How to Follow Up with Recruiter via Email – Be Polite, but Direct

So, you’ve shot off that job application, and now you’re hovering over your inbox like a hawk eyeing its prey, refreshing it more than you’d care to admit. Sound familiar?

Crafting the ideal follow-up email to a recruiter isn’t some high-stakes poker game—it’s about understanding the rules and playing your cards right.

But fret not; we’re about to serve up some tips that’ll change your follow-up game from a timid “poke” to a confident handshake.

Ready to navigate the email waters with flair and finesse? Dive in and let’s decode the art of the follow-up!

Why Send a Follow Up Email With Recruiter

When you send a follow up email with a recruiter, you’re not just showing initiative; you’re standing out in the sea of applications. Following up with a recruiter can make the difference between being another name in a database and a memorable candidate.

Let’s face it; recruiters juggle multiple roles, and your follow up email to a recruiter is that gentle nudge reminding them of your keen interest. Plus, whether you’re checking in after a meeting with a recruiter or seeking an update after applying, that follow up email serves as a bridge, keeping the lines of communication open.

Remember, it’s all about being proactive. When you follow up with recruiter emails, it highlights your enthusiasm, persistence, and genuine interest in the position. So, next time you’re in the job hunt, ensure you craft that perfect follow up with a recruiter email. It might just tip the scale in your favor.

Sample interview follow-up email
Sample interview follow-up email

Understanding the Timing: When to Follow Up with a Recruiter

Timing is everything, especially when you’re eager to follow up with a recruiter. Imagine this: you’ve just wrapped up a meeting with a recruiter, and you’re tempted to shoot an email right away. But patience is key. Typically, a good rule of thumb is to wait a couple of days after applying before you send that follow up email to a recruiter.

If they’ve given you a timeline, stick to it. After a recruiter call, give it a day or two before checking in. And if you’ve had no response after a significant amount of time, that’s your cue. Remember, knowing when to follow up with a recruiter can make your email a welcome reminder rather than an annoying nudge.

So, gauge the situation, trust your instincts, and always be polite in your approach. Timing isn’t just about clocks; it’s about making the right impression.

How to Follow Up with Recruiter
How to Follow Up with Recruiter

Key Elements of a Follow-Up Email to a Recruiter

Crafting that perfect follow up email to a recruiter can feel like a tightrope walk, but with the right ingredients, you’ll strike a balance between persistence and professionalism. Let’s break down those key elements you should never miss:

Subject Line

The gateway to your email, your subject line is pivotal. It’s the very first thing the recruiter notices, acting as the determinant of whether your email garners attention or ends up in the ‘read later’ pile. Strive for conciseness and relevancy.

For instance, “Follow-up on [Position Name] Application – [Your Name]” instantly paints a clear picture, ensuring your intentions aren’t buried in ambiguity.

Personal Touch

Amidst the torrent of emails recruiters receive daily, personalization can be your beacon. Rather than coming across as just another applicant, evoking specific details from your prior interactions establishes a connection.

Maybe you reference an intriguing aspect of the job you previously discussed or a light-hearted moment from your interview. Such nuances hint at genuine interest and engagement, reminding the recruiter of the rapport you’ve built.

Clarity

Here’s a golden rule: never let the recruiter spend precious minutes deciphering the purpose of your email. Are you inquiring about your application status? Seeking post-interview feedback?

Within the first few lines, delineate your reasons for reaching out, such as: “I’m touching base to check the progress of my application for the [Position Name] role.”

Reiteration

The competition is fierce, and recruiters juggle myriad candidates simultaneously. However, a succinct reminder of your unique qualifications can help your profile shine.

Instead of offering a verbose recap, focus on spotlighting a standout achievement or pivotal skill that aligns seamlessly with the job. It’s all about ensuring your name lingers in the recruiter’s memory for all the right reasons.

Gratitude

Never underestimate the power of gratitude. In the whirlwind realm of recruitment, a sprinkle of appreciation can resonate profoundly. By expressing thanks for the recruiter’s time and consideration, you’re showcasing your professionalism and courteous nature, qualities that never go unnoticed.

Signature

Think of your signature as a compact toolkit for the recruiter. With the world leaning heavily into digital realms, ensuring easy access to your contact details and professional platforms is paramount.

