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Thank You for Applying Email

An employee "thank you for applying" email lets job applicants know that their application has been received, and may also set up their expectations for what's next and when they should expect responses. They can also be used to passively screen applicants.

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Thank You for Applying Email Template

Download this free thank you for applying email template and start using it straight away.

Thank You for Applying Email Example:

[Applicant Name],

Thanks for taking the time to apply for our position. We appreciate your interest in [company name] .

We're currently in the process of taking applications for this position. We will begin taking interviews [time frame i.e. in the next two weeks] . If you are selected to continue to the interview process, our human resources department will be in contact with you by [date, or estimated date] .

[Your Name]

[Your Position]

That's the basic email. You might want to try out Betterteam's screening email as an alternative. It acknowledges that the application has been received, but it also gets the ball rolling on the hiring process .

The idea is to send applicants 5 questions that take about 20 minutes to answer. This will automatically filter out unmotivated applicants because they won't even bother answering. Furthermore, you'll be able to pick out the good candidates quickly because they've all answered the same questions, making responses easy to compare.

Our sample email includes 5 generic questions that you can use, although we recommend that you tailor them to the particular job as much as possible.

Application Screening Email Template

Download our application screening email template and start using it straight away.

Application Screening Email Example:

[Applicant Name] ,

Thank you for taking the time to apply for our [title] position. Below is a small test we would like you to tackle which should take no more than 20 minutes. This will help us to understand the way you work and also give us some insight into your skills.

• Why did you decide to apply for this job?
• What, in your opinion, is the most important task for this job? Why?
• List the steps you would normally take to do this task correctly.
• What would you do to make your work stand out from the rest?
• Can you give me some examples of how you've done this job in the past, and the results you've gotten? Any numbers would be great.

[Your Title]

Employee Onboarding Process

How do you respond to a job application email?

You thank the applicant for applying in an email that also contains a few screening questions to judge the applicant's level of interest.

How do you acknowledge receipt for a job application?

Also known as an application acknowledgment email, a "thank you for applying" email is a courteous way to thank candidates for their application and can provide further details about interview dates and times.

Should I use a thank you for applying auto response?

Yes, we think so. An acknowledgment gives applicants a good impression of your company. It can also save you from having to follow up with emails asking when applicants can expect to hear back, and checking to see if you received their resume.

Should my company use the thank you for applying email for screening?

We recommend that any company should use a screening email, with one caveat. You'll want to write a really solid job posting that gets potential applicants excited about the job.

How do you end a thank you email?

You can choose to provide details about the interview process and when the candidate can expect to hear from HR, should they pass the screening stage. Alternately, just sign off with your name.

Related Articles:

Employee termination letter, the hiring process, new employee announcement email template, job application follow-up email, thank you email after a phone interview.

Applicant acknowledgement email: Templates

In the hiring game, prompt and clear communication is everything. From your candidate’s perspective, it can make or break their perception of you and your reputation as an employer.

That’s why it’s important to send applicant acknowledgement emails soon after a candidate has applied for a job. There are multiple ways you can go about writing these messages but no matter what you choose, a templated response will ensure you communicate the right details and that you don’t let candidate applications fall through the cracks.

Read on for tips on how to write a job application response email, and templates you can copy and paste into your hiring software or email client right now. Plus, we’ll go over how to automate your entire application response process. 👇

What is an applicant acknowledgement email & why should you write one?

An applicant acknowledgment email or a “thank you for applying” email is a message hiring managers and recruiters send to candidates to inform them that they’ve received their application and to let them know the status, including the next steps. The application might include a résumé and cover letter and/or answers to the job application form .

An applicant acknowledgement email has a few functions. For one, it communicates where the candidate is in the various stages of the hiring process and if they’ll be moving forward with your company or not.

For example, if a candidate lacks the must-have, non-negotiables in the job description — like a driver’s license for a delivery driver job — you would want to send an applicant acknowledgment email to thank them for applying and let them know you won’t be moving forward with their application. In cases where you would like to move the candidate to the job interview stage, you can also use the “thank you for applying” email to inform them of this.

So, why write an applicant acknowledgement email anyway?

First and foremost, timely communication during the hiring process is the backbone of a positive and memorable candidate experience (we know you wouldn’t be here if you disagree! 😉). Candidates deserve to know that once they’ve taken time to apply to your job opening their application hasn’t gotten lost in the process – and no one likes to be ghosted. Receiving a job application response email shows candidates that your hiring process is organized and that they’re not just a number in your search for a new teammate.

Applying for jobs can be stressful — especially if a candidate has been on the hunt for a while. A simple acknowledgement email can go a long way for a concerned candidate and it gives them peace of mind during their job search.

<div class="inpage-callout-container"><p class="inpage-banner-text">💡 Remember: Strong communication with candidates is more important than ever in today’s tricky job market. Unfortunately, we’re living in a time when candidates are constantly being left in the dust. But when you use kind, respectful and thoughtful communication techniques from the very start of your hiring process (like sending applicant acknowledgment emails), your company is sure to stand out amongst the stiff competition. ✨</p></div>

“Thank you for applying” email templates:

Simple job application response email template.

If you simply want to let candidates know that you’ve received their application and will be in touch soon, use this email template:

Subject line: Thank you for your application at [Company Name] / Your application at [Company Name] Hi [Applicant's Name], Thank you for taking the time to apply for the [Job Title] position at [Company Name]. We appreciate your interest in joining the team and the effort you put into submitting your application with us. Our hiring team is thoroughly reviewing all submissions and are planning to schedule interviews [mention the timeframe]. Please rest assured that we will notify all applicants of their application status and whether they are selected for an interview or not. We genuinely value your interest in joining our team and want to ensure a fair and transparent hiring process for everyone. Thank you once again for taking the time to apply to this role at [Company Name]! Kind regards, [Your Name] [Your Email Signature] ‍

Applicant acknowledgement email template for an accepted candidate

If you’d like to proceed with a candidate’s application and bring them through to the next stage of your hiring process, here’s an email template you can use to do just that:

Subject line: Thank you for your application at [Company Name] / Your application at [Company Name] Hi [Applicant's Name], We were very pleased to receive your application for the [Job Title] position at [Company Name] and we're eager to learn more about you. We’d like to invite you for an interview to discuss your experience, career goals, our company, and explore how this might be a mutual fit. We’ll be sending you an interview invitation [share timeframe] with various dates and times so please keep an eye on your inbox for an email from us. Congratulations on making it to the next stage! We're looking forward to meeting you and learning more about your unique skills and experiences. Best regards, [Your Name] [Your Email Signature] ‍

📣 Use one of our interview invitation templates to invite the candidates of your choice to the next round of your recruitment process.

Job application response sample email template for a rejected candidate

Not every applicant is going to get an interview at your company. After reviewing applications, you’ll want to send an email to the candidates you won’t be moving forward with. Here’s an email template to help communicate the message in a thoughtful and professional way:

Subject line: Your application at [Company Name] Hi [Applicant's Name], First and foremost, we want to express our gratitude to you for taking the time to apply for the [Job Title] position at [Company Name]. We sincerely appreciate your interest in joining our team. After careful consideration, we have decided to move forward with other candidates who more closely match the requirements and qualifications we’re seeking for this role. Please know that our decision was not easy as we received many impressive applications, including your own. We value your skills and experience, and we encourage you to keep an eye out for future opportunities with [Company Name]. We would love to keep your application on file for future jobs that may be suitable for you at our company. If you would prefer that we delete your contact information and application, please let us know. We wish you all the best and thank you again for your application and interest in [Company Name]. Kind regards, [Your Name] [Your Email Signature] ‍

📣 Need more candidate rejection messaging? Check out these professional and thoughtful candidate rejection email templates to help soften the blow.

4 steps to write an application acknowledgement email/letter

When thanking job candidates for applying to an open position at your company, follow these steps to knock it out of the park:

1. Thank your candidate for taking the time to apply

Applying to a job is no small feat. It takes time out of a candidate’s day and a lot of effort to make sure their application captures your attention. Each time you get an application, remember the person on the other end. A great way to show your appreciation for an application is to thank the candidate at the beginning of the acknowledgment email.

<div class="inpage-callout-container"><p class="inpage-banner-text"> 💡 Pro Tip: We’d always recommend using applicant tracking software to send and automate your candidate thank you email process. It ensures that you respond to candidates in a timely manner and it provides them with clarity on the hiring process. Automating this means that you won’t leave any candidates or job applications behind!</p></div>

2. Remind them of the role they applied for and the information they shared

In the subject line or body text of the email, include the role the candidate applied for. This makes the experience for the candidate more personalized and it also is helpful for candidates who may have applied for multiple open roles.

If you used a job application form as part of your application process, hiring software like Homerun allows you to also include the candidate’s application answers in the email. This is really handy because when candidates prepare for interviews, they need to know what they said in their answers. Not all application forms will save and send candidates their responses (for example, you can’t expect this from a Google Form).

📣 MORE: Recruiting email templates to simplify your candidate communications

3. Inform the candidate of their application status

This part of the applicant acknowledgement email depends on how your team decides to approach this type of communication with job candidates. You may want to thank the candidate for applying and mention that you’ll get back to them with the next steps in x days while you review their candidacy. If you can give them a rough timeline, that’s great! You can also choose to let them know you’d like to move forward with them or that you’re no longer considering their application for the job.

If you’ve come to the decision that you won’t be moving forward with a candidate, we’d recommend providing some more context in your email. Let them know why you won’t be conducting a job interview with them or hiring them in a kind and professional way. This transparency informs the candidate’s experience with your company, it helps in their job search and it boosts your company's reputation in the long run.

4. Sign off on an appreciative note

As you would with any email, end your thank you for applying email on a professional and appreciative note. Thank them again for their interest in the role and for taking the time to apply — it’s no easy feat submitting job applications after all. Depending on the rest of the email, you can even suggest they keep an eye on future positions at your company.

Automating your applicant acknowledgement emails

Replying to every single application you receive for an open role is not only time-consuming, but it can be pretty tedious work too! Templates are fantastic for speeding up this process and ensuring that every single candidate who applies has the same, pleasant candidate experience with your company.

Want to take it a step further? Using hiring software to automate applicant acknowledgement emails is a game changer. Automation simplifies updates and follow-ups and centralizes applicant information for better collaboration within your hiring team. With an ATS for small businesses that automates your candidate emails, you can:

• ⏳ Save time and effort for hiring teams: No more manual email composition – the software generates personalized emails instantly, allowing hiring managers and recruiters to focus on more important tasks.
• 📩 Ensure consistent and professional communication: With predefined templates, every applicant receives a polished acknowledgement email, helping you maintain a positive employer brand and deliver a seamless experience for candidates.
• 🥳 Enhance the candidate experience: Prompt acknowledgements show that candidates’ time and effort are valued, even if they don't move further in the hiring process. It leaves a positive impression and reflects your company's clear and timely communication standards.

Add any of these applicant acknowledgement email templates to Homerun’s hiring software and streamline your candidate communications.

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Find out how homerun can help you organize your hiring workflow., related articles, 50 application questions to find the right candidate for every job, a guide to applicant tracking systems (atss) for small businesses [2024], new to hiring start here, our newsletter.

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About Homerun

Thank You for Responding to My Job Application Guide

This guide will help you write an email after receiving a response to a job application.

How you respond will be dependent on the response you received:

• An interview is being scheduled
• You will not be interviewed
• or there is currently not an open position.

Tip #1:  If you receive an email response immediately after submitting sending your email, it’s very likely an auto-response. I suggest waiting until you get a reply that wasn’t automatically generated before you reply.

Tip #2:  If you are contacted by email to set up an interview, thank the person for choosing you and confirm that the date and time of the meeting works for you. If they give you multiple options, be sure to include the date and time that works best for you.

Tip #3: When you receive a rejection email, you can still respond with a short thank you note.

Regardless of the situation (interview or not), your note can be short, as the main goal is to say thank you and confirm any details.

The example messages below are split into sections for when you are offered an interview, declined for an interview, or when the response is that the position has been filled.

Responding when an interview is set up

Here are a few examples of how you can respond when the company wants to interview you.

• Thank you! I am excited to come in for an interview and will see you on [Date] at [Time]. I am looking forward to meeting you and your team.
• Thank you for your interest in me. I will look forward to meeting you on [Date].
• I can come in for an interview at [time] on [date]. Please let me know if you have any questions before then. Thanks in advance for setting aside time to meet with me.
• Thanks for granting me an interview! I will expect your call at 10:00 AM next Monday for the phone interview.
• Thank you for the interview! I will see you next [Day] at [Time]. If you have any questions for me before then, please feel free to call or email me!

Responding when you are not granted an interview 

Here are a few examples of how you can respond when the company doesn’t want to interview you.

Tip #1:  Being gracious when you are rejected for a position is a good idea. You never know when you might want to apply again or cross paths with someone you interacted with at a different business.

• Thank you for letting me know that I am not in the running for the position. I appreciate that you reviewed my resume. I look forward to applying to other openings in the future.
• I appreciate that you let me know! I will stop sending follow-up emails regarding this position. Have a great day!
• Thank you for taking the time to let me know that I am not being considered for the position. If there is another position that is open and is a fit for my skills, I would appreciate being considered for that position as well.
• Thank you again for considering me. I am grateful that you let me know that I’m no longer in the running. I will move on with my job search.
• Thank you for responding and notifying me that I will not be granted an interview.

Responding when there is not an open position 

Sometimes a company isn’t able to interview you now, but they are willing to keep your resume on file for future open positions.

• Thank you for replying to my inquiry about [topic/situation/etc.]. I am sorry to hear that the position has already been filled. Thank you for letting me know!
• Thank you for taking the time to let me know that you are not currently hiring. Is it okay if I follow up again in 6 months?
• Thanks for letting me know there is not an open position at this time. I appreciate the response and will keep an eye on your website for future openings as [company name] seems like a wonderful place work from what my friends that work there have shared.
• I appreciate your response to let me know that you do not have an open position that fits my resume.
• I am sorry to hear that they are not currently any open positions. Thanks for the response.

