You have sent the application, and now there is silence. It is one of the most uncomfortable parts of job hunting, and the temptation is either to chase straight away or to say nothing and hope. Neither helps. A short, well-timed follow-up shows you are interested, keeps your name in front of the employer and costs you five minutes. Here is how to do it well.
Why following up is worth doing
Hiring is rarely the only thing on someone's desk. In a small business, the person reading applications is often also running a team, serving customers and covering holidays. Your application can sit unread simply because the week got busy, not because you were rejected.
A polite follow-up gives them a gentle nudge and tells them you want this role in particular. It also gives you a little more information about where things stand, which helps you plan your own search.
Check the advert first
Before you write anything, go back to the job post. Many employers say when they expect to reply, or that only shortlisted candidates will be contacted. If the post says applications close on Friday and interviews follow the week after, there is nothing to chase yet.
Also look for a named contact or a preferred way to get in touch. If the employer asks you not to call, do not call. Respecting what they have written is the first test of whether you can follow instructions.
When to get in touch
There is no perfect rule, but a sensible approach is this:
- If a timeline is given: wait until a couple of working days after it has passed before you send anything.
- If no timeline is given: wait around a week after applying, or after the closing date if there is one.
- After an interview: send a thank-you note within 24 hours, then wait until the date they gave you for a decision. If they gave none, a week is reasonable.
Avoid chasing on a Monday morning or late on a Friday afternoon. Mid-week, mid-morning is usually when people have a moment to read a message properly.
How to write the message
Keep it short, warm and specific. Three or four sentences is plenty. A good follow-up does four things:
- Names the role: so they know exactly which application you mean.
- Restates your interest: in one sentence, with a real reason you want this job.
- Adds something useful: a relevant piece of work, a new qualification, or an answer to a question the advert raised.
- Asks one clear question: such as whether they have an update on timing, or whether they need anything else from you.
Here is an example you can adapt:
Hello Sam, I applied last week for the Customer Support Coordinator role and wanted to say how much the job appeals to me. I enjoy helping people solve problems quickly, and I have attached a short example of a support guide I wrote in my current role. Please let me know if you need anything further from me. I would be glad to hear how the process is going. Thank you, Alex.
Notice what is missing: apologies, pressure and any hint of frustration. You are offering, not demanding.
Choose the right channel
Email is usually the safest choice because the reader can answer when it suits them and your message stays on record. If you applied through a platform with built-in messaging, use that, since the recruiter will see it next to your application.
A phone call can work for hands-on roles in small businesses, such as hospitality, retail or trades, where a manager may prefer a quick chat. Even then, check that the employer has not asked for written contact only. Avoid sending messages through personal social media unless you already have a genuine connection with the person.
What to do if you hear nothing
Sometimes you will follow up and still not get a reply. That is frustrating, but it is common, and it is rarely personal. Send one further gentle note if you like, a week or so later, and then let it go. More than two messages starts to feel like pressure.
Most importantly, keep applying. Do not pause your search while you wait on any single employer. If a good reply does arrive, you will be in a stronger position having kept other options open.
If you are rejected, reply with a short thank-you and ask whether they would keep your details for future roles. It costs nothing, and employers do remember polite candidates.
Mistakes to avoid
Most follow-ups that go wrong do so for the same few reasons:
- Chasing too soon: a message the day after you apply suggests you have not read the advert.
- Sending the same message everywhere: a generic note is easy to spot and easy to ignore.
- Sounding annoyed: even a hint of irritation can undo a strong application.
- Writing too much: long messages get skimmed, and a short one gets answered.
Read your message aloud before sending. If it sounds like something you would be comfortable saying to the person face to face, it is ready.
The practical takeaway
Check the advert, wait a sensible amount of time, then send a brief message that names the role, shows real interest and asks one clear question. If they do not answer after a second nudge, move on and keep your energy for roles where the employer is engaged.
On Hier, applying and messaging happen in the same place, so you can see your applications and keep conversations with employers in one thread rather than hunting through your inbox. It is free for candidates, and it is built so that good applications get seen.