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Follow up Email to Recruiter | 33 Examples

sample letter to recruiter for follow up

After sending in your job application and acing your interview, one of the best ways to show your enthusiasm for a position is by sending a follow-up email to the recruiter. Not only does it showcase your professionalism, but it can also help keep you at the top of their mind during the hiring process. However, crafting the perfect follow-up email can be tricky—you don’t want to seem too pushy or impatient. In this article, we’ll share five tips for writing a follow-up email to a recruiter that will impress them and improve your chances of landing the job.

Tips on how to write a follow up email to recruiter

  • Keep it short and sweet: recruiters are typically busy and receive many emails, keep your follow-up email concise and to the point.
  • Customize your email for the recruiter: do your research to learn about your recruiter, personalize your message with any relevant details.
  • Show your enthusiasm: emphasize your interest in the role and why it’s a good fit for both you and the company.
  • Express gratitude: thank the recruiter for their time and consideration throughout the process.
  • End with a clear call-to-action: reiterate your excitement and ask about next steps, making it easy for the recruiter to respond.

Remember, a well-crafted follow-up email to a recruiter can set you apart from other candidates, so take the time to personalize your message and showcase your professionalism.

Sample follow up email to recruiter | 33 Examples

Hi [recruiter name],

I’m writing to follow up on my email from the other day. I’m very interested in the [position] role at [company name] and would love to learn more about how I could contribute there. Can you please connect me with someone who can answer a few of my questions? Thank you!

I’m writing to follow up on the job posting you posted on [website]. I’ve attached a resume for your review. I hope this is still of interest to you, or if you have any questions, please feel free to contact me by phone at [PHONE NUMBER]. Thanks!

Hi [name], I just wanted to follow up with you about the open position for a senior software engineer. I think this is an amazing opportunity, and I am very excited about it. My skills and experience are a perfect fit for this job, and I feel like I could contribute a lot to your company. I’m going to look over the job description again, and make sure I have everything ready for when you get back in touch with me. Please let me know if there’s anything else you’d like me to include or send along!

Hi [recruiter name], I’m so happy to have the chance to follow up with you! I’m hoping that you have had a chance to review my resume and are interested in moving forward with the process of getting me into a role at [company name]. If not, please let me know what I can do differently. I am especially interested in [job title] because it offers an opportunity for me to develop my skills as an individual contributor, but also work as part of a team—which has always been one of my favorite things about working. I would love to learn more about how your organization does this through collaboration between employees and management. Please let me know if there is anything else I can provide for you. Thank you so much for your time, and I look forward to hearing from you soon!

Hi, [recruiter name]! I hope you’re doing well. This is just a quick follow up on the email I sent you last week. I’m still interested in [job title] and would love to chat more about it. If you have any questions or want to set up a call, please let me know.

Dear (recruiter’s name), I’m writing to follow up on the message I sent you last week. I’d love to hear more about your company and any open positions you may have. I saw in your message that you’re interested in hearing from me again when I’ve had time to think about some of my own questions. I wanted to let you know that I’ve done some research on your company, and I’m confident that this is a good fit for me. My background and skills are very relevant to what you’re looking for, and I think I could be an asset to your team. I’d love to talk more about how we might work together!

Hello [recruiter name]! I hope you are doing well. I know it has been a while since we last spoke, but I am still very interested in your position. If you have any questions or concerns, please let me know. Thank you for your time and consideration. I look forward to hearing from you soon!

Hello [recruiter name], I hope you are doing well! I just wanted to reach out and touch base with you in regards to the [position title] position at [company name]. I’m still very interested in hearing more about the position and would love to set up a time for us to chat. Do you have some time on your calendar next week?

Dear [recruiter name], I am writing this email to follow up on my conversation with you. I was very interested in the position and would love to schedule an interview as soon as possible. I have attached my resume for your review. Please let me know if there are any other documents that I can provide. I look forward to hearing from you soon!

Hi [name]! I hope you’re having a great week. I’m writing to follow up on my application for the [position] position at your company. I’m really excited about the opportunity, and I think my background would be a perfect fit for the team. I’d love to hear back from you soon so that we can talk more about this role and how I can contribute to the company’s success.

Hi [recruiter name], I hope you’ve been well! I just wanted to follow up with you about the position I applied for. I’m still very interested in the opportunity and would love to know more about it. Is there anything else you need from me at this point?

Hi [name], I hope you had a great weekend! I wanted to follow up on the job opening for [position] at [company name]. I’m still very interested and would love to schedule an interview. Do you have availability this week? Thank you so much, and I look forward to connecting soon.

Hi [recruiter name]! I just wanted to follow up and make sure you got the updated resume I sent over last week. I know you’re busy, so if you don’t have a chance to look at it for a few days, that’s totally fine. Thanks so much for your help with this process—I’ve really enjoyed talking with you and getting to know more about your company. If there’s anything else I can do to help move things along, let me know.

Hi [recruiter name], I wanted to follow up on the position you emailed me about on 2024. I’m interested in hearing more about it, and I can’t wait to hear from you!

Hi [name], I hope you’re doing well! I wanted to reach out and see if there’s any updates on your end. I’m still very interested in the position, and my resume is attached for your reference. Thanks!

Hey [recruiter name], I just wanted to follow up and thank you for the opportunity to speak with [company name]. I really appreciated the chance to get to know the team and hear about your company. I’m excited about getting back to work, but I want to make sure that I am making an informed decision regarding my next step. Can you provide any additional information about the position or your organization?

Hi [name], I hope you’re doing well! I just wanted to check in and see if there’s been any movement on my application or if there’s anything else I can do at this point. Thanks so much,

Hi [name]! I just wanted to follow up on our conversation about the [position] role at [company]. I’m still very interested in speaking with you about this opportunity, and I’d love to schedule a time for us to chat. I see from your website that you’re based in [city]—is it possible for us to meet on Zoom? Let me know what works best for you! Thanks so much, and looking forward to talking soon!

Hi [recruiter name]!

I’m still interested in the position posted on [website] and wanted to follow up to see if you have any more information about it. I’m excited about the opportunity to work for [company name]. I’ve attached my resume for your reference, and I’d be happy to answer any questions you might have. Thank you again for your consideration!

Hi, [recruiter name]!

I just wanted to follow up on my application for the [position] role. I’m really excited to hear back from you, and I know you’re very busy. I hope everything is going well with your end of things. If there’s anything I can do to help, please don’t hesitate to reach out. Best,

Hi [recruiter name], I hope you’re having a great week! I wanted to reach out and see if there are any new opportunities that might be a good fit for me. I’ve attached my resume and cover letter from our last conversation, so please let me know if you have any questions or need more information.

Thank you again for your help!

Hi [name], I hope you’re doing well! I just wanted to follow up on the job posting you sent me. As I mentioned in my last email, I’m really interested in this position, and I think the skills and experience I have would make me an asset to your team.

Thank you so much for taking the time to consider me for the job. If you’d like to learn more about me or my work history, please let me know what kind of information you’d like, and I’ll be happy to send it over.

Hey [recruiter name], Thanks for taking the time to talk with me today. I appreciate your insight into the position and your organization, and I really enjoyed our conversation.

I’m excited about the opportunity to join your team, and I think this role would be a great fit for my skillset and experience. As we discussed, I’m looking for an opportunity that will allow me to use my [unique skill] to help solve problems for [audience]. What’s more, as a member of your team, I would have the chance to learn more about [industry] and make an impact on various projects.

As we discussed, I’d like to know more about when you’re expecting to have another round of interviews scheduled before we move forward with the process. Please let me know if you have any questions or concerns at this point in time.

Hi [name], I’m writing to follow up on the position with [company name] that you mentioned in your email to me. I’m really interested in the role, and I think it would be a great fit for my skill set and experience. I’ve attached my resume here in case you’d like to review it. Please let me know if there are any other materials you need from me, or if you have any questions about my qualifications or experience. Thanks!

Hi [Recruiter Name], I just wanted to follow up on the job posting at [Company Name]. I am very interested in the role, and I would love to learn more about it. I have been working as a [job title] for the past 5 years, and my primary responsibilities include [primary responsibilities]. My background also includes a lot of experience with [other responsibilities]. My favorite part of this position is the ability to work collaboratively with others. The most important thing that I can offer your company is my dedication to helping your clients succeed. I hope you will consider me for this opportunity! If you have any questions or need additional information, please don’t hesitate to contact me.

Hi [recruiter name], I’m so sorry that I haven’t gotten back to you sooner—it’s been especially busy at work these days. I wanted to check in on the [job title] position. Have you had a chance to review my resume? You mentioned in our last conversation that you were looking for someone with experience in [job description]. My background includes positions at [company name 1] and [company name 2]. Those experiences gave me a great foundation for learning the ropes of working with clients, as well as developing new skills. I’m really excited about this opportunity—and I’d love to talk more about it!

Thank you for your time today. I am still interested in the [position] role at [company name]. I have some questions that may help me better understand the role and your expectations: -What’s the ideal candidate like? -How would you describe the work environment? -Is the company open to remote work? Thank you again for your time, and I look forward to hearing from you soon.

Hi [name], Thanks so much for your time today. I really enjoyed our conversation and am excited to hear more about what you have in mind. I’d love to continue this conversation over the phone some time soon, so please let me know when would be best for you! Best,

Hi [recruiter name], Just wanted to get back in touch and let you know I’m still interested in the [position title] position at [company name]. I took a look at the job description again and I think it would be a great fit for me. I’ve attached my most recent resume, which includes some additional information about my work experience and skills. Please let me know if you have any questions or need anything else. Thanks!

Hi [recruiter name], I hope you’re doing well! I’ve attached my resume here. I really enjoyed meeting with you earlier this week, and I think we were on the same page about what I can bring to your team. If you have any questions, please don’t hesitate to reach out. I look forward to hearing back from you soon.

Dear [recruiter name], Thank you so much for your time today! I really enjoyed our conversation, and I am excited about the opportunity to join your team. I think my background will be a great fit with your needs, and I am eager to learn more about the position. I appreciate your time and consideration. Please let me know if there is anything else that would help you make your decision. I look forward to hearing from you soon!

Hi [recruiter name], I hope you are doing well! I’ve been a bit busy lately and haven’t had time to follow up with you about the [position title] role. I did want to ask if you have any new updates or information on it, though. Thanks so much,

I just wanted to get in touch because I’m so excited about the possibility of working with your company! I’ve always been interested in [industry] and have been keeping up with the news lately, which piqued my curiosity about this position.

I know that you’re probably busy getting back to everyone who applied for the job, but I was wondering if there was any chance we could set up a time for me to answer any questions you might have about me or why I’d be a good fit for the position? I think it would help us both if we had the opportunity to chat in person. Thanks so much!

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How To Follow Up With A Recruiter (With Examples)

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Find a Job You Really Want In

Following up with a recruiter can help make or break a job application or an interview. Particularly when dealing with recruiters as opposed to applying to companies directly, follow-up emails are necessary parts of any job hunter’s toolkit .

Whether you just submitted a job application or you’ve just been interviewed, we’ll go over how to follow up with a recruiter, provide some example follow-up emails, and when to follow up with recruiter.

Key Takeaways:

Following up with a recruiter can be an awkward process, but it’s necessary for many situations.

They help you distinguish yourself, letting you strut a little while also making yourself stand out in the recruiter’s mind.

Recruiters move fast — if you’re not actively being pursued for a job, you can bet that means that you should be on the hunt.

How to follow up with a recruiter with examples

Why should you follow up with a recruiter?

How to follow up with a recruiter, email template for following up with recruiters, example emails for following up with recruiters, when to follow up with a recruiter, questions to ask yourself before you follow up with a recruiter, follow up with recruiter faq, final thoughts.

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You should follow up with a recruiter because you should be professional yet aggressive when it comes to getting a job or contract through a recruiter. There are dozens, possibly hundreds, of other candidates with similar education or experience as you that are also looking for recruiters to find them a job.

That’s why, as a candidate, it’s not always prudent to just sit around and hope to get a call from a recruiter you’ve been speaking with.

Sometimes you need to go on the offensive.

Sometimes, if you’re lucky, you’ll find yourself looking for a gig at just the right time with just the right experience, and you’ll find yourself being chased by the recruiter. In times like this, you have all the power and so it can sometimes be useful to wait it out after speaking to a recruiter.

In either case, you’re going to need to learn how to gauge the situation after meeting with an interviewer and learn how to follow up accordingly.

To follow up with a recruiter through email, you should first choose the right subject line to let them know why you are emailing. Below is a more detailed list of how to follow up with a recruiter:

Choose the right subject line. Make sure your subject line is professional and will let you know why you are emailing them.

Recruiter follow-up email subject line examples Follow up regarding [job title] Thank you for the opportunity. I appreciate your time.

First paragraph. In your first paragraph make sure you thank the interviewer or hiring manager for the opportunity. You also want to mention the specific job title you were applying for.

Body paragraph. This is where you want to ask if there were any updates on the job you applied for. You also want to set yourself apart from the other candidates and what you will bring to the company.

Sign off. End the email with a professional closing followed by your name or signature.

Recruiter follow-up email sign-off examples Sincerely, [your name] Thank you, [your name]

The following is a template for a light check-in email that you could send to a recruiter in order to remind them that you still exist (and are interested in a job).

It’s important to note that this is a very loose template — don’t be afraid to play around with the order or with the kind of sentences you’re trying to include:

Recruiter Follow-Up Email Template Say hi. “Hello [Recruiter’s Name]” Bring up something the two of you talked about the last time you spoke. “I’ve been thinking a lot about [interesting anecdote] we talked about.” Check-in. “I was just contacting you to check in and see if there were any updates on the job position we discussed.” Reiterate your interest and get out of there. “I’m still interested in the position and I hope to hear back from you soon. All the best, [Your Name].”

Here are some example emails for following up with recruiters for different scenarios you may face. Remember to tailor your email to your specific needs before sending it.

