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Be assertive but not overtly demanding.

Sunder Ramachandran

The job market is buzzing with activity and often, employers do not intimate a candidate in time of their decision about the candidate’s application. This is a cause for concern among most young professionals as they feel left in the dark.

Here are some guidelines on writing a follow-up e-mail or letter when there is no response from the interviewer.

The key is to request the organisation that a decision about your application be communicated to you at the earliest.

There are usually two possibilities — either you don’t fit the company’s bill or they are very slow in making decisions. You should write this mail if you don’t hear from the company within 7-10 days of the interview.

Make sure that you restate the position you interviewed for. Also mention some specific details from the interview; for example, your meeting with the sales director or a discussion about the company’s growth plans with the HR manager and so on.

If you were told by the HR manager that you would hear from them in a couple of days or a week’s time, state this. It’s also a good idea to remind them of the other offers you are contemplating without revealing too many details.

Be assertive and request that some action be taken to inform you about the status of your application or that a decision be communicated to you soon.

Don’t feel guilty about being assertive as this could be crucial time that you are losing. Do not beg or bow down; they are not doing you a favour by offering you a job. The benefits are mutual.

In your conclusion, it is important to be positive and reflect goodwill. The letter’s intent is to show the interviewer that you are thorough, courteous, efficient and, most importantly, that you are sincerely interested in the job.

You don’t want this communication to sound overtly demanding or a threat. So don’t forget the courtesies and thank the organisation for its support.

Wait for 48 hours after you send a letter/e-mail and call if you don’t receive any response. Ask for the person to whom the mail was addressed.

If you are unable to reach them directly, try to speak to the HR manager as your file must have been forwarded to them. They should be able to provide you with an update.

“We will get back to you.” In most cases, this means that you have not made the cut. So you should stop counting on this position.

“Can you mail us your last salary slip?” You certainly are in the running and the company wants to know if it can afford you. There is a good chance that you’ve made the cut.

“The opening has already been filled, but we will keep you informed about any new opportunities in the future.” You can leave now; if we want to, we will call you in the future.

“We don’t think this position will do justice to your skills. We will keep you informed.” Sorry, we feel you are not fit for this job. Hard luck, but we still want to be nice to you.

Here’s a sample letter:

Dear Mr Sharma,

Thank you for interviewing me for the position of marketing executive on (Date).

I enjoyed discussing the company’s expansion plan and revenue targets with you.

I have not heard from your office about the status of my application. Based on my discussion with you, I was to receive an update by (Date). I would appreciate it if you could intimate me of your decision at the earliest so that I can plan my future course of action.

Thanks for your support.

Looking forward to hearing from you.

Yours sincerely,

(Name)

Contact details

Remember to use a polite tone when writing this letter because you don’t want the scales to tip the other way.

(The writer is a Managing Partner at W.C.H Training Solutions, a New Delhi-based training and consulting firm.)

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