How to Follow up with a Recruiter (According to 15+ Recruiters)

Is it ok to follow up with a recruiter after an interview? How do you do it properly?

We asked experts to give us their insights.

Table of Contents

Caroline Stokes

Caroline Stokes

CEO, Forward | Podcast Host, The Emotionally Intelligent Recruiter |
Author, Elephants Before Unicorns: Emotionally Intelligent HR Strategies to Save Your Company

There are many parts of the recruitment process to be aware of. But first, remember the internal or external recruiter are tremendously busy and aren’t always going to be as timely or responsive as you might like whilst you’re on the hunt for your next place of employment.

Scenario 1: You apply for a role you’re not compatible for

When sending your resume to the recruiter, double-check that you are actually qualified for the position. Most women will only apply to roles if they are a 100% fit for the job description, which is taking it too far. A 75% fit will suffice. Men are likely to throw their hat in the ring if they are not compatible.

If you are not compatible with the role, do not expect a meaningful response

A surprisingly high percentage of applicants are not a fit for the role, from being able to legally work in the country, to having experience in the sector the company needs. If you follow-up, I’m afraid you’re likely to be ignored. This is human nature because your application could be a Bot.

Scenario 2: You apply for a role you are qualified for

When sending your resume to the recruiter, make sure you send a cover letter explaining how you are a fit for the role and what you’d bring to the company, culture and organizational goals.

Follow up a few days later via a LinkedIn connection request to the recruiter

This is to explain you have applied online, outline 2-3 reasons you’re a good fit and sign-off warmly. If you do not hear back after a few weeks, the chances are you have not been selected for the interview process.

Scenario 3: You’re interviewed by the recruiter

You’ve applied and you’ve had your first interview with the recruiter. Get back to the recruiter and give them a few reasons why you’re excited about the role and of course thank them directly for their time.

Follow up with a thank you note

Maybe 0.1% of people we interview for roles will take the time to follow-up and whilst thank you notes can feel a little 20th century, you create an emotional connection with the person you follow up with.

Scenario 4: You’ve had a few more interviews

As per scenario 3, follow-up swiftly with top reasons the role is a fit for you and what you will bring to the role since learning about the position and the company, culture, etc.

Scenario 5: You get the offer

No-one likes to feel like they are hanging on the edge. And employers will be rejecting candidates and need to give people fair notice that they have been unsuccessful or may be in the running for the role if you reject it or want to negotiate.

Follow up stating you’re grateful to receive the offer and will review over the next few days to discuss with family

This helps the new prospective employer that you are reviewing the role seriously and managing their expectations on when they will hear back from you.

Scenario 6: You are rejected and don’t get the offer

First, do not share your disappointment at their bad decision-making as you might be in the running for the role next time.

Thank them again for their time

Outline how you might be a good fit for them in the not too distant future when another role comes up. Now’s not the time to burn the bridge. You have an opportunity to grow the relationship with the hiring manager or the recruiter who might be in different roles in the future.

Beth Cabrera

Beth Cabrera

Executive Vice President, KNF&T Staffing Resources

Ask the recruiter for their preferred means of communication

Over communication with your recruiter is as much of an issue as ghosting. Your recruiter wants to hear from you, but not every minute of every day.

Good recruiters are busy so, to maximize your relationship with your recruiter, set the expectations upfront. Simply ask, “How would you prefer for me to communicate with you?” They will tell you.

I have recruiters on my team who will only communicate with the talent by email or text. I have others who are old school and want that voice-to-voice connection over the phone.

Do they want to hear from you daily? Weekly? Only when your status changes? These are the parameters you need to set with each consultant.

My personal preference is a combination of both phone and email

If there is a major change in your status or your search, I want you to call me and explain the situation so I can best adjust my search. If you are simply updating me on a skill set, search status, or letting me know about an upcoming vacation, then email is perfect.

I do not want to hear from you by text unless it is an emergency or if you are unable to attend an interview scheduled to start within the next 12 hours. Respect your recruiter’s time, rules of engagement, and expertise, and you will find you have a resource and a partner for your professional life!

Lars Herrem

Lars Herrem

Executive Director, Nigel Wright Group

If it’s the first time you’re following up with a recruiter, it’s recommended that you email them rather than call

This is also in your best interest as well as theirs. It will give the recruiter the time to review who you are, what role you’ve applied for and with which company, as well as the status of that job hunt.