Related Posts:

• Thank You Email (or Note) After Interview Examples
• Thank You For Your Response Email Messages

Author: Heidi Bender

Title: writer, expertise: thank you notes.

Heidi Bender is a writer and author who founded Tons of Thanks. She aims to help people write thank-you notes by providing examples and tips. She is the author of She is the author of A Modern Guide to Writing Thank-You Notes.

How to Follow Up on a Job Application (Phone and Email Samples)

By Jennifer Parris , FlexJobs Career Writer

There’s nothing like reading a job listing and feeling that this could be the perfect job for you. So, you apply to the position, send a thank-you email …and then it’s crickets.

Unfortunately, this can (and does) happen a whole lot when you’re job searching. The hiring process can drag on for weeks (and sometimes months). If you really want to know if you’re in the running for the job, you should follow up on your job application.

Of course, you want to follow up without coming across as pushy during a time when many hiring managers already have their hands full. But there are steps you can take to follow up on your job application without ruining your chances of landing a new job.

When to Follow Up on a Job Application

Before you fire off an email or take time to call, double-check and make sure that following up is the right thing to do.

— Reread the Listing

Before you do anything, give the job description a thorough reread. FlexJobs career expert Toni Frana offers this advice: “Pay attention to dates or timelines that may be included in the posting. In the job posting, a company may mention when the application window closes . Once you apply, you wouldn’t want to follow up prior to that date. Instead, use the opportunity to keep applying for other positions !”

— Be Respectful

In some scenarios, the job listing might state that applicants not call or email for their status. If that’s the case, you should abide by the employer’s wishes and refrain from reaching out. Although it can be frustrating to wait it out, you shouldn’t follow up—even though you really want to. If you ignore the request, the recruiter will think you either did not read the job listing carefully or that you don’t follow directions well.

— Time It Right

How long should you wait to call after submitting a job application? While you might want to follow up on a job application just a few days after submitting it, you should probably wait a little longer.

Frana suggests, “Unless the job posting specifically states the application closing window, in which case that gives you a target date for follow-up, waiting about a week or two before following up on applications is a good rule of thumb . In general, this gives the hiring team enough time on their end to review received applications.”

— Pick the Right Day

If there are two days to avoid following up with someone, they are Mondays and Fridays. Monday is often a busy transition day as people move back into work mode. As for Friday, if the person doesn’t see your email, it may get buried under a weekend’s worth of emails. Ideally, stick with Tuesday through Thursday for following up on job applications.

— Use Your Connections

Maybe your former colleague (or your Aunt Marty) is friends with one of the execs at the new company you want to work for. Go through your business and personal contacts to see if you know anyone who can help you get your foot in the door —or get your resume placed at the head of the pile. Explain the role that you’re looking to get and everything that qualifies you for the job, such as your education, skill set, and work experience. But don’t stop there—be sure to offer your assistance to the person too. That way, they might be more amenable to helping you as well.

You can also use online networking tools like LinkedIn to see if you have anyone in your network who might have a connection to the company you’d like to work for. If you do, you can always reach out and see if that person has some inside intel on the job. Depending on your relationship with the person, you might be able to ask for a recommendation or for the person to put in a good word for you.

Tips for Following Up on a Job Application

Once you’ve established you can and should follow up, make sure you’re following up on your job application the right way.

— Be Professional

Just because you sent in your application or spoke with the hiring manager doesn’t mean that you’re bosom buddies. Being overly personal or casual is a mistake . Recruiters and hiring managers are friendly, and it is their job to talk to several people about a position. They don’t, however, have time to become personal friends with everyone they interview. Even if your initial interaction was excellent, be professional and respect personal boundaries when following up on job applications.

— Find the Right Email Address

If you reach out by email, if at all possible you’ll want to send your email directly to the hiring manager—rather than to a general “[email protected]” email address—when following up on job applications. If you’re lucky, the address will be posted on the original job listing, but if not, finding the email may require a bit more detective work .

Try navigating to the company’s page on LinkedIn and clicking on “People.” From here, you can search for the hiring manager (or someone with a comparable title if you’re not sure of the name) and see if they have their email address on their profile.

It’s a good idea to know what you’re going to say before following up on a job application. So, whether you opt to call the hiring manager, draft an email, or send a LinkedIn message, try to keep your contact as brief as possible.

“It’s important to keep your correspondence short, as hiring managers and recruiters are likely receiving emails and notes from dozens of other candidates as well, so brevity is key. Your email or note should express two key things: your continued interest in the job and a question about when candidates can expect to hear about next steps ,” says Frana.

— Ask a Follow-Up Question

Sure, you really just want to find out if you got the gig or not. But to justify your follow up, you might want to pose a question to the employer. If they’re still receiving applications, you can ask when they expect to start narrowing down their decisions and when interviews will begin. This can give you a guideline of when you can expect to hear back.

— Get Social

Jump on the social media bandwagon and “like” the company’s Facebook page and follow their Twitter feed. “In today’s job market, companies want to find an employee with the right professional skill set and someone who fits in with the company culture. Showing and expressing interest in the company can be done by engaging with them on social media . Follow the company page on LinkedIn and other platforms. Like and comment on their posts as this shows the team you are enthused about what they are doing,” suggests Frana.

— Let Them Know You’re in Demand

If the company has expressed interest in you as a candidate for the job, but you haven’t heard anything since that initial contact, you can try to speed up the process by letting them know that other companies are interested in you — if and only if that’s true.

“If you do have other companies interested in you, but you are interested in a particular position, you can think about letting them know you’re in demand. Simply stating in your job application follow-up email that you continue to be very interested in the position but are also exploring other opportunities can be a gentle way to nudge a company along,” says Frana.

Don’t use any sort of threatening language, and be careful that you don’t come off as egotistical. But subtly letting them know you’re in demand can be a smart tactic, as it may encourage companies to look at you more seriously and move things along in the process.

How to Write a Follow-Up Email After Your Job Application (Sample)

If you’ve applied for a job and haven’t heard back after two weeks, it’s OK to send a professional follow-up email inquiring about the status of your application. Use this sample email message as a guide to draft your own job application follow-up email.

— Sample Job Application Follow-Up Email

Subject : Following Up on Marketing Coordinator Application

Hello/Dear/Good Morning/Afternoon Ms. Harper,

I’m writing to follow up on the application I submitted May 7th for the Marketing Coordinator position with [company name] and to reiterate how interested I am in talking to the hiring team about this particular position.

As was mentioned in the job description, you’re in need of a proactive self-starter with great communication skills, and I hope this follow-up serves as evidence of both. I also bring three years of related experience in marketing, and I’m truly excited about the work being done at [company name]. It would be my pleasure to assist the marketing team in their efforts.

Thank you for taking the time to review my application. I know the time and effort that takes. I look forward to hearing from you!

Best wishes,

[Your Name]

How to Follow Up on Your Job Application by Phone (Examples)

If you haven’t heard back about your job application after two weeks, it’s perfectly acceptable to call the hiring manager—unless the listing states otherwise. You’ll need a different strategy if someone picks up the phone or if you have to leave a voicemail.

— What to Say When Following Up on a Job Application (Example)

Hello, this is [name], and I’m an applicant for [position].

Wait for a response. Follow their lead, but it may be appropriate to say something like this next:

I wanted to make sure you received the application and see if there’s any additional information I can provide. I don’t want to interrupt or take up too much time though!

Then, let them respond—they’ll let you know if they have time to talk. If you choose this route, be prepared with two to three short, specific questions or points of conversation. Be brief, thank them for their time, and follow their lead on the conversation.

If they say that they’re in the preliminary stages of vetting candidates and going through applications, you can ask if they know a timeline of when they’ll be in touch with candidates. If you don’t receive a phone call or an email during the time period specified, you are probably not a contender for the position.

— What to Say in a Voicemail Message to Follow Up on a Job Application (Example)

Hello, this is [name]. I’m following up on the application I submitted on [date] for [position]. I wanted to reiterate my interest in the role and tell you I’m more than happy to clarify or expand on any of the info I sent. If you’d like to call me back, my number is __________. Thank you so much for your time, and have a great day!

However, if you happen to reach a person, you’ll want to take advantage of the opportunity without being pushy. Remember, be brief and professional.

Follow Up on Your Job Application and Find Out

While you may feel like you’re bothersome, knowing how to follow up on a job application could be the difference between getting interviews and not making any progress. Following up is an expected part of the application process, so be proactive about getting the job you want! Know where to look based on your wants and needs. For example, if you want work flexibility, there are many work-from-home jobs and part-time, remote jobs that need candidates like you.

Navigating a job search can be a vexing process, and sometimes everyone can use a little extra help.

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• Highest Quality Remote & Flexible Jobs
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• And so much more…

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Email template – thank you for your application!

• Email template –...

Do you send a reply to candidates informing them that you’ve received their application? Or are they left in the dark until a standard rejection arrived, telling them that the position has been filled by someone else.

When you recruit using an ATS (Application Tracking System) feedback or confirmation doesn’t take long, and it leaves a lasting positive impression on candidates.

Feedback or confirmation are important to keep in mind for a good candidate experience, and you are welcome to use this template as a guide to get started.

When was the last time you applied at your own company?

How would you like to be treated when you apply for a job? To live in uncertainty whether the application was received? To not hear anything at all from the company until a month later when you see a new email in your inbox with the rather dull wording “Thank you for your application. The position has been filled.” as the only, and final, communication.

No matter if your company struggles with large volumes of applicants, or search to find any at all, it is important that each and every candidate feels well treated. Contact, feedback or a simple confirmation of submitted application will influence how the candidate feels about you as a potential employer. In turn, it may also affect your employer brand, reputation and in the long haul if other candidates will choose to apply at your company.

creating a better candidate experience has to do with how you communicate with candidates and potential applicants.Confirming that the application has been received, even if it’s a simple auto reply, is the most basic step towards creating good rapport with the candidates. And with that, a better candidate experience.

Replying to candidates

In the confirmation email you should include:

• The name of the applicant (if possible) and what position they’ve applied for
• Let them know that their application has been received
• Explain the recruiting process
• Will interviews be conducted at any specific dates?
• How long is the recruitment expected to take?
• When and how till candidates know if they’ve not made it through to the next round?
• Contact information to the recruiter in charge in case the candidate has any questions
• Try expressing the company’s culture or personality
• Links to social media
• Write with a tone representative of your organization

Save time using automated responses and templates

Are you in the early stages of the recruitment it’s quite alright to use a general template. Later stages of the recruitment should be more personalized and preferably contain feedback from the interview.

Depending on how many candidates have applied you can either create a very general template where you can basically send out an auto reply as is, or a bit more personalized version with the candidate’s name.

Hint! Recruiting software can be a huge help for sending out personalized automated emails.

Email template thanking for the application

Subject: Your application to [ Company name ]

Hello [ candidate’s name ],

We’re received your application for the position of [ title ]. [ Short description of the recruitment process ]. You can read more about us on our company career page [ link to career page ] or follow us on social media on Facebook [ link to company Facebook page ] and Instagram [ link to company Instagram page ] to get the latest updates.

If you’ve got any questions you’re welcome to contact me at [ telephone number and/or email address ].

Regards, [ Your name Email signature and contact information

Personalized email templates for a bit of inspiration

Show a bit of personality! Just as companies use logos and colors to express their brand, written text and choice of words show company character and personality. Customize the email template with words, expressions and explanations that suit the tone of your business.

A few inspirational examples:

Informal and personal tone for applications to a specific position:

Hi [ candidate’s name ]! We’re thrilled that you’d like to join us here at [ company ]. We’ve now got your application that you sent us about [ position ] and since we have a look through applications as they come in, we’ll be in touch next week if we’d like to meet you for an interview. Unfortunately, days are short and applicants are many so we won’t have time to meet everyone. If don’t feel we’re a match [ name of recruiter ] will let you know by email. Keep in touch on Instagram and Snapchat!

Formal tone for anyone who’s applied for a specific position: 

Hello. This is a confirmation that we have received your application. You have applied for the position of [ title ]. The last date of application is [ last date of application ] after which we will start going through all applications. We will let all applicants know if they are put through to the interviewing round or not. More information about our recruitment process is available at this page [ link to career page ]. Thank you for your application, and have a nice day.

General confirmation for any application:

Hello! We always look forward to go through applications of great people who’d like to work with us at [ company ]. Thank you for applying for a position with us, and here’s a confirmation that we received your application. One of our recruiters will contact you shortly to let you know about the status of your application.

A template will help you, and so will this checklist

Figuring out good email templates to send to candidates throughout the entire recruitment process is an excellent way to improve the candidate experience. Another crucial piece in attracting talent and ensuring a positive impression of your company is the job ad itself.

Download this free checklist for checking your job ads to make sure that you've remembered to include all the information applicants want to know before applying.

With recruitment as his main topic he has been writing numerous articles the last couple of years - on everything from trends and employer branding to digitalization of recruitment and optimizing the processes.

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How To Respond To A Recruiter Email (With Examples)

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Find a Job You Really Want In

Responding to a recruiter email is your first opportunity to make a good impression. Whether you’re interested in the position or not, it’s always a good idea to respond to recruiters quickly and politely. In any case, being approached by a recruiter is a good sign that you’re doing something right.

If you’re wondering how to respond to a job opportunity email, this article will cover exactly how to reply and provide example emails for every situation.

Key Takeaways:

Be polite, professional , and concisely answer the recruiter’s questions.

Clearly indicate whether you’re interested in the position or not.

If you are getting generalized recruiter emails to jobs you didn’t apply to, make sure they aren’t spam before applying.

Samples of how to respond to a recruiter email

Email samples of how to reply to recruiter questions, tips for how to respond to a recruiter email, how to respond to generalized recruiter messages, how to respond to recruiter emails after application submission, responding to a recruiter email faq, final thoughts, expert opinion.

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How you respond to a recruiter email depends on how interested you are in the specific role, the company, or changing jobs at all. Luckily, we have email examples of how to respond to a recruiter, regardless of your situation:

How to reply to show you are interested in the job sample

If you know that you’re interested in at least learning more about the job, you should express enthusiasm, confirm your interest, and start setting up a time for an initial interview.

