Follow Up Strategies After Sending a Resume: Emails, Calls & Timeline

Intro

You’ve polished your résumé, targeted the job posting, and hit “send” on your applicationnow what? In the competitive Canadian job market of 2025, sending your résumé is only half the battle. With unemployment hovering around 7.1% and job seekers facing steeper competition in cities like Toronto and Vancouver, knowing how (and when) to follow up can be what separates you from other qualified candidates.

Following up may feel awkward, but when done strategically it demonstrates initiative, professionalism and genuine interest. Whether you’re applying for roles in IT, healthcare, finance, or engineering, knowing the right follow-up cadencewhether via email or phonecan boost your chances of getting noticed. This blog post from OMY Resumes will walk you through proven follow-up strategies after sending a résumé (or even an ATS-friendly résumé), including timelines, scripting, mistakes to avoid, industry-specific nuances, and how this links to your broader job-search toolkit (from résumé writing Canada to LinkedIn optimization and interview preparation). Let’s dive in and make sure your application doesn’t get lost in the shuffle.

1. Why Follow-Up Matters in the Canadian Job Market (2025 Trends)

 Understanding the landscape for job seekers in Canada

In today’s Canada job market, things are shifting. The national unemployment rate climbed to 7.1% in August 2025the highest in a few years outside the pandemic. Meanwhile, job-vacancy rates have dropped, meaning competition is increasing.

What this means for you:

• With fewer open positions and more applicants, standing out becomes critical.
• Employers receive large volumes of applicationsthey often use automated tracking systems (ATS) or screening rounds. Having a strong follow-up plan shows you’re proactive (not passive).
• In Canada’s major job hubs (Toronto, Ottawa, Vancouver, Calgary), industries like IT, healthcare and engineering remain competitive. For example, the tech sector still reports very low unemployment rates (~3.3%) thanks to talent shortages.

By following up appropriately, you signal to hiring managers that you’re serious: you’re not just “one of many,” you’re someone who can add value and is committed to being part of their team.

2. The Basics: What Constitutes a Follow-Up?

 Email, phone call, LinkedIn messagewhat’s acceptable?

When we say follow-up, we mean any communication you initiate after submitting your application to:

• Re-express interest in the role,
• Provide any additional information,
• Check status or next steps.

Typical formats:

• Email: The most standard and least intrusive.
• Phone call: Appropriate in some cases (especially smaller companies or when you have contact information).
• LinkedIn message: A polite, brief note to the recruiter or hiring manager (especially when you’re connected or referred).

 When not to follow up

• Don’t follow up within hours of sending your résumé: you may appear pushy.
• Avoid bombarding the recruiter with repeated messages.
• If the job posting explicitly states “no follow-up please,” you may respect that wordingbut you can still follow up via LinkedIn or connect professionally.

3. Recommended Follow-Up Timeline After Submitting Your Résumé

 Step-by-step timeline for Canadian job seekers

Here’s a practical timeline you can use in most cases (adapted for Canadian job market norms):

 Adjusting for different situations

• Large organizations (Toronto, Vancouver, national): Their hiring timeline may be longer; you might wait 10–14 days before first follow-up.
• Smaller companies or startups: The process may move faster; you might send first follow-up at day 2–3.
• Referral or internal application: If someone referred you, the timeline can be acceleratedfollow up sooner and ask your referrer to check internally.
• Highly specialized or executive-level role: The hiring process can take weeks; your follow-up strategy should reflect that (first follow-up at ~7–10 days).

4. Crafting High-Impact Follow-Up Emails

 Structure, tone and content of your email

Here’s a template you can adapt:

Subject: Follow-up on [Role Title] – [Your Name]

Hi [Recruiter / Hiring Manager Name],

I hope you’re well. I submitted my application for the [Role Title] position on [Date] and wanted to reaffirm my interest in joining [Company Name]. With my background in [Industry / Skill, e.g., “IT systems architecture in the Greater Toronto Area”], I’m confident I can bring strong value to your teamespecially in [specific point from the job posting].

If there’s any additional information I can providesuch as a sample of my work, portfolio link, or a brief callI’d be happy to do so at your convenience.

Thank you for considering my application. I look forward to the possibility of contributing to your team.

Best regards,
[Your Name]
[Phone Number]
[LinkedIn Profile URL]

 Key tips to make it effective

• Keep it concise: Hiring managers are busy; one short paragraph of value + one sentence of ask is enough.
• Restate your value: Specifically link your experience to the job posting’s key needs (e.g., “ATS-friendly resumes for large enterprise clients” or “health-care sector experience in Vancouver”).
• Offer additional material: Mention portfolio website, project link, or certificationthis can spark interest. Internal link: if you’ve had a prior service from OMY Resumes (like our Portfolio Website Development) you might reference that context.
• Polite ask, not demand: Avoid phrases like “When can I expect a response?” Use “happy to provide further info at your convenience.”
• Contact info: Include your phone and LinkedIn for easy access.
• Professional subject line: Make clear this is a follow-up for a specific role.
• Customize: If possible, mention a recent company development or news (e.g., “I read your expansion in Toronto into cloud services…”).

5. Telephone Follow-Up: When and How to Do It

 Is calling appropriate in today’s hiring process?

Yesbut carefully. In larger Canadian companies, email remains dominant. But in smaller firms or certain industries (e.g., engineering, construction, healthcare), a phone call can help you stand out.

