1. Email for job application
  2. Follow up email after job application
  3. Follow up email after interview
  4. Follow up email after no response
  5. Follow up email samples

With more and more people connecting via emails, it’s quite difficult to keep a track of every email one receives.

Hence, you need to perfect everything about emails if you want people to open and read them.

This becomes even more crucial when you’re in search of jobs and need to communicate with recruiters via emails.

Today, we’ll be taking a look at the art of email writing and how you can get responses from recruiters at every stage of the hiring process.

Let’s get cracking!

1. Email for job application

Starting from the very beginning, a unique subject line will always stand out. Apart from this, here are a few things to keep in mind while applying for a job

Subject line

Before you craft your perfect subject line, remember the following points.

  • Stay professional: Make sure you don’t use any slangs or casual phrases. The best way to do it is by keeping a professional tone. Also keep in mind, that you use your professional email address which has your name.
  • Add job title: Add the job title for which you’re applying for as it’s important. If you have a lot of experience, then you can showcase that right in the subject line. This may increase the chances of your email to be opened.
  • Keep it short: Make sure your subject line isn’t more than 25-30 characters. If it exceeds this limit, then the reader may not see the complete sentence.

Email body

Once you have nailed your subject line, it’s time to write the main body of your email. Here’s what you need to write for each of the sections.

  • Opening: In the first paragraph, introduce yourself and why you’re writing the email. Mention your full name, experience and job designation, followed by the post you saw regarding the vacancy.
  • Middle: In the next paragraph, talk about why you think you fit the role. It’s always better to research about the company and write about how you relate to it. Also, mention how you can contribute. Make sure that you keep this as crisp and short as possible.
  • Closing: In the closing paragraph, thank the recruiter for taking the time out to read your email. Mention the documents you’ve attached and links to some of your work or portfolio. Close the email with a notion of hearing from them soon.

Also Read: How to Write a Job Application

2. Follow up email after job application

After you’ve emailed your job application, give at least a week before you write them a follow-up email.

To write a follow-up email, here are the things you need to keep in mind.

Subject line

While writing the subject line, make sure you include the following.

  • Same job title as the previous email: Make sure you include the same job title you had previously used for the application email. If you’re following up after applying for the job on a portal like Naukri, then mention the job title posted on the portal.
  • Keep it formal: Not hearing from recruiters can be frustrating. You may be in the need of a job desperately, but try not to let emotions take the best of you. Keep the subject line formal and use formal speech.
  • Sprinkle excitement: You can always make the subject line exciting, even if you’re not. “Can’t wait to explore {Job title} further”, makes it sound that you’re excited to explore the opportunity.

Email body

While writing a follow-up email after job application, ensure that you keep the email short and crisp. Mention the following in the opening, middle and closing sections.

  • Opening: In the opening paragraph, remind the recruiter about your application along with job title. Show your gratitude by thanking for allowing you to apply for the position.
  • Middle: Remind the recruiter briefly on why you’re a good fit for the role and the company.
  • Closing: While closing, mention a day and time you can visit their office. This may not necessarily work but it will show the recruiter that you’re willing to meet, which is a sign of effort.

Also Read: How to Write a Formal Email (Email Etiquette Tips)

3. Follow up email after interview

When it comes to following up emails after the interview, you should keep in mind the sooner, the better your chances of landing a job.

Over 91% of employers like to be thanked via a thank you note or a follow-up email. You can use these statistics in your favour and send a follow-up email after the interview.

So, keeping that in mind, write the follow-up email like this:

Subject line

As a general rule of thumb, your subject line on a follow-up email after an interview should showcase gratitude. So, here are the things to focus on while writing the subject line:

  • Mention recruiter’s name: The best way to get any recruiter open your email after an interview is by addressing them with their name. So, make sure you use their name in the subject line.
  • Show gratitude: Starting your subject line with a simple thank you can instantly impress a recruiter.
  • Add job title: Adding job title is a recurring theme in this blog. But it’s that important, which is why it’s being mentioned in every email.

With the above-mentioned points, a simple subject line like, “Thanks for {Position} opportunity - [Recruiter’s name]”, can always do wonders.