Follow-Up email to recruiter after sending a job application example

Dear Mrs. Anderson, My name is Tim Howard and I’ve just applied for the District Manager position at XYZ Corp. My years of management experience and relevant industry knowledge could be the perfect fit for the role. I’ve attached my cover letter if you’d like to learn more about what I can offer. Thank you for considering me for this role and I look forward to speaking soon. All the best, Tim Howard [email protected] 555-555-5555 www.linkedin.com/thoward

Follow-Up message to recruiter on LinkedIn example

Hi Kathy, Just checking in about my job application for the District Manager position at XYZ Corp. I’m still very interested in the position and would love the chance to speak more about it. Thanks, Tim Howard

Follow-Up email to recruiter post-interview example

Dear Mr. Thane, Thank you for taking the time to speak with me about the open Sales Representative position at ABC Inc. today. I enjoyed learning about how you moved from sales to recruitment for them, and your unique perspective was really helpful for understanding the finer points of the role. I think my 3+ years of sales experience in the tech industry puts me in a special position to understand the product and be able to communicate its benefits to clients and leads. It would be exciting to step into the role and learn even more about how ABC is changing customer relationship management from the ground up. Thanks again for your consideration, and I hope to speak again soon. Sincerely, Martha Hew

Follow-Up email to recruiter after you got a job offer example

Dear Mr. Reed, Thank you for getting back to me so soon with a job offer. I’m thrilled that MiniCorp is interested in hiring me for the Software Developer position. While I’m excited about the opportunity, I need to take the weekend to talk it over with my family and come to a final decision. I will contact you by 10 a.m. on Monday the 25th with a final answer. Thanks again for everything, Lou Kang

Follow-Up email to recruiter after you were rejected example

Dear Ms. Jenson, Thank you for getting back to me so quickly to let me know I haven’t been accepted for the Junior Copyeditor position. I appreciated the opportunity to learn more about what Bermont Books is all about and its mission of sustainability. While I’m disappointed I didn’t get the role, I hope you’ll keep me on file for any future positions that you feel would match my skill set and experience level. If you have any advice about my interview performance or supporting documents that could help improve my candidacy in the future, I would appreciate hearing it from someone with your expertise. Thanks again for taking the time to consider my application. Sincerely, Jenny Henderson

Follow up email if you haven’t heard back example

Dear Mr. Smith, I wanted to follow up regarding my application for the Assistants position at XYZ Company. I submitted my application on August 10, 2023, and I am eager to learn about the current status of the selection process. I understand that the recruitment process can be busy, and I appreciate your efforts in reviewing my application. If possible, could you provide an update on the status of my application or an estimated timeline for the next steps in the process? Thank you again for considering my application. I look forward to learning more about XYZ Company. Wishing you a productive week ahead. Best Regards, Martha Jones

You should follow up with a recruiter after you’ve sent a job application or after getting a job offer. Note that while an email is usually the best way to follow up with a recruiter, some of these tips apply to phone calls and LinkedIn messages as well. Below are other times that you should follow up with a recruiter:

You’ve just sent a job application. If you’ve just sent a job application to a recruiter, sending a follow-up email that same day can be a good idea. However, if the application page indicates that you shouldn’t email anyone, then follow those instructions.

If you do send a message following up on your application, you can include a cover letter (if you didn’t already send one with your application). Other than that, keep this message short.

Introduce yourself, note the role you’ve applied for, mention a few reasons why you’re a good fit, and thank them for their time.

If you don’t hear back after a couple of days, you can reach out again via email or LinkedIn with an even shorter message indicating that you’re still interested in the position.

You’ve just been interviewed by the recruiter. You should send a follow-up email to the recruiter within 24 hours of your interview. Thank them for their time, briefly mention something from your chat, reiterate your relevant skills and qualifications, emphasize your excitement for the role, and sign off graciously .

Thank-you notes go a long way in building a personal connection and helping refresh the recruiter’s memory about who you are. They are worth it 100% of the time (unless you don’t want the job).

If you have multiple rounds of interviews with the recruiter, follow-up each time (although your second follow up email can be more informal and shorter).

You get a job offer. You probably don’t need us to tell you that you should follow up on this scenario. If you’ve been extended a job offer , get back to the recruiter ASAP. Even if you don’t have a definite answer yet, it’s respectful to let them know you need X amount of time to think about their offer.

When you do have an answer, here are guides for how to accept a job offer and how to reject one .

You’ve been rejected. You might be sad or angry, but it’s still important to respond to a rejection email . You can reiterate your key skills and mention that you’re open to other opportunities.

Keep the lines of communication open — this recruiter definitely knows about other roles and might be able to find something else for you if you maintain a professional relationship. Even if you’re not interested in that, you should still respond and politely thank them for their time and consideration.

Here are some of the main things to consider before reaching out to a recruiter about a job:

Does it seem like they’re trying particularly hard to get ahold of you? If so, congratulations: you’re one of the best candidates they’ve found, and they’re trying to court you for the position.

You hold all the power — take it slow before you send your email, and try to make the person signing your contract sweeten the pot before you sign your name. Just be careful you don’t spend so long playing aloof that you wind up losing the position to their second choice.

Have a few days gone by since the date they said they’d contact you? That doesn’t necessarily mean they’re not interested, but it does mean that they’re busy and that you aren’t necessarily at the top of their priorities.

This is when you need to start (gently) reaching out; they’ve likely just forgotten you’re around, but you still have the chance to distinguish yourself with a good follow-up letter.

Did you establish a personal connection with the recruiter while you spoke to them? If so, now’s the time to bring up that connection. If not, now’s the time to try to establish some kind of connection with this person — you’ll need it if you have any hope of standing out in their head amongst the dozens of other candidates.

Are you at a late stage in the application process? Remember that the slowest part of the process should be negotiating compensation and benefits, which is obviously a late-stage concern. If the process is moving excruciatingly slowly early on, that might be a sign that things aren’t going that well and that you should be preparing some kind of follow-up.

How should I contact the recruiter? The best way to follow up with somebody is almost certainly email — it’s relatively low stress, and it lets people respond to you at their leisure — but use your own discretion. If you know the recruiter prefers phone calls or LinkedIn chat, use one of those instead.

How many times should you follow up after an interview?

You should follow up twice after an interview. The first time should be a thank-you note that you send within 24 hours of your interview, and the second time should be two or three days after they said they’d contact you. If they didn’t give you a date for when they’d reach out, wait two weeks to follow up.

How long should I wait to follow up after an interview?

You should wait less than 24 hours to follow up after an interview. This follow-up isn’t intended to ask about their decision, though — it’s a thank-you note that expresses your appreciation for the recruiter’s time and reiterates your enthusiasm about the role.

How do you follow up with a recruiter without being annoying?

To follow up with a recruiter without being annoying, wait an appropriate amount of time to reach out, keep your message short, and be polite and humble.

If the recruiter said they’d reach out within two weeks, don’t follow up until a few days after the two-week mark — you don’t know what their schedule looks like, so give them the benefit of the doubt.

When you do reach out, all you need is a two-to-three-sentence email mentioning the last time you connected, asking for an update, and thanking them for their time. Make sure your words are humble and gracious, as no one likes an entitled, impatient person.

Should you follow up with a recruiter?

Yes, you should follow up with a recruiter. Following up with a recruiter will help show your interest in the position. Following up can also help you stand out from other candidates. Following up can be one of the most important things to help better your chances throughout the interview process.

That’s all for this one! Just keep in mind:

You want to be memorable, but you don’t want to spook the recruiter.

There are a lot of ways you can distinguish yourself (see above), and it’s often the case that you need to be aggressive in the job hunt in order for someone to remember you and pay attention to you.

But it’s also true that you can come off as a jerk pretty quickly if you end up being too aggressive too fast.

It’s a delicate balancing act that you have to strike between giving a recruiter the proper space and making sure to continually stick your foot in the door to check and see if it’s still open.

Just remember to be polite, prompt, and professional through all of your communications with the recruiter, and you’re sure to see more job offers come your way.

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Ryan Morris was a writer for the Zippia Advice blog who tried to make the job process a little more entertaining for all those involved. He obtained his BA and Masters from Appalachian State University.

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Dec 20, 2021

How to follow up with a recruiter

Worried about how to follow up with a recruiter? This blog post provides some essential advice, samples, and templates to ensure you get a response to your follow up email to recruiter after interview.

Blog writer

Lawrie Jones

Table of contents

Failing to hear from a recruiter can add to the frustration of finding a job. Sending a reminder can kickstart the process, keeping you in touch and in control. Many jobseekers struggle with how to follow up with a recruiter, finding it challenging to communicate clearly without sounding demanding or damaging the relationship. 

In this guide, we explain why your message to a recruiter may have been missed, answer some common questions, and provide 10 examples of follow-up emails that are (almost) guaranteed to work.

If you want to send follow-ups lightning fast, make sure to check out Flowrite's AI-powered smart follow-up email template , that writes your emails for you, like this:

How recruiters manage messages

Recruiters get hundreds of emails a day, says IT professional Deeksha Jaiswal . The sheer volume of responses means it's almost impossible to read and respond to everyone, so recruiters do what the rest of us do and scan subject lines. "People rarely read online — they're far more likely to scan than read word for word," say UX experts Nielsen Norman Group .  

Across cultures and countries, researchers have identified found that we're not linear readers. Instead, we pick out the information that's relevant for us at the time.   

This can explain why your email becomes lost in the sea of messages. When a recruiter is scanning their email inbox, they may be searching for something else. As time progresses and priorities change, your email gets older, reducing its relevance to the recruiter.

The solution? Sending a reminder email .

Principles of writing a follow-up email to recruiter 

Before we get into how to write an email follow-up to a recruiter, we'll answer some of the common questions that applications are asking.

Should you follow up with a recruiter?

If you're still searching for a job, then yes. 

Recruiters are literally in the business of finding the best person for the job, and if you believe that's you, then keep in touch. The key here is to remain polite and professional but not be pushy. That means respecting the recruiter and understanding that they have other priorities.

Our templates below provide some examples of how to ensure your emails remain on the right side of relevance.

When to follow up with a recruiter?

We've established that a follow-up email to a recruiter is acceptable; exactly when you send it depends on the stage you're at in the process. 

If you're following up on an email inquiry for a new role, then leave it a few days. If you've completed an interview, email as soon as you can afterwards.

To help, we provide examples of follow-up emails below with an indication of when it's OK to send them.

How long to wait to follow up with the recruiter?

If you've not received a response, reply, or feedback from a recruiter, then consider a follow-up email. Again, there are no hard and fast rules here, but we recommend leaving at least a few days between messages and never emai a recruiter over the weekend.

If there are deadlines, then respect them. For example, if you've sent a CV or application for a role, only send a follow-up email after the application deadline has passed.

If you're contacting a recruiter after an interview, then you can contact them straight away, should you wish.

How often to follow up with a recruiter?

As we've stated, there are no rules for reminder emails, but the principle remains that you must be polite and professional. If you receive no response after a follow-up, consider sending another after a couple of days. 

Don't be tempted to go into detail; just stay positive. 

It's acceptable to send a follow-up email and a further follow-up to that, but we'd leave it there. If you receive no reply to either email, then chalk it up to experience, stay motivated and move on. 

Will I receive a reply?

It doesn't matter how polite your message is; you won't receive a reply in some cases. Some businesses, particularly organizations that receive hundreds of applications for each role, refuse to respond to emails. That's their choice, and while it can be difficult, you must respect it.  

Recruitment consultants and in-house HR teams are more likely to respond to you, but they don't have to. Our advice is to be persistent, but never to take a lack of response personally.

10 examples of follow up emails to recruiters

At Flowrite, we've done extensive research in professional email writing. We've created a series of plain-language guides on how to write effective emails that get results. 

UX experts NNG has outlined four fundamental principles that all good emails share. All effective emails:

  • Use clear, noticeable headings and subheadings 
  • Place important information upfront 
  • Employ formatting techniques to break up text
  • Use plain language  

These email basics are the basis for our advice and examples. Information is well structured, fabulously formatted, and engineered to elicit a response. 

Each email should follow the same standard formal format you'd use to write any professional email and include:

  • A targeted subject line
  • Formal greeting

Let’s see how these work in practice.

1. Follow up with recruiter after interview 

A short and polite message to a recruiter after an interview is a common courtesy that reflects positively on you. We recommend sending a follow-up with the recruiter after the interview on the same day, if possible. Don't leave it too long, or it will lose its impact. Here's an example. 

2. Follow up with recruiter after post-interview silence

If you've made an effort to attend an interview, you deserve some feedback, so ask for it. Recruitment processes, particularly in the world still gripped by the pandemic, may take some time, so don't assume no news is bad news. Here's an example.

3. How to follow up with a recruiter after applying

It's exciting finding a new role but frustrating if you don't get a reply straight away. If an application date is advertised, wait until the deadline has passed before sending a follow-up. If the role is through a recruitment agency or time-limited, you can message after a couple of days.

4. Follow up with recruiter after sending resume

Recruiters are likely to receive hundreds of CVs from candidates every week, so don't worry if you don't hear from a recruiter immediately. A well-worded follow-up email can act as both a reminder to a recruiter and a statement of how serious you are at finding a job. Here's an example of a follow up with a recruiter after sending a resume.

5. Follow up email before interview

A follow-up email before an interview might seem strange, but it can help clear up any confusion, answer questions, or put your mind at ease before the big day. But, again, keep it short, polite, and professional.

6. How to follow up with recruiter after career fair 

Careers fairs are a great way to meet potential employers, but you can quickly find yourself at the bottom of the pile as other potential candidates contact them. Sending a potential recruiter an email a few days after a careers fair can keep you fresh in their mind. Here's an example of how to follow up with a recruiter after a career fair.

7. Follow up email after phone call with recruiter

Chatting on the phone with a recruiter is a great way to start your relationship, but you should always follow up with an email. As well as showing initiative and enthusiasm, you'll also be able to share your contact details directly with the person, which is essential for staying in touch. You can send an email as soon as you've put down the phone.

8. Follow up email after meeting with recruiter 

Similar to the email template following a phone call, if you've had a meeting with a recruiter, a prompt email follow-up shows you're serious. You can provide additional details they may have asked for (such as a CV) and include the all-important contact details. 

9. How to follow up with a recruiter after final interview 

The final interview is the last step before recruitment. A personalized follow-up at this point may not secure you the job, but it demonstrates respect for the process and the people involved. Here's how to follow up with a recruiter after final interview.

