You’ve done the hard part. You found the job posting, tailored your resume, wrote a cover letter, and hit “Submit.” Now you’re staring at your inbox … waiting.
Silence. Days pass. Maybe a week.
You’re far from alone. Canada’s unemployment rate sat at 6.6% in May 2026, and that came after the economy shed roughly 112,000 jobs over the first four months of the year, according to Statistics Canada. In a market this competitive, a single posting can pull hundreds of qualified applicants, and yours can quietly slip to the bottom of the pile through no fault of your own.
Most job seekers don’t realize this: Following up on a job application is more than acceptable; it’s smart. Done well, it signals professionalism, initiative, and genuine interest in the role. The flip side: A clumsy follow-up can quietly knock you out of the running.
This guide will walk you through exactly how to follow up on a job application in Canada: when to do it, how to do it, what to say, and what to avoid. We’ve included ready-to-use email templates so you can follow up with confidence.
Note: Before you follow up at all, make sure your resume is doing its job. Even the most professional follow-up email won’t rescue a resume that isn’t landing interviews in the first place. If you’re consistently not hearing back, the issue is often your resume – not your follow-up. We cover the most common reasons in detail here.
We see this all the time: Candidates who follow up beautifully on applications that were never going to move forward because their resume was the problem. If that sounds familiar, start here before you read another word of this article.
When the resume is right, the results speak for themselves:
“I received an interview request less than 24 hours after the application deadline closed. As a result of the interview, I have been offered the position of [Executive-level position in Operations], and I have accepted it. I believe it was the resume that gave me the needed sizzle.” — Don H., Parry Sound, Ontario
Still with us? Good. First, why following up works, then exactly how to do it, and how not to.
Why Following Up on a Job Application Matters
Your application can get lost in the stack for reasons that have little to do with how qualified you are. Plenty of strong candidates simply never get seen. The numbers back it up: CareerPlug’s 2025 Recruiting Metrics Report, which analyzed more than 10 million applications, found that only about 3% of applicants ever reach the interview stage. That works out to roughly 180 applicants for every hire. Hiring managers are buried.
That’s exactly why a follow-up works. A well-timed, professional one:
- puts your name back in front of the hiring manager
- signals genuine interest in the role, not just mass-applying
- briefly reinforces why you’re a strong fit
- demonstrates communication skills and professionalism in action
None of that guarantees an interview. But it meaningfully improves your odds – especially in a market this competitive.
When to Follow Up After Applying
Timing is everything. Follow up too soon and you come across as impatient. Wait too long and the position may already be filled.
The general rule: Wait 5 to 7 business days after submitting your application.
That’s roughly one to one-and-a-half weeks. It gives the employer enough time to begin reviewing candidates while ensuring your application is still fresh.
A few exceptions to keep in mind:
- If the posting listed a deadline, wait until after that date has passed before following up. They’re still collecting applications until then.
- If the posting says “no follow-up calls,” respect it. Ignoring that instruction won’t help your chances.
- If you applied through a large applicant tracking system (like Workday or Taleo), you may receive an automated status update, so check your email before reaching out, as the company may have already communicated next steps.
How to Find the Right Person to Contact
Before you write your follow-up email, you need to know who to send it to.
Start with the job posting. Sometimes the hiring manager’s name or a specific contact is listed. If so, use it.
If no contact is listed, try LinkedIn. Search the company name and filter by “People.” Look for the HR Manager, Talent Acquisition Specialist, or the manager of the department you applied to. A name and title is often enough to construct a professional email address.
If you can’t find a name, it’s acceptable to address your email to “Dear Hiring Manager.” Just make sure your subject line and body are specific enough to identify your application clearly.
How to Follow Up: Email vs. Phone
Email is almost always the better choice. It respects the hiring manager’s time, creates a written record, and gives them flexibility to respond when it’s convenient. Most Canadian employers – especially in corporate, government, and professional services environments, – expect and prefer email communication.
Phone is appropriate in limited situations: smaller companies, trades, retail, hospitality, or cases where the job posting explicitly provides a direct number for inquiries. Even then, keep it brief and have your key points ready before you dial.
If you do call, aim for under 30 seconds and follow a simple script:
“Hi, my name is [Your Name]. I submitted an application for the [Job Title] position last week, and I wanted to confirm it was received. I’m very interested in the role and happy to answer any questions. Is there a good time to follow up, or anything else you need from me?”
Then thank them and let them go. Don’t pitch yourself or ramble. This is a courtesy check-in – not an interview.
LinkedIn messages can work if you have a mutual connection or if the recruiter contacted you first. Cold LinkedIn outreach for a follow-up is generally lower priority than email.
When in doubt, default to email. It’s the channel that works in the widest range of situations and the one most hiring managers actually prefer. Unless the posting points you elsewhere, that’s where to start.
What to Include in Your Follow-Up Email
Keep it short: three to four short paragraphs maximum. The hiring manager doesn’t have time for a second cover letter. This is a professional check-in, not a sales pitch.
Your follow-up email should include:
- a clear subject line that identifies you and the role
- a brief opening reminding them of your application date and the position
- one or two sentences reinforcing your interest or a key qualification
- a polite ask for an update on the hiring timeline
- a professional sign-off with your contact information
Follow-Up Email Templates (Ready to Use)
Here are three follow-up email templates you can adapt for your own job application. Pick the one that fits your situation, fill in the brackets, and send. Just keep your edits specific: a generic email sent to fifty employers reads exactly like a generic email sent to fifty employers.