Dear Mrs. Henderson, Thank you for contacting me about this opportunity. It seems like a great position that aligns with my career goals, and I’d like to hear more about it. I’m guessing you saw that I have 7 years of experience working in marketing. I’ve been learning new SEO techniques through a self-taught course and implementing them in my current job as Marketing Director at XYZ Corp. When would be a good time to schedule a conversation about this job opportunity? I’d love to learn more about the position and how my qualifications and experience could be an asset to ABC Inc. I’m available to talk by phone any time after 3 pm from Monday-Friday. I look forward to our conversation. Sincerely, Bill Dancer

How to reply if you are open to the right opportunity

If you’re happy with your current job and weren’t actively searching for one, but you’re still intrigued by the offer, you should be upfront about your situation. Let them know you’d be interested in chatting, but tamp down their expectations that you’d settle for anything less than something perfect for you.

Dear Mrs. Green, Thanks for reaching out! I’m happy with my current job at XYZ Inc. and have not been actively looking to change jobs. That said, I’m always glad to talk about how AI is being integrated into mechanical engineering, and if the role sounds like a good fit for my background, I’ll give it more consideration. I’m available for a quick call any weekday after 4 pm at 555-333-2222 if you’d like to chat. Thanks again! John Byrde

How to reply if you’re not interested in the job but are interested in the company

Sometimes, you’ll get an intriguing proposition from a recruiter out of the blue. But the new job they’re pitching isn’t exactly in line with your career goals . There’s a chance that you could use this email as an opportunity to learn more about other roles that suit your interests better.

First, research what other job openings the company has to see if you have the qualifications for them. You can even get together a resume and cover letter to send along with your response email (tailored for the job you want).

Dear Ms. Smith, I appreciate you contacting me about this opportunity to work in sales for The Amazing Company. While I am in the middle of a job search , this role as a Sales Associate isn’t quite what I was looking for. That said, The Amazing Company is a place I’d love to work. I have 6 years of sales experience and have exceeded quotas at my current job by over 20% each quarter. In the last year, I’ve brought my company $1.5 million in sales, so I was hoping to interview for a Sales Director position at The Amazing Company. I’ve attached my resume and a cover letter for the position and would love to speak more about possible positions. I believe my sales experience and proven track record of excellence could be a real asset to The Amazing Company. Thanks again for your interest. Best wishes, Allison Daly

Example answers of how to respond to a recruiter email if you’re not interested

When you’re 100% not interested in the position, whether because you just landed a new job, the position/company sounds like a bad fit for you, or you’re just not interested in any new job at the moment, your reply should include a clear but polite “no” that still expresses gratitude for the offer.

Thank you for contacting me about my application to (company). Unfortunately, I have already accepted another position and am no longer an active job seeker. I deeply appreciate your time in reaching out to me.

Thank you for contacting me about this exciting opportunity at (company). At this time, I am not seeking employment, but I appreciate your interest.

A recruiter will generally ask you two different types of questions: logistical questions to plan out a meeting to go over your application or informational questions to add certain details to your resume . Sometimes, questions may be industry-specific, like a practice test or proficiency test on skills related to the job position.

Here are a few common questions recruiters will ask via email and sample answers of how to respond:

“Are there any details you’d like to add to your application?”

Thank you for contacting me about my application. I have attached examples of my previous work related to (industry or job title), as well as links to (websites, LinkedIn, etc.) for you. If you have any questions or would like to set up a time to chat, please let me know.

“Could you send another copy of your resume?”

Thank you for contacting me about my application. I have included a copy of my resume for you. Please let me know if you need anything else for my application to the (job title) position. I look forward to hearing more from you about this opportunity soon.

“When are you available to interview?”

Thank you for reaching out to me about my application to (job title/ company). I am excited to speak more with you about this opportunity. I am available (dates and times). Let me know your meeting preference.

“Would you be available for a second interview soon?”

I greatly appreciate speaking with you last (first interview time) and would love to discuss this opportunity further with you soon. I am available (dates and times). Let me know what time works best for you.

“Do you have time to answer a few quick questions over the phone?”

Thank you for reaching out to me about my application to (job title/ company). I would love to speak with you more about my application and answer any questions you might have. I am available (dates and times). Let me know what works best for you.

“When would you be available to take a proficiency test?”

Thank you for contacting me about my application to (job title/ company). I would be happy to complete any proficiency tests needed. I am available (dates and times). Please let me know if my availability works for testing.

The best way to respond to a recruiter email depends on your specific situation, but some rules always hold true. Regardless of whether you’re interested in the position, it always pays to be polite and professional, and having a positive relationship with a recruiter is never going to hurt you in a future job search.

With that in mind, here are some tips on how to respond to a recruiter email:

Make your first impression count. Your first impression may have been the resume and cover letter you submitted to get the recruiter interested in you, but this response is your first chance to set up a positive interaction with an interviewer .

Respond quickly. In the interest of first impressions, it’s good to respond quickly to all recruiter emails (the serious ones, anyway). You’ll seem enthusiastic about the opportunity, not desperate.

Working directly with a recruiter is an advantage. When finding a job, the hard part is getting in contact with the right people. Once you have this line of communication open, it’s your chance to stand out as a candidate. Learning how to communicate with recruiters and hiring managers effectively will open the door to more job offers .

Avoid slang, emojis, and errors. Keep your email professional. Avoid slang terms and off-putting greetings like “hey.” Also, proofread your email before responding to ensure there are no typos or errors.

You’ve signed up for newsletters and email lists for job sites, and suddenly you are receiving recruiter messages that look like they’ve been sent out to a thousand candidates. You are probably asking yourself, “ Are these real job opportunities ? And if so, are they worth pursuing?”

Sometimes these types of emails can be spam, but a quick Google search or LinkedIn search will give you a lot of answers about the legitimacy of the company that’s contacting you. If the company seems real and has some reviews on Zippia or another company review site, then you can probably assume that the job position is real.

Sometimes the recruiter isn’t for a specific company, but a few companies. Look up the recruiter on LinkedIn first to see if they have a profile. You can also ask follow-up questions about them if you decide to respond.

In this scenario, you’ve applied for a specific job , and now you’ve been contacted about your application to begin the next steps. It might seem scary, but it’s great news. Every time you have a chance to speak more with a recruiter, you have the chance to solidify their impression of you as a great job candidate.

However, try to keep the conversation to the scheduled times set by the recruiter. If the recruiter is asking you if you have time to hop on a call to discuss your resume , use the email response to lock-down time to talk to do so versus talking about how great your resume is in the email.

If the recruiter is asking for more details about you, you can answer via email, but offer up options to continue the conversation in a call if they’d be interested.

Generally, the first times you communicate with a recruiter don’t need to be novels. They are usually logistical correspondences so that you can get to the great conversations face to face or over a phone interview .

How quickly should you respond to a recruiter?

You should try to respond to a recruiter in one or two days. You should try to replay as soon as possible, keeping in mind that emails sent over the weekend don’t really need to be replied to until Monday.

How do you greet a recruiter in an email?

You should use a professional greeting like “Hello” when communicating with a recruiter in an email. While the field or industry you work in may have different standards, when you communicate with a recruiter, you should greet them professionally but not over the top. Avoid informal “Hi” and “Hey” and also the overly formal “To Whom It May Concern.”

Should I reply to every email from recruiters?

No, you don’t have to respond to every recruiter email, but the more you respond to the better chance that you will have of getting a job. Responding quickly shows your interest and is the first impression that a recruiter has of you. This is the first form of communication that you will have with the company, so it’s best to respond if you are interested.

Should I send a thank-you to a recruiter email?

Yes, you should send a recruiter a thank you email, especially if you end up meeting for an interview. This shows your gratitude and appreciation. This will also leave a lasting impression on the recruiter and interviewer.

How do you respond to a recruiter email for an interview?

You should respond to a recruiter email for an interview with enthusiasm, gratitude, and a clear indication of your availability. For example, you could respond to a recruiter email for an interview with something like:

Thank you for the invitation to interview for the (job title) position. I scheduled the interview for 10:00 am on Wednesday. Please let me know if you need any additional details from me. I look forward to chatting!

Responding to recruiters can be a scary experience: you are so excited that you’ve finally made it to the next step but you don’t want to mess it up. Luckily, there are common questions recruiters ask when planning the next steps in the job hiring process and we’ve come up with some examples to help you craft great responses.

Now that you’re a recruiter response pro, get back to your inbox, fire away some replies, and get one step closer to your dream job.

Careersherpa – How to Respond to an Interview Request

How To Respond To A Recruiter Email

Alfred Mariani CEO Resumes ETC.

When exploring career opportunities, never put all of your eggs in one basket. Although working with recruiters is a good idea, you must keep in mind that recruiters are working with many job candidates and you are just one of the many they are trying to market. The best approach is to maximize your exposure by working with several recruiters, posting your resume online, applying for jobs online and creating a powerful LinkedIn profile. The more people that know you exist, the more interviews you will receive. Your resume should also be keyworded in order to achieve a better outcome with ATS tracking systems which will also increase your interview rate.

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Heidi Cope is a former writer for the Zippia Career Advice blog. Her writing focused primarily on Zippia's suite of rankings and general career advice. After leaving Zippia, Heidi joined The Mighty as a writer and editor, among other positions. She received her BS from UNC Charlotte in German Studies.

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How to Respond to an Interview Request (Email Samples)

By Biron Clark

Published: October 31, 2023

Applying for Jobs

Biron Clark

Writer & Career Coach

Nothing beats the feeling of getting an interview invitation, but don’t rush to respond just yet. You need to make sure you reply correctly with clear availability to secure the interview. 

So in this article, I’m going to walk you through how to respond to an interview request from a recruiter or hiring manager with multiple sample emails you can use right away.

I’ll also share the top mistakes you need to avoid, so make sure to read until the end.

How to Reply to an Interview Invitation with Availability

The best way to reply to an interview request is to thank the employer, confirm your interest in having an interview, and then share your specific availability.

Then, end the email by telling them that you look forward to speaking. Also, if you’re replying to a phone interview request, then provide the best phone number for them to reach you. If they invited you to a video interview instead of a phone interview, then ask which video platform they plan on using (if they didn’t already specify). That way, you can familiarize yourself and prepare. If it’s Skype , you can provide your ID. If it’s going to be a Zoom interview , they’ll set up a meeting and provide a link.

Note that if you’re job searching while unemployed and are available at practically any time, it can look better to provide a couple of specific timeslots.  For example, if your schedule is wide open, you could reply to the employer with this availability:

Tuesday – Wednesday, 11:00 am – 5:00 pm Eastern Time

Thursday – Friday, 8:00 am – 3:00 pm Eastern Time

I’m not suggesting that you make it overly complicated when responding to an interview request. You want to make it easy for the employer to schedule your interview when you reply to an interview request. I’m just suggesting that it may not look great to say, “I’m free all week. Just pick a time.” As an optional step, I also like to add a line that says, “If these days and times don’t work, please let me know and I’ll shift my schedule to find another time.” This is how you accept an interview professionally. Also, make sure to specify the time zone when you reply with your availability to interview, just like in the examples above. If you don’t specify the time zone, the interview date and time can get mixed up, which could slow the interview process. Even if you’re interviewing for a local job, if the company has offices elsewhere, you might be having a phone interview with someone in a different time zone.

I’ll share full examples of how to write an email to reply with interview availability next, so don’t worry if you still aren’t sure how to write a full interview invitation email response.

Watch: How to Respond to an Interview Request

How to respond to an interview request: email samples, email sample 1: responding to accept a phone interview request.

If you’ve applied for a job and the hiring manager or HR department has responded to your job application and invited you for a phone interview, here’s a sample template you can use to respond.

Hello NAME, Thanks for getting back to me. I’d love to have a phone interview and learn more about the position and what you’re looking for. Here is my availability this week: Tuesday – Wednesday, 11:00 am – 5:00 pm Eastern Time Thursday – Friday, 8:00 am – 3:00 pm Eastern Time The best number to reach me: 555-182-5872 If none of these times work, please let me know and I’ll be happy to come up with some other options, too. I look forward to speaking with you. Also, if you’re able to tell me who will be calling, that’d be a big help. I always like to research and prepare ahead of time! Best regards, Your Name

This is a great way of responding to an interview request because you’re avoiding back-and-forth emails for the scheduling, and you’re also finding out the person you’ll be talking to so you can prepare ahead of time !

Email Sample 2: Responding to Accept a Video Interview Request

Hello NAME, Thanks so much for getting back to me. I’d love to have a video interview and learn more about the position and what you’re looking for. Do you mind telling me which video platform we’ll be using, just so I can prepare? Here is my availability for a video interview this week: Tuesday – Wednesday, 11:00 am – 5:00 pm Eastern Time Thursday – Friday 8:00 am – 3:00 pm Eastern Time If none of these times work, please let me know and I’ll be happy to come up with some other options, too. I look forward to speaking with you. Best regards, Your Name

Email Sample 3: Accepting a Recruiter’s Invitation to Talk

If you’re contacted by a recruiter who you’ve never spoken with, then you can use the sample email to respond and express interest. Just reply to the same email address that they contacted you from.

Hello NAME, Thank you for contacting me about this role. It sounds interesting. I’d love to hear more about the position. Here is my availability to talk on the phone this week: Monday – Thursday, 7:00 am – 2:00 pm Central Time. The best number to reach me: 555-281-6872 Thanks, and I look forward to talking with you. Best regards, Your name

As mentioned earlier, include multiple days/times in terms of availability. And if they don’t already have your contact info, then include that, too. Also, make sure you have a professional-sounding voicemail recording! You don’t want employers and recruiters calling you and hearing an unprofessional voicemail that you recorded when you were in high school and forgot about!

Email Sample 4: Responding to and Accepting a Face-to-Face Interview Request

Next, if you’ve been invited to meet in person, you can use this template to set up a day and finalize everything!

