Waiting For News: How To Politely Follow Up
Waiting for news can be nerve-wracking, whether it's about a job application, a loan, or any other important decision. You've put yourself out there, and now you're in a state of anticipation, constantly checking your email and phone. But what happens when the waiting stretches on? How do you follow up without seeming pushy or annoying? This guide will help you navigate the delicate art of following up politely and effectively, ensuring you stay on the radar without jeopardizing your chances.
Understanding the Waiting Game
Before diving into the how-to of following up, it's crucial to understand why delays happen in the first place. Companies and individuals often have their own timelines and processes. What might seem like a simple task to you could be part of a larger, more complex workflow. There could be internal approvals needed, other candidates to interview, or simply a backlog of tasks. Understanding this can help you manage your expectations and approach your follow-up with empathy and patience.
Delays are common. Don't automatically assume the worst if you haven't heard back within the initially promised timeframe. Sometimes, things genuinely take longer than expected. Maybe the hiring manager is swamped with other responsibilities, or perhaps they're waiting for feedback from other team members. Try to give the other party the benefit of the doubt, especially in the initial stages of waiting.
However, don't let excessive delays go unchecked. While patience is a virtue, there's a point where you need to take action. If the waiting period extends significantly beyond the initial estimate, it's perfectly reasonable to follow up. This shows that you're still interested and proactive, without being overbearing. The key is to strike the right balance between being assertive and respectful.
Crafting the Perfect Follow-Up Message
The key to a successful follow-up is crafting a message that is both professional and polite. Here’s how to get it right:
Subject Line Matters
The subject line is the first thing the recipient sees, so make it count. Keep it clear, concise, and to the point. Avoid anything too vague or generic. Instead, try something like:
- "Following Up on [Position Name] Application"
- "Checking In: [Project Name] Proposal"
- "Inquiry Regarding [Subject] – [Your Name]"
By including specific details, you make it easy for the recipient to quickly understand the purpose of your email and locate the relevant information. A well-crafted subject line increases the chances of your email being opened and read promptly.
Personalize Your Message
Generic follow-up emails can come across as impersonal and uncaring. Take the time to personalize your message by referencing specific details from your previous interactions. This shows that you're genuinely interested and have been paying attention.
For example, if you're following up after an interview, you could mention something specific you discussed with the interviewer. This could be a project they mentioned, a company initiative, or even a shared interest. By referencing these details, you demonstrate that you were engaged in the conversation and remembered key points.
Be Polite and Professional
Always maintain a polite and professional tone in your follow-up message. Even if you're feeling frustrated by the delay, avoid expressing any negativity or impatience. Remember, the goal is to maintain a positive relationship and increase your chances of a favorable outcome.
Use phrases like "I hope this email finds you well" or "I appreciate your time and consideration." These small gestures can go a long way in building rapport and showing respect for the recipient's time.
Keep it Concise
No one wants to read a lengthy, rambling email. Get straight to the point and keep your message concise and easy to read. State your purpose clearly and avoid unnecessary details.
A good rule of thumb is to limit your follow-up email to a few short paragraphs. Start by briefly reminding the recipient of your previous interaction, then state your reason for following up. Finally, express your continued interest and thank them for their time.
Express Continued Interest
Make it clear that you're still interested in the opportunity or outcome. Reiterate your enthusiasm and highlight any relevant qualifications or experiences.
For example, if you're following up on a job application, you could say something like, "I remain very interested in the [Position Name] position and believe my skills and experience would be a valuable asset to your team." This reinforces your commitment and reminds the recipient why you're a strong candidate.
Offer Assistance
If appropriate, offer to provide additional information or assistance. This shows that you're proactive and willing to go the extra mile.
For instance, you could say, "Please let me know if there's any additional information I can provide to help with your decision-making process." This demonstrates your willingness to be helpful and makes it easier for the recipient to respond.
Proofread Carefully
Before sending your follow-up message, take the time to proofread it carefully for any errors in grammar, spelling, or punctuation. A well-written email demonstrates attention to detail and professionalism.
It's always a good idea to ask a friend or colleague to review your message before you send it. A fresh pair of eyes can often catch mistakes that you might have missed.
Timing is Everything: When to Follow Up
Knowing when to follow up is just as important as knowing how to follow up. Following up too soon can come across as pushy, while waiting too long can make you seem uninterested. So, what's the sweet spot?
Respect the Given Timeframe
If the person or company gave you a specific timeframe for when you can expect to hear back, honor that. Don't follow up before the given date unless it's absolutely necessary. Respecting their timeline shows that you value their time and are patient.
A Week After the Deadline
If no timeframe was given, a good rule of thumb is to wait about a week after the expected decision date before following up. This gives them ample time to process your application or request without feeling pressured.
Multiple Follow-Ups: How Many is Too Many?
It's generally acceptable to follow up once or twice. If you haven't received a response after two attempts, it's probably best to move on. Continuing to follow up after that point can come across as annoying and may damage your reputation.
What if You Still Don't Hear Back?
Sometimes, despite your best efforts, you may not receive a response. It can be frustrating, but it's important not to take it personally. There could be many reasons why you haven't heard back, and it doesn't necessarily reflect on your qualifications or abilities.
Don't Take it Personally
Rejection is a part of life, and it's important to develop resilience. Don't let a lack of response discourage you from pursuing your goals. Instead, focus on what you can learn from the experience and use it to improve your approach in the future.
Move On
At some point, you need to accept that you may not receive a response and move on. Dwelling on the situation will only waste your time and energy. Focus on new opportunities and continue to pursue your goals with enthusiasm.
Maintain a Positive Attitude
Even if you're feeling disappointed, try to maintain a positive attitude. Remember that every experience, whether positive or negative, is a learning opportunity. Use the experience to grow and improve, and continue to pursue your goals with determination.
Examples of Follow-Up Emails
To give you a clearer idea, here are a couple of email templates you can adapt:
After a Job Interview:
Subject: Following Up on [Position Name] Interview – [Your Name]
Dear [Interviewer Name],
I hope this email finds you well.
Thank you again for taking the time to interview me for the [Position Name] position on [Date]. I enjoyed learning more about the role and [Company Name]'s goals.
I am very interested in this opportunity and believe my skills in [Skill 1] and [Skill 2] align well with the requirements discussed. Please let me know if you need any further information from my end.
Thank you for your time and consideration. I look forward to hearing from you soon.
Sincerely, [Your Name]
After Sending a Proposal:
Subject: Checking In: [Project Name] Proposal – [Your Name]
Dear [Contact Person],
I hope you’re having a productive week.
I’m following up on the [Project Name] proposal I sent on [Date]. I wanted to see if you had any initial thoughts or questions.
I am confident that our solution can provide [Benefit 1] and [Benefit 2] for your company.
Please let me know if there's a convenient time to discuss this further.
Best regards, [Your Name]
Conclusion
Following up is a crucial part of many professional interactions. By being polite, professional, and persistent, you can increase your chances of getting the news you're waiting for. Remember to respect timelines, personalize your messages, and maintain a positive attitude. Good luck, and may your patience be rewarded!