10. How to follow up with a recruiter after rejection

Rejection can be hard to take, but it's a part of the recruitment process; it's how you respond that matters the most. A positive follow-up email to a recruiter after rejection can be powerful, and while one door may have closed, it could open others. Take some time to process the news, and when you're ready (a few hours or days later), here's a template that you can use.

Create a follow-up email to recruiter template with Flowrite 

There's no denying that follow-up emails are tricky to write. It's easy to come across as precious and pushy, even if you're trying to be polite. Even the best of us find it challenging to find the right words (or to find the time to write them), which is why Flowrite is the ideal solution. 

Flowrite is an intelligent writing assistant that can transform notes and ideas into clear, confident, and correct emails. So whether you're following up with a recruiter, emailing a manager, or messaging a new business associate, Flowrite can help you hit the right tone of voice time after time.

Writing professional emails to recruiters isn't always easy, but it is essential. In this guide, we've provided some top tips and demonstrated how to put them into practice. Check out our professional writing guides if you're searching for some inspiration. 

Are you still struggling to find the right words? Learn more about Flowrite, the world's leading AI writing assistant. Flowrite can transform your notes into powerful and professional emails. Check it out today.

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How to Follow Up With a Recruiter: Example and Checklist

How to follow up with a recruiter - get examples and templates

Julia Kolomiiets

sample letter to recruiter for follow up

Nov 24, 2023

How to follow up with a recruiter after interview? And why should you do it? If you've had an awesome interview with a recruiter, then great! But often it happens that minutes, hours, or even days have passed, and you haven't heard from the recruiter. 

Don't worry. There's no need to panic yet. The recruiter may be busy handling other tasks, and you can always make the most of this time by crafting an interview follow up email with recruiter. 

In this article, we provide tips on how to write an outstanding follow up email to recruiter after interview. But first, let’s focus on the most common mistakes made when following up with a recruiter.

Quote about hiring by David Ogilvy

9 Things NOT to Do When Sending Interview Follow up Email with Recruiter

When following up with a recruiter after an interview, there are several things you should avoid doing to maintain professionalism and avoid negatively impacting your chances. Here's a list of what not to do.

Don't be overly aggressive or demanding

Avoid sending multiple follow-up emails in a short period or demanding a quick response. Recruiters often handle multiple candidates and roles, and pressuring them can create a negative impression.

Avoid sounding desperate

While it's important to express your interest, avoid language that makes you seem desperate or overly anxious. Maintain a confident and professional tone.

Don't make assumptions

Avoid assuming you're the only candidate or that you're already chosen for the role. Stay humble and respectful throughout the communication.

Don't ignore instructions

If the recruiter provided specific instructions on follow-up, such as a timeframe to wait before reaching out, make sure to adhere to these guidelines.

Don't send a generic message

Avoid sending a generic or templated message. Personalize your follow-up based on your interaction with the recruiter and specific details about the role. If you used Noty.ai to record your conversation with the recruiter, you will have an already substantial interview follow up email with recruiter. 

Don't focus solely on your needs

While it’s fine to ask about the next steps, avoid making the follow-up only about what you want or need. Keep the focus balanced between your interest and how you can contribute to the company.

Don't forget to proofread

Never send a follow-up email to recruiter without proofreading. Spelling errors, grammatical mistakes, or incorrect information (like the wrong company name) can be detrimental.

Don't bring up salary or benefits too early

If these topics weren’t discussed in the interview, avoid bringing them up in your initial follow-up. Focus first on expressing your interest in the role and the company.

Don't be negative

This may sound obvious, but avoid any negative remarks about the interview process, the interviewer, or the company. Keep your tone positive and professional.

Don't use inappropriate communication channels

Stick to professional channels of communication. For instance, avoid following up via text or social media unless the recruiter has initiated contact through these means.

By avoiding these pitfalls, you can ensure your follow-up is effective, professional, and leaves a positive impression on the recruiter.

Don’t struggle creating a perfect interview follow up email with a recruiter. Use Noty.ai to create a personalized email to a recruiter without sounding too pushy. 

Get started with AI Follow-Ups!

6 most important elements of your interview follow up email with recruiter.

Now, let’s see what is important to include in your follow up email to recruiter. Remember, these elements are expected from any responsible and professional candidate, so don’t ignore them.

Start with a polite greeting

Open your follow-up message with a polite and professional greeting. You can keep it short and simple. For instance, use phrases such as "Hi [recruiter's name]," or "Hello [recruiter's name]," "Good morning," or "Good afternoon."

Thank the recruiter for their time

Recruiters are professionals who have busy schedules and attend to numerous tasks. Thus, it's advisable to appreciate the time the recruiter took to look at your application and conduct the interview. Write a brief statement thanking them for their time and consideration.

Express your continued interest

Recruiters are often looking for candidates who are passionate about the position and the company. So, you should show your continued interest in the job and the company in your follow-up email. Reiterate that you're excited about the opportunity and keen to learn more about the role and the company.

Add new information

Use this space to communicate any new information that may not have been included in your initial application or discuss what you learned from the interview. By highlighting something new in your interview follow-up email with recruiter, you'll not only stand out but also demonstrate that you're comfortable communicating.

End your recruiter follow up email with a professional closing

Lastly, end your follow-up recruiter email with professional closing, such as "Best regards," or "Sincerely." Also include a formal signature with your name and contact details, such as your phone number, email address, and LinkedIn profile URL.

Getting lost in your tasks and commitments? Let Noty AI Workplace Assistant create your ultimate AI To-Do lists after each meeting or conversation you have.

Discover To-Do Lists!

How to follow up with recruiter after no response.

Following up with a recruiter after not receiving a response requires a careful and professional approach. Here's a guideline on how to do it effectively.

Before following up, wait for a reasonable amount of time, typically one to two weeks, after your initial follow-up. This gives the recruiter enough time to process your application and any others they may be handling. Here are some more tips:

Politely inquire if there have been any updates in the hiring process and if a timeline is available for the next steps. This shows your interest without being pushy.

Your follow-up should maintain a courteous and professional tone, even if you’re feeling anxious or disappointed. Express your continued interest in the position and the company.

Keep your message concise. Clearly state that you are following up on your previous email or interview and are interested in any updates regarding the position. 

Briefly restate your enthusiasm for the role and how you believe your skills and experiences make you a strong fit. This serves as a gentle reminder of your candidacy.

Offer to provide any further information that might assist in their decision-making process.

Finally, express gratitude for their time and consideration. Regardless of the outcome, it's important to leave a positive impression.

It’s important to be mentally prepared for any response, including the possibility of not moving forward in the hiring process. Regardless of the outcome, use this as a learning experience. Continue your job search actively while waiting for a response. Don’t put all your hopes on one opportunity.

Keep your communication clear and up-to-date with Noty AI Meeting Summaries. Identify action points, tone and voice, and capture the essence immediately.

Discover AI Meeting Summaries!

Sample follow up email with recruiter after no response.

Subject : Follow-up on [Position Name] Application

Dear [Recruiter’s Name],

I hope this message finds you well. I am writing to follow up on my application for the [Position Name]. I am very enthusiastic about the opportunity to join [Company Name] and believe my skills in [mention relevant skills/experience] would be a great match for this role.

I understand you have a busy schedule, and I appreciate the time and effort involved in the hiring process. If it’s convenient, could you please provide an update on my application status or any timeline for the next steps.

Thank you once again for considering my application. I am very interested in the opportunity to contribute to [Company Name] and look forward to potentially working together.

Warm regards,

[Your Name]

Remember, follow-up emails to a recruiter are a normal part of the job application process. They demonstrate your interest and professionalism, but it’s also important to balance persistence with patience.

Creating a perfect interview follow up email with a recruiter can be challenging - but not for Noty users! Use Noty.ai to create a personalized email to a recruiter that sounds just right. 

Get started for free!

Checklist: How to follow up with recruiter after interview

Following up with a recruiter after an interview is an important step in maintaining communication and expressing your continued interest in the position. Here's a guideline on how to effectively follow up with a recruiter.

Ideally, send a recruiter follow up email within 24-48 hours after your interview. This shows your enthusiasm and keeps you fresh in the recruiter's mind.

Begin your recruiter follow up email by thanking the recruiter for the opportunity to interview. Mention something specific about the interview that was particularly insightful or enjoyable to personalize your message.

In your recruiter follow up email, clearly state your continued interest in the position and the company. Be genuine in conveying why you think this role is a good fit for you and how you can contribute to the company.

Briefly reiterate a few key strengths or experiences that you bring to the role, especially those that were well-received during the interview or are particularly relevant to the job.

Politely inquire about the timeline for the next steps in the hiring process. This shows your eagerness to move forward and keeps you informed about what to expect.

Let the recruiter know that you are available to provide any further information that may be needed, including additional references, work samples, or answers to any pending questions.

While it's important to be thorough, keep your recruiter follow up email brief and to the point. Recruiters often have busy schedules, so a succinct, well-crafted recruiter follow up email is most effective.

Before sending, make sure to proofread your email for any spelling or grammatical errors. This demonstrates your attention to detail and professionalism.

If you haven’t heard back within the timeframe initially mentioned by the recruiter, it’s appropriate to send a polite follow-up email to check in.

Remember that the hiring process can take time. Stay patient and maintain a professional demeanor in all interactions.

Statistics about importance of recruiter follow up

Sample Recruiter Follow-Up Email Template

Subject : Thank You and Follow-Up on [Position Name] Interview

I hope this message finds you well. I wanted to extend my thanks for the opportunity to interview for the [Position Name] with [Company Name] on [Date of Interview]. I particularly enjoyed learning about [something specific about the company or role].

I am very enthusiastic about the possibility of joining your team and am confident that my [mention of a key strength or experience] aligns well with the needs of the role. 

Please let me know if there is any additional information I can provide. I am looking forward to the next steps in the process and would appreciate any updates on the timeline when convenient for you.

Thank you once again for the opportunity and your consideration. I am very excited about the prospect of contributing to [Company Name] and hope to have the chance to do so.

Best regards,

This follow-up strategy demonstrates your interest, professionalism, and courtesy, all of which are beneficial in making a positive impression on the recruiter.

Conclusion: Use Noty.ai to create perfect follow up emails to recruiters

Noty.ai uses advanced AI technology to craft the perfect follow-up email to a recruiter. Using your meeting recording with a recruiter, the AI assistant creates a detailed personalized follow up message . Noty.ai maintains a professional and engaging tone, making sure the message is polite yet assertive, demonstrating your interest in the position.  

Additionally, Noty.ai ensures that the email is error-free and tailored to reflect the individual’s professional brand, making every follow-up as effective as possible. 

This combination of personalization and professional articulation makes Noty.ai a powerful tool for job seekers looking to maintain momentum in their job search and communication with recruiters.

With Noty.ai, anyone can create a perfect interview follow up email with a recruiter. Use Noty.ai to create a personalized email to a recruiter that will elevate you above the competition. 

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Resume Worded

How to follow up with a recruiter within 48 hours (includes template).

  • Introduction and Key Insights
  • Email Template #1: Following up with a recruiter
  • Email Template #2: How to follow up with a recruiter on LinkedIn
  • Email Template #3: How to follow up with a recruiter you met in person
  • Email Template #4: How to follow up with a recruiter on LinkedIn [Alternate template]
  • Email Template #5: How to follow up with a recruiter after a phone call
  • Email Template #6: How to follow up with an update to an external recruiter
  • Email Template #7: How to follow up with a recruiter after rejection
  • Additional email and LinkedIn templates
  • Get more insights and strategies

You’re feeling great about the job application you submitted! Your cover letter was on point and it’s clear you're a perfect fit for the role. Does this mean you have to wait weeks before you follow up with a recruiter? No way.

When should I follow up with a recruiter?

It’s smart to check in with a recruiter:

  • Once you know you’re interested in working with them
  • A day or two after submitting your job application
  • If it’s been a few days since you’ve contacted them and haven’t heard back
  • Within 24-48 hours of an interview
  • If you have questions before an interview
  • Immediately after talking on the phone
  • A few days after meeting them in person at a careers fair or networking event
  • To keep an external recruiter updated at every stage of the recruitment process
  • If you didn’t land the role but want to maintain the relationship

Why? Connecting early helps you stand out from other applicants, increases your chances of scoring an interview and makes it easier to follow up with a recruiter again later on. Don’t feel like you’re bugging them — recruiters welcome proactive applicants!

Tips to keep in mind when following up with recruiters

Quick tips on writing an email to follow up with a recruiter:

  • Always follow up by email
  • Be clear in your subject line Example: Request to connect: job application for (title of position)
  • Note when you submitted the application so they can dig your application out easily
  • Reaffirm your interest in the position and why you’d be a great fit
  • Ask if there’s anything else they need from you
  • Keep it short and sweet

Remember, following up quickly after the application (within the first 48 hours) is about establishing an initial connection. Don’t expect a progress report at this stage. Follow up with a recruiter in the right way can increase your chances of scoring the role. Worst case, you have a recruiter in your network that you can reach out to for future recruitment opportunities!

Sample email templates

Here are exact word-for-word email samples you can start using right away. use them in your emails, linkedin messages or whichever platform you use to network., template #1, email subject : request to connect.

Hey Kim, I've been following Resume Worded for a while now and was excited to find the Product Designer opening yesterday. I just submitted my application online, but thought I'd send you a request so we could stay connected. Let me know if you need any further information. Thanks! Rohan

You can connect with recruiters at companies you've just applied to with a variation of this template. Sending this kind of LinkedIn message (or even better, an email!) right after you apply for a job also makes it easier to reach out again if you don't hear back.

Found this template useful? Bookmark it and you'll never get stuck on an email again. Also, please share it with your network! It helps us keep these templates free.

Template #2

How to follow up with a recruiter on linkedin.

Hi Ashley, I read from your profile that you recruit for software developer roles. I'm currently a software engineer at Resume Worded and thought it'd be great to connect in case you think my profile might be a good fit for current or future roles you seek to fill. Feel free to request my resume. Thanks

Recruiters are on LinkedIn to find the right candidates, and they appreciate it when candidates reach out to them too! When asking someone to connect with you on LinkedIn, and has a far better response rate than the default "I'd like to add you to my professional network on LinkedIn." Introduce yourself, describe what you're looking for, and 1-2 lines on why you are the right candidate.

Template #3

How to follow up with a recruiter you met in person, email subject : great to meet you at [event].