Hello NAME, Thank you for getting back to me. I’d love to come in and have the interview. Is this a full-day interview? Or how many hours should I set aside? I’m available Monday – Thursday, 7:00 am – 2:00 pm Central Time. Thanks, and I look forward to hearing from you. Best regards, Your name

This is a basic structure for responding to the company, but you can also add other details/questions as needed. For example, if you want to ask for the names of the people you’ll be meeting with, or the number of people you’ll be meeting, that’s a good idea. If you need help finding the company location for a face-to-face interview, you can ask if they have instructions for arriving, too. However, I like to get the scheduling sorted out first, and then ask other questions. That’s why I kept the email template above dead-simple. Take it one step at a time, and you’ll avoid confusion and complicated emails. So I’d recommend using the sample email above, and then ask further questions once a day and time are set!

How to Confirm an Interview by Email After it’s Scheduled

Finally, if you have an interview scheduled and just want to confirm the time or make sure that it’s still happening, you can use the following template (send it to the same email address you’ve been communicating back-and-forth with for prior scheduling):

Hello NAME, I just wanted to confirm that we’re still having the interview on ___ (day) at ___ (time). Thank you, and I look forward to talking with you! Best regards, Your name

How to Decline an Interview Invitation

If you’re not interested in having an interview, you can simply send a brief email stating that you’re no longer available or not interested in this particular opportunity.

Sample email to decline an interview request/invitation:

Hi NAME, Thanks for getting back to me. I appreciate the invitation to interview. Unfortunately, I’m no longer available and will need to decline. Best of luck in filling the role, and if I think of anyone who might be a good fit, I’ll let them know about it. Best regards, Your Name

You can also offer to stay connected in the future if you’d like (if it’s a recruiter or hiring manager you think you’ll want to speak with down the road). And if you’d like to offer a reason for declining, that’s fine. But you’re not obligated. If you feel like telling them that it’s because you accepted another position, or the job isn’t quite what you’re looking for anymore, etc., then go ahead.  As seen in the email template above, you can also offer to refer a friend or colleague for the opportunity if you know someone who is qualified.

How to Change your Scheduled Interview Time

If you already accepted an interview invitation but then discover a scheduling conflict and need to request a change, don’t panic. Here’s what to do: Find the latest interview confirmation email and respond promptly by apologizing, explaining the situation, and asking politely if it’s at all possible to reschedule. Provide new times/dates of your availability to interview, too. Hiring managers understand that you have other obligations apart from the job search and hiring process, and as long as you’re polite and apologetic, they should be able to reschedule your interview. You’re unlikely to lose the interview opportunity if you are polite and suggest a few options of when you can interview next. Note that your message may be frowned upon by a potential employer if it’s extremely last-minute. For example, if your interview is tomorrow morning and you email the company at 11 pm the night before, then that’s not ideal. Still, emergencies arise, and your best shot at making a good impression if you must reschedule an interview invitation is to follow the tips above.

Email Subject Line when Responding to an Interview Invitation

Any time you receive an interview request/invitation, simply keep the subject line that the employer used and press “reply” to respond. The employer’s line will often include important details like the job and possibly the company name, and you don’t want to remove that info. This will help employers quickly identify your reply and see your availability quickly.

Questions to Ask When Responding to Interview Requests

Next, here are a couple of questions to consider asking in your email or message when using the templates above. Just put your questions at the end if you’re unsure of any of these topics: If you’re unsure of the format of the interview for the job ( phone , video , in-person, etc.), ask this when you reply. If you don’t know who you’ll be speaking to or meeting with, check this as well. Don’t worry – the templates I’m going to share coming up in the next section will help with this. And if you’re not sure of the exact opportunity you’re being considered for, ask this as well. The easiest way to do this is to simply ask for a copy of the job description. Include this line in your reply: “Is it possible for you to send me a copy of the job description ahead of time? I always like to research and prepare.”

Mistakes to Avoid When You Reply to Accept an Interview

If you read the tips above, you should know how to respond to an interview request to get an interview quickly and make a great impression at the same time. However, there are some BIG mistakes you need to avoid while doing this, so I want to make sure you know those, too… First, don’t let your interview invitation sit for too long. You should try to respond within 24-48 hours if possible. You don’t need to be checking email constantly, but don’t leave the company waiting for a week, either. Also, don’t respond without taking the time to indicate at least one day or time that would work for an interview. This is a great opportunity to demonstrate that you take initiative and are a great communicator. So I’d recommend providing multiple days/times to help them schedule the interview.

Next, always proofread your email! Having a typo or mistake in your email probably won’t cost you the interview (unless it’s a REALLY bad mistake), but it does make a poor impression. So always check your email for mistakes before sending it! Proofread from top-to-bottom, and bottom-to-top. That’s a good trick that will help you catch more errors!

And finally – the biggest mistake of all – going into the interview without preparing! It takes a lot of effort to find a good position to apply to, submit your resume and paperwork, schedule an interview, etc. Right? So don’t throw away your hard work and waste the opportunity by letting other job seekers out-prepare you! In the next section, I’ll share my best tips and resources so you can beat the competition!

Interview Scheduling Changes Happen… Don’t Panic

It’s not necessarily a bad sign if the company changes the timing of their invitation to interview. Hiring managers and recruiters have busy schedules and sometimes mini-emergencies happen. So if they do request a change, just do your best to find a new time that’ll work. However, don’t be afraid to say what works for YOU, too. It’s completely fine to say, “Thanks for letting me know about the scheduling conflict today. That’s no problem. Unfortunately, the new time you suggested for Monday won’t work for me. Could we do something from 3 pm – 5 pm Monday, or 12 pm – 5 pm Tuesday?” If a certain day or time doesn’t work for you, don’t be afraid to say so.

After Scheduling Your Interview: Get Ready to Impress

After you’ve set up a time to go on your interview, here are steps to help you prepare: First, research the company . Practice the common questions that employers ask , too. Also, work on your body language . It’s not just about what you say in the interview; it’s about how you look and sound while saying it. This can set you apart from other job seekers! You can also use the time before the interview to ask any further questions you have – about finding the company’s office, and who you’ll be talking to (recruiter, hiring manager, etc.)

And finally… monitor your email address in the days/hours leading up to the interview in case they contact you about any changes.

About the Author

Read more articles by Biron Clark

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How to Write a Response Letter

Last Updated: May 3, 2024 Fact Checked

This article was reviewed by Gerald Posner . Gerald Posner is an Author & Journalist based in Miami, Florida. With over 35 years of experience, he specializes in investigative journalism, nonfiction books, and editorials. He holds a law degree from UC College of the Law, San Francisco, and a BA in Political Science from the University of California-Berkeley. He’s the author of thirteen books, including several New York Times bestsellers, the winner of the Florida Book Award for General Nonfiction, and has been a finalist for the Pulitzer Prize in History. He was also shortlisted for the Best Business Book of 2020 by the Society for Advancing Business Editing and Writing. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 265,981 times.

A response letter is an answer to an original letter asking a question or looking for information. These are especially common business communications. To craft a perfect response letter, first, review the original letter carefully and determine what the writer was asking you. Then, find out any additional information you need to answer the request. Write a polite, clear letter addressing every concern or question from the original letter. Keep the tone friendly and informative to ensure that your recipient is happy with your response.

Writing a Letter of Response

Formally greet the person you’re responding to with “Dear” and their title (like Mr., Mrs., or Dr.). Start with a sentence stating that you’re responding to their letter. Then, address their questions or concerns directly and succinctly. Thank them for making their request and sign your name.

Sample Template

Reviewing the Original Letter

• Sometimes determining what a letter is asking isn’t very easy, especially if the letter wasn’t written clearly. Review the letter to figure out what the original writer needs from you.
• If you have to, take some notes on the letter to determine the point. Jot down what the letter is asking and how you might answer it.

• For example, the letter may be asking the status of a job application. If you’re not connected with the hiring process, call the hiring manager to check on the application status before responding.

• If the person you gave the letter to may take some time to answer, it’s good practice to respond to the original writer saying that you’ve passed the letter to someone more qualified to answer it. This shows the writer that their message was received and someone is working on it.

Constructing the Response

• If you don’t know the person personally, use the titles Mr., Mrs., or Ms., followed by the person’s last name. If the person has a known title, like Dr., use this instead.
• If you know the person or are unaware of their gender, use their first name.
• As a good rule, open the letter with the same name and title that the person signed their letter with. For example, if they signed their letter “Dr. Johnson,” then open your letter with "Dear Dr. Johnson."

• Very simply sating, “I am writing in response to your letter from June 13th” is a perfect opening for a response letter.
• If you aren’t the original person that the recipient wrote the letter to, state where you got the letter from. For example, write, “Our customer service representative, Michelle Harris, forwarded your letter to me.” [5] X Research source

• State what the original letter inquired about, and then answer the question. For example: “Your letter asked who the contact person for media inquiries is. The person is Janet Walters. Her email address and phone number are as follows.”
• For longer inquiries, use a numbered list to answer each question. This is easier to read and shows that each concern has been addressed.
• Be thorough, but brief. A few sentences per question should be enough to respond to the person’s original inquiry. [7] X Research source

• Always use an understanding tone while turning down a request, but also provide a firm response. State, “Unfortunately, I’m unable to fulfill this request. We don’t have the information you need, and I can’t say when we may have it.”
• If you might be able to answer the question with more information, ask the person for a response. State, “I’d like to answer your inquiry but I need to know more about your situation first. At your convenience, please respond with the date of your application and the name of the person you contacted, and I will answer as soon as possible.”

• Some people prefer to open their letter with a thank-you instead. The exact placement isn’t very important, as long as you thank the person at some point.

• If you’re handwriting or printing the letter, leave room for your signature after printing your name. If you’re sending an email, then writing your name is fine.

• Having a friend or coworker read the letter is helpful as well. They can put themselves in the recipient's shoes and tell you if they'd be satisfied with the response.

Using a Professional Tone

• On the top left, write your name, title, company (if applicable), and address. Underneath that, write the date. Finally, write the full name and address of the person you’re responding to.
• For typed letters, use 1-inch (2.5 cm) margins around the border. Use single-spaced text with 2 spaces in between paragraphs.
• If you’re typing the letter, use 12-point font and a standard text setting. If you’re handwriting the letter, make sure you write legibly.

• Just a simple, "Thanks so much for writing, we appreciate hearing from you," can make a big difference in the tone of your letter. Make phrases like this a habit in your letters.
• Never give off the idea that you’re annoyed with the person writing to you. It’s better to go overboard with friendliness than make someone think you’re angry or annoyed.

• This is especially important if you’re running a business or answering a customer service inquiry. Your customer may get frustrated if they have to spend time reading a long letter that could have been half the size.
• Of course, don’t be so brief that you haven’t answered the person’s question. If something requires a lot of explanation, then provide the explanation. Just don’t ramble on or provide more information than you have to.

• As a good rule of thumb, imagine your reader is skimming the letter quickly. Will they be able to see all the main points you were making? If not, improve your language and make it clearer.

• Edit your letter by asking yourself, “Would someone who doesn’t do my job know what I’m talking about?” If not, then change your language so average people can understand it. This is a good way to eliminate jargon from your writing.

• Don't just rely on spell check to catch your mistakes. These programs usually don't catch grammar errors. Read the letter word-for-word to find your mistakes.
• If this is a very important letter, like to a business partner, have someone else read it as well. A fresh set of eyes could see mistakes that you missed.

Expert Q&A

You might also like.

• ↑ https://inkforall.com/copy-editing/formal-letter/professional-formal-response-letter/
• ↑ http://home.agh.edu.pl/~potrec/Exam%20B2/Letters/letters.pdf
• ↑ https://bizfluent.com/how-8144874-respond-letter-requesting-information.html
• ↑ https://www2.archivists.org/groups/issues-and-advocacy-section/blog-entry-2-writing-an-effective-issue-response-letter
• ↑ https://kayako.com/blog/reject-customer-requests/
• ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html

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How to Write an Interview Follow-Up Email: Guide and Samples

When you’re going through a recruitment process, it’s important to keep the conversation going even after the job interview is over. Discover how to write a follow up email in various situations, what to include and when to send it.

Following up with a recruiter or hiring manager can keep you on their radar and signal that you remain interested in the position.

Generally, three common scenarios prompt job seekers to reach out to their points of contact after an interview:

To send a post-interview thank-you note

To check on the status of their application

To stay in touch

In this article, we’ll offer tips and sample emails for each scenario, including when to send your email and how to craft your subject line.

You may also have other reasons to reach out after an interview. Use your discretion to determine whether your reason for outreach feels appropriate given the context of your situation, and review the general email tips below to help craft your original note.

How to follow up after an interview

The specific text in your follow-up email will depend on the type of email you're sending, but there are a few general components to include:

Subject line

What you're following up on

What you'd like to know

Let's examine how you can incorporate each of these components to thank your interviewer, check the status of your application, or stay in touch.

Post-interview thank you email

Email objectives: To thank someone for their time and express your continued interest in the position

Who you might send this to: The person you interviewed with or the person leading your interview panel

When to send it: Either the same day or the next business day

Sample subject lines:

“Thank you”

“Thank you // interview follow-up”

Or reply directly to your previous chain

For a standard thank-you email, you don’t need to say much beyond your expression of gratitude and continued interest. If you feel motivated to do so, you can mention things that stuck out for you from the conversation or aspects that you’re excited to continue learning about. Still, there’s no need to rehash your interview if you have nothing to add to the conversation, such as a reaction, how you feel, something you later remembered, or additional questions directly related to your discussion.

Tip: Add a personal touch to your thank-you email by referencing something you and your interviewer bonded over during your conversation. Maybe you had a hobby in common or they revealed something about their life outside of work. Briefly mentioning that detail can help reinforce the relationship and show that you were listening.

For example:

-- Hope you had a nice trail run this morning!

-- I was just reading about a new wood-burning technique—thought you might be interested.

Post-interview thank you email sample

Dear Mrs Davis,

Thank you for taking the time to talk about the marketing coordinator position earlier today. It was great connecting with you and learning more about who you’re looking for and the company culture.