Recruiters deal with many candidates and clients at any given time so it’s unwise to pressure them. If you still haven’t heard back from the recruiter after a couple of weeks, you can follow up one more time via email or over the phone.

Following this, if you still haven’t heard back, it’s therefore likely that they’ve deemed you unsuitable for the role. In this instance, it’s probably best to start looking for new opportunities.

It’s important to remain professional at all times when following up with a recruiter. Although you may be getting anxious about a current role you’ve got your sights set on, the recruiter may be able to find you a different, more suitable job if you’re unsuccessful.

Respect the recruiter’s personal space. Don’t start contacting them through numerous different social media platforms or turn up unannounced at their office, it will only appear desperate and aggravate the recruiter.

Be specific about who you are in your correspondence, referring to the role you’ve applied or interviewed for and with which company (if you know at this stage) as this will save the recruiter time and give them the opportunity to come back to you sooner.

Danielle Nakatsuji

Danielle Nakatsuji

Director of Executive Recruiting, Concero

Using e-mail is a great way to stay in touch

After your first contact with a recruiter, and throughout the recruiting process, a short thank you note after a conversation or a quick follow-up e-mail on a next step can keep you top of mind.

In your follow-up message, make sure to mention the position you discussed. It lets the recruiter know you are engaged with the opportunity and helps remind them what you are interested in.

Do not hesitate to take initiative if you haven’t heard back from the recruiter in a few days. Circling back with them and asking for an update and/or next steps is a very appropriate thing to do!

Michael Dukes

Michael Dukes

Talent Manager, Situation

Following up with a recruiter can mean many things. Is this recruiter working at a recruiting agency where they are the go-between for the company the candidate wants to work, or is this an in-house recruiter or talent manager for the desired organization?

I believe what this comes down to is a mixture of common sense, trust in the process, and perseverance.

Establish a hiring timeline with the recruiter

I would establish in the initial phone call with the recruiter a timeline and within that timeline, what can be expected in communications with that recruiter. Of course, nothing is ever clear cut in a hiring timeline, so be specific about when you can expect updates from the recruiter.

A good recruiter will realize you are an asset to their client or company and treat you as such. A poor recruiter will be unsympathetic and dehumanize the situation by only letting you in on information if you are moving forward in the process.

Always be polite in your emails

When you email a recruiter for a follow-up at any stage in the process, open with acknowledging they must be swamped, and that you would love to know a status update on your application or if there is any feedback.

I would first try emailing before calling the recruiter and wait 24-to-48 hours for a response before picking up the phone.

If you come off overly aggressive or rude, this will undoubtedly affect your candidacy for the role if you are dealing with an in-house recruiter, and this might make an agency recruiter think twice about moving you along the process with their client.

If you feel you are dealing with a recruiter who is non-responsive, it might be best to cut your losses and work with a recruiter who puts more value into the relationship. This could save a lot of headaches and frustrations.

Also, keep in mind that some companies have a longer hiring process.

If you have another opportunity you need to act on, kindly let the recruiter know and pursue the opportunity at hand. Ghosting a recruiter will only lead to a blemish on your reputation which you do not want and is highly preventable.

Related: How to Tell a Potential Employer You Have Another Job Offer

Mutual respect and valuing the relationship between a recruiter and a candidate has a bumpy and difficult history that has led to the trend of ghosting on both sides. I say we get back to the ethics of building relationships by being respectful of one another and making it a win-win for both sides.

Joseph Puglise

Joseph Puglise

Senior Director of Recruiting & Executive Search, JMJ Phillip Group

Stay professional during any type of communication, written or spoken

Recruiters and talent acquisition professionals are busy people. They manage relationships and communicate with candidates, hiring managers, references, and their own supervisors for a never-ending amount of open job orders and requisitions. That web of stakeholders can result in full inboxes very quickly.

The key to following up with recruiters is reaching out in a concise manner that provides context. For example, include your full name and the position you spoke with the recruiter about.

“Hey Dave, this is Michael Walters from Seattle. You and I had connected last week about that Director of Supply Chain position. I wanted to check in to see if there were any updates about my candidacy for that role. When you have a moment, could you provide any feedback you’ve received?”

