Having to wait for a response from the company after an interview can seem endless. Properly communicating with the company to inquire about your application can help you stand out that little bit extra. If you're not too pushy, you can write a good follow-up email that will make a lasting impression.
Steps
Method 1 of 1: Write a follow-up email
Step 1. Give it a few days
While there are differing views on how long you should wait before making inquiries, there is generally agreement that you should do so no earlier than three to five days. Some say you should wait at least a whole week, while others think five working days is good. Keep in mind that there are probably dozens or even hundreds of applicants for this job, and it just takes time to go through all the applications and select the right candidates for the next round; you don't want to impose yourself by inquiring too quickly.
In fact, some hiring managers say they'd rather not see follow-up emails at all. They find that this distracts attention and reduces their time to select qualified candidates; at the same time, other hiring managers say that asking inquires will make you stand out and show enthusiasm and 'enthusiasm for' the job
Step 2. Address your email to the right person
Ideally, you should send the email to the person you also applied to for the job. Knowing that person's name shows that you've been paying attention; if you've searched everywhere but can't find a name, "Dear Human Resources Manager" is the best salutation.
- If you do a good search on the company's website, you may be able to find the hiring manager's contact information.
- You can also check the company profile on LinkedIn to see if you can find the contact info of the hiring manager.
- If possible, don't call the office to ask for the hiring manager's name. If you can't find the name, don't just call to ask for it.
- Make sure you spell someone's name correctly. Nothing makes a negative line develop better than misspelling someone's name.
Step 3. Use the correct salutation and subject
If you know the hiring manager's name, just put "Dear" in front of it, above your actual message, just like you did in your cover letter; 'Dear Mr Smit' is a good salutation. Since it's an email, don't make it popular or informal by saying "Hi" or "Hello"; it's important to stay a little formal.
- As the subject of your email, something as simple as 'Inquiry for Application Editor' will suffice. If the feature refers to a specific number, you can add that to the subject.
- Remember that the hiring manager is recruiting for a variety of positions, so it's important to be as specific as possible. You could even put your name in the subject line to make it easier for the hiring manager to look up your application.
Step 4. Indicate which position you applied for and when
Keep it short and to the point. Say when you applied, how you found the vacancy, and that you haven't heard anything yet. If you have not received confirmation, you could also say that you want to make sure that the hiring manager has received all your documents in good order; this is a bit of a cunning way of making inquiries. You could say something simple like:
- Dear Mr Smith,
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- Last week I applied for the position of Editor, whose vacancy I found on Monsterboard. I have not heard back from your company about this position and would like to confirm that my application has been successfully received.
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Step 5. Reiterate your enthusiasm and qualifications for the position
Now tell the hiring manager in a few sentences that you applied enthusiastically and explain why the job is a good fit for you. As a result, the email is not just an annoying cat call to let you know you're still here, but more of a message reaffirming your qualifications for the job. You can say something as simple as:
Due to my enthusiasm and experience, I am a perfect fit for this job. I have been an editor for a magazine for the past five years and am delighted to have the opportunity to further develop my writing and editing experience at your company
Step 6. End on an enthusiastic note
End on a positive note by saying you hope to hear from them soon; offer to re-send any documents, if they didn't end up in the right place, repeat your contact information and thank the hiring manager for his or her time. Keep it short and sweet, but show how much the job means to you. You could say something like:
- If you have any questions about my qualifications or require any additional information, please contact me. I look forward to hearing from you and thank you for your time.
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- Yours sincerely,
- Maria Jansen
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Step 7. Read the draft carefully
Leave the email alone for a while and then check it again. Check spelling and grammar for errors and see how the email generally flows. This email can prove just as important as a neat cover letter and resume, so give it the attention it deserves.
You could also read the concept out loud to make sure it runs smoothly and makes sense. This also gives you an idea of whether you come across as enthusiastic and respectful
Step 8. Send the email
Once you've checked and you're happy with the email, send it. Don't send it more than once – the last thing the hiring manager wants is 50 emails from you because you think you're missing the 'send' button all the time. Take a deep breath, click the 'Send' button and leave the computer alone for a while.
Step 9. Relax and wait
Now that your email is finished, you also need to give it some space. Don't call after half an hour to ask if the e-mail has arrived and don't write another one tomorrow. You can now say that you did everything you could: you made a strong application and you followed the case. Have confidence that the strength of the CV and cover letter in combination with your perseverance have given you a good starting position for a further interview.
- Don't be discouraged if you don't hear back right away. It sometimes takes hiring managers weeks to go through all the applications from potential candidates, and some may not contact you at all because of the crowds. Try not to take this personally and move on to the next opportunity.
- While some people tend to follow up over the phone, before you consider that, make sure you've had enough patience. This can make you stand out as a candidate, but it can also come across as pushy. So make sure when you call, speak with confidence, let the hiring manager know one more time that the job is right for you, and be respectful.
Tips
- Think carefully about your email address and what it says about you. Is "surfing guy" or "shopping girl" what you want to communicate to a potential employer? Maybe it pays to create a new account with your name in it or something more professional. It's all about connecting with and creating an image for the hiring manager and that requires attention to all aspects of your communication.
- Keep in mind that the personnel manager often has a 'normal' job in addition to recruiting new employees. So, when communicating with them, be respectful and concise so that your message lands smoothly.
- Look at your email signature and make sure it looks professional. Sometimes email settings are used for messages to friends, where names are abbreviated, or funny texts or pictures are added to our names. Remember, if you want to be taken seriously, you have to be serious yourself, so make your email as good as possible.
- Grab the chance to showcase your best qualities one more time. This will help the hiring manager keep your application in mind if it hasn't been read yet, or refresh your memory if you already have.
- Choose a default font for your email. Writing in bold pink might be OK for your friends, but you want to show professionalism here, so stick to black Arial, Times New Roman, or some other legible font.
Warnings
- Never be pushy, demanding or complacent. Don't be rude in your communication with the hiring manager, as he or she makes the final decision. They understand that the hiring process is important to you, but it's probably only a small part of their day-to-day work, so you're only making a negative impression by acting rude or pushy.
- Pay close attention to the address of the email. It often happens in larger companies that the person who initially responds to your application is not the hiring manager, but someone from the human resources department, who participates in the recruitment. Always pay attention to the position of the person who is contacting you regarding the job you applied for. If it appears that a Human Resources representative has contacted you, politely ask who the hiring manager is and how to get in touch with him or her.