Hi [Name], I loved your presentation at [event] last week! It was great chatting to you afterward about [topic]. I’m currently at [Your Company] as a [job title] and am figuring out my next move. [Company] has always stood out to me, and after our chat I’m definitely interested in learning more! I'd love to follow up on our conversation about potential openings at [Company] — do you have time for a quick chat next week? I can call you on your mobile or send an invite for a video call — whatever is most convenient for you. Thanks, [Your Name]

If you connected with a recruiter at a networking or other in-person event, don’t let that go to waste! Send a follow up within 48 hours to keep the lines of communication open and let them know you’re interested in building a relationship.

Template #4

How to follow up with a recruiter on linkedin [alternate template], email subject : follow up on my application for the associate designer role.

Hi Katie, I hope everything's okay with you! I'm Kim Thomson and I’m reaching out because I recently applied for the Associate Designer position I saw on Angel List. I noticed you recruit for Design roles at Resume Worded! I'm not sure you're the right person to contact, but I thought I'd reach out to you because I was specifically interested in the XYZ project I saw Resume Worded come out with. From your LinkedIn profile, it seemed like you might be the right person to speak to. If you're open to it, I'd love the opportunity to learn more about you and the company. Would you be free for a 15-minute call on Thursday, say 3pm (I can work around your schedule so feel free to let me know a time that works)? I've also attached my resume in case it helps. I really appreciate your consideration and look forward to hearing from you. Thanks a mil, Kim

You can send a note like this to a hiring manager or recruiter after applying to a job. This can be a simple but big differentiator for your application when compared to all other applicants. Try to find the most relevant contact - usually, it's not too difficult to find the recruiter or hiring manager of the exact team. If you can't find the right contact, you can also just reach out to a generalist recruiter at the firm and ask for an introduction to the right contact.

Template #5

How to follow up with a recruiter after a phone call, email subject : phone call follow up.

Hi [Name], Thanks for taking the time to speak to me earlier. It was great to learn more about what the roles you’re currently recruiting for — it’s definitely a match with my professional goals. I’ve attached a copy of my resume and a couple of relevant work samples so you can get a better idea of my skills and experience. If you have any further questions, please feel free to reach out via email or call me on [number]. I look forward to hearing from you! Thanks, [Your Name]

When building a relationship with a recruiter, follow up early and often to keep the relationship alive. A quick follow up like this not only reiterates your interest in working together, but provides the recruiter with more information about you and makes it more likely they’ll be able to find a good match.

Template #6

How to follow up with an update to an external recruiter, email subject : interview with [company name].

Hi [Recruiter’s Name], I just got back from my interview with [Interviewer’s Name] at [Company]. It went well and I got the sense that my skills and background are a good fit for what they’re looking for. I did have some concerns about [anything you’re not certain about, e.g. pay, benefits, work-life balance]. I’d like to talk to you more about this — can you give me a call when you have some time to discuss it? Thanks, [Your Name]

If you’re working with an external recruiter, it’s a good idea to send a follow up at each new stage to make sure they’re kept in the loop. This can also be a good idea to ask any questions about the company or address concerns you don’t feel comfortable discussing directly with the hiring manager.

Template #7

How to follow up with a recruiter after rejection, email subject : regarding the project manager position.

Hi Sarah, I recently heard back that I was unsuccessful for the Project Manager role at Cyberdyne Systems. While this is obviously disappointing news, I greatly enjoyed this process and wanted to thank you for working so closely with me throughout. I’m still very interested in other Project Manager roles and I’m open to hearing about any other openings you come across. If you’re free next week, I’d love to set up a chat to discuss any feedback you might have. Best, Cameron

Rejection always stings, but how you respond to it can say a lot about you as a candidate. If you’re working with an external recruiter, a single rejection doesn’t have to mean the end of your relationship — instead, use it as an opportunity for candid feedback.

Other Follow Up Email Templates + Samples

We've also found the following email templates that you should consider using., want more email templates choose a category..

  • Follow up emails
  • Informational interviews
  • Thank you emails
  • LinkedIn Messages

sample letter to recruiter for follow up

Thank you for the checklist! I realized I was making so many mistakes on my resume that I've now fixed. I'm much more confident in my resume now.

sample letter to recruiter for follow up

How to Write a Follow-up Email After No Response (Examples Included)

Mike Simpson 0 Comments

sample letter to recruiter for follow up

By Mike Simpson

As a candidate, nothing is more frustrating than having what you think is an amazing interview and then… silence. While not hearing back from the hiring manager isn’t uncommon – as it happens to about 60 percent of job seekers – that doesn’t mean it isn’t annoying.

Luckily, there may be something you can do about it. By writing up a stellar follow-up email after no response, you might be able to get a status update.

So, if you’re tired of being left in the dark and want to use the right approach when reaching out, here’s what you need to know about following up by email after no response.

What Is a Follow-Up Email?

Alright, before we dig into how to write a follow-up email after no response, let’s take a step back for a quick second and discuss what a follow-up email is. Generally, it’s a brief email asking for more information about your status within the hiring process after you haven’t heard back in a reasonable amount of time.

This can be at any stage of the job search process, beginning at the job application and continuing through to the post-interview process

Usually, the follow-up will contain a simple request for an update, though you can also use it to do more, like reaffirm your interest in the role. Additionally, it’s normal to express your appreciation for being considered, even if the hiring manager has dropped the ball and not reached out since meeting you.

Yes, it may seem silly that the communication burden falls on you. After all, aren’t companies worried about their candidate experience, particularly since about half of all job seekers working in high-demand industries have turned down offers because of poor recruitment practices?

The thing is, a lack of communication isn’t typically a personal slight. The hiring process may have been delayed for reasons outside of the hiring manager’s control, or they may have become overwhelmed by high-priority responsibilities.

It’s also true that some hiring managers would rather ghost you than deliver bad news. We know; it’s rude, but some hiring managers do it anyway.

Does that mean no response should be viewed as a rejection? No, it shouldn’t. Instead, it’s best to assume that it’s a sign of a delay, as that could very well be the case.

And that’s why you should send a follow-up email. It lets you reconnect and request an update in a polite, professional way while also showing you are still interested in the job. In fact, if you approach it correctly, the hiring manager may see you as a stronger candidate after, and that could be enough to tip you over the edge and secure you an offer. How awesome is that?

Details of a Follow-up Email After No Response

Before we dig into any examples, let’s talk about the various components you’ll find in a follow-up email after no response. Generally, the email will include a:

  • Subject Line
  • Personal Greeting
  • Update Request
  • Reaffirmation of Interest
  • Offer to Share More Information
  • Professional Sign-Off

While that seems like a lot of parts, it actually isn’t. In most cases, just a few paragraphs will do the trick, as some of those points only require a single sentence to tackle.

Follow-up Email Etiquette

Here’s another incredibly critical point to cover before we get into how to write the follow-up email. When it comes to etiquette, the biggest thing to keep in mind is timing.

When do you follow up after a job interview?

While you should send a thank you email within 24 hours, a follow-up email after no response shouldn’t go out too soon.

Generally speaking, “no response” means either waiting for one of two things to happen. First, if you were given a decision date by the hiring manager, then you shouldn’t send out a follow-up email until the business day after that date passes. Anything before that is a bit too aggressive and may make you seem rude or impatient.

Now, if you weren’t given a date for the decision, then you usually want to wait between one and two weeks after your interview date. If you send a follow-up in that window, you won’t come across as pushy.

Otherwise, the most important things to keep in mind are to be brief and keep your tone professional. Going on a long diatribe isn’t a great move. After all, being busy is one reason why you may not have heard back, so sending a novella in your follow-up email may not get you a reply.

Additionally, you don’t want to come across as desperate or demanding when you request an update. Staying calm and straightforward is usually your best bet, along with being brief.

How to Write a Follow-up Email

We’ve gone over the major components of a follow-up email already, but now it’s time for a deep dive. Here’s a close look at how to write a follow-up email after no response.

Step-by-Step Guide to Writing Follow-up Emails

1. subject line.

A subject line gives the recipient a clue about what the email discusses. When you write one for a follow-up email, you want to make sure it’s clear, straightforward, and short.

Technically, you have two options here. First, if you scheduled your interview via email, you may simply be able to reply to that message. That lets the hiring manager know that your email references that meeting.

Otherwise, go with something simple, like, “Following Up on [Job Title] Interview.” It’s succinct and leaves no doubt about what the email is for.

2. Personal Greeting

While you might be tempted to hop directly into the core message, don’t. Instead, start with a personal greeting that includes the hiring manager’s name.

You can open with a salutation like “hello” or “hi,” though that isn’t technically necessary. Simply using their name is enough, too, so you can go that route if the other options feel too familiar or casual.

3. Update Request

With a follow-up email, it’s best to get to the point right away. Your opening sentence should make it clear that you’re following up in your interview and that you are requesting an update.

When you ask for an update, make sure you add some details. At a minimum, list the job title. In some cases, you may also want to include the date of your interview or the company name.

4. Reaffirmation of Interest

It never hurts to let the hiring manager know that you’re still interested in the job. This is especially true if it’s been a while since you’ve interviewed, as the hiring manager won’t know if your perspective on the position has changed or if you’ve accepted a role elsewhere.

5. Offer to Share More Information

This is another step that never hurts to cover. By letting the hiring manager know you’re happy to share more details, they’ll know you’re ready to further the conversation.

6. Thank You

Whenever you’re in the middle of a hiring process, expressing your appreciation during every communication is a good idea. It keeps the tone positive and makes you seem gracious for any updates you receive. A thank you email after your interview really goes a long way!

7. Professional Sign-Off

Use a simple closing, like “Sincerely,” “Best Regards,” or “Thank You.” Those are professional and appropriate for the situation, ensuring you set the right tone.

Then, add your name and contact information, and you’re done.

Mistakes to Avoid When Writing Follow-up Emails After No Response

Part of figuring out to write a follow-up email after no response is understanding common mistakes people make and how to avoid them. Even small faux pas can come with serious consequences, making it vitally important that you sidestep them whenever possible.

Usually, the biggest mistakes you need to avoid when crafting a follow-up email involve tone. You don’t want to seem pushy or demanding and also don’t want to come across as desperate. Instead, your goal should be to come across as professional and concise, as that generally works in your favor.

Otherwise, make sure your subject line is incredibly clear and that you get to the point right away. Wasting the hiring manager’s time with a confusing subject line and a cumbersome message won’t win you any fans, to say the least.

Also, not saying “thank you” somewhere in the email is a big no-no. Always sprinkle in some appreciation for good measure, even if you’re frustrated that you haven’t heard back.

Follow-up Email After No Response Samples

Alright, now it’s time for some follow-up email after no response examples. Here are a few that you can use to help guide you when it’s time for you to write a message.

1. (Very) Short and Sweet

Subject: Following Up on [Job Title] Interview

Hello Mrs. Jane Doe,

I wanted to quickly follow-up and see if there are any updates on the [Job Title] position I interviewed for on [interview date]. I’m very excited about this opportunity and look forward to learning about any next steps. If you need any more information from me, please let me know, and I’ll happily provide it. Thank you for your consideration.

[Your Name and Contact Information]

2. Concise with One Extra Detail

Subject: [Job Title] Interview Follow-up

Hi Mr. John Doe,

I’m reaching out to see if there has been a decision on the [Job Title] position at [Company Name]. The role seemed like an excellent fit for my skills, and I was particularly impressed by [detail from the interview], further increasing my interest in the role.

If you need additional information for me or have any questions, I am more than happy to help. Otherwise, I look forward to hearing back from you regarding any next steps and genuinely appreciate being considered for this exciting position.

3. Brief with Some Tidbits

Subject: [Job Title] Interview Status

Mrs. Jane Doe,

I wanted to follow-up and request a status update on the [Job Title] position at [Company Name] that I interviewed for on [interview date]. I feel my skills would be an excellent fit, particularly for the handling [project, responsibility, or duty mentioned during the interview].

If you would like more information about my experience in [job area] or need assistance contacting my references, please don’t hesitate to ask.

Thank you for your consideration, and I genuinely look forward to hearing back from you regarding the position.

Best Regards,

Putting It All Together

Ultimately, writing a follow-up email after no response doesn’t have to be a challenge. Take advantage of the tips above so that you can create a simple, focused message that gives you a chance to get the details you need.

Just make sure to not be overzealous and send it too early. By timing it right, you ensure you continue to make a great impression while making your request. And, in the end, that’s what matters.

sample letter to recruiter for follow up

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com.

His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others.

Learn more about The Interview Guys on our About Us page .

About The Author

Mike simpson.

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Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com. His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others. Learn more about The Interview Guys on our About Us page .

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sample letter to recruiter for follow up

Recruiter Follow Up Email Templates

Whether you work in-house at a large conglomerate or you operate from an agency, recruitment is a relentlessly fast-paced field. With so many targets to hit and non-negotiable deadlines to meet, it can be hard to catch your breath – let alone craft perfect follow up emails. While follow up emails don’t always need to […]

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Whether you work in-house at a large conglomerate or you operate from an agency, recruitment is a relentlessly fast-paced field.

With so many targets to hit and non-negotiable deadlines to meet, it can be hard to catch your breath – let alone craft perfect follow up emails.

While follow up emails don’t always need to be sent to move recruitment processes forward, it’s good practice to send them.

Sure, you might not see immediate results, but in the long run follow ups will boost your numbers, keep top candidates engaged with roles, and – most importantly – build your reputation as a good brand to work with.

sample letter to recruiter for follow up

Try out Right Inbox’s email sequences today.

That said, we know you’re busy.

To save you some time, here are 7 follow up email templates for messages that recruiters frequently need to send.

1. Post-Interview Follow Up Email

Use the post-interview follow-up email soon after a candidate has had their interview to show your appreciation for their time and to show them you’re interested in keeping them engaged. 

Subject line: Thanks for coming in for your interview [today/yesterday]

Hi [candidate name],

I just wanted to drop you a line to thank you for coming in for your interview [today/yesterday]. I’ve since spoken to the team and they really enjoyed meeting you – we hope you enjoyed the process too.

We will be spending the next [day/week/X weeks] considering who the successful candidate for the [job title] role will be, and should have an answer over to you by [date].

In the meantime, please don’t hesitate to reach out by email or phone if you have any questions about the process or the role.