Recruiters are constantly assessing the presence, and using that to determine your viability for positions they’ve been hired to fill. Their reputation is staked on the candidates that they deliver, and will only work with those they trust will represent them well.

Ryan Moore

Ryan Moore

Director of Executive Search Practice, Peak Sales Recruiting

Depending on how far down the process we are and how much of the relationship we’ve established, I’d recommend different follow-ups based on the context.

Send a LinkedIn message or an email

If we’ve only just started to discuss your work experience and have yet to go to an interview, but after we’ve had a pre-screen call, I would say to sit tight until I have the chance to connect with you.

If you’re getting particularly antsy, an email would be alright, or even a LinkedIn message, but depending on the projects I’m currently working on and their priorities, your message may get lost in the shuffle.

If by this point you’ve gone to interview, communication is very important. An email telling me the top-level notes of your interview can help me with context and I can support your next steps accordingly. Alternatively, if I have the time, I may reach out and give you a phone call.

In either case, patience is key, and respect is a two-way street. If someone was to frantically reach out to you on a repeated basis with high expectations too early, how would you react?

A handwritten note is also appreciated

One of the most outstanding ways a candidate has followed-up with me, despite not receiving an offer, was a handwritten note mailed to my office. This showed not only integrity and I would recommend others to think outside the box similar to this as it can definitely leave a lasting impression.

Simon Royston

Simon Royston

Founder & Managing Director, The Recruitment Lab

If you are going to follow-up with a recruiter; do it once, do it professionally, be timely and be nice! The last thing you want to do is appear desperate or worse start auditioning for the role of their latest stalker.

A simple e-mail just asking if the recruiter has an update following your interview or application is enough

That allows a busy recruiter the chance to reply in kind with a genuine/meaningful response and update. Phoning a recruiter several times a day (as I have experienced) doesn’t actually achieve anything.

Likewise, be timely in your follow-up, if you applied for a role or interviewed at 10 am, don’t chase the recruiter before noon on the same day!

The recruiter is typically waiting on other decision makers to give their input. All of that said, any recruiter who is good at their job will naturally be talking and communicating with you.

They should be contacting you after your application or interview and they should be putting down markers as to what the next steps are and when they hope to be speaking with you again.

If your recruiter is not responsive and is not communicating with you across various channels, maybe you have the wrong recruiter and need to consider your options.

Amy Simpson

Amy Simpson

Senior Recruiter, The James Allen Companies

Don’t call me, I’ll call you

As a recruiter, I am client focused and typically reaching out to candidates to talk about specific positions we are working on.

Since we don’t post jobs, we don’t often have candidates reaching out to us directly. However, sometimes a candidate will reach out to see if we have jobs available for them. Although this could work out, it’s rare. Because we are so specialized (in insurance), most of the time, the timing just isn’t right.

For someone who does reach out to me when I don’t have a position that could fit them, I recommend following up via email or phone once a quarter to keep their name in front of me.

Eckhard Ortwein

Eckhard Ortwein

CEO, Lean Case

The best way to follow-up with a recruiter is almost certainly through email

It’s relatively low stress, and it lets them respond to you at their leisure. It’s important not to be pushy. Keep your email as simple as possible. A few sentences reminding the recruiter of who you are and something specific you discussed or asking for information on the next steps in the process is the best way to get a response.

A respectful tone and ability to communicate effectively in writing when it is not a test but real communication is one of the important indicators that I focus on when I recruit a team.

Deborah Sweeney

Deborah Sweeney

CEO, MyCorporation

Send a follow-up email

There are several easy steps on how to write a quick follow up e-mail with a recruiter after an interview.

  • Thank the recruiter for their time.
  • Mention your great interest in the organization.
  • Highlight one or two things you discussed in the interview.
  • Add in your top skills and relative professional experience that makes you perfect for the position.
  • Close your email by re-thanking them for their time and include a link to your online portfolio so they can reference your work.
  • Include your contact information in your signature. This makes it easier for the recruiter to contact you instead of them searching for your email/phone number.

Bryan Zawikowski

Bryan Zawikowski

Vice President & General Manager, Lucas Group

Ask how they want you to communicate with them

It sounds simple, but different recruiters in different industry and functional niches work differently. Ask the recruiter what to expect in terms of communication and they will tell you.

