Struggling to Hear Back? Try This Strategy — The HBCU Career Center

Dr. Marcia F. Robinson is a senior certified HR professional, diversity strategist, and curator of TheHBCUCareerCenter.com job board. She advises organizations on building inclusive talent pipelines and improving diversity recruiting outcomes.

The US job market is tightening. Hiring has slowed, workers are staying put, and competition for new roles is tougher than in many pre-pandemic years. If you’re job hunting, strong follow-up techniques are more important than ever.

Some factors driving this include:

• Employers have larger candidate pools because of remote hires and can be more selective

• Submitting job applications has become so easy, it is easy for recruiters to be deluged with non-serious candidates

• Entry-level roles may be more competitive

• AI technology is impacting workflows

• Economic uncertainty is eliminating positions or putting hiring on hold

Add to that robust Applicant Tracking Systems (ATS) that may be screening applicants out before they really even get a chance to impress recruiters.

One approach to standing out in the current climate is to pay closer attention to following up on the applications already sent. Evaluating your current follow up plan and making a few key changes, could improve any job search plan.

What does follow-up look like after résumé submission?

Given the tougher market, following up well (but appropriately) can help you stand out and possibly nudge your application on the top of the pile again. Of course that means doing so without crossing the line.

Thinking about following up before applying 

Before sending any applications, double-check the job listing for any instructions about follow-ups. For example, are there notes stating “no calls”, “do not contact”, and is there a timeline for responses? Some postings explicitly ask candidates not to follow up; others tell you when decisions will be made. Look for this information early and note it in your job search log.

Following the application instructions shows that you read carefully, respect their process, and reduce risk of negatively affecting your application.

Wait an appropriate amount of time before following up

A good rule of thumb is to follow up 1–2 weeks after applying. If the posting gives any specific dates such as application deadlines or response-by date, wait until after that.

This gives the employer time to screen applications, review résumés, and coordinate among hiring staff. Following up too soon can seem pushy. Understanding what is happening in the recruiting process can help you time your follow up.

Find the right person to follow up with and which medium to use

Try to identify the recruiter, HR person, hiring manager, or whoever is listed or reachable. Email is probably the safest way to reach out. Sometimes LinkedIn can work if you know the person(s) on a hiring committee is open to connecting. If the job posting says “no calls,” then don’t call. If someone gives you a business card or points you to contact, ask that person the best way to follow up.

Personalizing your follow-up helps. Adding name, position and any relevant details, is better than generic notes. Using the right channel also avoids violating any instructions. For example, if your application was via LinkedIn, then following up via LinkedIn would be appropriate. If the application was sent through a job board, then there may be communication bots available to you for followup. Do not assume that there are no humans seeing follow up questions through the bots.

Write a concise, professional follow-up message

Remind them of who you are, the position you applied for, and the date.  Express enthusiasm about the role/company.  Politely ask if there is an update or if there is anything else you can provide. Proofread carefully and express gratitude.

Short and focused messages are more likely to be read and may even attract a response. Avoid sounding demanding and too aggressive in your message. Don’t chastise or berate the recruiter for not getting back to you, no matter how frustrated you are in the search process.

Limit the number of follow ups

It’s generally acceptable to follow up twice total if you don’t hear back: once after ~1–2 weeks and then a final follow-up maybe a week after that. After two attempts without response, it’s usually best to move on or diversify your efforts. That means, for example, if you have already sent two emails to the address you were given, then maybe see if you can get an introduction via LinkedIn. 

Too many messages can can come off as pushy to hiring staff, reflect poorly on you, and potentially hurt your chances of being hired. Your goal is not to let what could look like desperation, overshadow the real skills you shared.

Use the follow-up to add value, where possible.

If you can, include something new in your follow up. Share a tidbit about a relevant project, share an update if you got a certification or did something notable. Consider adding a piece of information that reinforces your fit. Do not be shy about sharing relevant information that enhances your candidacy. For example, if you have a new example of your thinking related to something in the job posting, share it. It shows proactivity. What’s the worst that can happen? 

This will make your follow-up not just a reminder, but an addition that could help you stand out. This bit of information could get your resume a second look.

While you are waiting to hear back…

Even while you are waiting, keep applying elsewhere, networking, refining your résumé, etc. Don’t just depend on one application to your dream company. Keep your options wide open, but don’t assume that no news means a company is not interested. Your goal is to not let your follow up behavior derail your application. 

Given the tougher job market environment, thoughtful follow-ups can

• Remind the employer of your application.

• Show professionalism, interest, and initiative—qualities often valued in entry-level candidates.

• Sometimes produce feedback or clarifications (are there missing materials? is the role already filled?).

• Differentiate you from many candidates who don’t follow up at all.

Example of a good follow-up message

Feel free to modify this example for consistency with your tone in this sample follow up message.

Subject: Follow-up on Application for [Position Title] – [Your Name]

Hello [Mr./Ms./Dr. X or Hiring Manager Name],

I hope you’re well. On [date you applied] I submitted my application for the [Position Title] role. I remain very interested in the opportunity to bring my [key skill or relevant experience] to [Company Name]. I wanted to see if you have any updates on the hiring timeline or if there is any more information I can send to support my application.

Thank you for your time and consideration. I appreciate the chance to apply and learn more about [Company or Department].

Best regards,

[Your Name] • [Your Phone Number] • [Your LinkedIn Profile (if applicable)]