I remain interested in the role and am excited to continue showing you what I can offer. Please let me know if there is anything else I can send to enhance my application. Otherwise, I look forward to hearing from you next week.

Best wishes,

Status check email

Email objectives: To check on your application status after a lull in communication

Who you might send this to: The recruiter or hiring manager

When to send it: Two or more days after you expect to receive an update on your application status

“Update request”

“Following up”

“Application status check”

If you haven’t heard from the recruiter or hiring manager within the timeframe they had initially communicated to you, or within about two weeks of your interview—and you continue to remain interested in the position—you may want to send an email requesting a status update. In this email, be specific about what you are asking for, the job you applied for, and the interview you are following up on. Keep a positive tone and avoid making assumptions about why they didn’t reply.

Tip: During your interview, it can be helpful to ask about next steps. This approach can give you a sense of a hiring manager’s deadlines, as if you’re informally setting a check-in date, and can give you more time to prepare for what’s to come.

Status check email sample

Dear Mr. Bennett,

I’m checking in to see if you have any updates on my application for the associate editor position. During my interview on Thursday, Dec. 30, you mentioned the next step may be a call with the managing editor. I would love to continue the conversation and set something up in the coming weeks.

Looking forward to your thoughts!

Many thanks,

Status check email sample—second follow-up

I wanted to follow up on my last note. I remain very interested in the associate editor opportunity. Please let me know if you need any additional materials from me.

Thanks again,

Staying in touch

Email objectives: Establish a relationship for continued communication

Who you might send this to: Anyone you communicated with during the application process that you felt a connection with

When to send it: Anytime, though generally after your application process ends

“Staying in touch”

“Reaching out”

“Request to connect”

Even if you didn’t get the job, there’s still value to be extracted from the interview process. One potential gain is forming new relationships. If you felt you had a strong connection with someone you met during the interview, you may consider contacting them to see if they’d be willing to stay in touch. You may ask to set up an informational interview or express continued interest in the company should any future opportunities arise.

Staying in touch email sample

It was great speaking with you during the interview process for the administrative assistant position. I appreciated your business perspective, and even though this role didn’t work out, I would love to stay in touch.

Would you be willing to schedule an informational interview in the coming weeks? I’m interested in learning more about your career path toward becoming an operations manager and am always looking for ideas on how I might improve my skill set.

Follow-up email after interview tips

There are no hard rules regarding follow-up emails, so you can follow up in whatever feels natural. If you stay focused on your intention, communicate clearly, and maintain an appropriate tone, it’s okay to take some leeway with your writing approach.

That said, some conventions may help you communicate your message effectively. Here are a few extra tips to consider when writing a follow-up email.

Remember that the person you’re emailing is probably busy (that’s most likely why they didn’t follow up with you in the first place), so be clear in your communications.

Before you start writing, know your objectives for getting in touch and express those objectives in your email. Shorter emails are generally easier to read and respond to, and busy people tend to appreciate emails to the point.

When you’re focused on crafting the perfect email, it can be easy to lose your voice. Throughout your job search, stay true to who you are, what you offer, and what you’re looking for, and show up as yourself in all communications.

Presenting yourself honestly during the hiring process can help ensure that you will end up in a workplace where you feel accepted and empowered. Similarly, the people you are contacting are also likely trying to build a comfortable work environment, and the interview process is a good time to establish whether your communication styles are a mutual fit.

Stick with your points of contact.

Typically, you’ll have a main point of contact throughout your interview process tasked with scheduling your interviews and updating you on your application status. Usually, this person will be either a recruiter or a hiring manager.

If you want to send a follow-up email to someone other than your point of contact—unless you were directly given their email address via an email introduction or during your interview—your best option will be to go through your point of contact. Ask if they can share your interviewer’s contact information or if they would mind forwarding your note. This can help ensure your outreach aligns with the company’s established boundaries.

Be mindful of their timeline.

When you follow up with your point of contact, keep their timeline in mind. If they told you they need two weeks to be ready for the next steps, give them the full two weeks plus a day or two to account for delays before you make contact.

There are instances when you may consider following up before their timeline. One example of when this would be appropriate is if you receive a job offer from another company. If you're leaning toward accepting the other offer or still want to prioritise this opportunity, you can contact your point of contact to let them know about the shift in your timeline, which could help both of you make the most informed decision moving forward.

Even if you feel excited about one specific opportunity, remember that your job search isn’t over until you’ve signed an offer letter. Keep applying and scheduling interviews. At the very least, the other interviews will be good practice for those you get excited about—and you may end up pleasantly surprised by how much you like a job after going through a company’s interview process.

In the meantime, continue building upon your skill set and earning CV-boosting qualifications, like a Professional Certificate from a top company like Google, Meta, or IBM. With a subscription to Coursera Plus , you’ll have unlimited access to these and thousands of online courses from world-class universities like Yale, The University of London, and the University of Michigan.

Keep reading

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This content has been made available for informational purposes only. Learners are advised to conduct additional research to ensure that courses and other credentials pursued meet their personal, professional, and financial goals.

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How to Respond to an Interview Request Like a Pro (+4 Sample Responses)

• Julia Mlcuchova , 
• Updated May 24, 2024 9 min read

Knowing how to respond to an interview request professionally is a skill essential to all job seekers!

First of all, congratulations! Receiving an interview invitation is a big deal — it's a clear sign that your resume and cover letter have caught the eye of the hiring team.

Still, what you do next is just as crucial, as your response sets the tone for the entire interview process. No pressure, right?

But don't worry, we'll show you exactly how to craft the perfect reply that covers all the essential details. 

So, keep reading and find out: 

• What is an interview request;
• How to respond to a request for an interview;
• 3 sample answers with commentary;
• And our tips on perfecting your email response. 

Table of Contents

Click on a section to skip

What is an interview request

How to respond to an interview request in 5 steps, how to respond to an interview request 4 example replies, additional tips on how to respond to an interview request, get ready for the job interview, key takeaways: how to respond to an interview request.

Let's start with the most obvious question – What is an interview request?

In short, it's a communication from a potential employer inviting you to participate in the interview process for that job position you've been trying to get for so long. 

Receiving one means that the hiring manager has reviewed your job application and wants to learn more about you and your fit for the role.

Interview requests can reach you through several different channels: phone calls, LinkedIn messages, or job portals. But, you're most likely to receive yours in the form of an email.  

Have a job interview coming up?

Practice answering the most common interview questions for your job position using AI.

What does an interview request consist of

It's impossible to figure out how to respond to an interview request email without knowing what to expect from it. 

Of course, each and every interview request you receive is going to be different, but the key components will likely stay the same:

• "We've received your application" part. More likely than not, the email will begin by a brief mention that the employer has received and reviewed your application.
• The actual invitation. Of course! 
• Job interview details. Also, you can expect to receive information such as the interview format, proposed date and time, location, and the names or roles of the interviewers.
• Further instructions. Finally, you may be asked to confirm the interview, prepare any documents you'll need to bring, and contact the employer if you have any questions.

Nothing less, and probably nothing more!

We've already covered the basics, so now it's time to look at how to respond to a request for an interview step by step. 

While there isn't just one way to respond to an interview request, following these 5 steps keeps your reply clear and concise:

The first element that shouldn't be missing from your email is a polite greeting. Since you're responding to a previous email, addressing your response to a specific person shouldn’t be a problem at this point. A simple “Dear Mr./Mrs [last name],” will do.

Secondly, make sure to express your appreciation for the opportunity and let them know you're excited for the interview.

Thirdly, clearly state when you're available for the interview. If you’re offered several time-slots to choose from, pick the one that suits you the most. And if you can't make it, offer the hiring manager 3-4 alternatives.

If any information is vague or missing, don't be shy to ask for clarification. You can ask about pretty much anything from the hiring process and schedule to where to park.

Lastly, you can reiterate your enthusiasm and gratitude for the invitation. Also, don't forget the obligatory “Sincerely,” or “Best regards,” followed by your name, email address, and phone number.

And there you have it, our ultimate foolproof guide to penning a response that showcases your best professional self. 

See? We promised it won't be that difficult!

So far, we've been speaking strictly about theory. But now, let's look at concrete examples in action!

Below, you'll find 4 how to respond to an interview request email samples that deal with different situations you might find yourself in. 

The best thing is, you can simply copy/paste and adjust them according to your needs. Or they can at least nudge you in the right direction. 

Sample #1: Interview request response confirming an interview

In the best-case scenario, all the stars align, and you can confirm your availability without any hesitation. If that's your case, keep your response short and sweet like so: 

#1 Interview request response example

Dear [Mr/Mrs Last Name],

Thank you for the invitation to interview for the [Job Position] role at [Company Name]. I can confirm the date of our meeting June 1st at 10:30.

I will bring all the requested documents, including my resume and a list of professional references.

If there are any additional details or preparations needed before the interview, please let me know.

Thank you once again for this opportunity. I look forward to meeting you and talking about how I can contribute to the team.

Best regards,

[Your Full Name] [Your Contact Information]

Sample #2: Interview request response asking to reschedule

Of course, there's a chance that things won't always go as smoothly. If the date chosen by the hiring manager overlaps with your other commitments that can't be moved to a different date, you'll have to try to reschedule.

And in that scenario, politeness and directness are key. 

But don't just say you won't be able to attend the interview without offering alternative dates (3-4 ideally). Otherwise you can give the impression that you have no interest in the position. 

For example, your apology response could be phrased as follows:

#2 Interview request response example

Thank you very much for inviting me to interview for the [Job Position] role at [Company Name]. I appreciate the opportunity and am very excited about the possibility of joining your team.

Unfortunately, I have a prior commitment on [Specific Date] at [Specific Time] that can’t be rescheduled. Could we, please, set a new date for the interview? I am available on the following dates and times:

• [Alternative Date 1] at [Alternative Time 1]
• [Alternative Date 2] at [Alternative Time 2]
• [Alternative Date 3] at [Alternative Time 3]

Please let me know if any of these options work for you, or if you have any other suggestions. I apologize for any inconvenience this may cause and appreciate your understanding.

Thank you once again for the opportunity. I look forward to your response.

Sample #3: Interview request response when you're asked to call

Or, you might find yourself in a situation where the interview request asks you to call the hiring manager directly to discuss interview details.

Although this scenario is becoming increasingly rare, some hiring managers may prefer to communicate with job candidates more personally. So, don’t be taken aback if your interview request instructs you to get in touch with the company via a phone call. 

After all, it can save you both some time instead of an electronic back-and-forth! 

Here is an example of how to reply to a phone call request:

#3 Interview request response example

Thank you for inviting me to interview for the [Job Position] role at [Company Name]. I truly appreciate the opportunity. 

As requested, I will call you to confirm the interview details. Please let me know a convenient time for you, or I can call at [suggest a time, e.g., “2:00 PM tomorrow”] if that works for you.

Looking forward to speaking with you and confirming the interview.

Sample #4: Interview request response when you're asked to propose dates

Alternatively, you may end up in a situation where you'll be asked to propose interview dates that best fit your schedule.  

Once again, remember to always provide multiple alternatives . Even if the interview request only asks for one. Because, by providing multiple dates, you communicate your flexibility as well as your consideration for the hiring manager's time. 

A good example of a courteous response can look like this: 

#4 Interview request response example

Thank you for considering me for the [Job Position] role at [Company Name]. I am excited about the opportunity to discuss my qualifications and how I can contribute to your team.

Considering the interview, I am available on the following dates and times:

• [Option 1: Date and Time]
• [Option 2: Date and Time]
• [Option 3: Date and Time]

Please let me know if any of these options suit your schedule, or suggest alternative times if more convenient.

Additionally, could you provide some details about the interview process? Specifically, I’d like to know the format and duration of the interview.

Thank you again for this opportunity. I look forward to your response.

Right, we've seen what an appropriate response to an interview request can look like. But are there any tips that can elevate your communication with the hiring manager?

Indeed there are! 

No matter the context of your response, you should always follow these 6 simple tips :

• Respond to the interview request as soon as possible. Because nothing speaks more clearly of your eagerness and enthusiasm for the job than a prompt response. Ideally, the hiring manager will hear back from you within 12-24 hours.
• Hit that “Reply to all” button. Sometimes the person you're communicating with and the one who will eventually conduct your interview might not be the same. So, make sure you won't exclude anyone from the email thread!
• Don't change the subject line. Instead of sending out a new email altogether, continue with the original communication thread. This might seem like obvious advice, but you'd be surprised how many people don't follow it. Retaining the original subject line makes the conversation easy-to-follow. 
• Keep your response email brief. There's no need for long-winding paragraphs expressing your endless gratitude, trust us. Instead, keep your response concise and to-the-point. 
• Maintain a professional tone. Yes, finally getting your hands on that interview invitation may be euphoric. So much so that you may feel the need to share your enthusiasm with the hiring manager. But remember that this is professional communication, and the tone of your response should reflect that. 
• Proofread your response carefully before hitting “send.” Finally, don't underestimate the power of careful proofreading. It's the best way to avoid unnecessary mistakes like typos or grammar errors. First impressions count, so don't let the misspellings ruin yours! 

Let's be honest, job interviews can rattle even the most confident people. And no wonder! Putting yourself in situations where you're being judged and evaluated can cause a fair amount of stress.

Although there's no miracle fix-all, taking the right steps can ease some of the discomfort and calm your nerves:

• Research the company before entering the room. Companies want to see that you're interested in them and their role. So, go through the company website, LinedIn profile, social media accounts — anything that can give you an understanding of the employer's goals, values, successes, and struggles. 
• Be ready to answer questions about your resume. Of course, your resume should only include information that is true. So don't get surprised if you're asked to elaborate on some of your points. 
• Prepare your answers for the most common interview questions . Surely, you can't predict for certain what questions you'll be asked. But questions like “ What are your salary expectations ," “ Why should we hire you, ” or “ Why are you interested in this position ” are tried-and-tested job interview staples. 
• Dress to impress. Also, make sure your outward appearance shows that you're a well-put-together and representative individual. Professionalism can be conveyed in several ways, and your apparel is certainly one of them.
• Master your body language. No slouching, fidgeting, or leg bouncing! Instead, show off your confidence and composure. 
• Be ready to ask questions yourself. Finally, prepare a question or two you can ask at the end of your job interview. Recruiters love to see your proactive approach and genuine interest.