Additionally, candidates need to remember if a recruiter is on the phone with you (or typing you a lengthy email), they can’t be on the phone looking for jobs for you!

Sandra Arrighi

Sandra Arrighi

Corporate HR Manager, eBacon

There are several ways to follow up with a recruiter, use technology and consideration to your advantage.

Recruiters are people too, who are under pressure to manage many different candidates while attempting to assess the best fit for their managers, departments and overall company.

Candidates can ask the recruiter what their anticipated timeline is

This refers to when decision makers will decide on the ideal job hire. Within 24-48 hours post-interview, job applicants should graciously be thoughtful to put together a detailed, personal email addressed to the recruiter.

As a follow up to the email, a handwritten note is an old school approach, yet a unique way to respond, to stand out from other candidates. Thank the recruiter and hiring managers for their time, express your enthusiasm to be considered for the job role; as a follow up to their application status.

The last thing you want to do is to continually pester, or harass the recruiter for an answer.

To call and ask the recruiter on the spot is not recommended unless the recruiter had initiated the phone call. Recruiters observe how candidates handle the applicant process, how candidates can show up professionally, how they best manage stress and let-downs.

If a company turns a candidate down, it does not mean all is lost; the company might reconsider the same declined candidate in the future for another role or as a job applicant backup.

Regardless of the status of the job market, best, appreciative behavior in all interactions is suggested; it is a privilege to be considered out of many candidates who also wish to be selected for employment as well.

Marissa Sniff

Marissa Sniff

Senior Talent Acquisition Specialist, Combined Insurance

Request business cards for follow up

Before you leave your interview, make sure to request business cards from the interviewers and recruiter so you have their contact information. This is incredibly important (and if not requested, could be your biggest mistake).

Sending a thoughtful thank you note still makes a difference

As of late, this seems to have lost its luster from the candidate standpoint, but it does not go unnoticed from the employer. Send a thoughtful note expressing your desire and interest in the job no later than two days after the interview.

Send an email or a note on LinkedIn

If you haven’t heard back from the employer in the time frame they specified, follow up! Give a quick call or leave a message. Choose a method you are comfortable with but don’t allow yourself to get lost in the clutter – persistence and demonstrated interest does pay off.

Once you connect with the company, ask what their timeline is for reaching a decision

Understand that the interview process can take some time for a multitude of reasons and be sensitive to this, but continue to research other opportunities.

Gabrielle Finnen

Gabrielle Finnen

Former Senior Talent Acquisition Consultant | Media Correspondent

Follow up via email after each step in the hiring process

Since Recruiters are typically on the phone prescreening and interviewing candidates throughout the day, I’ve always recommended following up via email within 24 hours with no more than 48 hours after each step in the hiring process.

After phone screening, send a thank you email and inquiry for the next steps. Recruiters are bogged down with open requisitions attached to pressing fill-times and an influx of applications. Ensure that your candidacy remains at the top of the virtual stack of resumes by consistent and timed emails.

After an In-person interview, send a thank you email in which you highlight your relevant skills again. If needed, clarify anything you thought did not come across well during the interview. The recruiter is sure to pass this along and will definitely help in selling your candidacy to the Hiring manager(s).

If you still haven’t heard back about a decision, send a thank you email or a handwritten note. If the hiring team is teetering between you and another candidate, it may just be the winning step in securing your new role. Even if you are not hired, that added touch makes you more memorable than others when matching opportunities become available.

Related: How to Follow up on a Job Application

Brianna Rooney

Brianna Rooney

CEO, Techees

Follow up with the recruiter via email or text

Recruiters love follow up. We have to do it so often that it’s so nice when someone does it back. Whichever way you’ve been communicating is perfect. Just like in dating, you still want to make sure you’re not overly aggressive.

The recruiter is following up for you too. It helps to let us know you’re interested and updated on your search at least every two days. Unless of course, you get an offer. We need to know that. Lots of times recruiters do have the power to move companies faster. Be a team with your recruiter!

Frequently Asked Questions

How Can I Prepare for Follow-Up Conversations With Recruiters?

Preparing for follow-up conversations with recruiters is an important step in your job search journey. Recruiters play a crucial role in helping you find the right job and can also give you valuable insight into the company and the position you’re applying for.

