out directly to the hiring manager will help you get noticed.
Double-check the job posting to see if it indicates the hiring manager's name. If not, try searching the company website or using professional networking platforms to identify the relevant hiring manager. Once you've found them, look for their business email or contact number.
If all else fails, use the general email address for applications that the job posting provided.
2. Choose the best outreach method
Next, consider which should be your method of reaching out — phone, email, or perhaps in-person? Here's a breakdown of your options:
Follow-up via email: Email is the most common method for following up. It allows you to craft a clear, concise message and enables hiring managers to reply at their convenience.
Follow-up via phone call: A phone call can be a more personal approach. It helps you stand out and demonstrates your initiative. However, it's best to leave this as an alternative option if the hiring manager's email address isn't available. You should also ensure your call is brief and well-timed (no dialling after business hours!).
Follow-up in person: In very rare cases, a follow-up in person might be appropriate. For instance, if you have a former colleague or acquaintance in the company, you might be welcome to drop in for a catch-up. However, exercise extreme caution and avoid being intrusive.
Tips for following up on a job application
So you've played the waiting game for two weeks, and you're ready to follow up on your job application. Here are some tips on what to say when following up on a job application that will leave a positive impression on the hiring manager:
1. Keep it short and sweet
Whether you're emailing or calling, the golden rule is to keep it short and sweet. Showing respect for your hiring manager's time will win you brownie points.
If you're sending an email, keep it to three concise paragraphs. You can consider using bullet points to make your message easy to read. For calls, aim to wrap things up in under 3 minutes.
2. Highlight your eligibility and interest
In your follow-up, clearly state the position you applied for and sum up why you're a good fit. Briefly highlight up to three skill sets you have that are relevant to the job requirements. Emphasise that you look forward to contributing these skills to the company's success.
Wrap up your pitch by reiterating why you're eager to be a part of the company. Let them know you're not just another applicant — you're passionate about their values, innovative spirit, business goals, and so forth. This enthusiasm can be the nudge a hiring manager needs to take a second look at your application.
3. Invite clarification
Your follow-up also gives you the chance to clear up any questions about the hiring process or ask for more details.
You can ask about the next steps in the job application process and when you might expect to hear back. If relevant, you can offer additional information or portfolio samples to support your application.
4. Express gratitude
Finally, thank the hiring manager for their time and consideration. A heartfelt thank you goes a long way to underline your professionalism and sincerity.
How to follow up on a job application: Email templates and examples
Before crafting your follow-up email, here's a look at a few samples for inspiration. We've put together two templates that serve as a general framework to apply in your follow-up email. Below, we've also created two examples to illustrate how you can customise these templates to fit your specific context.
Sample follow-up email templates
Template 1
Dear [Hiring Manager's Name],
Hope your week is going well! I am writing to follow up on the job application I submitted on [date] for the position of [job title] at [company name].
Given my [mention key qualifications/skill sets], I believe that I will be able to make valuable contributions to your company. I have long been inspired by [company name] for its [mention of company attributes], and I would love the chance to join your team.
I'd just like to check on the next steps in your hiring process — do you have any updates on an expected timeline? Please let me know if you require further information or documents to support my application as well.
Thank you very much for your time. I look forward to hearing from you soon.
Sincerely,
[Your name]
Template 2
Dear [Hiring Manager's Name],
I trust this email finds you well! I'm reaching out to check on the status of my application for the role of [job title], sent in on [date].
I'm truly excited about this opportunity to join your team. With my background in [mention key qualifications/skill sets], I am confident that my skills and experience make me a good fit for this role.
Please let me know if there's any further information I can provide to support your decision-making process.
Thank you very much for your time and consideration. I look forward to hearing from you!
Warm regards,
[Your name]
Sample follow-up email examples
Example 1
Dear Siti Nazihah,
I hope your week is going well. I am writing to follow up on the job application I submitted last Tuesday (14 May) via Jobstreet for the position of Marketing Executive at ABC Marketing Ltd.
Given my experience in developing successful digital marketing campaigns, I believe I will be a valuable asset to your team. ABC Marketing Ltd's innovative campaigns have inspired me, and I would love the chance to contribute to your team.
Can I check if you have further updates on the next steps in your hiring process? Please let me know if you require further samples of my past marketing work to support my application as well.
Thank you very much for your time. I look forward to hearing from you soon.
Sincerely,
Afiqah Zainal
Example 2
Dear Ahmad Ibrahim,
I trust this email finds you well! I'm reaching out to check on the status of my application for the Senior PR Associate role, which I sent in on 14 May via Jobstreet.
I'm truly excited about this opportunity to join your team. With over five years in PR and brand communications under my belt, I am confident that my storytelling and strategic skills make me a good fit for this role.
I understand you are busy with the hiring process, so please let me know if I can provide any further information to support your decision-making process.
Thank you very much for your time and consideration. I look forward to hearing from you!
Warm regards,
Jacob Tan
Conclusion
While a follow-up message isn't a magic bullet, it can increase your chances of landing an interview after submitting your job application. A well-crafted follow-up demonstrates your genuine interest in the role and your commitment to the company.
Wait for the right timing to follow up, take the time to personalise your message, and stay professional throughout your communication. By applying these tips, you can stand out in the minds of hiring managers — bringing you one step closer to landing the job you desire.
Good luck in your job search!
FAQs
1. Should I follow up if the job posting doesn't specify a timeframe?
Yes, you should. If the job ad doesn't mention a timeframe, a good rule of thumb is to wait for one to two weeks after your job application before following up.
2. What if I don't hear back after my follow-up email?
If you're met with silence after your first follow-up email, don't be discouraged. Sometimes, the hiring process can have unexpected delays, or perhaps the hiring manager is simply on leave.
After a week or two, consider sending a second follow-up for your job application. Keep the tone friendly and professional, and avoid coming across as pushy or impatient.
3. Is it okay to follow up on multiple job applications at the same company?
Yes, it is. The trick is to make sure your follow-ups are as unique as the jobs you're applying for. Take the time to show how your skills and experience match each role.
4. What if I can't find the hiring manager's contact information?
You can find the hiring manager's contact information by searching the company website or using professional networking platforms. If all else fails, use the general email address for applications in the job posting.
5. Is it better to follow up by email or phone call?
Email is the go-to for most follow-ups. Not only is a follow-up email the most common method, but it allows you to craft a clear, concise message and enables the hiring manager to reply at their convenience. However, a phone call can lend a personal touch if an email address isn't available.
6. Should I mention my salary expectations in my follow-up message?
It's best not to mention your salary expectations in your follow-up message. Save that for the interview!
7. How can I ensure my follow-up message stands out?
Show the hiring manager you're still excited about the job and explain why you make a great candidate. Keep it short, sweet, and professional, focusing on your skills and your genuine interest in the job.