How to Follow Up After Applying (Email Templates for 2025)

You hit submit on your application, then the silence starts. Days go by and you wonder how to follow up after applying without sounding annoying. Should you email the recruiter, message the hiring manager, or just wait? When you do reach out, what exactly should you say?

Handled well, a follow-up can move you from a name in the Applicant Tracking System to a real person the team remembers. Handled badly, it can hurt your chances or feel awkward. Many job seekers I coach delay reaching out because they are scared of saying the wrong thing, and the role closes before they ever send a note. If that sounds familiar, you are not alone. The modern job search is stressful; see how to stay motivated during a long job search if you are already feeling worn down.

• Exactly when to follow up after applying for different types of roles.
• Who to email and how to find their contact details.
• A simple structure for writing follow-up emails that get replies.
• Word-for-word email templates for common situations.
• How to adapt your follow-up strategy for remote, tech, and internal roles.

Why Following Up After Applying Matters in 2025

Following up after applying is sending a short, polite message to the employer after you submit your application. The goal is to confirm your interest, show professionalism, and nudge your resume toward the top of the pile. In 2025, with hundreds of people clicking Apply for each posting, a good follow-up is often the difference between being ignored and getting an interview.

Most applications disappear because they get filtered out by an Applicant Tracking System, not because you are unqualified. While you are improving your resume using resources like this ATS-friendly resume guide, a follow-up email is one of the few moments when you can reach a human directly. Hiring managers often say they are more likely to open a resume after seeing a thoughtful, targeted note.

A well-timed follow-up also shows the exact traits employers want: ownership, communication, and genuine interest. In my experience working with thousands of candidates, the people who follow up once or twice, in a professional way, tend to move through the process faster. A simple email can turn a silent application into a conversation.

When Should You Follow Up After Applying?

Most of the time, you should follow up 7-10 days after applying, unless the job posting gives a specific timeline. That window is long enough for the recruiter to review new applications, but soon enough that your name still feels current. If the role has a stated closing date, count 7-10 business days from that date instead of from when you applied.

Some situations call for a different schedule. If you were referred by someone at the company, you can follow up a bit sooner, often 3-5 business days after applying. For very competitive or seasonal roles, the process may move faster; in that case, treat your follow-up as a quick check that you did not miss any step. To time your initial application itself, see this data-backed guide on the best time to apply.

• Standard online application with no timeline: follow up after 7-10 business days.
• Posting with a clear closing date: follow up 7-10 business days after the closing date.
• Application submitted through an employee referral: follow up after 3-5 business days.
• Internal applications where you already know the manager: follow up after 3-5 business days.
• Campus recruiting or high-volume hiring events: follow up within 3-7 days while you are still fresh in their mind.
• Do not follow up if the posting clearly says "no calls or emails about this position."

How to Find the Right Person to Email

Your follow-up works best when it goes to a real person, not a generic inbox. Aim for the recruiter listed on the posting or the likely hiring manager for the team. If no contact is listed, spend a few minutes doing light research before you send anything.

LinkedIn is the easiest place to start. Search for the company name plus your target department and titles like Recruiter, Talent Acquisition, or Hiring Manager. The LinkedIn job application strategy guide walks through this in more detail, including how to message someone even if you are not connected yet.

If you truly cannot find a name, it is okay to send a short, professional follow-up to a generic careers email. Just avoid sounding demanding or assuming that person is the decision maker.

How to Write a Follow-Up Email After Applying

A strong follow-up email after applying is short, specific, and easy to answer. Aim for 150-200 words at most. Your message should remind them who you are, connect your experience to the role, and make it simple for them to move you to the next step.

Think of your email in four parts: a clear subject line, a warm opening that names the role, one or two sentences that highlight your fit, and a polite close that invites a reply. You do not need to re-attach your resume unless you have made major updates.

When you highlight your fit, refer to one concrete result from your resume that matches the job description. For example, mention that you increased sales by 23 percent or cut deployment time by 40 percent. Picking one clear, relevant result is better than listing every achievement you have.

• Subject line that includes the job title and your name.
• Greeting that uses a specific name when possible.
• First sentence that reminds them you recently applied and for which role.
• One to two sentences linking your top skills or results to their needs.
• A brief, polite question about next steps or timing.
• Professional sign-off with your full name and best contact info.

Follow-Up Email Templates for Common Scenarios

Use these plug-and-play templates as a starting point. Customize each one with the company name, job title, and one or two details from your own experience. Small tweaks make a big difference; copying a script word-for-word without editing can sound robotic.