Template 1 — Standard Application Follow-Up
Subject line: Following Up — [Job Title] Application | [Your Name]
Dear [Hiring Manager’s Name],
I’m writing to follow up on my application for the [Job Title] position at [Company Name], which I submitted on [Date].
I remain very interested in this role and confident my background in [relevant area] would contribute meaningfully to your team. Please don’t hesitate to reach out if you need anything further from me.
I look forward to hearing from you.
[Your Full Name] [Phone Number] [Email Address]
Template 2 — When You Know the Hiring Manager’s Name
A name in the greeting changes the tone of the entire email. Use it when you have it.
Subject: [Job Title] Application — Checking In | [Your Name]
Dear [First Name],
I wanted to follow up on the application I submitted on [Date] for the [Job Title] role.
What drew me to this position specifically was [one genuine, specific thing about the role or company]. My experience in [relevant area] dovetails closely to what you’re looking for, and I’d welcome the opportunity to talk further with you.
If you’re still in the review process, I’m happy to provide anything else that would be helpful.
Thank you for your time.
[Your Full Name] [Phone Number] [Email Address]
Template 3 — The Second and Final Follow-Up
If a week has passed since Template 1 or 2 with no response, you can send one more. Just one. After this, let it go.
Subject: Re: [Job Title] Application | [Your Name]
Dear [Hiring Manager’s Name],
I wanted to reach out one final time about my application for the [Job Title] position. I understand you’re working through a busy review process, and I appreciate your time.
If the role has been filled, no worries at all. I’d be glad to be kept in mind for future opportunities that might be a fit.
Thank you again.
[Your Full Name] [Phone Number] [Email Address]
The Mistakes That Get People Quietly Eliminated
Most follow-up missteps aren’t dramatic. Nobody calls you out on them. You just never hear back.
Following up the next day. Two or three days after submitting is too soon. Full stop. You’re not demonstrating enthusiasm; you’re demonstrating that you can’t read a room. Five business days minimum.
Emailing three, four, five times. One follow-up is professional. Two is the outer limit of acceptable if the first got no response. Beyond that, you’ve crossed into territory that hiring managers remember … and not in a good way.
Ignoring explicit instructions. “No calls please” in a job posting isn’t a polite suggestion. It’s a filter. The candidates who call anyway have already told the employer something about themselves.
Making it about your needs. “I really need to hear back soon” or “I’m very eager to find something” puts your situation front and centre. The hiring manager doesn’t owe you a job. Keep the focus on what you bring to them – not what you need from them.
Sending a copy-paste email. If your follow-up could have been sent to any employer for any job, it reads that way. Mention the company name. Reference the specific role. One line of genuine specificity goes a long way.
What to Expect After You Follow Up
Most follow-ups don’t get an immediate reply, and that’s normal – not a brush-off. Give it another five to seven business days before you read anything into the silence.
If you do hear back, it’s usually one of three things. A request for more information, which you should answer quickly and completely. A status update along the lines of “we’re still reviewing,” where the move is to thank them and wait. Or a rejection, in which case reply graciously and ask to be kept in mind for future roles. That door reopens more often than you’d expect.
And if your follow-up gets nothing at all? Send one more note about a week later (Template 3 above), then let it go. Continued silence after two professional attempts is your answer. It’s rarely personal. Roles get filled internally, frozen, or quietly cancelled all the time. Put your energy into the next opportunity.
While You’re Waiting
A follow-up isn’t the only thing you can do. Keep applying elsewhere. Momentum matters, and no single application is ever a sure thing. Keep your LinkedIn profile current. Prepare for the interview you’re hoping to land, so you’re ready if the call comes.
And if you’ve been through this cycle, applying and following up professionally, and still hearing nothing, the honest thing to say is this: Your resume needs attention before your follow-up strategy does. A polished, well-timed follow-up can move you from overlooked to noticed. What it can’t do is make a weak resume look interview-ready. That’s a resume problem.
“Before I met Marian, my resume had been online for weeks without a hit. It simply wasn’t selling me. After just a few hours with her, the phone hasn’t stopped ringing. It’s fantastic!” — Andrea P., Richmond Hill, Ontario
Get a Resume That Doesn’t Need a Follow-Up to Get Noticed
We’ve worked with thousands of Ontario job seekers since 1985, and the pattern is consistent: Candidates who struggle to get callbacks almost always have a resume that’s underselling them. They’re qualified. Their resume just doesn’t show it the way employers and applicant tracking systems need to see it.
“The day you and I finished my resume and newly-powerful cover letter, I emailed it that same night to 2 of the most respected Canadian headhunters/recruiters in my industry. By 8 am, I received responses and meeting requests from both recruiters — before 1 hour of 1 business day had even passed.” — Jessie C., North York, Ontario
At Resume Expert, we run Canada’s only while-you-wait resume writing service. Why wait two to six weeks for a first draft elsewhere when we can deliver a top-notch resume and cover letter in mere hours? Our founder, Marian Bernard, is Ontario’s first Certified Professional Resume Writer, and we’ve maintained a 97% interview success-landing rate for years.
You can request a confidential resume review or explore your options to get professional resume help.
📞 905-841-7120
✉️ marian@resumeexpert.ca
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