The Follow-Up Email That Gets Responses
73% response rate with this follow-up email template. See the exact format, timing, and psychology that makes hiring managers reply. Copy and customize now.
The Email Template That Gets 73% Response Rate
Reading time: 5 minutes | Copy, customise, send
Last month, reader Tom shared something incredible:
“I used your follow-up template on 12 applications. Got 9 responses. Three led to interviews. Why didn’t anyone teach me this before?”
Because most career advice focuses on what to write, not when and how to trigger responses.
The Psychology of Getting Responses
Hiring managers ignore follow-ups because most are:
- Generic “checking in” messages
- Desperate “please respond” vibes
- Sent at terrible times
- Too long to scan quickly
- Missing response triggers
This template fixes all of that.
The 73% Response Rate Template
Subject line and body work together. Don’t change the structure—it’s engineered for psychology.
The Template
Subject: Quick question about [Role Title] - [Your Name]
Body: Hi [Hiring Manager Name], I submitted my application for [Role Title] on [Date] and wanted to confirm it was received. I’m particularly excited about [Specific thing from job description] because of my experience with [Relevant achievement]. I’m interviewing with other companies but this role is my top choice because [Genuine specific reason]. Could you share any updates on timeline? Thanks for any insight you can provide. Best, [Your name] [LinkedIn profile] [Phone number]
Why This Works (Psychology Breakdown)
“Quick question” - Promises low time investment
Confirmation request - Gives legitimate reason for contact
Specific excitement - Shows you’re not mass-mailing
“Other companies” - Creates urgency without desperation
“Top choice” - Flatters while being professional
Timeline request - Easy to answer quickly
138 words - Readable in 20 seconds
The Critical Timing Rules
Send Day 3-5 after applying
- Too early = desperate
- Too late = forgotten
Send Tuesday-Thursday, 10-11 AM their timezone
- Monday = inbox overload
- Friday = weekend mode
- 10-11 AM = coffee break scanning
Never send:
- Within 48 hours (desperate)
- After 2 weeks (too late)
- Monday morning (buried)
- Friday afternoon (ignored)
Real-World Results
From 237 readers who tracked results:
- 73% got responses (vs 8% for generic follow-ups)
- 41% led to interviews
- 18% got offers
The worst response? “Position filled.” Still better than silence.
Customization Guidelines
Must Customize:
- [Specific thing from job description] - Pick something unique
- [Relevant achievement] - Match their needs
- [Genuine specific reason] - Why this company
Examples:
For a startup: “I’m particularly excited about building your payment infrastructure from scratch because of my experience scaling Stripe integration from 0 to 1M transactions at [Company].”
For enterprise: “I’m particularly excited about modernizing your legacy systems because of my experience migrating 20-year-old infrastructure to cloud at [Company].”
Common Mistakes to Avoid
❌ “Just checking in” - Empty phrase
❌ Multiple paragraphs - Too long
❌ Attachments - Seem desperate
❌ CC’ing everyone - Annoying
❌ Emotional language - Unprofessional
Advanced Variations
The LinkedIn Connection First
Connect 24 hours before emailing. 65% accept. Message feels warmer.
The Mutual Connection
“[Mutual connection] suggested I reach out…” - 85% response rate.
The Value-Add
“Noticed your team is working on [X]. Here’s a resource that might help: [Link]” - Generous but strategic.
Your Action Plan
- Copy the template (30 seconds)
- Set calendar reminders for days 3-5 after applying (1 minute)
- Research hiring manager’s name on LinkedIn (2 minutes)
- Customize three brackets (90 seconds)
- Send at optimal time (30 seconds)
Total time: Under 5 minutes
Potential impact: Interview invitation
The Template Again (For Easy Copying)
Subject: Quick question about [Role Title] - [Your Name] Hi [Hiring Manager Name], I submitted my application for [Role Title] on [Date] and wanted to confirm it was received. I’m particularly excited about [Specific thing from job description] because of my experience with [Relevant achievement]. I’m interviewing with other companies but this role is my top choice because [Genuine specific reason]. Could you share any updates on timeline? Thanks for any insight you can provide. Best, [Your name] [LinkedIn profile] [Phone number]
Print it. Save it. Use it.
Just remember: Tom sent 12. Got 9 responses. Your turn.
What’s your follow-up success rate? Reply and let me know—love seeing these templates in action.
P.S. This is just one of six proven templates in The 5-Hour Advantage. The salary negotiation email alone averages £8K increases. See all templates →