If you are using automated tools like GoApply to send a high volume of applications, these templates let you add a human, personal touch where it matters most. You might apply to dozens of roles per week on autopilot, but you only need to send thoughtful follow-ups to the ones that are the best match.

Template 1 - Standard follow-up (7-10 days after applying) Subject: Follow-up on [Job Title] application - [Your Name] Hi [Hiring Manager Name], I hope you are doing well. I recently applied for the [Job Title] role on [date] and wanted to briefly follow up. In my current role at [Current Company], I [one key result that matches the posting]. I am excited about [Company] because [one specific reason or project you admire]. Do you have any updates on the hiring timeline for this position? I would be glad to share more details or complete any next steps. Best regards, [Your Name] [Phone] [LinkedIn URL]

Template 2 - Follow-up after a referral or networking chat Subject: Referred by [Referrer Name] - [Job Title] application Hi [Recruiter or Manager Name], [Referrer Name] and I spoke about the [Job Title] role on your [team/department], and I submitted my application on [date]. I wanted to follow up and share a bit more context. At [Current or Recent Company], I [brief result or responsibility]. [Referrer Name] thought this lined up well with what your team is building. I would love to learn more about the role and your priorities for the next hire. Is there a good time for a short call or interview? Thank you for your time, [Your Name]

Template 3 - Follow-up for a remote or work-from-home role (Remote roles attract huge applicant pools; pairing this template with the tactics in our remote job application guide can help you stand out.) Subject: Remote [Job Title] application - [Your Name] Hi [Hiring Manager Name], I recently applied for your remote [Job Title] opening and wanted to follow up. I have [number] years of experience working on distributed teams across [time zones or regions]. For example, at [Company], I [result that shows you can deliver outcomes while remote]. I am particularly drawn to [Company] because of [reason specific to their remote culture or product]. Do you have an estimated timeline for first-round interviews? I would be excited to discuss how I can contribute. Best, [Your Name]

Template 4 - Follow-up on an internal application (If you are also updating your materials, this guide on resumes for internal positions can help.) Subject: Internal application - [Job Title], [Your Department] Hi [Manager or Recruiter Name], I recently submitted my internal application for the [Job Title] role on the [Team Name] team and wanted to express my continued interest. Over the last [time period] at [Company], I have [specific contribution, project, or metric]. I am excited about the chance to grow into [new responsibilities] while staying aligned with our broader company goals. Do you have any updates on the process or a time when we might talk through the role in more detail? Thank you, [Your Name] [Current Role]

Template 5 - Second, polite follow-up (two weeks after your first email) Subject: Checking in on [Job Title] application - [Your Name] Hi [Hiring Manager Name], I know how busy hiring season can be, so I wanted to quickly check in regarding my application for the [Job Title] role. I remain very interested in the position. Since I first reached out, I have [briefly mention any new, relevant achievement or project]. Based on the job description, I believe this experience would add value to your team. If the role has already been filled, I would still appreciate being kept in mind for future openings that fit my background. Best regards, [Your Name]

Should You Follow Up by Phone or LinkedIn Instead of Email?

Email is still the safest default for following up after applying. It gives the recruiter time to respond when convenient, creates a record of your message, and feels less intrusive than a surprise phone call. But in some cases, LinkedIn or even a brief call can work well.

Use other channels when they match the company culture. A startup where employees are very active on LinkedIn might welcome a short message there. A customer-facing sales role might see a confident phone call as a plus. Choose the method that shows good judgment for that specific job.

• Email - Best default; easy to track and forward; lets you include links to your portfolio or LinkedIn.
• LinkedIn message - Great when you have a shared connection or the hiring manager posts often; keep it even shorter than email.
• Phone call - Use sparingly, mainly for sales or support roles; prepare a 20-30-second script so you are clear and respectful of their time.
• Applicant portal messages - If the system lets you message the recruiter, you can paste a trimmed-down version of your follow-up email there.

Follow-Up for Remote Jobs, Tech Roles, and Internal Applications

Not every job responds to the same follow-up strategy. Remote roles, technical positions, and internal moves all have their own rhythms and expectations. Adjusting your approach to the type of role can make your outreach feel more natural and effective.

Remote roles. Remote or hybrid positions often draw far more applicants than local ones. Focus your follow-up on two things: your ability to deliver results while working independently, and your experience collaborating across time zones or tools like Slack and Zoom. For a deeper playbook, see this remote job application guide.