Otherwise, I’ll be in touch soon.

Many thanks,

2. Candidate Cold Email Follow Up

Use this template for potential candidates who have not responded to cold emails. 

Subject line: You have until [date] to apply for [company] opportunity 

I sent you an email regarding an opportunity at [company name] on [date] and was just looking to get an answer on whether you’re interested in the [job title] role.

As I mentioned in my last email, I believe this could be a fantastic opportunity for you as [reason 1], [reason 2], and [reason 3].

The opportunity will be closing at the end of [today/this week] and I just wanted to make sure you don’t miss out because you’d missed my last email.

With this in mind, please let me know if you’d like me to send over the full brief by email, or whether you’d prefer a briefing by phone.

With the deadline approaching, I need to know whether you would like me to register your interest in the role by [time and date].

3. Candidate Nurture Email

Use this template after the interview, when the decision making process is taking longer than expected, and you need to ensure that candidates don’t lose interest and start to look elsewhere. 

Hope you’re well! Thank you again for taking the time to come in to [company name] for your interview – the team said it was great to meet you.

I just wanted to update you on the recruitment process for the [job title] role.

As I’m sure you understand, we want to make sure that we choose the person who is the very best fit for the job, and as we had so many applications, the decision making process is still ongoing.

We aim to have made a decision by [date] and will inform you immediately as to whether your application has been successful or not.

In the meantime, if you have any questions about the process or the role, please don’t hesitate to contact me by email or over the phone.

4. Invitation for Another Round of Interviews

Thank you for taking the time to come in to interview for the [job title] role with [company name]. The team said it was great to meet you, and the interview went well.

As such, I’m delighted to invite you to a [second/third] interview, scheduled to take place at [time] on [date].

For this interview, we are asking candidates to prepare [task]. Furthermore, the feedback from your last interview is that the hiring manager is interested in finding more about your [experience with X, Y, and Z].

Please let me know by [date] if you’re available to attend the interview.

5. Interview Follow Up for Unsuccessful Candidate

Thank you for taking the time to meet with the team at [company name]. The team said it was great to meet you.

Unfortunately, your application for the [job title] role has been unsuccessful at this time, as there was another candidate who they felt was better suited to the job.

I have attached a feedback doc to this email, but please feel to get in touch if you would like further feedback from our team and I’ll do my best to get it to you.

Thank you so much for your interest in [company name].

6. Feedback Request for Hiring Manager

Hope you’re well! I’m currently in the process of sending out feedback to the unsuccessful candidates for the [job title] role.

[Name], [name], and [name] have requested further feedback on how their interviews went and why their applications were unsuccessful.

I’d love to get this over to them by [date] to close the process – would you be able to send a few sentences over on each for me to forward?

Really appreciate it.

7. Recruitment Sales Meeting Follow Up Email

Hope you’re well! I just wanted to say thank you for taking the time to meet with me the other day about our potential recruitment partnership. It was great to finally meet in person!

As I mentioned in our meeting, we have achieved [impressive stat]. We also [another impressive stat]. I have attached more information to the email.

It would be great to set up a follow up meeting to discuss the next steps. I have availability on [date] at [time] or on [date] at [time]. Do either of those options work for you?

In the meantime, please don’t hesitate to get in touch for more information, or if you have any questions.

Additional Reading: 12 Cold Recruiting Email Templates

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David Campbell is the editor of the Right Inbox blog. He is passionate about email productivity and getting more done in less time.

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How To Follow Up with a Recruiter After an Interview (Template and Examples)

following up with a recruiter after an interview

You nailed the interview with the hiring manager and have a gut feeling that you might get the job. Days pass, but you haven’t heard back from the company yet. What do you do?

Finding a job may sometimes be frustrating, and not hearing back from the company can make it worse.

Following up is essential, but it can be difficult to communicate without coming across as pushy or desperate for an offer. That’s where we can help. Here’s how to properly follow up with a recruiter after an interview. 

How To Follow Up with a Recruiter After an Interview (Tips)

Be straightforward.

The best advice when following up with a recruiter after an interview is to be straightforward. Getting right to the point with why you are reaching out will garner the most replies. Everyone is busy, so a 5-10 paragraph email that could be summarized in 2 will only delay a response. 

Be truthful

Try to be honest about who you are during the job hunt. Be yourself in all interactions with the hiring manager. 

While applying for jobs, truthfulness can make you more likely to land a role where you feel valued and empowered.

Be aware of their schedule

Generally speaking, consider your point of contact’s schedule when you follow up with them. Everyone is busy nowadays, so don’t make the recruiter feel uncomfortable immediately.

follow-up email Templates

Subject line.

Your follow-up email’s subject line should be precise, concise, and express gratitude for the interviewer’s time. It is unnecessary to spend hours thinking out a catchy topic line. You can state your name, the interview date, and the hour.

Introduction

If you and the person you’re contacting already know each other by first names — perhaps after several emails and face-to-face conversations — it is okay to start your follow-up email with their first name. Otherwise, use their title and last name.

This should be a simple and quick message. Thank the recruiter for their time and indicate that you are interested in the position and the organization.

Signing off

Finish by summarizing your qualifications as a candidate and your contributions to this new opportunity. Finish by saying, “Looking forward to hearing from you,” followed by “Thank you” and your entire name. Invite the interviewee to ask any more questions once you’ve made your point in the primary body of your follow-up email.

  • I appreciate your time during the interview.
  • It was great talking to you!
  • I’m grateful for the chance.
  • I value your time and suggestions.

Finishing touches

Remember to proofread your follow-up email before sending it. Make sure it is properly spaced, punctuated, and error-free. Using a spellchecker should be helpful.

Select a respectful and professional closing like “Best,” “Genuinely,” or “Thank you.” Include your signature and contact details before closing the email.

Follow-Up Message Example

Hello, <hiring manager name>

It was a pleasure to speak with you throughout the hiring process for the post <job title>. Getting to know you and your staff was a joy.

I’m writing to see if there have been any developments on my application for <job title>, which I was interviewed on <date>. I want to express my enthusiasm for the opportunity and continued interest in the position. 

I’m eager to learn more about the following steps because, based on what I discovered, the position appears to be a fantastic fit for my experience. I appreciate your thought and time and look forward to hearing your opinions!

Best wishes, <your name>

Frequently Asked Questions (FAQ)

When should you follow up after an interview.

Give the ashes some time to settle. There is little benefit from calling them on the day of the interview because there is a considerable likelihood that your interviewer will be speaking to other applicants.

There are no absolute rules of the timeline. However, we advise refraining from emailing recruiters on weekends and waiting at least a few days between messages.

If five business days have passed since your interview and you have not heard back from the employer, you should follow up. Or, if the employer specified a timeframe for input following the interview, follow up one business day later.

How frequently should you contact a recruiter?

Although there are no specific guidelines for contacting them, it is always important to be kind and professional. Consider sending another after a few days if you don’t hear back after the initial follow-up.

What if you don’t get a response?

No matter how courteous your message is, sometimes you won’t get a response. Although it could be challenging, you must respect their decision. We advise being patient but never taking rejection personally.

What if the employer says they don’t have feedback yet?

If an employer says they don’t have feedback yet, it’s essential to be patient and understand that the hiring process can take time. You can ask the employer when you expect to receive feedback, but it’s also important to remember that the employer may not have all the information they need yet.

If you don’t hear back from the employer within the timeframe they provided, it’s appropriate to follow up with them to inquire about the status of the decision.

Does a follow-up interview mean you got the job?

A follow-up interview does not necessarily mean that you got the job; it could be for various reasons; for example, the employer wants to make sure that you are a good fit for the company culture, they want to get a sense of how you would handle certain situations, or they want to meet with other members of the team.

It’s a good sign that you are still being considered for the position, but it’s important not to assume that you have the job until you receive an official offer.

Wrapping Up | Interview Follow-Up Email

Following up after a job interview can be intimidating. You might not know how to best check in with the recruiter or feel like you’re imposing on your interviewer’s time. But your dream new job could be just around the corner. 

With these tips, you can feel confident in following up post-interview with your potential employer – making a good impression and hopefully helping make their hiring decision easy. 

Final note: even with these tips, there are no strict guidelines for follow-up emails, so you should follow up in a way that comes naturally to you.

Title: how to follow up with a recruiter after an interview

Category: Interview

Author : Becky  is a contributor for  theJub . She’s a writing and talent acquisition specialist who loves to apply her skills through creative writing and editing.

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How to Email a Recruiter With 15 Samples From Recruiters

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Audi Escalona

Last updated November 29, 2023

How to Email a Recruiter With 15 Samples From Recruiters

You’ve spent hours perfecting your resume. 

You’ve scrolled through endless job boards, customizing your cover letter for each application. 

And then it happens — a recruiter reaches out to you, or you find a job that seems like the perfect fit — your dream job. It’s exciting but also nerve-wracking. Your next step? 

The inevitable email to the recruiter. Then comes the big question. 

How do you go about writing an email to the recruiter that stands out and makes a positive, lasting impression? 

Sure thing is, if you have the right profile for the job description, the email can easily get you through the door, and you can quickly find yourself in the interview chair with the hiring managers. 

Likewise, getting the email wrong or one misstep could mean the difference between moving on in the hiring process and getting your email relegated to the spam folder.

That’s what we are here to help you avoid. In this article, we’ll help you understand the art and science of emailing a recruiter and landing a job opportunity. We’ll also share 15 samples of email to recruiters to get you up and running easily. 

So, let’s get started. 

Note: Struggling to get replies or book meetings with prospects that fit in your ICP? We’ll help you get 6 SQLs or book 6 meetings with prospects that are ready to buy for only $999/month. Book a 15-minute consultation now .

What is a recruitment email, and why does it matter?

A recruitment email is an email message directed at a hiring manager, recruiter, or HR professional expressing interest in a job position or seeking more information about potential job openings. 

Unlike the traditional job application, which is often a formal process involving cover letters and résumés, a recruitment email is both a proactive step taken by job-seekers (as a direct line to the decision makers) or a response to job listings.

How to write recruitment emails: What to say and how to structure your email for success

Recruitment emails help you create a good first impression and a lasting one if your email particularly stands out. But nailing them requires a careful writing process and a solid email format to present it professionally to the recruiter. 

So, let’s start by discussing how you should address the recruiter and what you should include in the email, and then talk about the format you should follow to bring it home. 

How to address a recruiter in an email and what to say to a recruiter

Recruiters deal with a lot of candidates, and their main job is to get rid of most of them and only move forward with one or a couple of them for the interview process. Because of this, most job seekers stress over writing emails that stand out and sell them very well in the job search. 

What should I say? 

How should I phrase my sentences? 

How do I come out as professional and confident about my skills for the position in question? 

And lots of other similar questions. This is the biggest challenge most job seekers face when writing an email to a recruiter. But we’ve got you covered. Here are a couple of tips that can help you nail this to perfection. 

Stick to the formal format

Unless the recruiter has already established a casual tone, you should stick to stick to a formal email format . That means complete sentences, proper punctuation, grammar checking, and no slang. You must apply professional email etiquette. We’ll discuss this further below.

Treat every recruiter with respect

The recruiter reading your email likely gets a lot of job interest. There is a good chance they read dozens, if not hundreds, of similar job application emails every day. Treat them with the respect they deserve. That means maintaining a professional tone of voice throughout the email.

Use an appropriate greeting and sign-off

This is also part of keeping things formal and treating them with respect. Stick to tried-and-true options like “Dear [recruiter’s name]” or “Hello [recruiter’s name]”. Similarly, your sign-off should be appropriately formal: “Sincerely,” “Best regards,” or “Yours truly” work well.

Make it easy for them

Recruiters are busy people. Don’t wait for them to request or make them go through hoops.  Provide all the necessary documents and information upfront. Attach your CV, link to your portfolio, or include any work examples as applicable. Clearly label attachments and include concise explanations for quick reference.

Sell yourself and shine (explain why you’re an ideal candidate)

This is your opportunity to shine and get the job interview. Summarize why you’re the best fit for the position in question. Highlight your skills, experiences, and accomplishments that align with the role. Vague statements like “I’m a hard worker” won’t cut it; instead, use specific examples that demonstrate your capabilities.

Describe how you’ll add value

You’re a good fit for the position. Cool, what else are you bringing to the table? Companies aren’t just looking for employees to fill roles; they’re looking for people who will add value. So, explain how your unique set of skills, experiences, and perspectives will contribute to the team, department, or organization as a whole.

Request information and clarification on the next steps

Finally, don’t leave things hanging. Politely request information on the next steps in the hiring process, whether that’s a formal interview, a follow-up email, or another form of assessment. This not only shows your eagerness but also helps you plan your follow-up correspondences .

Recruitment email format

Now that you know how to address a recruiter to get a response to your recruitment emails, how do you ensure your email floats to the top and captures the recruiter's attention? The answer lies in the format.

Recruitment emails, pretty much like most professional email communications, follow the formal email format. Here is the format: 

Subject line

Self-introduction

Email content

Endnotes and next steps

Email ending

Thanking the recruiter for their time and consideration

Formal and professional email sign-off

Signature (with your contact details)

Now, let’s discuss how to write each part and structure your email:

1. Recruitment email subject line

Recruiters receive tons of emails from candidates. They’re there to check those emails and comb through the candidates. So, you don’t need to sweat over the subject line. The more you can keep it simple and true to the purpose of your email, the better it can be. 

Here are some examples of great subject lines that you can use for your recruitment emails:

“[your name] - Application for [job title/role]” 

“Interest for [specific job role/department]”

“Can you update me on the progress of my application?”

2. Recruitment email body

Here is how to write the body of your recruitment email. 

Salutation : Address the recruiter correctly. Like we said before, keep it formal. “Hello + name” or Dear + name” will quickly get you through the door. 

Introducing yourself : Succinctly state your identity and purpose. A simple phrase such as “My name is [your name], a [your profession/current role], and I’m reaching out regarding…” will do just fine. 

Email content:

Articulate your interest and fit for the role. Clearly express why the job or company appeals to you. What about the role aligns with your professional aspirations?

Mention key achievements or experiences relevant to the position. Don’t just regurgitate your CV. Instead, pick out a few achievements or experiences that align closely with the job requirements and highlight them.

