Anything in brackets, like [Company] or [Your name], is yours to fill in. Keep the rest short. Every note here fits on a phone screen, and that's on purpose.
General information, not legal or financial advice.
Follow-up 7 days after applying
When to send
About 7 days after you apply, if you haven't heard anything. Send it to the recruiter or the hiring manager if you can find their name.
Subject line
Following up on my application for [Job title]
The email
Hi [Name], I applied for the [Job title] role with [Company] last week and wanted to say I am still very interested. [One line on a result that fits the job, like "In my last role I cut billing errors by a third."] I would welcome the chance to talk about how I can help. Thank you for your time. [Your name] [Phone] | [LinkedIn link]
Why it works: It's short, it names the exact role so they can find you fast, and the one result gives them a reason to pull your application.
Nudge 5 business days after an interview
When to send
Five business days after the interview with no word, or the day after the date they said they'd decide.
Subject line
Checking in on [Job title]
The email
Hi [Name], I hope your week is going well. I wanted to check in on the [Job title] role. I enjoyed our conversation on [day] about [something you discussed], and I am still very interested. Is there an update on timing, or anything else I can send you? Thank you, [Your name]
Why it works: A question about timing is easy to answer in one line, and the detail from your talk reminds them which candidate you are.
Closing the loop after being ghosted
When to send
After two follow-ups with no reply, usually two to three weeks after your last contact.
Subject line
Closing the loop on [Job title]
The email
Hi [Name], I have followed up a couple of times about the [Job title] role and haven't heard back, so I will assume the team has gone another way. I know how busy hiring gets. Thank you for the time you spent with me. If anything changes, or another role opens that fits my background, I would be glad to hear from you. Best, [Your name]
Why it works: It gives them one easy last chance to reply, leaves the door open for the next opening, and lets you move on without guessing.
Same-day thank-you after an interview
When to send
The same day, within a few hours. Send a separate note to each person who interviewed you.
Subject line
Thank you for today
The email
Hi [Name], Thank you for taking the time to talk with me about the [Job title] role at [Company]. I enjoyed learning more about the team and the work, and I am even more interested in the job. [One sentence linking something they said to something you have done.] I would welcome the next step. Please let me know if there is anything else I can send you. Thank you again, [Your name]
Why it works: Many candidates skip it or send it days later. One specific sentence shows you listened, and it keeps you in mind while they compare notes.
"The posting said X, the offer is Y"
When to send
After you get the written offer and before you accept, if the pay is below the posted range or at its very bottom.
Subject line
Question about the offer for [Job title]
The email
Hi [Name], Thank you for the offer. I am excited about the [Job title] role and the team. I want to ask about one thing before I decide. The job posting listed a pay range of [posted range], and the offer is [offered amount]. Could you help me understand how that number was set? Given [the skill or experience from the posting that you bring], I was expecting an offer closer to [your number]. I am glad to talk it through by phone if that is easier. Thank you, [Your name]
Why it works: You point to the employer's own number and ask a question instead of making an accusation, which makes it easy for them to fix.
Not sure what NJ and NY say about pay ranges in postings? Read the guide.
Counter-offer
When to send
After the written offer and before you accept. It also works as a follow-up to a phone conversation about pay.
Subject line
[Job title] offer
The email
Hi [Name], Thank you again for the offer. I am excited about joining [Company], and I want to make this work. Based on [the scope of the role / my experience with X / pay for similar roles in this area], I am asking for a base salary of [your number]. If we can get there, I am ready to accept by [date]. If the base salary has no room, I would be open to talking about [a signing bonus / a pay review at 6 months / extra time off / a remote day each week]. Thank you for considering it, [Your name]
Why it works: One clear number, one reason and a promise to say yes give the hiring manager something concrete to take to whoever approves pay.
Need a number to ask for? Start with the pay lookup.
Polite decline
When to send
As soon as you've made up your mind, ideally within a day or two.
Subject line
[Job title] offer
The email
Hi [Name], Thank you for the offer and for the time you and the team spent with me. After a lot of thought, I have decided to decline. [Optional: I have accepted a role that is a closer fit for what I need right now.] I enjoyed meeting everyone and would be glad to stay in touch. I hope our paths cross again. Best, [Your name]
Why it works: A quick, warm no lets them move to their next candidate and keeps you on good terms for future openings.
Asking a former coworker for a referral
When to send
Before you apply, if you can, so your application arrives with their name on it.
Subject line
Quick favor? [Company] referral
The email
Hi [Name], I hope you are doing well. It has been a while since we worked together on [project] at [Old company]. I am looking for my next role, and I saw that [Company] is hiring for a [Job title]: [link to posting]. It looks like a strong fit because [one or two reasons]. Would you be comfortable referring me, or pointing me to the hiring manager? I have attached my resume and can send a short blurb you can forward. No pressure at all if the timing is not right. Thanks so much, [Your name]
Why it works: It reminds them how they know you, makes the ask specific, does the writing for them and gives them an easy way out.
A few rules that help every script
- Use their name and the exact job title from the posting.
- Send to a person when you can find one, not only a general inbox.
- One follow-up a week is plenty. After two with no answer, send the closing-the-loop note and put your energy elsewhere.
- Read it out loud once. If a line sounds stiff, say it the way you would on the phone.
- Just laid off? Start with the first 72 hours kit.
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