Job Application Follow Up: How to Contact Employers Professionally
Following up on a job application can help you demonstrate professionalism, maintain communication with a potential employer, and express your continued interest in a position. However, knowing when and how to contact a recruiter is important if you want to make a positive impression.
For South African job seekers, the recruitment process can involve online application portals, email submissions, recruitment agencies, human resources departments, and direct applications to employers. Some companies respond within days, while others take several weeks to shortlist candidates.
If you have applied for a job and have not received a response, you may be wondering whether to send an email, make a phone call, or visit the workplace in person.
The right approach depends on the employer’s recruitment instructions, the type of position, and how much time has passed since you submitted your application.
This guide explains how to follow up professionally, what to include in your message, and which mistakes to avoid when contacting potential employers.
Key Takeaways
- Consider waiting approximately two weeks before following up if the employer has not provided a recruitment timeline.
- Read the vacancy advertisement carefully before contacting the employer.
- Use professional, concise language when communicating with recruiters.
- Include the job title, application date, and your continued interest in the position.
- Follow the employer’s instructions and avoid repeated messages.
- Thank the recruiter for their time, regardless of the outcome.
Job Application Follow Up: When Should You Contact an Employer?
The best time to follow up depends on the employer’s recruitment process.
If the vacancy advertisement specifies a closing date, recruitment schedule, or date when shortlisted candidates will be contacted, use that information to guide your decision.
If no timeline is provided, waiting approximately two weeks after submitting your application is a reasonable general guideline. However, this is not a universal rule. Some employers take longer to review applications, particularly when they receive a high volume of submissions.
There are three common situations in which a follow-up message may be appropriate.
1. After submitting an application
You may have submitted your CV and supporting documents but received no acknowledgement or update.
Before contacting the employer, check your email inbox, spam folder, and application portal. Some recruitment systems send automated confirmations, while others do not.
If sufficient time has passed and the vacancy instructions permit enquiries, you can send a short, polite message asking whether there is an update on the recruitment process.
2. After speaking to a recruiter
If a recruiter has contacted you for an initial screening or telephone interview, you may follow up if they indicated that they would provide an update by a particular date.
If that date passes without a response, a brief enquiry is appropriate.
3. After attending an interview
Sending a thank-you email after an interview is a professional way to acknowledge the interviewer’s time and reinforce your interest in the position.
If the interviewer provides a decision date, wait until that date has passed before asking for an update.
Job Application Follow Up: How to Write a Professional Email
Email is often a practical way to follow up because it allows the recruiter to review your message when convenient.
Your email should be brief, respectful, and specific to the vacancy.
Include the following details:
- The job title or reference number.
- The date you submitted your application.
- A brief statement confirming your continued interest.
- A polite request for an update on the recruitment timeline.
- Your full name and contact details.
Avoid writing a lengthy message or demanding an immediate response. Your objective is to communicate professionally, not to pressure the employer.
Example of a Job Application Follow-Up Email
Use the following template and replace the details with your own information.
Subject: Follow-Up on [Job Title] Application – [Your Name]
Dear Hiring Manager,
I hope you are well.
I am writing to follow up on my application for the [Job Title] position, which I submitted on [Application Date].
I remain interested in the opportunity and would appreciate any updates you may be able to share regarding the recruitment process or anticipated timeline.
Please let me know if any additional information or supporting documents are required.
Thank you for your time and consideration. I look forward to hearing from you.
Kind regards,
[Your Full Name]
[Your Contact Number]
[Your Email Address]
This message can be adapted for applications submitted to private companies, recruitment agencies, public institutions, and other employers.
Always use the appropriate contact person and email address provided in the vacancy advertisement.
Job Application Follow Up: How to Contact an Employer by Phone
A telephone call may be appropriate when the vacancy advertisement provides a contact number for recruitment enquiries or when the employer has invited applicants to call.
Before making the call, prepare the details of your application. Keep your CV or application confirmation nearby so you can answer questions accurately.
Try to call during normal business hours and avoid repeatedly contacting the employer.
Example of a Professional Follow-Up Phone Call
You could say:
“Good morning. My name is [Your Name]. I recently applied for the [Job Title] position, reference number [Reference Number]. I would like to enquire whether there is an update on the recruitment process. I understand that the process may take time, and I appreciate your assistance.”
If the person answering the phone cannot provide an update, thank them for their time.
If the employer asks you to wait for further communication, respect that instruction.
Important: Do not call a personal number unless the employer has authorised applicants to use it for recruitment enquiries.
Job Application Follow Up: Should You Visit the Employer in Person?
Visiting an employer in person may be suitable for certain local vacancies, particularly when applying for retail, hospitality, or other positions where the employer accepts in-person enquiries.
However, it is not appropriate for every recruitment process.
Government departments, large companies, and many recruitment agencies use formal application systems. Visiting their offices without an appointment may not help your application and could conflict with their procedures.
Before visiting a workplace, check the vacancy advertisement or contact the employer to confirm whether in-person enquiries are accepted.
If you are permitted to visit, dress appropriately, remain polite, and ask whether the relevant hiring manager is available.
If the manager is unavailable, ask whether there is an appropriate time to return or another way to submit your enquiry.
Never assume that handing in another CV will automatically improve your chances of being shortlisted.
Job Application Follow Up: What Should You Say to a Recruiter?
Your message should demonstrate genuine interest without sounding impatient or demanding.