Tech and software roles. For engineering, data, or product jobs, hiring managers are scanning for impact, not buzzwords. In your follow-up, highlight one or two technical outcomes: performance gains, reduced latency, shipped features, or code quality improvements. If you are running a structured search, pair your outreach with the tactics in our software engineer job search guide.

Internal applications. When you already work at the company, you usually have an advantage-but only if you use it gracefully. Keep your follow-up respectful; do not assume you will be chosen. Reference your track record and relationships, and consider asking your current manager for support. This overview of applying for internal roles covers how to balance ambition with professionalism.

Best Practices to Make Your Follow-Up Stand Out

Once you understand timing and structure, small details separate a forgettable follow-up from a memorable one. Use these best practices to sound confident, respectful, and clear.

• Keep it short - aim for 5-8 sentences, not a full cover letter.
• Be specific - mention the exact job title, location, and where you saw the posting.
• Personalize one detail - reference a product launch, company value, or recent news item that genuinely excites you.
• Add value, not pressure - offer a quick example or link to a portfolio, rather than demanding a decision.
• Send at a good time - weekday mornings in the employer's time zone tend to get higher response rates than late evenings or weekends.
• Match the tone - mirror the level of formality used in the job description or on the company website.
• Proofread carefully - typos in a short email are a red flag for roles that require attention to detail.

Common Follow-Up Mistakes to Avoid

Even smart, qualified candidates sometimes hurt their chances with clumsy follow-ups. Most missteps fall into a few predictable buckets: bad timing, pushy tone, or vague messages that give the reader nothing to respond to.

Avoid these traps and you are already ahead of many applicants competing for the same role.

• Following up the next day after applying, before anyone has time to review your application.
• Sending multiple emails in the same week or copying different people on the same message.
• Sounding impatient or entitled, with lines like "Please respond as soon as possible" or "I need to know by Friday."
• Writing long paragraphs that repeat your entire resume or cover letter.
• Using generic subject lines like "Checking in" that do not mention the job.
• Forgetting to include your phone number or a link to your LinkedIn profile.

Tools and Templates to Track and Automate Follow-Ups

If you are applying to only a few roles, you can remember who to follow up with and when. But once you start applying to dozens of positions-especially if you apply to 100+ jobs per week-keeping everything in your head is impossible. A simple system protects you from missing chances or following up with the wrong person twice.

At a minimum, use a spreadsheet or note-taking app as a job application tracker. Record the company, role, date applied, contact person, and when you plan to follow up. For more structure, this guide to job application tracking methods walks through options from free sheets to full-blown CRMs.

Platforms like GoApply take this further by automating both applications and tracking. GoApply can auto-apply to 50-100+ matching roles per day, use AI Resume Tailoring to customize your resume for each one, generate personalized cover letters with its AI Cover Letter Generator, and show every submission in a single Application Tracker Dashboard. That way you can spend your limited energy on a few high-quality follow-ups instead of endless form-filling.

As hiring teams rely more on AI screening and ATS filters, combining automation with personal outreach becomes powerful. While GoApply's ATS Optimization Suite checks your resume for keyword and formatting issues, you step in with human follow-ups at the right time. To see how this fits into a full search strategy, check out our AI job application guide.

• Basic spreadsheet or Notion table with follow-up dates.
• Calendar reminders so you do not miss your 7-10 day window.
• Email templates saved as drafts or snippets in your inbox.
• A dedicated job search folder in your email to store replies.
• GoApply for automated applications, resume tailoring, cover letters, and a built-in tracker that updates as you apply.

Conclusion: Turn Applications into Interviews

Following up after applying does not have to feel awkward or desperate. When you time it well, email the right person, and use clear, respectful language, your message comes across as exactly what it is: a professional nudge that shows you care about the role.

Save this guide and reuse these templates every time you need to follow up after applying. Over time, you will refine them to sound more and more like you. Pair them with strong applications, tailored resumes, and a steady pipeline of roles, and you will see more interviews land on your calendar.

When those interviews start coming in, shift your focus from sending applications to performing at your best. Our guide to preparing for a job interview in 24 hours and these thank-you email templates after interviews can help you close the loop with confidence.

If you are ready to spend less time clicking Apply and more time talking to hiring managers, let GoApply handle the heavy lifting. With automated applications, AI resume tailoring, and a built-in tracker, you can focus on high-impact follow-ups and interview prep. Stop guessing what happened to your applications and start turning them into offers.