To make the most of your follow-up conversations, consider the following tips:

• Research the company and the job in advance. Get a good overview of what the company does, its culture, and the job requirements. This will allow you to ask informed questions and show your genuine interest in the company.

• Prepare a list of questions to ask the recruiter. These may include questions about the company, the job, the team, and the next steps in the hiring process. Ask questions that will help you determine if the job is a good fit for you.

• Consider writing down the key points you want to make during the conversation. This could be about your qualifications, skills, and experience that make you a good fit for the job.

• Be mindful of your tone and language. Speak clearly and professionally and show that you’re interested and engaged in the conversation.

• Show enthusiasm and genuine interest in the position and the company. Let the recruiter know why you’re interested in the position and why you’d be a good fit for the company.

What if the Recruiter Says They Have No Update on My Application Status?

If a recruiter says they don’t have any news about the status of your application, it can be discouraging. But it’s important to remember that the hiring process can be lengthy, and it’s common to experience delays or setbacks.

Here are some steps you can take to handle the situation professionally and productively:

Be understanding: Try to put yourself in the recruiter’s shoes and remember that they are likely juggling many tasks and responsibilities. Showing empathy and understanding will help build a positive relationship and may even help your application in the long run.

Continue to express your interest: Let the recruiter know that you’re still interested in the position and would like to hear about the status of your application. This helps to keep your name in mind and may also prompt them to follow up with you if they last heard from you a while ago.

Ask for additional information: If you haven’t already, you should ask the recruiter if you can provide additional information or materials to support your application. This shows that you’re proactive and dedicated to getting the job and can move your application forward.

Follow up again: If you have yet to hear back from the recruiter after a few weeks, you should reach out again. You could contact the department at HR or send a polite email to the recruiter to inquire about the status of your application.

Keep searching: Don’t be discouraged if you don’t receive any news about your application. Keep looking for other job opportunities, and take advantage of this setback. The right job will come along; in the meantime, you can focus on developing your skills and network.

Can I Follow Up With the Hiring Manager Directly?

Many job seekers ask whether they can contact the hiring manager directly after an interview or application. Although it’s generally better to contact the recruiter or HR, there are instances when it may be beneficial to contact the hiring manager.

Here are a few things to consider before reaching out:

• Hiring managers may have a lot of applicants to review and need more time to respond to individual follow-up emails.
• If you decide to reach out to the hiring manager, make sure you keep the email professional and brief.
• Focus on expressing your interest in the position and reminding them of your qualifications and experience.
• Pay attention to your email’s tone and ensure it comes across as engaging, friendly and informative.

Can I Follow Up With a Recruiter After I Receive a Rejection Letter?

Following up after a rejection can be a great way to make a lasting impression and open the door for future opportunities.

Here are some factors to consider when reaching out to a recruiter:

Keep your follow-up email professional and brief: It’s important to be polite and professional in your follow-up email. You can thank the recruiter for their time and attention and ask them if they can provide feedback to help you in your job search.

Consider reaching out via LinkedIn or other social media: In addition to an email, you could also reach out to the recruiter on LinkedIn or other social media platforms. This shows that you’re proactive and interested in maintaining a professional relationship.

Remember to thank the recruiter for their time and response: Regardless of the outcome, you must thank the recruiter for their time and effort in considering you for the position. If the job doesn’t suit you this time, who knows what the future holds!

What Common Mistakes Should I Avoid When Following Up With a Recruiter?

When you’re following up with a recruiter, there are some important factors you should keep in mind to ensure a positive outcome. Some common mistakes you should avoid are:

• Following up too frequently or too soon after your interview or application. This can come across as pushy or eager and decrease your chances of getting the job.

• Being too aggressive or pushy during follow-up. Recruiters are busy people, and you must maintain a professional tone in all your interactions with them.

• Asking for a decision on your application or the outcome of the interview. This can be seen as disrespectful to the recruiter’s process and role.

• Bringing up negative aspects of your interview or application. Instead, focus on highlighting your strengths and qualifications and how you can add value to the company.

• Forgetting to proofread your follow-up for grammar and spelling errors. This can give the impression that you need to be more detail-oriented and could cost you the job.

By following these tips and avoiding these common mistakes, you can effectively follow up with a recruiter and increase your chances of getting the job. Remember to be patient, and professional, and always keep your goals in mind.

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