Email body

While writing the body of this follow-up email, remember that more than a follow-up, it’s a thank-you note. So, your opening and the general tone of the email should be of gratitude.

  • Opening: In the opening paragraph, give a brief introduction of yourself to remind the recruiter about you. Then, thank them for the opportunity to interview at their company.
  • Middle: Reinforce your interest in the job position you had interviewed for. You can do it by stating how much you’ve learned about the position after having a face-to-face conversation with the recruiter. Also, mention some of the things you spoke in the interview to show you’re very much interested.
  • Closing: While closing, thank the recruiter again and tell them you look forward to joining the organization if deemed fit for the role.

4. Follow up email after no response

So you applied for the job, you went to give an interview and everything went well. It has been weeks but you haven’t received any response from your recruiters yet.

You’re feeling impatient and want to know whether you made the cut or not. So, how can you do that patiently without ruining your reputation?

It all starts with the subject line!


Subject line

In the case of no response, writing a whole new email doesn’t make any sense. If you haven’t heard back from your recruiter, even after your thank you email, then it’s better to reply to the last conversation between you and the recruiter.

Find the email thread in which recruiter had replied while scheduling your interview.

Reply to that email. This will have a better chance of getting a response as the recruiter will instantly recognise who you are and what was the previous conversation about.

Email body

For the body content, it’s important to keep things to the point and very clear. Get to the point quickly without any gibberish or formalities as it has been long enough.

  • Opening: Start by stating your name and the position you applied for. Then, mention the date of the interview.
  • Middle: In the next paragraph, tell the recruiter that you’ve been waiting for the decision on your profile. Keep your writing tone polite and professional.
  • Closing: While closing, tell the recruiter that you still are very much excited about the position and would love to hear the decision soon.

Now, for a better understanding, here are some follow up email samples based on the above mentioned points.

5. Follow up email samples

Sample email of job application

Re: Application for the post of Senior Sub Editor

Hello Sir,
I have recently come across your post for the opening of a Senior Sub Editor's position in your esteemed organization and would like to apply for the same. I would like to take this opportunity to introduce myself. I am (full name) with a work experience of (number of years) and currently working as the Sub Editor for (name of the organization).
In my 'x' number of years, I have gained experience across the field. I understand a Sub Editor needs to possess flawless grammar and the swiftness to cite a flaw and show finesse in his/her work. I believe I have all the said qualities for a Sub Editor, and adding to it any lack of qualities can be easily bridged by my ability to learn fast.
Thank you for taking the time out to go through this email. Please find attached my resume and work samples for your kind perusal. Looking forward to a favorable reply at the earliest.

Sample email after job application

Re: Application for the post of Senior Sub Editor

Hello Sir,
I had applied for the position of Sub Editor in your esteemed organization a while ago. Thank you for the opportunity to apply for the post.
I would once again like to draw your attention to the fact that given the opportunity I can fulfill all the required qualities you are looking for in a Senior Sub Editor. I am fluent in citing errors and my work projects finesse as well.
It would be great if you could provide with a date and time for me to visit your office. Once again, thank you for allowing me to apply for the post. Looking forward to a favorable reply.

Sample email after an interview

Re: Thank you for the opportunity- (name of recruiter)

Hello Sir,
I had applied for the position of Sub Editor in your esteemed organization a while ago and met you for the same. Thank you for the opportunity.
It was a pleasure meeting you. I learnt a lot more about the position after the face to face interview with you. I am looking forward to have the opportunity to work in the organization as there are learning opportunities aplenty.
Once again I would like to thank you for taking the time out to meet me. It would be a great pleasure to work in your organization if deemed fit for the role.

Sample email after no reply

Re: (The mail thread mentioning the scheduled interview)

I had applied for the post of Senior Sub Editor and had met you on (date of interview).
It would be great if you could tell me the status of my application as I have been waiting for a reply.
I am very much interested in the profile and have been waiting for your revert.

Also Read: How to Write a Formal Email (Format and Samples)

Concluding, with the abundance of emails sent and received every day, it is hard for everyone to stand out from the piles of emails recruiters receive. But if your subject lines are crisp and email body is in sync with your subject lines, you have a much better chance to get a response from recruiters.

Also Read:Interview Dress Code For Males and Females

Job Search Interview Advice