
Job searching can be a confusing process. It can feel like you need to consult a career coach, a psychic, or at the very least, every single friend who’ll listen to you. You want to know if what you’re experiencing is normal or if you’re on your way to getting burned.
One common problem is feeling like you’re responsible for moving the process forward. Whenever you reach out to the hiring manager, they schedule you for the next step or promise to get back to you soon. But you’re the person initiating contact, every time.
It may feel good that you’re “still alive” and your email exchanges and interviews seem to go well. However, it’s easy to get confused by these mixed messages. If you hadn’t been in touch, would the opportunity have faded away with the hiring manager? Is it normal to have to remind a recruiter about an interview? Well, it depends. Here's why and how to write a reminder email to a recruiter when necessary.
Is it normal to have to send multiple reminders to a recruiter?
Picture this: You meet up with your prospective boss for an informational interview. You thought you've built an instant rapport and they promise to call the next day to schedule a proper interview. After three days pass, you reach out to them. They respond that they’d like to interview you that Friday and would send on an itinerary shortly. Thursday night came, and with no sign of an itinerary. You reach out again, and after weeks of being told “I’ll follow up in a few days,” the interviewer ghosts you.
This is an example of recruiter behavior that's neither normal nor professional. It may be an indication that the company is toxic or at least severely disorganized. A potential employee shouldn’t have to remind a recruiter of their own appointments. It’s not normal for you to have to do the outreach, every step of the way.
But here’s a different scenario that falls into the “normal” category: After an informational interview, you're scheduled for a proper interview on Friday—which happens as planned. Afterward you send the recruiter a thank-you email and make yourself available to send any information.
The interviewer lets you know that they have everything they need for now and that you might hear from them again in a couple of weeks. After two weeks pass, you contact them again, asking for an update on the hiring process. Their response is a standard “We went with another candidate,” and that’s it—you have a clear, final response.
How to send a reminder email to recruiters
If you need to send a reminder email to a recruiter or hiring manager, here are simple steps to follow:
- Make sure it’s not too early. Before you even start writing your email, double-check the last email the employer sent to you to ensure you're not following up before the timeline they provided.
- Write a direct subject line. You don't need to try to be funny or clever—and you definitely shouldn't clickbait a potential employer. So, be direct and clear with your subject line.
- Be polite and concise. There's no set ideal length for a follow-up email, but try to keep it as short as possible. You should also be careful with your wording to avoid sounding like you're demanding an answer—even if you've been desperately waiting to hear back from them for several days.
Here are two examples of follow-up emails to a hiring manager or recruiter where we apply these tips:
#1: Sample email to remind a hiring manager about an interview
Subject: Following up - Fraud Examiner Interview
Hi Avery,
I hope you had a great weekend.
I’m reaching out to check if our interview is still happening this Wednesday. It was my understanding that you would send me the office address 48 hours before, but it never made it into my inbox.
I really enjoyed our informational meeting and I’m looking forward to your interview.
Regards,
Casey Smith
555-123-3456
#2: Sample thank-you email to hiring manager
Subject: Thank You - Fraud Examiner Interview
Hello Morgan,
I hope you’re having a nice day.
Thank you for meeting with me on Friday, I really enjoyed our conversation. Is there anything I can send to assist the decision making process?
Thank you for your time.
Best regards,
Taylor Jones
555-1234-555
Key takeaways
Don’t let the possibility of never getting a response dissuade you from following up, if necessary. But, do pay attention to whether you’re sending actual “follow up” messages (e.g., sending additional information and thank yous) or if you’re the one running your own hiring process.
The latter’s often a sign that what you’re being told about your candidacy doesn’t match up with your actual chances—and there’s a good possibility you’re out of the running.
On the bright side—yes, there is one!—being honest with yourself can keep you from being blindsided. So, instead of putting all your effort into this one opportunity, keep applying to other companies as well, and land somewhere that’s truly interested in hiring you (and here's The Muse job board to help you with that).
FAQs
Do hiring managers respond to follow-up emails?
Yes, but not always. In the current job market, it might take several weeks to get a response from a hiring manager, and you may not get an answer at all, as employers ghosting candidates is becoming common practice.
Do you follow up with HR or hiring managers?
You should follow up with the person who contacted or interviewed you. Don't contact other departments of the company—it might come across as you trying to throw your interviewer under the bus, which is a bad look.
Should I add recruiters to every thank-you email?
Not necessarily. If you have an initial interview or phone screen with a recruiter and then someone else takes over, you don't need to include the recruiter in a thank-you email to them. Thank the recruiter separately.
How can I find a recruiters email?
In some instances, it's possible to find a recruiter's email address on the “Our team” page in the company's website. You may also be able to find it on LinkedIn.