Job Application Follow-up

The question

How to approach this formal letter question

A formal letter goes to someone you do not know, such as a manager or a council. Use a polite, impersonal tone and cover every bullet point.

1. Open with "Dear Sir or Madam," and state your purpose in the first sentence.
2. Give one paragraph per bullet point with specific details.
3. Avoid contractions and slang; use polite requests (I would be grateful if...).
4. Close with "Yours faithfully," and your name.

How to plan this answer

Structure

1. Opening: address the hiring manager and state the job title and the date you applied, so the file is easy to find.
2. Paragraph 2: remind them briefly of your key qualification or experience that matches the post.
3. Paragraph 3: say you remain keen on the role and explain what attracts you to this particular company.
4. Paragraph 4: ask about the current status and the expected timeline for shortlisting or interviews.
5. Closing: offer availability for interview, thank them, and sign off with the appropriate formal phrase.

Points to cover

• Reference details: the job title, the vacancy reference number if one was given, and the date of your application.
• Relevant experience: three years in customer analysis, or a project you led, which the manager can connect to your CV.
• Continued interest: a recent company project or a stated value of the business that you want to contribute to.
• Timeline question: whether shortlisting is complete, when interviews are expected, and whether any further documents are needed.
• Availability: a few specific dates or times when you could attend an interview in person or by phone.

Useful vocabulary

• I am writing to follow up on my application: I am writing to follow up on my application for the post of project coordinator.
• I submitted my application on: I submitted my application on 3 March and would like to check on its progress.
• I remain keenly interested in: I remain keenly interested in the role and in the company's work in sustainable design.
• I would appreciate an update on: I would appreciate an update on the status of my application.
• shortlisting: I would be grateful to know whether the shortlisting process has been completed.
• at your earliest convenience: Please let me know at your earliest convenience if further information is needed.
• with reference to: With reference to my application, I would like to confirm my availability for interview.
• I am available for interview at short notice: I am available for interview at short notice, in person or by video call.
• I look forward to hearing from you: Thank you for considering my application. I look forward to hearing from you.

Common mistakes

• Repeating your whole CV in the letter instead of one or two points that match the post.
• Sounding pushy, for example 'I demand a reply by Friday', rather than polite and patient.
• Omitting the job title or application date, so the manager cannot find your file quickly.
• Asking only 'Is there any news?' rather than a specific question about the timeline.
• Writing a long letter for a short follow-up, when a single page is more appropriate.

Examiner tip: Keep the letter to one page: one reminder sentence, one line of continued interest, and a specific question about the timeline, all in polite and controlled language.