Strategies to follow up on a job application: Email templates and tips

In today's competitive Malaysian job market, simply submitting your cover letter and resume is not always enough to secure that job interview. One crucial step that many job seekers tend to overlook is the art of follow-up. 

After you have carefully tailored your application to the job description and hit 'send,' the waiting game begins. But rather than passively waiting, following up can make all the difference. It shows your enthusiasm and sets you apart from other candidates. It is an opportunity to reaffirm your interest in the position and leave a memorable impression on potential employers. 

We explore the significance of a job application follow up and why it matters more than you may think. Our goal here is simple – to arm you with practical strategies on how to write a follow-up email after submitting your job application. We have crafted email templates and gathered valuable tips to empower you in your job search. 

Here is what we will cover:

• Why it's important to follow up on a job application
• How to write a follow-up email after submitting a job application
• Tips for writing a follow-up email
• Follow-up email examples
• Conclusion
• FAQs 

Why is it important to follow up on a job application 

Checking with the company after you apply to a job ad shows your continued interest in the position and your desire and enthusiasm to work for the company. Following up can also remind the hiring manager about your application and ensure it is not forgotten. 

It is usually a good idea to follow up about a week or two after submitting a job application. That is also the amount of time a hiring manager spends reviewing applications. When you check, you should be polite and respectful but also demonstrate your interest in the job. 

How to write a follow-up email after submitting a job application 

When following up with a company, ensure your email is polite, respectful, and concise. This sets the tone for continued professional engagement and underscores your commitment to the position. 

Here are some things to consider when writing a follow-up email after submitting a job application:

• Use polite language: Be polite and formal in the email. If you know the hiring manager's name, addressing them by name is a good idea.
• Ensure your subject line is clear: Compose a concise subject line that indicates the email's purpose and is easily understood when it appears in the hiring manager's inbox. For instance, use a subject line like "Checking on My Job Application – [Your Name]."
• Greet the person: Begin your email with a polite greeting, such as "Dear [hiring manager's name].
• Remind the company of your qualifications: Mention the job you applied for and a few things that make you a good choice for the job.
• Reiterate your interest: Mention the position title and express your continued enthusiasm for the role. Request an update on the status of your application.
• Ask about the decision timeline: Asking when you can expect to hear back about your job application may be helpful, too.
• Thank them: Remember to thank them for their time and attention.
• Give your contact details: Include your phone number and direct email address so they can contact you.
• End your email: End your email with a polite closing like “Sincerely” or “Best regards,” followed by your name.
• Check your email: Before you send your follow-up email, proofread carefully to ensure there are no grammatical errors and that it is easy to understand. 

Tips for writing a follow-up email 

Remember, a good follow-up email is short, polite, and professional. It should show that you still want the job and politely ask for an update on your application. 

If you have just applied for a job and want to write an email to follow up, here are some helpful tips:

• Keep it short: Ensure your email message is brief and easy to understand. Hiring managers are busy, so they will appreciate a clear and concise message.
• Show your interest: Let the hiring manager know you are still keen on the job and the company. You can also explain why this specific job opportunity interests you.
• Share your achievements: If you have done anything relevant to the job since you applied, tell the hiring manager about it in your email. This can help show that you are a good fit for the position.
• Be professional: Use formal language and avoid any slang or abbreviations. This will create a positive impression of you.
• Make it personal: If your interactions with the company during the application process have been positive, mention them in your email. This can help remind the hiring manager who you are.
• Be polite: Be polite and professional in your email, and thank the hiring manager for considering your application.
• Use a professional email address: Make sure your email address is professional and appropriate. Do not use a personal or unprofessional email address when applying for a job. 

Follow-up email examples 

A good email message can leave a positive impression on the hiring manager. Given below are an email template and two follow up email examples.  

The template serves as a general framework or guideline for crafting a follow-up email after submitting a job application. It outlines the key components and structure that should be included in such an email. The examples provide concrete illustrations of how the template can be applied in different contexts. You can use them to customise and personalise to fit your specific situations. 