Incorporate your name, phone number, and vital profiles, like LinkedIn, into your signature. It paves the way for the recruiter to delve deeper into your credentials without the hassle of extensive searching.

Components of an interview follow-up email
Components of an interview follow-up email

Different Scenarios to Follow Up + Templates

Navigating the follow-up maze? Every interaction with a recruiter has its own rhythm, and understanding when to send that crucial follow up email with the recruiter can feel like decoding a secret language. But worry not; we’ve mapped it all out for you with some useful email templates.

After No Response

The silence from a recruiter can often be the loudest response, but don’t let it dampen your spirit. If your initial application or interview went unanswered, it’s entirely valid to seek clarity. In this scenario, use a gentle follow up email to the recruiter for an update. 

Start by acknowledging that they must be swamped with responsibilities, then briefly remind them of your previous correspondence and express continued interest in the position. The trick here is persistence without pressure. Just a nudge, not a push.

Here’s an email template:

Subject: Following Up on My [Position Name] Application

Hello [Recruiter’s Name],

I hope this email finds you well. I understand how busy the hiring process can be. A week ago, I submitted my application for the [Position Name] role. I wanted to ensure it was received and express my continued interest in the position. I genuinely believe my experience in [specific experience] aligns perfectly with the role’s requirements.

Looking forward to hearing from you soon. Thank you for your time and consideration.

Best regards,

[Your Name]
[Your Contact Information]

Sample Follow-Up Email on Job Application Status
Sample Follow-Up Email on Job Application Status

Post-Application

Once your application is in the recruiter’s hands, the ball might seem out of your court, but not entirely. Wait for a reasonable time, say a week, and then make your move. With your follow up with a recruiter email, strike a balance between enthusiasm for the role and respect for their time.

Mention specifics about the job you applied for, express genuine interest, and perhaps even include a brief line about something new you’ve achieved in the interim, keeping your candidacy fresh in their mind.

Here’s an email template:

Subject: Application Submitted for [Position Name] – Checking In

Hello [Recruiter’s Name],

I recently applied for the [Position Name] role and am very excited about the opportunity to potentially join your team. I believe my background in [specific skill or experience] would be a great fit.

Just wanted to touch base to ensure my application was received.

Thank you for considering my candidacy.

Warm regards,

[Your Name]
[Your Contact Information]

Job Application Follow-Up Email
Job Application Follow-Up Email

Post-Interview

The time post-interview can be a whirlwind of emotions, with every passing day increasing the anticipation. Rather than just playing the waiting game, be proactive. A follow up email after an interview with a recruiter can keep the momentum going.

Thank your recruiter for the engaging conversation, highlight a particular aspect of the interview that resonated with you, or re-emphasize how your skills align perfectly with the role. It’s a delicate blend of gratitude and gentle self-promotion.

Here’s an email template:

Subject: Thank You for the Insightful Interview for [Position Name]

Dear [Recruiter’s Name],

I wanted to extend my gratitude for our conversation regarding the [Position Name] position. It was great discussing [specific topic from the interview], and I’m even more enthusiastic about the role.

I believe my skills, especially in [specific skill], resonate with the team’s objectives.

Hoping for a favorable response.

Best wishes,

[Your Name]
[Your Contact Information]

Sample Follow-Up Email After You Had a Great Interview
Sample Follow-Up Email After You Had a Great Interview

Lack of Response After Follow-Up

Now, this is where it gets tricky. You’ve already reached out once and received no reply. It’s crucial to approach this situation with utmost patience. Wait a bit longer, maybe another week, and then draft a follow up with the recruiter for an email update.

Ensure you’re concise, not coming across as demanding, but rather expressing your genuine enthusiasm and seeking clarity on the next steps.

Here’s an email template:

Subject: A Gentle Reminder: [Position Name] Application

Hello [Recruiter’s Name],

I hope you’re doing well. I reached out last week regarding my application for the [Position Name] role. I understand the process can be time-consuming, and I truly appreciate the effort. I’m genuinely excited about the possibility of contributing to your team, and I would love to hear about the next steps.

Thank you for your time.