Explain how your unique set of skills, experiences, and perspectives will contribute to the team, department, or organization as a whole.

Add personal touches, like referencing mutual connections or past interactions. It reinforces your genuine interest and might jog the recruiter’s memory.

Attach your CV, link to your portfolio, or include any work examples as applicable. Clearly label attachments and include concise explanations for quick reference.

Endnote and next steps: Wrap up your email by politely expressing your hopes for a reply or feedback. For instance, “I’d be grateful for the opportunity to discuss this role further...” or “I look forward to hearing from you.”

3. Recruitment email ending

End the recruitment email by thanking the recruiter for taking the time to read the email and consider your application. Next, add a professional or formal email sign-off that helps you end the email in an approachable manner. 

Then, add your professional signature with all the potential information and ways to reach out to you in case they need to. Here is an example:

“I truly appreciate you taking the time to review my application and consider my candidacy. Looking forward to hearing from you

Best regards

Best regards,

Digital Marketing Specialist

(123) 456-7890

[email protected]

[LinkedIn Profile Link]

[www.johndoeportfolio.com]”

15 samples of emails to recruiters to get you started

You can make the process of writing a recruitment email much smoother by using an email template or sample. Here are 15 diverse scenarios with sample emails to guide you:

1. Initial introduction and job inquiry

This is often your cold email — a first attempt to initiate a conversation with a recruiter or a hiring manager. We recommend that you make it both brief and compelling, giving them a reason to want to learn more about you. Here is a sample email for this:

Subject line: John Smith - Application for content writer position

Dear [recruiter’s name],

My name is John Smith, and I recently came across the Content Writer position at [company name]. With over 5 years of experience in content creation and a passion for storytelling, I’m enthusiastic about the potential opportunity to contribute to your team. Attached is my resume for your consideration. 

Looking forward to the possibility of discussing this role further.

Warm regards,

[contact information]

2. Following up after a job fair or networking event

Post-event follow-ups are essential to reiterate your interest and remind the recruiter of your interaction. So, start by referencing the event and any memorable part of the conversation you had. Then, tell them about your experience and how valuable you can be for their organization.

Here is a recruitment email sample for this:

Subject line: Pleasure meeting at [job fair/event name]

It was great speaking with you at the [job fair/event name] last [date]. I appreciated learning more about [company name] and the roles you’re currently hiring for. 

As discussed, I am keenly interested in the [specific job role], and I believe my background in [relevant experience] aligns well with the requirements.

Thank you for your time, and I hope to continue our conversation.

3. Reaching out to a recruiter via a referral or mutual contact

A referral can be a golden ticket. When you’re introduced or referred by a mutual connection, it’s imperative to mention the referral source right at the beginning to catch the recruiter’s attention. Next, you can sell yourself to the recruiter . Here is an email example for this:

Subject line: Introduction via [mutual contact’s name]

I hope this email finds you well. [mutual contact’s name], a colleague of mine at [previous company/university], suggested I reach out to you regarding opportunities at [company name]. With my extensive background in [specific skill or role], I’m eager to explore how I could potentially fit within your team.

Thank you for considering my inquiry. I'm hopeful for a chance to discuss further.

Kind regards,

4. Inquiry for an internship position

The right way to write an email for an internship inquiry is to demonstrate your eagerness to learn, grow, and contribute. Also, emphasize what you can offer them: a fresh perspective, academic knowledge, or particular soft skills that can be beneficial. 

The goal is to present yourself as a valuable addition, someone who will absorb, contribute, and grow during the internship tenure. Here is an email sample for this:

Subject line: Internship inquiry - Enthusiastic [your major] student

I am a [your major] student at [your university], and I am extremely interested in securing an internship role at [company name]. While I may not have extensive professional experience, I bring a fresh perspective, a thirst for knowledge, and a strong academic foundation in [specific subjects or skills]. 

Thank you for considering my application. I am eager to contribute and learn from the esteemed professionals at your company.

5. Thank you email post-interview

This email is a small gesture that can have a significant impact. It not only showcases your manners but also re-emphasizes your interest in the role. Better yet, it provides another touchpoint for keeping your candidacy top-of-mind for the recruiter.

As you write this, reiterate some of the main points discussed during the interview. Show your enthusiasm and suitability for the role. The email should be gracious and positive. Here is a sample recruitment email for this:

Subject line: Thank you for the interview - [job role]

I wanted to express my gratitude for the opportunity to interview for the [job role] at [company name] earlier today. It was insightful to learn more about [specific aspects of the discussion], and I am even more excited about the possibility of joining your team.

Thank you once again for your time and consideration. I look forward to any next steps in the process.

Emily Johnson

6. Expressing continued interest after an interview

Sending this email to a recruiter after an interview is a strategic move that helps reiterate your enthusiasm for the position. Highlight your interest and remind the recruiter of your relevant skills. It can set you apart from other candidates who might not take this additional step, showing your keenness. 

Here is a sample email you can learn from.

Subject line: About the [job role]

Our conversation further solidified my desire to be part of [company name]. I genuinely believe that my experience in [specific skill or role] aligns well with the needs of your team. I'm excited about the potential to contribute and collaborate.

Thank you once again for considering my candidacy.

Kai  Johnson

7. Asking for feedback post-rejection

Seeking feedback after a rejection can provide insights that might be invaluable for your future applications. Admittedly, this can be a sensitive topic. But you should approach it with humility and a genuine desire to learn and grow. Here is an email sample to help you win this:

Subject line: Feedback request on my interview for [job role]

Thank you for considering me for the [job role]. While I understand the decision, I’m keen to improve and would greatly appreciate any feedback regarding my interview or application. There is no doubt that your insight will assist my professional development.

Thank you for your time, and I hope for a potential opportunity to collaborate in the future.

Jonathan Sterling

8. Inquiry about future job openings

When you’re interested in a company but there aren’t current openings that fit your profile, reaching out proactively can be a good idea. A well-written email here can help put you on the company’s radar for future openings. Here is an email sample you can emulate:

Subject line: Inquiry about potential future roles at [company name]

I’ve always been inspired by the work of [company name]. While I understand there might not be a current opening matching my skill set, I’d love to be considered for future roles in [specific department or job type]. My experience in [specific skills or roles] could be a valuable asset.

Thank you for your consideration, and I hope to connect when an opportunity arises.

Jake Tappings

9. Following up after sending a resume but no response

Even the most talented applicants don't always have their emails answered right away. Getting no response is not necessarily a statement of your skills. If you’ve sent your resume for a job opening but haven’t heard back, a gentle reminder email can remind the recruiter of your application.

In your email, you should be respectful and patient, understanding that recruiters deal with numerous applications. Here is a sample email you can use here:

Subject line: Follow-up on [job role] application

I submitted my application for the [job role] position on [specific date] and wanted to kindly ask about the status. I remain enthusiastic about the opportunity to join [company name] and bring my expertise in [specific skills].

Thank you for your time, and I look forward to your feedback.

Best wishes,

Frank Castle

10. Emailing after receiving a job offer

Receiving a job offer is an exhilarating moment. It does no wrong to send an email to express your gratitude and show your enthusiasm for the opportunity. Your email here should express gratitude, enthusiasm, and, if necessary, any queries you might have before accepting.

Here is a good email sample for this:

Subject line: Re: Job offer for [role] at [company name]

Thank you for extending the offer for the [job role] position. I’m thrilled about the prospect of joining [company name]. Before I confirm, I’d like to discuss [specific aspects like salary, benefits, start date]. Could we schedule a call?

Thank you once again for this opportunity. I’m eager to bring my skills to the team.

William Roberts

11. Negotiating the job offer

Negotiating a job offer is a critical part of the recruitment process. It’s about ensuring that both you and the employer find terms that are mutually beneficial. This email should be clear about what you want, provide a rationale for your requests (like market research or your unique qualifications), and always maintain a tone of gratitude and willingness to collaborate.

Here is an email sample for this: 

Subject line: Discussion about the offer for [role]

Thank you for the offer for the [job role]. I am truly honored and excited about the possibility of joining [company name]. Having evaluated the terms, I would like to discuss [specific aspect, e.g., salary package, benefits, etc.], given my experience and the market standards for such roles. I believe this will better reflect the value I bring to the team.

I’m eager to find a mutual ground and finalize my association with [Company Name].

Joshua Cooper

12. Asking for more time to consider a job offer

You may need more time to evaluate a job offer. Maybe you’re comparing it with another offer, considering relocating or mulling over other personal factors. Whatever it is, be respectful and transparent about needing more time. Here is a sample email to help you do this:

Subject line: Need more time to consider the offer

I’m deeply appreciative of the offer for the [role]. I want to ensure that I make the most informed decision for both my career and [company name]. Therefore, I kindly request an extension until [specific date] to finalize my decision.

Thank you for understanding, and I look forward to getting back to you soon.

Josep Richards

13. Accepting a job offer

When you decide to accept a job offer, your email should express gratitude and enthusiasm for the role. It’s a chance to show the employer they made the right choice and set a positive tone for your upcoming tenure. Here is an example of an email for this:

Subject line: Thrilled to be part of [company name]

I am thrilled to accept the offer for the [job role] position at [company name]. Thank you for this incredible opportunity. I am eager to contribute to the team and start this exciting journey on [agreed start date or 'the agreed-upon date'].

Thank you once again, and I look forward to being a part of [company name].

Christopher Pratt

14. Declining a job offer

Declining a job offer needs to be handled with care and professionalism. The email should express gratitude for the offer and provide a brief, general reason for declining without going into excessive detail. Here is an email sample to help you do it:

Subject line: Response to the offer for [job role]

Thank you immensely for extending the offer for the [job role]. After much contemplation, I have decided to pursue another opportunity that aligns closely with my current career goals. I’m honored to have been considered by [company name], and I hope our paths might cross again in the future.

Jack Thompson

15. Check-in email after accepting an offer and before starting the role

Sending a check-in email between the time you accept a job offer and your actual start date is a proactive gesture to ensure you’re prepared on your first day. Here is an email sample you can use here:

Subject line: Eagerly awaiting my start

As I approach my starting date on [specific date], I wanted to check in and see if there are any forms, details, or tasks I should complete before my first day. I'm keen to ensure a smooth transition and hit the ground running at [company name].

Thank you, and I'm looking forward to joining the team.

Jermaine Collins

Key takeaways

Whether you're initiating contact, following up, or negotiating, always use a professional tone in your job hunt. Address the recruiter correctly, maintain a respectful demeanor, and ensure your email is free from typos or grammatical errors.

Tailoring your email to the specific recruiter or company can make your message stand out. Whether it's referencing a mutual contact, mentioning something unique about the company, or recalling a past interaction, personalization can leave a lasting impact.

Passion often distinguishes candidates. Make sure to convey genuine interest in the position and the company, showing the recruiter that you've done your homework.

Need help with email marketing and lead generation ? We are ready to help. Nerdy Joe can help you get stellar results from our sophisticated email marketing efforts. Talk with us today. 

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How To Write an Effective Email to Recruiters (Examples)

By Status.net Editorial Team on February 6, 2024 — 13 minutes to read

When reaching out to recruiters, you need to be clear about what you want to achieve and who you’re speaking to.

Setting Clear Objectives

Start by defining your goal. Whether you’re looking for a job, seeking information, or networking, your objective will shape the content of your email. For example, if you’re inquiring about a job opening, your email should include queries about the position and express your interest succinctly.

Knowing Your Audience

Understand who the recruiter is and what they’re looking for. Researching the recruiter’s company and role can help you tailor your email content. For instance, if the recruiter specializes in the tech industry, highlighting your relevant tech skills will make your email stand out.

1. Crafting the Subject Line

When writing to recruiters, your subject line is your first impression, so you need to make it count. It should be concise yet captivating enough to get your email opened.

Keeping It Brief and Direct

Your subject line should be a snapshot of your email’s content. Aim for 6-10 words to ensure your main message isn’t lost or cut off, especially on mobile devices. For example, if you’re applying for a job, a clear subject line could be “Application for Senior Designer Position – Jane Doe.” This immediately tells the recruiter who you are and why you’re reaching out.

Highlighting Your Main Point

Use the subject line to highlight the value you bring or the main reason for your contact. If you have a mutual connection or referral, mention it: “Referred by John Smith for Marketing Coordinator Role.” If you’re reaching out about a job posting, include the job title or reference number: “Inquiry – Job ID 12345 Marketing Specialist.” This approach helps your email stand out and encourages recruiters to read further.

2. Creating a Professional Greeting

Crafting a professional greeting sets the tone of your email and shows recruiters that you pay attention to detail and respect their position.

Using Appropriate Salutations

When you’re reaching out to a recruiter, starting with a formal salutation shows that you’re serious about the position and respectful of their role. “Dear” followed by the recruiter’s title and last name is always a safe bet, such as “Dear Mr. Smith” or “Dear Ms. Johnson.” If you’re unsure of the recruiter’s gender or prefer a gender-neutral option, “Dear Jordan Smith” is a suitable alternative. Also, using “Hello” or “Hi” with the recruiter’s full name, like “Hello Alex Johnson,” can be used if you prefer a slightly more casual approach still maintaining professionalism.

Personalizing Your Opening

Personalizing your email can immediately grab the recruiter’s attention and help your message stand out. It usually means doing some homework to find the recruiter’s name if it’s not readily available. For example, a quick LinkedIn search might reveal the name of the hiring manager. You can then begin your email with “Dear Taylor Cruz,” which demonstrates that you took the time to tailor your email to them specifically. If you have had previous interactions with the recruiter or were referred by someone, mentioning this in your opening can make your greeting even more personal: “Dear Jamie Wallace, I enjoyed our conversation at the ABC Career Fair” or “Dear Casey Lee, I was referred to you by your colleague, Robin Givens.”

3. Writing the Email Body

When composing the body of your email to recruiters, focus on clarity and directness to make a positive impression.

Introducing Yourself

Start with a greeting followed by a brief introduction of who you are. Mention your current role or title and how you came across the recruiter’s contact information. For example, “Hello [Recruiter’s Name], I’m Jamie Lannister, a Senior Software Engineer at King’s Tech. I recently came across your profile on LinkedIn and was impressed by your track record in placing tech professionals.”

