How to follow up on a job application

Follow up for a clear reason: to confirm receipt, ask about a missed deadline, provide requested information or raise one useful question. Follow the employer’s stated timeline. Keep the message brief, identify the role and application date, and do not send daily reminders.

Check the process before choosing a date

Look at:

• the advert and application portal;
• the acknowledgement email;
• any timeline given by the recruiter or interviewer;
• the application deadline;
• whether the employer said it would contact only selected candidates.

There is no single timing rule for every Swiss employer. UZH’s application guidance says applicants will normally receive a confirmation and suggests checking after around ten days if none arrives. Treat that as context for a missing acknowledgement, not a universal deadline for a hiring decision. Read the UZH application-form guidance.

Match the message to the situation

Situation	Useful purpose	Avoid
No acknowledgement	Confirm technical receipt	Asking for a decision immediately
Deadline or promised update passed	Ask whether the timeline changed	Accusing the employer of ignoring you
After interview	Thank them and supply a useful promised item	Rewriting the whole interview
Another offer affects timing	State the real deadline and ask whether their process can accommodate it	Inventing an offer to create pressure
Rejection	Ask for brief feedback if appropriate	Arguing with the decision
Unsolicited application	Confirm whether to close or redirect the enquiry	Repeated reminders with no new purpose

Write the message in four parts

1. Identify the role and relevant date.
2. State why you are writing.
3. Ask one answerable question or provide the promised item.
4. Close without pressure.

Do not repeat your motivation letter. The recipient should understand the message from the subject line and first two sentences.

Copyable examples

The names and employers below are fictional.

Confirm receipt

Subject: Application receipt — Laboratory Technician — Amira Said

Hello Recruitment Team,

I submitted my application for the Laboratory Technician position on
3 September through your careers portal but did not receive a confirmation.
Could you please confirm whether the application arrived successfully?

I can resubmit the documents if needed.

Kind regards,
Amira Said

Promised update has passed

Subject: Project Coordinator application — process update

Hello Ms Keller,

Thank you again for our interview on 27 August. You mentioned that the team
expected to confirm next steps by 5 September. Could you let me know whether
the timetable has changed?

I remain interested in the role and am happy to provide anything else the team
needs.

Kind regards,
Jonas Frei

A real competing deadline

Subject: Data Analyst process — timing question

Hello Mr Rossi,

I am writing about the Data Analyst role following our second interview on
1 September. I have received another offer and need to reply by 12 September.
Panta Analytics remains of strong interest because of the work we discussed on
demand forecasting.

Are you able to share whether your process can reach a decision before then? I
understand if the timetable cannot change.

Kind regards,
Lea Martin

Only use this message when the other deadline is real.

Ask for feedback after rejection

Subject: Thank you — Service Designer application

Hello Ms Dubois,

Thank you for letting me know and for the time you and the team spent with me.
If you are able to share one point that would make my evidence stronger for a
similar role, I would find it useful. I understand if your policy does not
allow individual feedback.

Kind regards,
Noah Schmid

UZH advises staying calm and friendly when following up for reasons after an unsuccessful process. See its broader advice after unsuccessful applications.

Keep an application record

EMPLOYER AND ROLE:
APPLICATION DATE:
APPLICATION ROUTE:
ACKNOWLEDGEMENT RECEIVED:
CONTACT PERSON:
DEADLINE OR PROMISED UPDATE:
LAST CONTACT AND PURPOSE:
NEXT ACTION DATE:
OUTCOME:

This record prevents duplicate follow-ups and helps you quote the correct date or reference number.

After an interview

A brief thank-you can add context or deliver something promised. Send a requested work sample, reference or clarification promptly through the agreed channel. Do not use the note to introduce more reasons you are qualified.

If you realise that you gave an inaccurate factual answer, correct it plainly:

I would like to correct one detail from our discussion. I said the rollout
covered eight sites; after checking my project record, the correct number is
six. The rest of the example is unchanged.

Correcting the record is better than letting a false claim stand.

Know when to stop

Do not repeat the same question unless the employer replies or gives you a new date. Stop when:

• the employer says the process is closed;
• the advert says only selected candidates will be contacted and a reasonable period has passed;
• you have already asked the same question without a reply;
• the contact asks you not to follow up;
• you no longer want the role.

Record the lack of reply and move to the next application task.

Common mistakes

• Following up without identifying the role or application date.
• Asking for a status before the stated deadline.
• Sending the same message to several employees.
• Inventing another offer or deadline.
• Adding new unsupported claims after the interview.
• Treating an automated acknowledgement as a personal decision.
• Continuing after the question has been answered or the process has closed.

Check a follow-up message

• ✓I reviewed the advert, acknowledgement and promised timeline
• ✓The message has one useful purpose
• ✓The role and relevant date are easy to identify
• ✓My question can be answered briefly
• ✓Any deadline I mention is real
• ✓The tone is calm and does not create pressure
• ✓I contacted the appropriate person through the right channel
• ✓I recorded the message and know when to stop

For an interview-stage follow-up, review your submitted evidence with the interview preparation guide. For a direct approach without an advertised role, use the unsolicited-application guide.