Warm regards,

[Your Name]
[Your Contact Information]

Post-Decision

Once the recruiter has made their decision, it’s essential to acknowledge it, irrespective of the outcome. If you’ve secured the position, send a gracious follow up email, showing your appreciation and eagerness to commence.

If the outcome wasn’t in your favor, take it in stride. Use your follow up email to thank the recruiter for their time, express your hope for future opportunities, and possibly seek feedback to aid your future applications.

Here’s an email template for a positive outcome:

Subject: Thrilled to Join the [Company Name] Team!

Dear [Recruiter’s Name],

I am truly honored to have been selected for the [Position Name] role. I’m eager to contribute and collaborate with the team. Thank you for believing in my potential.

Best regards,

[Your Name]
[Your Contact Information]

Here’s an email template for a negative outcome:

Subject: Appreciate the Opportunity to Interview for [Position Name]

Dear [Recruiter’s Name],

Thank you for considering me for the [Position Name] position. While I understand you went in a different direction, I appreciate the chance to discuss the role and would be grateful for any feedback. I hope we might cross paths in the future.

Best regards,

[Your Name]
[Your Contact Information]

Do's and Don'ts of Following Up

Navigating the waters of the follow-up process? Let’s ensure you’re set up for success. Following up with a recruiter is an art, blending persistence with politeness. But fear not, we’ve got your back. Here’s a clear roadmap to guide you:

Do's:

Don'ts:

Stick to these do’s and steer clear of the don’ts, and your follow-up game will be on point! Whether it’s how to ask a recruiter for an update or simply a check-in, you’ve got the tools to do it right.

4 Mistakes to avoid in follow up emails
4 Mistakes to avoid in follow up emails

Frequently Asked Questions on Follow-Up Email to a Recruiter

Diving into the world of follow-up emails to recruiters, I bet you’ve got a whirlwind of questions swirling around. And trust me, you’re not alone. Every day, folks just like you wonder about the nuances of this crucial communication. So, let’s break down some of the burning questions you might have:

How often should I send follow up emails to recruiters if I don't get a response?

Great query! It’s essential to strike a balance. After your initial email, if you haven’t received any response, you might be tempted to follow up immediately. However, it’s best to give them a window of around 7-10 days.

If there’s still no reply after your first follow up with a recruiter email, wait another week or so before sending another. Beyond this, it might be best to move on, as too many emails can come across as overly persistent.

Should I use a different approach when I follow up with a recruiter or hiring manager?"

Absolutely. Differentiating your approach is key. When sending a follow up with a recruiter, it can be slightly more general since recruiters often handle numerous positions. They’re your initial contact point. However, when you’re drafting a follow up email to a hiring manager, it should be more tailored.

Delve deeper into specifics about the role, the department, and how your skills can benefit that particular team. Hiring managers usually have a more in-depth understanding of the role, so showcasing how you fit perfectly can make all the difference.

What if I receive an automated response after sending my follow up email to the recruiter for an update?

Don’t fret. Automated responses, though less personal, are standard in many large companies. It generally means that your email was received. If the automated message provides a time frame for a response, wait for that duration.

If it doesn’t, and you don’t hear back after 10 days to 2 weeks, you can consider sending another follow up email. However, always remember to reiterate your keen interest in the role and your eagerness to learn about the next steps in the process.

Key Takeaways on Follow-Up Email to a Recruiter

Navigating the art of the follow-up email to recruiters might feel tricky, but you’re now armed with all the right insights. Remember, timing is crucial – about a week post-application or interview is ideal.

When penning that email, personalize it! No one likes a cookie-cutter message. However, be wary of overdoing it; there’s a difference between being keen and overwhelming.

And when those questions bubble up, whether it’s about who to address or how to handle automated responses, keep calm and stay professional. Essentially, your follow-up isn’t just about getting a response—it’s about building rapport. 

So, here’s to making a lasting impression with every email!

To achieve the best results with email outreach, we recommend using a professional email automation software

13 best cold email platforms rated and compared

Picture of Edgar Abong

Edgar Abong

Edgar is a skilled software developer with a passion for building and evaluating software products. His expertise in software development enables him to provide in-depth evaluations of software products. He can draw out insights about features, functionality and user experience.

Table of Contents

Scroll to Top