Outlining the Email’s Purpose

Immediately state why you are reaching out. Clearly indicate whether you’re looking for new opportunities, interested in a specific position, or inquiring about potential openings. For instance, “I’m writing to express my interest in the Full-stack Developer role advertised on your agency’s website” or “I am exploring new challenges in the tech industry and am keen to learn about any roles that align with my expertise in cybersecurity.”

Making a Connection

Try to establish a connection by mentioning any commonalities you share with the recruiter or their work. If you’ve followed their work, attended a webinar they spoke at, or read an article they published, mention it here. An example might be, “I was particularly inspired by your article on the future of AI in software development, which resonates with my recent work.”

Including a Clear Call to Action

End your email with a clear call to action. Encourage the recruiter to take the next step, whether it’s reviewing your attached resume, setting up a call, or providing additional information on the role you’re interested in. You could say, “I’ve attached my resume for your review and would welcome the chance to discuss how my experience in machine learning can benefit your clients. Could we arrange a call next week?”

4. Attaching Supporting Documents

When you’re emailing recruiters, attaching supporting documents properly can help you make a strong impression. It’s important to include a resume, cover letter, and any other relevant certifications or portfolios that showcase your qualifications and experience.

  • Name Your Files Clearly : Start by naming your files clearly. For example, “JohnDoe_Resume.pdf” or “JaneSmith_Portfolio.zip”. This helps recruiters find and remember your application.
  • Follow Instructions : Always read the job posting for specific instructions on document submission. If the job listing requests a single PDF, combine your documents accordingly.
  • Check the File Size : Ensure your files aren’t too large. A good rule of thumb is to keep them under 5MB. You want your email to be easy and quick to download.
  • Use PDFs : Whenever possible, use PDFs for text documents, as they maintain formatting across all devices.
  • Cover Letter in the Body : Consider including your cover letter in the body of the email to provide immediate context, with a formal copy attached.

5. Closing Your Email Politely

Using a professional sign-off.

A professional sign-off means you end your email with a courteous and respectful closing. Here are some examples you can use:

Best regards,

  • Kind regards,
  • Respectfully,

Remember, you should choose a sign-off that reflects your interaction level with the recruiter. If you’ve had significant contact, “Best regards” might be appropriate, while “Sincerely” can suit more formal communications.

Providing Your Contact Information

Make sure your sign-off includes your full name, phone number, and any other relevant contact information, such as your LinkedIn profile or professional portfolio link. Example: Kind regards,

[Your Full Name] [Your Phone Number] [Your LinkedIn Profile]

Including your contact details ensures that the recruiter can easily reach out to you for further communication or to schedule an interview. Always double-check for typos in your contact information to maintain professionalism.

Example Email to a Recruiter

Subject: Application for Marketing Analyst Position – Your Name

Hi [Recruiter’s Name],

I’m excited to apply for the Marketing Analyst position at [Company Name] as listed on your careers page. Attached, you’ll find my resume and cover letter detailing my experiences and how they align with the requirements of the role. Additionally, I’ve included my marketing portfolio showcasing my previous successful campaigns.

Looking forward to the opportunity to discuss how I can contribute to [Company Name].

Warm regards, Your Name [Your Contact Information]

Remember to attach your documents after writing the email but before hitting send, so you don’t forget. Double-check attachments to ensure they open correctly, demonstrating attention to detail and consideration for the recruiter’s time.

Sample Emails to Recruiters: Different Scenarios

Email 1: Initial Contact – Position Inquiry

Subject: Enthusiastic Marketing Professional Interested in the Marketing Manager Role

Dear [Recruiter’s Name],

I came across the Marketing Manager position listed on [where you found the job posting], and I am very interested in learning more about this opportunity with [Company Name]. With my extensive experience in strategic marketing and proven track record of increasing ROI, I believe I could contribute effectively to your team’s success. Could we set up a time to discuss this role and how my background aligns with [Company Name]’s goals?

Thank you for considering my application. I am looking forward to the possibility of working together.

Warm regards, [Your Name]

Email 2: Following Up After Application

Subject: Follow-Up on Application for Software Developer Position

I hope you’re having a good day! I wanted to politely follow up on my application for the Software Developer position I submitted on [date]. I am very excited about the chance to help [Company Name] innovate and grow, especially with my extensive background in full-stack development and agile methodologies. Please let me know if there’s any further information I can provide.

Looking forward to your response.

Kind regards, [Your Name]

Email 3: Seeking Career Advice

Subject: Seeking Your Expertise on Career Advancement in Finance

Hello [Recruiter’s Name],

I trust this message finds you well. As I am eager to advance my career in the finance sector, I would greatly appreciate the opportunity to discuss your insights and advice on the current market trends and skills most valued by employers. Your expertise is highly respected, and any guidance you could offer would be invaluable to my professional development. Would you be open to a conversation over coffee or a phone call?

Thank you for your time and consideration.

Best wishes, [Your Name]

Email 4: Networking Email

Subject: Human Resources Specialist Exploring New Opportunities

Hey [Recruiter’s Name],

I recently came across your profile on LinkedIn and noted your impressive experience in recruiting for the tech industry. I’m a Human Resources Specialist looking to transition into tech, and I’m reaching out to expand my network with professionals like you. I’m curious about any insights you can share or potential opportunities at [Company Name] that could fit my skill set in HR management and recruitment.

Thank you for connecting with me, and I hope to hear from you soon.

Sincerely, [Your Name]

Email 5: Addressing a Referral

Subject: Referred by [Referrer’s Name] for the Content Creator Role

Greetings [Recruiter’s Name],

I hope your week is going well. [Referrer’s Name], who recommended I contact you, spoke highly of your role in shaping the creative team at [Company Name]. With a passion for content creation and a portfolio that supports my ability to engage and grow audiences, I am very eager to apply for the Content Creator position. [Referrer’s Name] suggested that my background might be a good fit for your current needs. May I send over my portfolio for your review?

Appreciate your time and looking forward to any feedback you might have.

Best, [Your Name]

Following Up

When you reach out to recruiters, managing timely follow-up emails is key to keeping your application top of mind.

Deciding When to Send a Follow-Up

You’ve sent your initial email to the recruiter, and now you’re wondering when to send that follow-up message. Typically, wait for about a week before following up. Ensure you check the job listing, as it might specify a follow-up timeframe. If you’ve had an interview, ask the interviewer for a timeline regarding their decision-making process and plan your follow-up accordingly.

Here’s an example of how you could time your follow-up:

  • Monday, Day 1: Send your initial email.
  • Monday, Day 8: If you haven’t heard back, send your first follow-up email.
  • Thursday, Day 11: Consider a second follow-up if the position is highly competitive, but only if you have something new to add to your candidacy.

Related: Interview Follow-up Email Examples (1-2-3 weeks)

Keeping Follow-Up Emails Concise

Your follow-up email should be short and to the point. Use three to four sentences to remind the recruiter of your initial conversation, express your continued interest, and mention any relevant updates to your application. It’s important to be polite and professional, while still conveying your enthusiasm for the position.

Sample Follow-up Email to a Recruiter

Subject: Follow-Up on [Position Name] Application

Dear [Recruiter’s Name],

I’m writing to express my continued interest in the [Position Name] and to confirm that my application is under consideration. I’ve recently completed [a relevant certification/course] and am excited about the potential to bring this new knowledge to the team.

Thank you for your time, and I look forward to any updates you may have.

Best regards, [Your Name]

Email Format and Layout Tips

Crafting an effective email to recruiters starts with a well-organized format and user-friendly layout. This ensures your message is easy on the eyes and has a better chance of being read thoroughly.

Ensuring Readability

To keep your email reader-friendly, use short paragraphs of no more than three sentences. You’ll want a clear, simple font like Arial or Calibri at a size that’s easy to read, typically 10 or 12 point. For headers and titles, a size just slightly larger will suffice. Leave ample white space around text blocks to help guide the eye and avoid walls of text.

Hi [Recruiter’s Name],

I recently came across your posting for [Job Title] on [Website or Company page]. I am very interested in this role and believe that my background in [Your Profession/Field] makes me a great fit.

[Paragraph break]

In my current role at [Your Company], I have succeeded in [Brief example of your achievement]. I’m excited about the opportunity to bring my skills to [Company you’re applying to].

Thank you for considering my application. I’ve attached my resume for your review and would welcome the chance to discuss how my experience aligns with [Company’s] goals.

[Your Name]

Using Bullet Points for Clarity

When you’re listing qualifications, skills, or reasons why you’re a fit for the job, bullet points can be your best friend. They help break down information into digestible chunks and draw attention to key points.

  • Over three years of experience in digital marketing
  • Proficient in SEO best practices and Google Analytics
  • Successful track record in social media ad campaign management

Maintaining Professional Font and Color Choices

Your email’s visual impression is as important as its content. Stick to standard fonts and black text to maintain professionalism. If you must use color, do so sparingly, such as for your name or section headers, and choose a subdued color like navy blue or dark grey.

Email Body Text: Standard black text in Arial or Calibri

Name/Headers: Black, or navy blue or dark grey to add a subtle splash of color while keeping the overall look professional

Frequently Asked Questions

What should i include in my initial email when contacting a recruiter about job opportunities.

In your initial email, provide a brief introduction, mention how you found the job or the recruiter, and succinctly explain why you’re interested in the position. Attach your resume and include a statement that encourages the recruiter to connect with you.

How can I craft a compelling subject line for an email to a recruiter?

Your subject line should be straightforward and relevant. Use phrases like “Application for [Job Title] – [Your Name]” or “Interest in [Job Title] Opportunity.” This ensures your intention is clear and your email is easy to find later.

What are the key components of a professional email to a recruiter after applying for a job?

After applying for a job, email the recruiter with a thank you note mentioning the position and showing enthusiasm for the opportunity. Briefly reiterate how your skills align with the job requirements, and provide any additional documentation upon request.

What’s the best way to approach a recruiter on LinkedIn via email?

Engage a recruiter on LinkedIn by first reviewing their profile to tailor your message. Then, send a message expressing your interest in a role, note common connections if applicable, and mention specific details about your qualifications that fit the job you’re eyeing.

How can I effectively showcase my skills and experience in an email to a recruiter as a fresher?

As a fresher, highlight your educational background, any internships or projects relevant to the job, and skills you’ve developed that transfer to the workplace. Be enthusiastic and show a willingness to learn and contribute to the team.

What should I mention when emailing a recruitment agency on behalf of my company?

When contacting a recruitment agency for your company, outline your company’s background, the roles you need to fill, and the qualifications required. Be clear about your expectations and the type of partnership you’re looking for with the agency.

  • Effective Interview Confirmation Email (Examples)
  • Interview Follow-up Email Examples (1-2-3 weeks)
  • Job Interview Request Email Responses (Detailed Examples)
  • How To Write a Professional Email
  • 10 Smart Examples of An Interview Thank You Email
  • How Long Does It Take to Hear Back From an Interview?

The Follow Up Letter Before an Interview

  • Job Interviews
  • Post-Interview Follow-Up
  • ')" data-event="social share" data-info="Pinterest" aria-label="Share on Pinterest">
  • ')" data-event="social share" data-info="Reddit" aria-label="Share on Reddit">
  • ')" data-event="social share" data-info="Flipboard" aria-label="Share on Flipboard">

How to Respond to a Cancelled Interview

How to write a letter checking the status of a job, how to reschedule an interview via email.

  • How Long Should You Wait After Dropping Off a Job Application Before You Call?
  • How to Call & Ask for a Job Interview

When you are looking for a job, keeping your name in front of the recruiter or hiring manager can never hurt. In fact, following up before and after your interview is a good way to keep your resume and qualifications foremost in the hiring manager's mind. Candidates who don't follow up risk being perceived as disinterested or lazy. Reaching out shows initiative, enthusiasm and professionalism.

Personal Contact

Always use the person's name when you write or call a prospective employer. Avoid sending a letter to "Whom it May Concern" or calling the human resources department to ask for "whoever is doing the hiring." Generic forms of address suggest that you don't take time to do your research. Reach out before your initial contact so you can address your correspondence to the appropriate staff member. Don't be reluctant to contact HR. Provided you are courteous and professional, you can usually get information from an HR coordinator or even directly from the recruiter.

My name is Jane Doe and I'm very interested in the paralegal position. I want to send a personally addressed application letter. Would you please give me the correct spelling and title for the recruiter or hiring manager?

I am looking for the name and correct spelling of your human resources manager. Could you please provide me with that information for a time-sensitive letter I am writing?

Cover Letter

In your cover letter, set the stage for a follow up letter. In the final paragraph of your cover letter, indicate that you will contact the addressee within the next few days.

Thank you in advance for your favorable consideration. I will contact you within the next few days to follow up on my interest in the paralegal position.

If you are unable to reach the recruiter by phone, you might have to resort to a follow up letter.

I am following up on my recent application for the paralegal position. I look forward to meeting you soon to explain my qualifications and enthusiasm for this exciting opportunity. Please feel free to call or write with questions or requests for additional information.

Hard Copy or Email

There are advantages to both hard copy and email follow up communications. In an era when much of business communication is electronic, sending a hard copy letter to the recruiter is likely to make you stand out among the rest of the candidates. However, an email follow up can get a quicker response, whether by a return phone call or an emailed reply from the recruiter or hiring manager. Regardless of the form you choose, use the standard business format - not a shorthand cyber-speak note or one-line letter.

Don't send this : I'm am very qualified for the paralegal job that I applied for online last week, so please call me to set up an interview.

Send this : I remain very interested in the paralegal job I applied for last week. My training and prior experience as a paralegal assistant would enable me learn the job quickly.

Include New Information

Your follow-up letter shouldn't just restate what you wrote in your initial cover letter. The purpose of the follow-up letter is to keep your name in front of the reader, not to repeat the same information you sent with your cover letter.

I'm writing to follow up on my interest in the paralegal position with your firm. I noticed that the job posting on the American Bar Association careers web page has expired. Based on my qualifications and 15-plus years of experience as a litigation paralegal, I believe this position is an ideal fit and I hope you will contact me for an interview.

I am writing to follow up on my application for the paralegal position you advertised. I recently learned that your firm is expanding into the area of criminal defense. In addition to my paralegal training at Austin Vo Tech, I have taken college courses in criminal justice. Please don't hesitate to contact me at (222-555-1212) to arrange an interview.