One effective approach is to connect your experience, qualifications, or skills to the position.
For example, if you applied for an administrative position, you could briefly mention your experience with record-keeping, customer service, data entry, or office software, provided those skills accurately reflect your background.
If you applied for a learnership or internship, you could reaffirm your interest in gaining practical workplace experience and developing the relevant skills.
Keep the message focused on the position rather than repeating your entire CV.
You can also ask whether the recruiter requires additional information. This shows that you are prepared to cooperate with the recruitment process.
Remember that a follow-up message does not guarantee an interview. Employers may have different selection criteria, internal recruitment schedules, or administrative requirements.
Job Application Follow Up: Common Mistakes to Avoid
Following up can be helpful, but poor communication may create an unnecessary negative impression.
Avoid these common mistakes:
1. Contacting the employer too frequently
Repeated calls and emails can inconvenience recruiters. Unless the employer requests further contact, allow reasonable time between communications.
2. Ignoring the vacancy instructions
If the advertisement states that applicants must not make enquiries, respect that instruction.
3. Using an unprofessional tone
Avoid demanding an answer, expressing anger, or suggesting that the employer owes you a response.
4. Contacting the wrong person
Use the recruitment contact details provided in the vacancy advertisement whenever possible.
5. Sending incomplete or inaccurate information
Check the job title, reference number, application date, and your contact details before sending your message.
6. Stopping your job search while waiting
Continue applying for suitable opportunities while waiting for a response. Until you receive a formal offer, the outcome of an application remains uncertain.
jobkejob Advice: Improve Your Chances of a Successful Application
A professional follow-up is only one part of an effective job search.
Before submitting an application, carefully read the vacancy requirements and confirm that you meet the stated eligibility criteria. Prepare a clear CV and ensure that your supporting documents are accurate and relevant.
When applying for government vacancies, municipal positions, internships, learnerships, and bursaries, pay particular attention to reference numbers, application forms, closing dates, and document requirements.
Recruitment procedures differ between organisations. Some employers communicate only with shortlisted candidates, while others provide updates throughout the process.
If you have not received a response, it does not necessarily mean that your application has been unsuccessful.
At the same time, do not rely on one opportunity. Continue checking verified vacancy announcements and submitting applications that match your qualifications and experience.
Before Applying, Make Sure You:
- Update your CV.
- Ensure your contact details are correct.
- Upload clear certified documents if requested.
- Double-check your academic information.
- Apply well before the closing date.
- Keep copies of your application confirmation.
Submitting an incomplete application may reduce your chances of being shortlisted.
For additional job-search guidance and information about employment opportunities in South Africa, visit Jobkejob.co.za.
Job Application Follow Up: What to Do If You Receive No Response
Sometimes an employer may not respond to your follow-up message.
Although this can be disappointing, recruitment teams may be handling large numbers of applications or waiting for internal approvals.
If you have already sent one polite follow-up, consider waiting for further communication rather than repeatedly contacting the employer.
Check the vacancy advertisement for information about the selection process. If the employer publishes a recruitment update or changes the application status on its portal, follow the instructions provided.
Be cautious of anyone claiming to represent an employer who asks you to pay money to secure a job, interview, or placement. Verify recruitment communications through the employer’s official website or authorised contact details.
Most importantly, continue developing your skills and applying for relevant opportunities. A delayed response from one employer should not prevent you from pursuing other suitable vacancies.
Frequently Asked Questions About Job Application Follow Up
1. How long should I wait before following up on a job application?
If the employer has not provided a timeline, approximately two weeks is a reasonable general guideline. However, follow the specific instructions in the vacancy advertisement and allow additional time when the employer indicates that recruitment will take longer.
2. Is it professional to email a recruiter about my application?
Yes, provided the employer permits recruitment enquiries. Keep your email concise, mention the position you applied for, and politely ask whether an update is available.
3. Can I call an employer to check my application status?
Yes, when a telephone enquiry is appropriate and the employer has provided or authorised the contact number for recruitment enquiries. Prepare your application details and keep the conversation brief.
4. Should I follow up after an interview?
Yes. Sending a thank-you message after an interview is generally considered professional. If the employer provides a decision date, wait until that date has passed before requesting an update.
5. What should I do if the employer does not respond to my follow-up?
Give the employer time to respond and avoid sending repeated messages. Continue applying for other suitable opportunities while waiting.
6. Does following up guarantee that I will be shortlisted?
No. A follow-up demonstrates communication and continued interest, but shortlisting depends on the employer’s requirements, selection criteria, and recruitment process.
7. Should I visit a company to follow up on my application?
Only when in-person enquiries are appropriate or permitted. For formal online recruitment processes, use the authorised communication channels specified in the vacancy advertisement.
8. What should I include in a job application follow-up email?
Include your full name, the job title, the date you applied, your continued interest, and a polite request for an update. Add the vacancy reference number when applicable.
Final Thoughts
Following up on a job application can help you maintain professional communication with a potential employer and demonstrate that you remain interested in the position.
The key is to choose the right time, use an appropriate communication channel, and keep your message respectful and relevant.
Whether you are applying for an entry-level job, internship, learnership, graduate programme, or experienced position, remember that a successful job search requires preparation, patience, and consistency.
Prepare your documents carefully, follow the employer’s instructions, and continue exploring opportunities while waiting for recruitment decisions.
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