Following up on an application: when it makes sense and how to word it
Two weeks and no reply – follow up or wait? A factual follow-up is common in Germany and can bring your application back into view, provided the timing and tone are right.
Hiring processes in Germany often take several weeks: applications are screened, departments are consulted, holidays push meetings back. A missing interim reply therefore rarely means rejection.
A short, polite follow-up is still legitimate. It signals genuine interest and gives you clarity for planning further applications.
This article covers the right timing, the suitable channel, how to word your message – and what to avoid.
How long should you wait?
Two to three weeks after sending your application is a good guide. If the ad states a closing date, that date counts – not the day you applied.
If you were given a timeframe in an interview or confirmation email, wait for it and get in touch a few days later.
- no confirmation of receipt: follow up after about two weeks
- ad with a deadline: wait until roughly two weeks after it closes
- promised date has passed: follow up after three to five working days
- after an interview: after the date given, otherwise after about a week
Email or phone?
Both work, but they come across differently:
| Channel | Suitable when | Advantage |
|---|---|---|
| no named contact with a phone number is given | written record, not intrusive | |
| Phone | the ad names a person with a direct line | immediate answer, personal impression |
| Portal form | you applied through an online portal | lands in the right file |
If you call, prepare two sentences: which role you applied for and what you want to know. Ask whether it is a good moment.
Sample follow-up email
Subject: Application for Project Manager – enquiry about the current status · Dear Ms Meier, I applied for the position of Project Manager on 3 September. As the role is of great interest to me, I would like to politely ask about the current status of the selection process. I am happy to provide any further documents. Kind regards, Anna Berger
Short, specific, no pressure: reference to the role, the date, one question, a friendly close.
What a follow-up should contain
Keep the message to a few lines. Only these elements are needed:
- a subject line with the job title and a note that this is an enquiry
- the date you applied and any reference or job ID
- one sentence about your interest in the role
- the actual question about the status of the process
- an offer to supply further documents
Before/after: tone of the follow-up
Before
„I applied three weeks ago and have heard nothing. I would expect candidates to at least get an answer.“
Problem: sounds reproachful and questions the HR team.
After
„As I remain very interested in the position, I would like to ask politely whether the selection process has already been completed.“
Benefit: factual, positive and easy to answer.
If you get a rejection
A rejection is not an invitation to argue – but you may politely ask once for the reason. Companies are not obliged to answer, though many give brief feedback.
Your own analysis is usually more useful: were the stated requirements even visible on your CV? Often it is not the qualification that fails, but the presentation.
Common reasons for rejections despite a good match: Why good candidates get rejected
Common follow-up mistakes
- following up far too early, often after a few days
- repeated messages without new information
- a reproachful or demanding tone
- leaving out the job title or the application date
- attaching the whole application again
- using the wrong channel, such as a private social media message
- writing to a generic address instead of the named contact
- spelling mistakes in a very short message
Before you follow up: check your documents
Frequently asked questions
How long after applying can I follow up?
Two to three weeks after sending it, or after the closing date has passed. Earlier looks impatient, much later loses its effect.
Does following up hurt my chances?
No, as long as you do it once, politely and factually. Only frequent messages or a demanding tone create a negative impression.
Should I call or write?
If the ad names a person with a phone number, a short call works well. Otherwise email is the safe option.
What do I put in the subject line?
The job title plus a short note that this is an enquiry, for example „Application for Registered Nurse – status enquiry“.
How often may I follow up?
Usually once. If you get no answer, treat the role as closed and focus on new applications.
May I ask why I was rejected?
Yes, once and politely. There is no obligation to reply, but many companies give short feedback.
Read on
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