Confirmation of Interview 

If you already have an interview scheduled for a future date -- several days or a week or more -- it's appropriate to send a confirmation letter. Also, if you are traveling long-distance to the interview, always send a confirmation letter and restate your arrival and departure times. The recruiter might provide you with more information about your interview if you touch base with him a day or two before your interview. Use email for this communication since you want the recruiter to receive it as quickly as possible.

I'm writing to confirm our meeting this Thursday at 10 a.m. to discuss my application for the paralegal position with Smith & Smith. Thank you for sending the map and directions.

I look forward to talking to you this Thursday at 10 a.m. to discuss how my credentials qualify me for the paralegal position at Smith & Smith. Please contact me if you have any last-minute questions.

  • University of Wisconsin Green Bay: Sample Interview Confirmation Letter
  • University of Virginia Career Center: Thank You Letters

Ruth Mayhew has been writing since the mid-1980s, and she has been an HR subject matter expert since 1995. Her work appears in "The Multi-Generational Workforce in the Health Care Industry," and she has been cited in numerous publications, including journals and textbooks that focus on human resources management practices. She holds a Master of Arts in sociology from the University of Missouri-Kansas City. Ruth resides in the nation's capital, Washington, D.C.

Related Articles

An example of a cover letter follow-up, how to respond to interview requests by letter, what to do when i forget my interview time, how to reply back to a phone interview offer, how to write a thank you after the second interview, email format for a follow-up resume, sample letter asking why i was not hired, etiquette for confirming an interview appointment, how to call in regards to your application for employment, most popular.

  • 1 An Example of a Cover Letter Follow-Up
  • 2 How to Respond to Interview Requests by Letter
  • 3 What to Do When I Forget My Interview Time
  • 4 How to Reply Back to a Phone Interview Offer
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  • Finding a Job

Sample Email and Letter to Follow Up on a Job Application

sample letter to recruiter for follow up

How to Write a Follow-Up Email

When to follow-up, follow-up letter template, sample follow-up letter, follow-up letter format guidelines, sending an email follow-up message, more follow-up examples.

Emilie Dunphy / The Balance

It’s frustrating to send in a job application and not hear back from the company . When that happens, you have two options as an applicant: continue waiting or send a follow-up letter. 

What's the best way to follow-up? If you choose to send a follow-up, you’ll need to walk a fine line. While you want to remind the hiring manager of your interest and qualifications, you do not want that person to feel hounded. 

Remember that job interviews are about fit, to a certain extent—if the hiring manager doesn’t want to work with you, you won’t get the job. Pursuing them with endless follow-ups won’t help make your case.

Get tips on how to send a follow-up letter that strikes that perfect balance below, plus review a sample note and template to help you write your own persuasive message.

Be polite.  Avoid accusing the employer of forgetting your application or ignoring you. Assume the best—that the hiring manager is simply busy and has not yet had time to read your application or respond to you. Be extremely polite throughout the letter. 

Keep it short.  The employer is likely very busy and has many applications to read through. Therefore, don’t add to his or her workload with a long letter. Get right to the point, explaining who you are and why you are writing.

Reinforce your skills (briefly).  While your letter should be short, it's a good idea to briefly reiterate one or two things that make you stand out as a candidate. Emphasize why you are right for the job and/or the company.

You can also use the letter to express your enthusiasm for the position or company. 

Carefully edit and proofread your letter.  This letter is a chance for you to make a first (or second) impression on the employer. Make sure it is professional and polished and in proper business letter format. Read through the letter carefully before sending it. Triple-check for typos (and in particular, make sure to spell the recipient's name, and the company's name, correctly). 

Send your email or letter promptly.  Wait a week or two after sending your job application. If you don’t hear back by then, consider sending a letter. Keep in mind that it will take at least a couple of days for the letter to get to the company. If you are in a rush, consider  following up  in a different way. You can also send an email or make a phone call.

Follow up again.  If another week or so passes after sending your letter and you still haven’t heard back, you can send another. At that point, you might also follow up in a different way, such as a phone call or email , if you sent a letter the first time.

This is a job application follow-up letter example. Download the follow-up letter template (compatible with Google Docs and Word Online) or see below for more examples.

Use the sample letter below as a template for your own letter. Be sure to personalize the letter to fit the particular job and company.

Sample Follow-Up Letter to a Job Application (Text Version)

Jane Doe 123 Main Street Anytown, CA 12345 555-555-5555 jdoe@abcd.com

March 11, 2021

George Wyatt XYZ Company 87 Delaware Road Hatfield, CA 08065

Dear Mr. Wyatt,

I submitted a letter of application and a resume earlier this month for the programmer position advertised in the Times Union. To date, I have not heard from your office. I would like to confirm receipt of my application and reiterate my interest in the job.

I am very interested in working at XYZ Company, and I believe my skills and experience would be an ideal match for this position. In particular, my five years as an award-winning programmer at ABC Company make me a strong fit for this position and company.

Please let me know if you need any further materials from me.

I can be reached at (555) 555-5555 or jane.doe@.com. I look forward to hearing from you.

Thank you for your consideration.

Signature (hard copy letter)

This template shows the format to use when writing your letter. Edit it to fit your personal circumstances.

Your Name Your Address Your City, State Zip Code Your Phone Number Your Email

Name Title Organization Address City, State Zip Code

Dear Mr./Ms. Last Name:

Use the first paragraph to thank the hiring manager for considering your application. Mention your interest in the job and how enthusiastic you are about it.

The second paragraph of your follow-up letter should include the reasons you are an excellent candidate for the job.  List specific skills that relate to the job you applied for. The more detailed you are, the more the hiring manager will know about your qualifications.

The third paragraph (optional) can be used to mention anything else you'd like to bring to the attention of the employer.  This gives you another chance to make a good impression, especially if you remembered something that may help your case for getting hired that you didn't include in your cover letter.

In your closing paragraph, reiterate your appreciation for being considered for the   job  and let the reader know you are looking forward to hearing from him or her soon.

Your Signature ( for hard copy letter )

If you're sending your follow-up message via email, list your name and the title of the job you applied for in the subject of the message. Your contact information should be listed in your signature. Here is an example of an email subject line for your follow-up: 

Subject:  Jane Doe - Programmer Position

Here's an example of an email signature:

Jane Doe jane.doe@email.com 555-555-5555

Here are more examples of follow-up emails and letters to send after applying for a job or after you’ve interviewed.

  • Email Follow-Up Template
  • Resume Follow-Up Email
  • Interview Follow-Up Email
  • Email Interview Thank You Note With Follow-Up Information
  • Follow-Up and Thank You for an Interview
  • Follow-Up Letter After a Job Interview
  • Influence Letter for After a Job Interview
  • Phone Interview Follow-Up Email Message

Key Takeaways:

Follow Up Carefully:  It’s fine to reach out to the organization, but don’t overdo it.

Reiterate Your Qualifications:  Use your follow-up letter to remind the hiring manager why you’re an excellent candidate for the job.

Include the Details:  Be sure to include your contact information to make it easy for the company to get back in touch.

sample letter to recruiter for follow up

Create a form in Word that users can complete or print

In Word, you can create a form that others can fill out and save or print.  To do this, you will start with baseline content in a document, potentially via a form template.  Then you can add content controls for elements such as check boxes, text boxes, date pickers, and drop-down lists. Optionally, these content controls can be linked to database information.  Following are the recommended action steps in sequence.  

Show the Developer tab

In Word, be sure you have the Developer tab displayed in the ribbon.  (See how here:  Show the developer tab .)

Open a template or a blank document on which to base the form

You can start with a template or just start from scratch with a blank document.

Start with a form template

Go to File > New .

In the  Search for online templates  field, type  Forms or the kind of form you want. Then press Enter .

In the displayed results, right-click any item, then select  Create. 

Start with a blank document 

Select Blank document .

Add content to the form

Go to the  Developer  tab Controls section where you can choose controls to add to your document or form. Hover over any icon therein to see what control type it represents. The various control types are described below. You can set properties on a control once it has been inserted.

To delete a content control, right-click it, then select Remove content control  in the pop-up menu. 

Note:  You can print a form that was created via content controls. However, the boxes around the content controls will not print.

Insert a text control

The rich text content control enables users to format text (e.g., bold, italic) and type multiple paragraphs. To limit these capabilities, use the plain text content control . 

Click or tap where you want to insert the control.

Rich text control button

To learn about setting specific properties on these controls, see Set or change properties for content controls .

Insert a picture control

A picture control is most often used for templates, but you can also add a picture control to a form.

Picture control button

Insert a building block control

Use a building block control  when you want users to choose a specific block of text. These are helpful when you need to add different boilerplate text depending on the document's specific purpose. You can create rich text content controls for each version of the boilerplate text, and then use a building block control as the container for the rich text content controls.

building block gallery control

Select Developer and content controls for the building block.

Developer tab showing content controls

Insert a combo box or a drop-down list

In a combo box, users can select from a list of choices that you provide or they can type in their own information. In a drop-down list, users can only select from the list of choices.

combo box button

Select the content control, and then select Properties .

To create a list of choices, select Add under Drop-Down List Properties .

Type a choice in Display Name , such as Yes , No , or Maybe .

Repeat this step until all of the choices are in the drop-down list.

Fill in any other properties that you want.

Note:  If you select the Contents cannot be edited check box, users won’t be able to click a choice.

Insert a date picker

Click or tap where you want to insert the date picker control.

Date picker button

Insert a check box

Click or tap where you want to insert the check box control.

Check box button

Use the legacy form controls

Legacy form controls are for compatibility with older versions of Word and consist of legacy form and Active X controls.

Click or tap where you want to insert a legacy control.

Legacy control button

Select the Legacy Form control or Active X Control that you want to include.

Set or change properties for content controls

Each content control has properties that you can set or change. For example, the Date Picker control offers options for the format you want to use to display the date.

Select the content control that you want to change.

Go to Developer > Properties .

Controls Properties  button

Change the properties that you want.

Add protection to a form

If you want to limit how much others can edit or format a form, use the Restrict Editing command:

Open the form that you want to lock or protect.

Select Developer > Restrict Editing .

Restrict editing button

After selecting restrictions, select Yes, Start Enforcing Protection .

Restrict editing panel

Advanced Tip:

If you want to protect only parts of the document, separate the document into sections and only protect the sections you want.

To do this, choose Select Sections in the Restrict Editing panel. For more info on sections, see Insert a section break .

Sections selector on Resrict sections panel

If the developer tab isn't displayed in the ribbon, see Show the Developer tab .

Open a template or use a blank document

To create a form in Word that others can fill out, start with a template or document and add content controls. Content controls include things like check boxes, text boxes, and drop-down lists. If you’re familiar with databases, these content controls can even be linked to data.

Go to File > New from Template .

New from template option

In Search, type form .

Double-click the template you want to use.

Select File > Save As , and pick a location to save the form.

In Save As , type a file name and then select Save .

Start with a blank document

Go to File > New Document .

New document option

Go to File > Save As .

Go to Developer , and then choose the controls that you want to add to the document or form. To remove a content control, select the control and press Delete. You can set Options on controls once inserted. From Options, you can add entry and exit macros to run when users interact with the controls, as well as list items for combo boxes, .

Adding content controls to your form

In the document, click or tap where you want to add a content control.

On Developer , select Text Box , Check Box , or Combo Box .

Developer tab with content controls

To set specific properties for the control, select Options , and set .

Repeat steps 1 through 3 for each control that you want to add.

Set options

Options let you set common settings, as well as control specific settings. Select a control and then select Options to set up or make changes.

Set common properties.

Select Macro to Run on lets you choose a recorded or custom macro to run on Entry or Exit from the field.

Bookmark Set a unique name or bookmark for each control.

Calculate on exit This forces Word to run or refresh any calculations, such as total price when the user exits the field.

Add Help Text Give hints or instructions for each field.

OK Saves settings and exits the panel.

Cancel Forgets changes and exits the panel.

Set specific properties for a Text box

Type Select form Regular text, Number, Date, Current Date, Current Time, or Calculation.

Default text sets optional instructional text that's displayed in the text box before the user types in the field. Set Text box enabled to allow the user to enter text into the field.

Maximum length sets the length of text that a user can enter. The default is Unlimited .

Text format can set whether text automatically formats to Uppercase , Lowercase , First capital, or Title case .

Text box enabled Lets the user enter text into a field. If there is default text, user text replaces it.

Set specific properties for a Check box .

Default Value Choose between Not checked or checked as default.

Checkbox size Set a size Exactly or Auto to change size as needed.

Check box enabled Lets the user check or clear the text box.

Set specific properties for a Combo box

Drop-down item Type in strings for the list box items. Press + or Enter to add an item to the list.

Items in drop-down list Shows your current list. Select an item and use the up or down arrows to change the order, Press - to remove a selected item.

Drop-down enabled Lets the user open the combo box and make selections.

Protect the form

Go to Developer > Protect Form .

Protect form button on the Developer tab

Note:  To unprotect the form and continue editing, select Protect Form again.

Save and close the form.

Test the form (optional)

If you want, you can test the form before you distribute it.

Protect the form.

Reopen the form, fill it out as the user would, and then save a copy.

Creating fillable forms isn’t available in Word for the web.

You can create the form with the desktop version of Word with the instructions in Create a fillable form .

When you save the document and reopen it in Word for the web, you’ll see the changes you made.

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    Gratitude for your interviewer's time. Appreciation for gaining more information and insight into the position and company. Enthusiasm for the role. Here's an interview follow-up email template you can use that addresses all three of these points: Dear [Interviewer's Name], Thank you so much for taking the time to talk with me [today ...

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    Introduction If you and the person you're contacting already know each other by first names — perhaps after several emails and face-to-face conversations — it is okay to start your follow-up email with their first name. Otherwise, use their title and last name. Body text This should be a simple and quick message.

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  22. The Follow Up Letter Before an Interview

    Example: Thank you in advance for your favorable consideration. I will contact you within the next few days to follow up on my interest in the paralegal position. If you are unable to reach the recruiter by phone, you might have to resort to a follow up letter. I am following up on my recent application for the paralegal position.

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    Show the Developer tab. If the developer tab isn't displayed in the ribbon, see Show the Developer tab.. Open a template or use a blank document. To create a form in Word that others can fill out, start with a template or document and add content controls.