To sum it all up, an interview request is an invitation from a potential employer to participate in the interview process for a job you applied for. 

Knowing how to respond to a request for an interview is essential for making a great first impression and setting the tone for the entire interview process. 

To make your response impactful and informative, don't omit any of the following steps: 

• Start with an appropriate greeting. Since you're responding to a previous email, addressing your response to a specific person shouldn’t be a problem at this point. 
• Thank the hiring manager for the opportunity. Secondly, make sure to express your appreciation for the opportunity and let them know you're excited for the interview. 
• Confirm your availability. Thirdly, clearly state when you're available for the interview. 
• Ask questions if needed. If any information is vague or missing, ask for further clarification. 
• Close your email with a proper sign off. Finish your email with “Sincerely,” or “Best regards,” followed by your name, email address, and phone number.

Julia has recently joined Kickresume as a career writer. From helping people with their English to get admitted to the uni of their dreams to advising them on how to succeed in the job market. It would seem that her career is on a steadfast trajectory. Julia holds a degree in Anglophone studies from Metropolitan University in Prague, where she also resides. Apart from creative writing and languages, she takes a keen interest in literature and theatre.

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Follow-up Email with No Response: 10 Copy-Paste Examples That Work

Samuel Rondot

You sent an email to a prospect, a client, a recruiter, or a partner, and you are still waiting for a response? Are you wondering how to follow up with your recipient effectively, without seeming too pushy or, on the other hand, too passive?

What tone to use ? What subject to write to capture attention? And most importantly, what content to write to encourage a response?

This article offers you 10 examples of impactful follow-up emails , designed for various professional situations. You can use them as they are or adapt them to perfectly match your situation. You will find that each of these emails follows key principles to increase your chances of getting a response.

Besides these templates, we will also share some additional tips to maximize the chances of receiving a response to your follow-up email.

If your goal is to follow up with a prospect, a client, a recruiter , or a partner, you will find in this article all the necessary information to write an effective follow-up email. Let yourself be guided!

Principles for an Effective Follow-Up Email

A follow-up email is much more than a simple reminder. It opens a window of opportunity to strengthen your connection with the recipient, provide added value, and encourage action. The key lies in applying fundamental principles that will make your follow-up email a professional, relevant, and impactful tool.

Here are the most important ones:

Personalization of the Email

Personalization is crucial to captivate your recipient, showing genuine interest in their person and professional context. A personalized follow-up email greatly increases your chances of having your message not only opened and read but also receiving a response. For this, you can:

• Use the name , first name, or professional title of your contact.
• Remind the context of your last exchange, mentioning the date, subject , as well as the discussed needs or goals.
• Adapt the tone and style of your message to align with your contact's profile, industry, and culture.
• Offer added value , such as exclusive content, a special offer, or a customer testimonial.

Clarity and Conciseness

To be effective, a follow-up email must be characterized by its clarity and conciseness. It should be direct, without excess information or unnecessary digressions.

Here is how to proceed:

• Organize your message into short and spaced-out paragraphs , using simple sentences and carefully chosen words.
• Use bullet points, numbers, and bold keywords to make reading easier and highlight crucial information.
• Clearly express your goal, value proposition, and call to action by using action verbs and persuasive language.
• Carefully proofread to correct any spelling, grammar, or syntax errors.

The Importance of the Email Subject

The subject of your email is the first thing your recipient sees. It plays a crucial role in the decision to open your message or not, so it must be carefully crafted to be catchy, relevant, and clear.

To this end, it is advised to:

• Include the name or the first name of your contact, or choose a personalized approach mentioning "your project", "your request", etc.
• Highlight the subject of your email with keywords , numbers, or engaging questions.
• Create a sense of urgency or curiosity to encourage your recipient to open the email.
• Ensure that the subject length does not exceed 50 characters to guarantee its readability on all devices.

The perfect timing to follow up

The timing for sending a follow-up email is crucial for its effectiveness. Finding the right balance between being quick to respond and respecting your contact's pace is essential.

Some tips to determine the best time:

• Follow up quickly, ideally within 24 to 48 hours after the first contact, to keep the interest alive.
• Maintain an interval of 7 to 10 days between follow-ups to nurture the connection without appearing pushy.
• Choose the best time of day to send your email, considering the time zone and habits of your recipient, typically in the morning between 8 AM and 10 AM or in the afternoon between 2 PM and 4 PM.
• Consider your recipient's behavior, using tracking tools, to adjust your message and the frequency of your follow-ups based on their level of interest.
• On average, it takes 7 follow-ups to get a response. Therefore, do not give up after the first unsuccessful follow-up.

10 Successful Follow-Up Email Examples

In this section, we will show you 10 examples of follow-up emails that have proven successful. They are designed for different professional situations. You can take inspiration from them to create your own follow-up emails, making them unique by adjusting them to your context and specific goals. These examples illustrate well the principles of personalization , clarity , conciseness , a captivating subject line , and well-chosen timing.

Example 1: Follow-up After a Job Application

After applying for an interesting job offer and not hearing back from the recruiter, you want to give new life to your application by highlighting your motivation and what you bring to the position.

Here is an example of a follow-up email after a job application:

Subject: Follow-up on Application - [Job Title] Hello [Recruiter's Name], I am reaching out to follow up on my application for the [Job Title] position, submitted on [Date]. I have not yet received a response and would like to know if you have had the chance to review my application. I remain very interested in the opportunity to join your team, convinced that I am a perfect match for the profile you are seeking. I am confident that I can bring valuable contributions to your company with my [Your strengths]. I would love to discuss my application with you and demonstrate in an interview what I can offer to your organization. Would you be available for a phone interview next week? Thank you for your attention. I am available for any additional information. [Polite closing] [Signature]

Example 2: Follow-up after a business meeting with no response

If after a business meeting with a prospect, client, or partner, you have not received any feedback, it can be wise to gently follow up with your contact. Highlight the main points of the meeting, offer added value, and request a response.

Example of email:

Subject: Following up on our meeting from [Date] Hello [Name of Recipient], I hope you have been well since our meeting on [Date]. I wanted to thank you for the welcome and the interest during our discussion. This conversation has helped me understand your needs better. As agreed, I have sent you the minutes of our meeting and a personalized proposal regarding [Product or Service]. I haven't received your feedback yet and was wondering if you have had the chance to review them. Are there any questions or points where you would like more information? I am also attaching a customer testimonial that highlights the tangible benefits of [Product or Service]. Could you please let me know when you will have the opportunity to provide feedback? Can you confirm that you have received this email? Thank you in advance for your response and I am fully at your disposal. [Polite Closing] [Signature]

Example 3: Follow-Up for an Unanswered Quote

When you have sent a quote without getting a response, it is helpful to follow up by reminding them of the strong points of your offer, creating a sense of urgency, and asking for a confirmation of receipt.

Example of follow-up:

Subject: Your Quote for [Product or Service] Hello [Recipient's Name], I am following up on the quote for [Product or Service] sent on [Date], which I haven't received any feedback on yet. I wanted to make sure you received and reviewed our proposal. I would like to remind you that our quote offers a solution tailored to your needs, with a quality guarantee and responsive after-sales service. Our offer is valid until [Expiration Date], and I would be happy to answer any questions or concerns you may have. Could you please confirm the receipt of this message and share your thoughts on our quote? Thank you in advance for your feedback, and I remain at your disposal. [Closing Phrase] [Signature]

Example 4: Reminder to Complete an Incomplete File

If you have received an incomplete file from a prospect, client, or partner, and you need more information to complete it, a polite follow-up can encourage a quick response.

Example of an email:

Subject: Completion of your file for [Product or Service] Hello [Name of the Recipient], I wanted to update you on your file regarding [Product or Service], sent on [Date]. Thank you for your interest and trust. However, it seems that some documents or information are missing: - [List of missing documents] These items are essential to finalize your file and provide you with the best possible service. I encourage you to send us this information as soon as possible. If you need help, feel free to contact me. Thank you for your cooperation. I remain at your disposal for any questions. [Closing formula] [Signature]

Example 5: Follow-up on a Business Proposal

When you have submitted a business proposal and haven't received a response, it is crucial to follow up with your contact. This follow-up should highlight the benefits of your proposal, emphasize testimonials from satisfied customers, and motivate a commitment.

Here is an example of an effective follow-up:

Subject: Follow-up: Your opportunity with [Product or Service] Hello [Recipient's Name], I am reaching out to you again about the proposal I sent you on [Date] for [Product or Service], as I have not yet had the pleasure of receiving your feedback. I want to remind you that our offer presents a unique opportunity for you to benefit from [Benefits of the Offer], allowing you to achieve [Expected Results] in complete safety and with great ease . To ensure you of the exceptional quality of our offer, I invite you to discover the testimonials from our satisfied customers on [Link or Testimonials Page]. Their satisfaction and the results obtained with [Product or Service] will surely convince you. Why wait any longer to join our satisfied community? I suggest you make a decision now by confirming your order online or by contacting me directly by phone or email. Note that our offer is limited in time and includes a 30-day satisfaction or money-back guarantee. If you have any questions, doubts, or objections, do not hesitate to contact me. I will be happy to answer you and support you in making your decision. Thank you for your attention, looking forward to your response. [Sincerely], [Signature]

Example 6: Requesting Feedback After an Event

After attending or organizing a professional event, it is wise to ask for feedback from the participants. This allows you to thank them for their presence while gathering useful opinions for future improvements.

Here is an email template to ask for feedback:

Subject: Thank You for Attending [Event Name] Hello [Recipient's Name], Following your participation in [Event Name] on [Date], I wanted to personally thank you. I hope the event provided you with valuable insights relevant to your activity. Your feedback is important to us. Could you please share your level of satisfaction and any suggestions through this quick survey : [Survey URL]. As a token of our appreciation, access an exclusive bonus : [Bonus Name], offering [Bonus Benefit]. Thank you in advance for your feedback, which is essential for improving our future events. To discuss in more detail or for any questions, I remain available. [Sincerely], [Signature]

Example 7: Follow-Up After Downloading Digital Content

After a prospect or customer has downloaded free digital content like an ebook or a guide, it is a good idea to follow up by highlighting the added value of your content and offering a logical next step.

Here is a follow-up email example:

Subject: Congratulations on Downloading [Content Subject] Hello [Recipient's Name], Congratulations on downloading our ebook about [Content Subject] on [Date]. I hope you found some useful and valuable information for your project. Our ebook is made to give you a better understanding of [Content Subject] and to provide practical advice. For more information, I recommend this additional content: [Name and URL of the additional content], offering deeper insights. Additionally, enjoy an exclusive offer: [Name of the offer], to boost your results. If this offer interests you or if you would like to discuss more about [Content Subject], I am at your full disposal. Thank you for your attention, looking forward to your reply. [Kind Regards], [Signature]

Example 8: Reminder for a Limited-Time Offer

When you have launched a limited-time promotional offer, a follow-up can encourage your recipient to act quickly. This reminder should highlight the benefits of the offer and create a sense of urgency.

Here is an effective model:

Subject: Last chance for [Offer Name] Hello [Recipient's Name], You have only a few hours left to grab the exclusive offer [Offer Name], specifically designed for you. This offer allows you to enjoy [Offer Benefits], valid until [Expiry Date] only. Don't miss this unique opportunity ![Offer URL or button] The offer expires in [Remaining Time]. Feel free to contact me for any questions or assistance needed. Thank you for your trust and have a great day. [Sincerely], [Signature]

Example 9: Follow-up after an initial network contact

Meeting someone at a professional event is a perfect opportunity to build a network of contacts. A follow-up email is an effective method to remind them of the context, express your interest, and suggest a next step.

Here is how to do it:

Subject: Continuing our conversation from [Event Name] Hello [Recipient's Name], I was delighted to meet you at [Event Name] on [Date]. I found your activities and projects very interesting. I believe we have a lot to share and that collaboration opportunities might arise from our conversations. Could we meet again or schedule a call to discuss in more detail? Would you be available next week? Thank you for your response, and I am open to any request. [Looking forward to seeing you], [Signature]

Example 10: Asking for a Confirmation of Attendance to an Event

If you have invited someone to a professional event such as a trade show, seminar, or webinar, it is important to follow up with your guest to remind them of the key information about the event, highlight its value , and get a confirmation of their attendance. Here is an effective email template for this situation:

Subject: Confirm Your Attendance at [Event Name] Hello [Recipient's Name], I would like to remind you that you are registered for [Event Name], scheduled on [Date], at [Location]. We are pleased to count you among our participants for this exceptional event, which presents a great opportunity to [Event Benefits]. I also remind you that although participation is free, spaces are limited. It is essential to confirm your attendance to secure your spot and receive your access badge. Please confirm your participation by clicking on the following link and filling out the form: [Confirmation URL] If you are unable to attend, please let us know as soon as possible so we can release your spot for other participants. Thank you for your cooperation. We look forward to welcoming you at [Event Name]. For any questions or special requests, feel free to contact me. I am available for any additional help or information. [Polite Closing] [Signature]

Additional Tips to Increase Your Chances of Getting a Response

After discussing how to write an effective follow-up email by following certain essential practices, be aware that there are other strategies to consider for optimizing your follow-up emails. These extra tips can significantly increase your chances of getting a response from your contacts.

Below, find some practical tips that you could incorporate:

Use Email Tracking to Optimize Timing

Choosing the right time to send your follow-up email is crucial. Knowing when to send your message and when to follow up if you don't get a response can make all the difference.

The use of email tracking tools is recommended. These tools inform you if your email has been opened, read, or clicked. This data allows you to adjust your message and the frequency of your follow-ups based on your recipient's actions. If your email is repeatedly opened but remains unanswered, this may indicate an interest from your recipient who might just need a little extra push to respond. Conversely, if your email hasn't been opened, consider waiting before following up, possibly changing the subject line or content of your message to better capture attention.