Email template 

Subject: Following up on Job Application – [Your name] 

Dear [hiring manager's full name], 

I hope you are doing well. I am writing to check on the job application I submitted on [date] for the [job title] position at [company name]. 

I am still very keen on this job and would love to join your team and contribute to the success of [company name]. With my [mention key qualifications/experiences], I think I would be a valuable asset to your company. 

You are probably reviewing many applications, so I would like to ask if you need further information or documents to support my application. Could you please let me know the status of my application and the expected timeline for the next steps in the company's hiring process? 

Thank you very much for your time. I look forward to hearing from you soon. 

Sincerely, 

[Your name] 

Email: [Your email address] 

Phone: [Your phone number] 

Example 1 

Subject: Following up on Job Application – Ahmad Ibrahim 

Dear Ms. Aisha Abdullah, 

I hope this email finds you well. I am writing to inquire about the status of my job application submitted on 15th February for the Marketing Executive position at ABC Marketing Agency. 

I remain highly interested in this opportunity and am eager to contribute to the success of ABC Marketing Agency. With my background in digital marketing and a proven track record of developing successful marketing campaigns, I believe I can make a valuable contribution to your team. 

Understanding the volume of applications you may be receiving, I wanted to offer any additional information or documentation you may require to support my candidacy. Could you kindly provide an update on the status of my application and the anticipated timeline for the next steps in the hiring process? 

Thank you for considering my application. I appreciate your time and attention to this matter. 

Looking forward to your response. 

Sincerely, 

Ahmad Ibrahim 

Email: [email protected] 

Phone: +6012-345-6789 

Example 2 

Subject: Checking the Status of My Job Application – Tan Mei Ling 

Dear Mr. Lim Wei Jie, 

I hope this email finds you well. I recently applied for the position of Sales Executive at XYZ Tech Solutions, and I am writing to inquire about the status of my application. 

I am enthusiastic about the opportunity to join XYZ Tech Solutions and contribute to the company's growth. With my background in sales management and a proven track record of exceeding targets, I believe I can make a valuable contribution to your team. 

I understand that you are busy with the hiring process, but I wanted to follow up to see if there are any updates on my recently submitted application or if there is any additional information I can provide to support my candidacy. Can you please provide insight into the next steps in the hiring process? 

Thank you for considering my application. I appreciate your time and attention to this matter and look forward to hearing from you soon. 

Best regards, 

Tan Mei Ling 

Email: [email protected] 

Phone: +6018-765-4321 

Conclusion 

Taking the time to follow up after submitting a job application is important because it shows you are interested. Moreover, it demonstrates your dedication and initiative, and helps you stand out from other job seekers. 

Following up also shows your potential employer that you are enthusiastic and proactive. This increases your chances of a response and potentially getting the job. So, apply these tips, make a good impression and stand out in the job application process. Good luck! 

FAQs 

Here are answers to some common questions about this topic: 

1. When is the best time to send a follow-up email? 
   ⁠It is usually best to wait one to two weeks after applying for a job before sending a follow-up email. This gives the person in charge enough time to review all the job applications. Waiting one to two weeks shows that you are patient and respectful of their process while also shows your eagerness to learn more about your application status. 
2. Should I follow up if the job posting doesn't specify a deadline? 
   ⁠During your job search, itis a good idea to check if a job posting mentions a deadline. Even if there's no timeline, following up could still be helpful. This is because the hiring process can take time. 
   ⁠Sending a follow-up email one or two weeks after applying shows that you have a genuine interest in the position. You could also tell the hiring manager more about your skills and excitement about the job, which can increase your likelihood of getting a job interview.  
3. How long should I wait for a response after sending a follow-up email? 
   ⁠As a general rule, you should wait about one to two weeks before following up again. This time frame gives the hiring manager enough time to review all applications, conduct a job interview with each of the selected people, and then make a final hiring decision.