Vary the communication channels

Emails are not the only way to talk to your contacts. Exploring other channels like phone calls, social media, or instant messaging can enrich your communication strategy. Varying channels helps create multiple points of contact with your audience, without overwhelming them with repetitive messages.

It can be wise to alternate between an email and a phone call, or between an email and a message via LinkedIn , using multichannel prospecting. Text messages can also complement your communication tools, offering a direct way for reminders or confirmations. The key is to choose the most appropriate channel based on the profile of your contact, their industry, or their personal preferences.

Don't be afraid to follow up multiple times, with tact

Following up with a contact who doesn't respond can seem difficult or even discouraging. It is natural to fear disturbing, offending, or pushing your contact away. However , it is essential to understand that following up with tact and respect is not only acceptable but can be seen as a sign of determination and interest.

Various factors can explain why your conversation partner is silent, such as lack of time, forgetfulness, or the need for time to respond. Therefore, persist politely by spacing out your follow-ups wisely and valuing each new interaction, demonstrating your perseverance while respecting everyone's boundaries.

The Importance of Not Applying Pressure

A follow-up email should aim to strengthen the relationship with your contact, not to degrade it. It is crucial to avoid any pressure, blame, threats, or ultimatums, which could be counterproductive and damage your image.

Instead, focus on creating a sense of curiosity, interest, or urgency. For example, you could include positive testimonials , compelling statistics, or highlight the unique benefits of your offer. It is also possible to create a sense of urgency with limited-time offers. However, always act with moderation, without falling into exaggeration or manipulation.

Throughout this article, you have gained the skills needed to write an effective follow-up email that can capture the attention of your professional contacts. We discussed the key elements to include in your communication strategy: personalizing the message, the importance of clarity and conciseness , creating an engaging subject line, and choosing the perfect time to send it.

You have explored 10 examples of follow-up emails that have proven their effectiveness in various professional contexts. Additionally, you have been guided by practical tips to improve the quality of your follow-ups, such as applying email tracking, alternating communication channels, encouraging follow-ups multiple times without exerting unnecessary pressure.

This guide has provided you with all the resources needed to write effective follow-up emails . Now it’s time to put these tips into practice and start sending your messages to prospects, clients, recruiters, or partners. You will soon notice an increase in your responses, your relationships, and ultimately, your success.

If you found this article useful, feel free to share it with your network, leave us a comment, or contact us with any questions. We look forward to contributing to your professional success.

What is a follow-up email with no response and why is it important?

A follow-up email with no response is the act of sending a second message after the first one has not received a reply. This action is crucial because it aims to engage the recipient , to remind them of the benefits of your offer, to show your professionalism , and to increase your chances of getting a positive response.

How to write an effective and personalized follow-up email with no response?

To write an effective and personalized follow-up email with no response, you should:

• Set the goal of the email and keep it in mind throughout the writing process.
• Add valuable information or an offer in each new message.
• Personalize the follow-up by mentioning the recipient's name, recalling the previous context, and offering a solution tailored to their needs.
• Include a direct and clear call to action , such as an open question, an invitation to a meeting, or a link to a useful resource.
• Respect an appropriate frequency of sending, generally between 4 and 9 follow-ups depending on the context.

What are the best times to send a follow-up email with no response?

The best times to send a follow-up email with no response are: - Between 48 and 72 hours after first contact or a meeting, giving the recipient enough time to consider your proposal. - In the morning between 8 AM and 10 AM, or in the afternoon between 2 PM and 4 PM, to reach your recipient when they are most available to check and respond to your messages.

How to Avoid Being Too Pushy or Rude in a Follow-up Email Without a Response

To avoid seeming too pushy or rude in your follow-up email without a response, it is advised to follow some essential principles:

• Select a clear and attractive subject that refers to the initial email and specifies the purpose of the follow-up.
• Maintain a courteous and professional tone , using simple and appropriate language, while avoiding complicated or too informal phrases.
• Emphasize the importance and value of your proposal , highlighting the benefits or advantages for the recipient.
• Define a specific call to action , whether it's a request for a response, a meeting, additional information, or a confirmation.
• Space out your follow-ups and avoid sending too many emails, which could be perceived as harassment. The ideal number of follow-ups varies but should be between 4 and 9.

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Sample Cover Letters In Response to Ad or Job Posting

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Similar Letters

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• Express appreciation for the applicant's application.
• Inform the applicant on the upcoming events regarding the application.
• Express thanks again.

SAMPLE LETTER

[Letter Date]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

Thank you for submitting your application for the post of Finance Officer. We are currently assessing applications and expect to schedule interviews in two weeks. Should you be selected for an interview, you can expect a phone call from our Human Resources department in the course of the week. Thank you again for the interest you have shown in XYZ Company and the time and effort you spent in applying.

Sincerely, [Senders Name] [Senders Title] -Optional-

[Enclosures: number] - Optional - cc: [Name of copy recipient] - Optional -

Response letter to job application.

Further things to consider when writing response letters to job candidates

Response Letters

Response letters are letters written to provide answers or information requested in letters of inquiry. The main purpose of such letters is to satisfy the recipient with an action that fulfills his/her request. A response letter can be used to respond to a query about company's products and services or just to respond to a complaint. It makes the recipient feel valued and helps maintain strong relationships between the parties involved. A response letter also gives you an opportunity to clear up any misunderstandings with the recipient or ask questions. Response letters should be sent promptly, and all issues must be addressed courteously (even those that seem irrelevant). When writing response letters, it is advisable to keep the message short and to the point, taking into account that the recipient may lack your expertise. Make sure to address the letter to the person who made the inquiry and mention that this is a response to that inquiry. Maintain a positive tone even if the letter contains negative information. Make your response as clear as possible. If you are responding to multiple questions, for instance, consider putting your answers in bullet form. Close by offering to give further assistance.

Letters to Job Candidates

Letters to job candidates are letters sent to applicants who are being considered for certain job positions. These could be acceptance letters to let the candidates know that they have been accepted, rejection letters to unsuccessful candidates, or job offer letters to officially offer job positions to the candidates. In all situations, a letter to a job candidate should be professional, thoughtful, and kind. Although you may think that it's unnecessary to write to a candidate after an unsuccessful interview, there is nothing more unkind than leaving a candidate waiting and wondering. Letters to job candidates are essential in that they eliminate doubts and confusion after an interview. The best letters to job candidates are professionally and formally written. Use proper address and salutation for the candidate. Start by congratulating the candidate for his/her time. Proceed directly to conveying the intended message. If the candidate has been accepted and offered the job, state so clearly and provide more information about the position. However, if the candidate has been rejected, communicate this assertively and invite him/her to apply in the future. Make the letter short, clear, and to the point and avoid providing unnecessary details. End on a positive note.

These articles may interest you

• Application
• response letters

Calculate for all schools

Your chance of acceptance, your chancing factors, extracurriculars, harvard application advice needed.

Hi! I'm starting to work on my application for Harvard, and I'm feeling a little bit overwhelmed. Any tips or suggestions on how to make my application stand out?

Hey! Don't stress too much, we've all been there. Applying to Harvard can seem overwhelming, but remember, it's about presenting the best version of yourself. Here are some tips to help your application stand out:

1. "Spike": Harvard likes applicants with a highly-developed specialty, or "spike." Instead of being well-rounded, try to showcase a passion or talent in a specific field. Demonstrating your unique expertise can set you apart from other applicants.

2. Essays: Make your essays shine by sharing personal anecdotes and tying them to larger themes. Avoid cliche topics and focus on what makes you unique. Your essays are a chance for the admissions officers to get to know you, so use them as an opportunity to showcase your voice and personality.

3. Letters of Recommendations: Strong, personalized letters of recommendation can do wonders for your application. Ensure the teachers/coaches/mentors you ask know you well and will represent your strengths effectively. Give them ample time to write thoughtful letters.

4. Extracurriculars: Highlight your involvement in extracurricular activities, showcasing your leadership and impact in those organizations. Aim for a mix of activities that represent your passions and interests. Remember, it's quality, not quantity that counts.

5. Focus on additional components: Harvard's application has several extra components, such as the Additional Information section and optional art supplements. Utilize these parts wisely to provide more insight into your talents and experiences if it adds value to your application.

6. Academics and Test Scores: While not the sole deciding factor, strong grades and test scores demonstrate your ability to handle the rigorous coursework at Harvard. Make sure you're taking challenging courses and performing well in them while preparing for tests like the SAT or ACT.

7. Supplemental Essay: Harvard has an optional supplemental essay where you can further showcase your interests, talents, or experiences. Craft a strong, well-written response that adds to your overall application.

8. Demonstrated Interest: Although Harvard doesn't consider demonstrated interest as a major factor, showing genuine interest can help indirectly. Attend virtual events, webinars, or campus tours to learn more about the school. This knowledge can come through in your essays, making them more compelling.

9. Apply Early Action: Applying Early Action can show commitment and enthusiasm for the school. While it doesn't significantly impact the overall acceptance rate, it can be helpful in demonstrating your preference for Harvard.

Lastly, remember to stay authentic and true to who you are throughout the application process. Good luck with your application!

About CollegeVine’s Expert FAQ

CollegeVine’s Q&A seeks to offer informed perspectives on commonly asked admissions questions. Every answer is refined and validated by our team of admissions experts to ensure it resonates with trusted knowledge in the field.

Rejection Email After an Interview : Template & Best Practices

You've spent countless hours reviewing resumes, conducting interviews, and deliberating over candidates.

Now comes the part that many recruiters dread—sending rejection emails.

It's tempting to skip this step, but failing to do so can damage your company's reputation and leave candidates with a negative impression.

This article will show you why personalized rejection emails are essential and how to craft them effectively -with templates provided.

Why Always Send Personalized Rejection Emails to All Interviewees

Sending personalized rejection emails after interviews takes time, but is worth it the long run for your company :

Maintaining a Positive Employer Brand

Personalized rejection emails show candidates that you value their time and effort. This can lead to positive word-of-mouth about your company. When candidates receive a personalized rejection email, they are more likely to speak positively about their experience, even if they didn't get the job.

On the other hand, if you fail to communicate effectively, candidates might leave negative reviews online. Especially when six out of ten candidates are likely to share their negative experiences with others​​.

Improving Candidate Experience

Candidates invest considerable time and effort in preparing for interviews. They deserve to know the outcome of their application. By sending personalized rejection emails, you show that you value their effort and respect their time.

A survey by Career Sidekick found that candidates appreciate receiving feedback and closure after an interview.

Keeping a Wide Talent Pool

Today's rejected candidates might be tomorrow's perfect fit. A personalized rejection email helps keep the door open for future opportunities.

Candidates who feel respected and valued are more likely to reapply for future openings and recommend your company to others.

What Makes a Good Rejection Email After an Interview?

Here's what you should include to make your rejection emails effective and considerate.

Personalization

Always personalize your rejection emails. Address the candidate by name and mention specific details from their interview. This shows that you paid attention and valued their time. Personalization can make the rejection feel less generic and more respectful.

For example, instead of starting with a bland "Dear Candidate," use "Dear [Candidate’s Name]," and refer to specific points discussed during the interview. This approach makes your communication feel more genuine and considerate.

Send your rejection email promptly. Once you have made your decision, don’t delay informing the candidates.

Delayed responses can leave candidates feeling anxious and neglected. Aim to send the rejection email within a few days after the decision is made.

Constructive Feedback

Whenever possible, provide constructive feedback. This is one of the most valuable aspects of a rejection email. It helps candidates understand where they can improve and shows that you care about their professional growth.

Be specific about areas where they did well and where they can improve. For instance, if a candidate lacked experience in a particular area, mention it and suggest ways they can gain that experience. Constructive feedback not only helps candidates but also enhances your company's reputation as a supportive employer.

Professional and Polite Tone

Maintain a professional and polite tone throughout the email.

Thank the candidate for their time and effort. Express gratitude for their interest in the position and your company.

A simple "Thank you for taking the time to interview with us" can go a long way in softening the impact of the rejection.

Offer Future Opportunities

Encourage candidates to apply for future positions. Let them know that, although they were not selected for this role, you were impressed with their qualifications and would like to consider them for future openings.

This keeps the door open for future engagement and leaves the candidate with a positive impression.

Example and Template of Rejection Emails

Writing a rejection email is never easy. Below are examples and templates to guide you in crafting thoughtful and professional rejection emails.

Example 1: Basic Rejection Email

You can use this basic template if you really don't have time to provide personalized feedback after the interview :

Subject: Update on Your Application for [Job Title] at [Company Name]

Dear [Candidate’s Name],

Thank you for taking the time to apply for the [Job Title] position at [Company Name]. We appreciate your interest in our company and the effort you put into your application and interview process.

After careful consideration, we have decided to move forward with another candidate whose qualifications more closely match the requirements of the role. This was not an easy decision, as we received applications from many qualified candidates like yourself.

We encourage you to apply for future openings at [Company Name] that align with your skills and experience. We wish you the best in your job search and future professional endeavors.

Thank you again for your interest in our company.

[Your Name] [Your Position] [Company Name]

Example 2: Detailed Rejection Email with Feedback

If you want to maintain good relationship with each candidate, you can use this template with personalized feedback included :

Subject: Your Interview for [Job Title] at [Company Name]

I hope this email finds you well. We want to extend our sincere thanks for taking the time to interview with us for the [Job Title] position. We truly appreciated the opportunity to learn about your skills and experiences.

After careful consideration and thorough review of all our candidates, we have decided to move forward with another applicant whose qualifications more closely align with our needs for this particular role. This was not an easy choice given the impressive talents of all our interviewees, including yourself.

We were particularly impressed with your [mention specific strength or quality]. However, we felt that [specific reason, e.g., another candidate had more experience in a particular area] was crucial for this role. We encourage you to continue developing your skills in [specific area] as it will undoubtedly serve you well in your career.

We are grateful for the interest you have shown in [Company Name] and for sharing your professional aspirations with us. Although this specific position was not the right fit, your talent and enthusiasm are clear. We encourage you to apply for future openings at our company that align with your skills and career goals.

Thank you again for your time and effort, and we wish you all the best in your continued job search and future professional endeavors. Please feel free to stay in touch.

[Your Name] [Your Position]

Example 3: Rejection Email for Internal Candidates

Internal candidates are even more important to maintain relationship with. Here's a template to achieve that :

Subject: Regarding Your Application for [Job Title] Within [Company Name]

Thank you for applying for the [Job Title] position. We appreciate your ongoing contributions to [Company Name] and your interest in advancing within our organization.

After careful consideration, we have chosen to move forward with another candidate for this role. This decision was particularly difficult due to your valuable work and dedication to our team. We were impressed by your [mention specific strength or contribution], but ultimately felt that another candidate’s specific skill set was better suited to the needs of this position.

We value your commitment to [Company Name] and encourage you to seek other growth opportunities within the company. We are happy to discuss your career path and provide guidance or support in your professional development.

Thank you again for your interest in the [Job Title] position, and we look forward to your continued success and contributions to our team.

Warm regards,

Noota: Automated Personalized Rejection Emails

Imagine a tool that can automatically write and send personalized rejection emails to your candidates. That's what Noota enables you to do :

• Automated Transcription and Analysis : Right after an interview, Noota transcribes the entire conversation. This gives you a detailed record of everything discussed, which is essential for crafting personalized feedback.
• Highlighting Key Points and Skills : Noota analyzes the transcript and highlights the key points and skills mentioned during the interview. This makes it easy for you to include relevant details in your rejection emails, ensuring they are specific and helpful.
• Customizable Rejection Email Templates : You can create rejection email templates within Noota tailored to different job roles or stages of the interview process. This ensures that each email is appropriately customized for the candidate's situation.

You want to send rejection emails that are respectful, personalized, and timely for each interviewee ? Try Noota for free.

Related Articles

Do you want to know if it's legal to record your interviews and how to do it properly ? Here's your guide.

You want to know how to send a good rejection letter after an interview ? Here are some advice and examples.

You want to know how to write a job brief the right way as a manager or recruiter ? Here's everything you need to know.

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Statement from President Joe   Biden on $7.7 Billion in Student Debt Cancellation for 160,000   Borrowers

Today, my Administration is canceling student debt for 160,000 more people, bringing the total number of Americans who have benefitted from our debt relief actions to 4.75 million. Each of those borrowers has received an average of over $35,000 in debt cancellation. These 160,000 additional borrowers are people enrolled in my Administration’s SAVE Plan; are public service workers like teachers, nurses, or law enforcement officials; or are borrowers who were approved for relief because of fixes we made to Income-Driven Repayment. 

Today’s announcement comes on top of the significant progress we’ve made for students and borrowers over the past three years. That includes providing the largest increases to the maximum Pell Grant in over a decade; fixing Public Service Loan Forgiveness so teachers, nurses, police officers, and other public service workers get the relief they are entitled to under the law; and holding colleges accountable for taking advantage of students and families. And last month, I laid out my Administration’s new plans that would cancel student debt for more than 30 million Americans when combined with everything we’ve done so far. 

From day one of my Administration, I promised to fight to ensure higher education is a ticket to the middle class, not a barrier to opportunity. I will never stop working to cancel student debt – no matter how many times Republican elected officials try to stop us.

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2024 AACOMAS Letters of Recommendation Guide

• By Med School Insiders
• February 26, 2024

AACOMAS letters of recommendation are essential to successfully matriculating into osteopathic medical school. Neglecting the importance of these letters will do you absolutely no favors, as a poor or even lukewarm letter of evaluation could mean the difference between acceptance and rejection.

This post will cover AACOMAS letters of recommendation, including what makes AACOMAS letters different, strategies for acquiring the best letters, and how to submit them through Letters by Liaison.

Not sure what application type you need to submit? Read our guide to AMCAS vs. AACOMAS vs. TMDSAS Med School Application Differences to find out how the three application services compare.

What Is a Medical School Letter of Recommendation?

For both allopathic (MD) and osteopathic (DO) medical schools, letters of recommendation (also known as letters of evaluation or letters of reference) provide a respected professional’s unbiased opinion of your skills, work ethic, and ability to succeed in the grueling reality that is medical school. A quality letter from a reputable professor from an academic institution or a medical professional you worked with carries a great deal of weight with admissions committees.

A letter of recommendation is a medical professional’s impartial summary of your unique abilities, so they have a significant impact on admissions committees.

While personal statements are also a vital piece of your application, it could be argued that letters of recommendation are even more important, as a personal statement is inherently biased.

A personal statement is your chance to sell yourself to an admissions committee and paint yourself in the best light, whereas letters of recommendation are impartial evaluations written by respected professionals. This means that as great as you make yourself sound in your personal statement, an admissions committee will likely take their colleague’s word over yours.

Want to know what admissions committees are looking for from the AACOMAS personal statement? Read our AACOMAS Personal Statement Guide .

The Anatomy of the AACOMAS Application

Every year at the start of May, the AACOMAS application opens. Around the middle of June, you will be able to submit your application. Do not procrastinate. Submit your application as soon as possible, as rolling admissions mean your chances of acceptance decrease the later you submit. Stay on top of your deadlines—it could be the difference between being accepted to medical school or being rejected.

Regardless of what the technical submission deadlines are, complete your primary and secondary applications long before the actual deadline rolls around.

Our timeline below includes both possible and ideal schedules.

Your letters of recommendation are only one piece of your primary application. To submit a successful application, you must work on multiple application components at once.

• GPA and MCAT Score
• Personal Statement
• Letters of Evaluation (also called Letters of Recommendation)
• Experiences and Achievements Section
• Mini Essays
• Depending on the schools you apply to, you may also be required to take a Casper test or PREview Exam

Read our complete AACOMAS Application Guide for DO Schools for more information about the other application components.

What Makes AACOMAS Letters Different?

AACOMAS letters of recommendation are essentially the same as AMCAS letters, the only real differences being that you can only submit a maximum of six evaluations (as opposed to ten for AMCAS), and at least one of your evaluations must be written by a DO .

It’s important to find out how many letters are required by the specific programs you’re applying to. Many DO programs have strict guidelines around submitting letters, and requirements vary from school to school. Take care to check with each of the osteopathic medical schools you’re applying to before you submit your letters.

For the most part, you’ll be set with four or five strong letters of recommendation across science, non-science, and extracurriculars, but you need a minimum of two for AACOMAS applications.

AACOMAS Letters of Recommendation:

• 2-6 total letters of recommendation (we recommend 4-5)
• 1-2 letters from science professors
• 1 letter from a non-science professor
• 1-2 letters from your extracurricular pursuits, most commonly DO research and clinical experience.
• 1 letter from an employer
• 1 of these letters MUST be written by a DO

If you wish to submit more than six letters, you will need to send those additional recommendations directly to the programs if the program allows it.

If you want to submit a letter packet or committee letter, you must enter the committee chair (or their alternate) as the evaluator. The committee chair will then be required to complete the ratings section and upload one letter, which will include assessments from a variety of committee members, via Letters by Liaison (the AACOMAS Recommender Portal.)

A committee letter only counts as one evaluation, and you cannot ask anyone who contributed to the letter for a separate evaluation.

AACOMAS Letters of Recommendation Strategies

1 | Begin Developing Relationships Early

Who you ask for a letter of evaluation can make all the difference, so approach relationships with mentors and professors with the idea that they could one day be one of your evaluators.

Relationships take time to build. Begin to cultivate these relationships with potential mentors or professors as soon as possible. To ensure you are communicating with them on a regular but not pushy basis, create a calendar to mark down when you last checked in with them and when you should again.

Share your goals and accomplishments with your potential evaluators so that they can see the progress you’re making. Express gratitude and always be ready to help them in whatever way you can, as relationships are a two-way street.

One of the best ways to meet with professors is to attend office hours. Don’t just sit there and hope for the best; prepare intelligent questions about the class to engage the professor. Keep things professional and polite. Take great care to schedule virtual meetings if you cannot meet in person.

2 | Ensure You Have at Least One DO Letter

You need to have some osteopathic extracurricular experience to be a competitive applicant. MD exposure, as well as research and clinical experience, is still beneficial, but you must have some direct experience with osteopathic medicine.

You cannot successfully apply to AACOMAS without a letter of recommendation from an osteopathic doctor (DO).

If you plan on becoming an osteopath from the get-go, securing an evaluation from an osteopathic professional should be easy, as you will be in regular contact with them. But if you’re still choosing between allopathic and osteopathic medicine, it’s essential to involve yourself in the osteopathic community and seek out osteopathic research or clinical experiences.

Get involved in osteopathic pursuits and make sure to engage with the professor or supervisor on a regular basis. Volunteer, ask insightful questions, and show an active interest in osteopathy. Once you have developed a friendly rapport and feel confident that they hold you in high esteem, ask them for a letter of evaluation.

3 | Prioritize Strong Letters

This point cannot be emphasized enough: You need strong letters. Anything else is a waste of time for both you and your evaluator.

If you scored under an A- in a professor’s class or don’t know them well, do not ask that person for a letter. It is vital that you ask someone who has worked closely with you, knows you well, likes you, and thinks highly of your skills.

If the person you ask shows any sign of hesitation, find someone else. Their hesitation could indicate they don’t have positive things to say about you, they don’t know you well, or they don’t have the time to write you an effective letter.

Whatever the cause of their hesitation, do not pursue it any further. A lukewarm or late letter could severely hinder your chances of acceptance.

Learn more about How to Get Strong Medical School Letters of Recommendation .

4 | Make the Process as Smooth as Possible

Let your evaluators know that they will be completing the evaluation electronically via Letters by Liaison , the AACOMAS Recommender Portal. They will receive the invitation to complete the evaluation by email, so ask them for their preferred email address and ask them to keep a close eye on their inbox (and spam and junk folders) for your evaluation request. It will be sent from [email protected]  unless you choose a different portal, such as Interfolio .

Your evaluators are busy, and they’re likely writing a few letters for your classmates as well. Do everything you can to make the process as smooth as possible by including all the details and instructions they need upfront and by providing them with a deadline—a deadline that’s long before your actual submission deadline. The greatest evaluation in the world won’t matter if it’s late.

Give your evaluators as much time as possible. We recommend two to three months. Set a reminder for yourself to check in with them two weeks before the due date.

For more tips, read our advice on How to Ask for Medical School Letters of Recommendation .

How to Submit Letters of Recommendation to AACOMAS

AACOMAS recommends you submit the letters of recommendation through the Letters by Liaison portal, but it’s also possible to submit them through Interfolio , VirtualEvals , and the US Mail.

Letters must be submitted by the evaluators themselves. After asking for an evaluation either in person or over email and going over the details of the submission process, you will need to request an evaluation electronically.

Your selected letter writers will receive a request that they can either accept or deny.

The Letters by Liaison instructions are as follows:

• In the Evaluations section, click Create Evaluation Request.
• Select whether you requested a committee evaluation.
• Enter the evaluator’s full name and email address.
• Select the date you would like this evaluation completed by. This date should be at least two months before your program(s) deadline.
• Enter a brief message or note for the evaluator.
• Select whether you want to waive your right of access to the evaluation. (More on the below.)
• Click the checkboxes to indicate your permission to contact your evaluators.
• Click Save This Evaluation Request to submit it. Once you do, an email is immediately sent to the evaluator.
• Confirm that your evaluators received the email notification.
• Use the Check Status tab to monitor the status of your evaluations.

If you see an evaluation is still marked as “Requested” or “Accepted, be sure to contact your letter writer to ensure that evaluations are completed on time. This is your responsibility, as AACOMAS will not notify you about missing evaluations.

The Family Education Rights and Privacy Act of 1974 (FERPA) gives you the right to access your letters of evaluation, but you may also choose to waive those rights. You are asked whether or not you want to waive your rights before requesting any evaluations. Your choice will be passed on by AACOMAS to your evaluators as well as the programs you’re applying to. Whatever you choose, the waiver is considered a legal signature and is binding.

If you choose Yes , it means you waive your rights, and you will not be able to see your letters. According to AACOMAS, programs may consider your evaluations to be more accurate if you haven’t seen them.

If you choose No , you may ask your evaluator for a copy of the letter, but you still cannot access it via your application. Programs may consider your evaluations to be less accurate if you do not waive your right and choose to view your letters.

Take every advantage you can when it comes to your application. It’s in your best interest to waive your rights to show admissions committees you feel confident in your letter writers.

AACOMAS Letters of Recommendation Interfolio

While AACOMAS recommends using the Letters by Liaison portal, Interfolio is another option for submitting your letters of evaluation. Interfolio allows you to request letters of recommendation that will go to multiple application services.

If you are applying through multiple different services—for example, if you’re applying through both AACOMAS and AMCAS, AACOMAS and TMDSAS, or all three—then Interfolio is a good option.

Learn how to use Interfolio .

It’s also possible to request your letters of recommendation through VirtualEvals and the US Mail.

Ensure Your AACOMAS Application Stands Out

Med School Insiders will help you curate an ideal selection of strong letters. We offer a range of Comprehensive Medical School Admissions Packages that will pair you with physicians who will guide you every step of the way.

We are committed to creating a generation of happier, healthier, and more effective future doctors. We can help with every aspect of your application, from MCAT tutoring to mock interviews to secondary editing to student advising. Our team is made up of doctors who have years of experience serving on both MD and DO admissions committees, so you’ll receive key insights into the selection process.

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This Post Has 3 Comments

Where are you getting the information that 1 LOR must be from a D.O.?

The websites for most D.O. schools say that they do not require a D.O. to submit an LOR. It can be an M.D. Some of them do prefer a D.O. but say an M.D. is fine.

how does a committee letter with 5 writers count as one…does that mean then that you still have to get 2 more? seems crazy

Hi! What do you do after all your letters of rec are in AACOMAS? I am trying to chose which letters to send to each school but I don’t know how to send these to the specific schools? Any help is much appreciated!

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