 Phone call best practices

• Timing: Choose mid-morning (10–11 a.m.) or early afternoon (2–3 p.m.) on a weekday.
• Preparation: Before you call, ensure you have:
  • The date you applied, job title, location (e.g., “Engineering Manager – Calgary”)
  • A short 30-second introduction script (see below)
  • Your résumé and the job posting in front of you.
• Script example:

“Hello, my name is [Your Name]. I applied for the [Role Title] position at [Company Name] on [Date]. I was hoping to check if you might have a few minutes for me today, or if I could schedule a short call, to briefly discuss how my background might align and if there is any further information I can provide.”

• Voicemail: If you reach voicemail, leave a short message: “Hello [Name], this is [Your Name]. I applied for the [Role Title] on [Date], and I wanted to see if you had any update or if I could provide further details. My number is [phone], email [email]. Thank you.”
• Follow-up email after call: Always send a quick thank-you email referencing the phone conversation, even if brief. Keeps communication consistent.

 When to avoid a call

• If job posting explicitly says “no calls or unsolicited contact.”
• If the company is large and you only have generic contact info (you may risk irritating the recruiter).

If you’ve already followed up twice via emailcalling may come across too aggressive.

6. Industry-Specific Considerations for Canadian Job Market

 Tailoring your follow-up strategy by industry

Because job market norms vary by field, your follow-up approach should reflect that.

IT / Technology

• Fast-moving; often many applicants. A follow-up around day 5 is appropriate.
• Mention any recent project, GitHub link or certification.
• Reference ATS-friendly resumes and LinkedIn optimization (internal link: our LinkedIn Profile Optimization page) to highlight your digital presence.

Healthcare

• Often regulated, paperwork heavy. Follow-up may take longerthe first follow-up around day 8–10 is reasonable.
• Emphasize compliance certifications, patient-care experience.
• If you used a service like our Healthcare Resume Writing page (internal link), mention how you structured your résumé for the sector.

Finance / Banking / Engineering

• These often value rigorous, formal communication. A phone call may be more acceptable.
• Use precise language, highlight measurable achievements, e.g., cost savings, risk reduction.
• Follow-up email around day 7.

Executive / Senior Leadership

• Hiring process can stretch weeks or months. Your follow-up should be more measured: first at ~day 10–14, second at ~3–4 weeks.
• Include a mini-case study in your email (brief: “In my previous role I led a transformation project… resulted in a 25 % reduction in operating costs”).
• Mention your experience with career consultation Canada (internal link) if applicable.

7. Using Your Follow-Up to Link Into Other Job-Search Elements

 Making the most of your follow-up beyond the application

Your follow-up should not exist in isolationit ties into your broader job-search toolkit.

• Résumé Writing Services: If you used our service (internal link: Resume Writing Services) for an ATS-friendly résumé, you can subtly reference how your résumé is optimized and ready for next steps.
• Cover Letter Writing: In your follow-up you might mention you submitted a tailored cover letter (internal link: Cover Letter Writing). For instance: “As noted in my cover letter, I have led cross-functional teams in Vancouver’s engineering sector…”
• LinkedIn Profile Optimization: You might add a line in your follow-up email: “You can view my LinkedIn profile, which I recently updated following best practices from OMY’s LinkedIn Profile Optimization service.”
• Portfolio Website Development: For creatives and certain technical roles, mention the link to your portfolio (internal link: Portfolio Website Development). Example: “I included a section on my site that details the cloud-migration project referenced in the job description.”
• Interview Preparation Coaching: If the role proceeds to interview, you’re ready. You might allude subtly: “I look forward to any next stepsmy schedule is flexible and I’m prepared for an on-site or virtual interview with support from OMY’s Interview Preparation Coaching service.”
• Career Consultation Canada: If you’re navigating a career shift (e.g., moving into IT from non-tech), your follow-up can remind the recruiter of this broader context: “Having recently completed a career consultation through OMY Resumes’ Career Consultation service, I can hit the ground running.”

These links show you’re not just randomly applyingyou’re strategically managing your job search from résumé to interview.

8. Common Follow-Up Mistakes and How to Avoid Them

 Mistakes that hurt more than help

Mistake 1 – Being too pushy too early

• Avoid emailing the same day you applied. It makes you look impatient.
• Solution: Wait at least 3–4 days unless you were explicitly told to call sooner.

Mistake 2 – Sending a generic follow-up

• “Just checking in” without value add won’t help. You need to show what you bring.
• Solution: Mention a specific point from the job posting and link your experience.

Mistake 3 – Not customizing for Canada or industry

• Avoid using U.S. terms (“resume” spelled differently, or generic language).
• Solution: Use Canadian norms: “résumé,” mention Canadian cities (Toronto, Ottawa, etc.), reflect awareness of local market.

Mistake 4 – Not tracking your applications

• If you apply to multiple roles and can’t recall what you said to whom, your follow-up may reference the wrong role or company.
• Solution: Maintain a spreadsheet: Role title, company name, submission date, follow-up schedule.

Mistake 5 – Over-calling or spamming

• Too many messages can irritate recruiters.
• Solution: Stop after 2–3 carefully timed follow-ups; move on and keep the relationship open for future.

Mistake 6 – Ruining your digital presence

• If you reference your LinkedIn profile or portfolio but it’s outdated or unprofessional, it undermines your credibility.
• Solution: Before submitting, ensure your LinkedIn is optimized (internal link: LinkedIn Profile Optimization) and your profile picture is appropriate.

9. Mini-Case Study: Toronto IT Role

 Real-life scenario of effective follow-up

Background: Sarah, a mid-level software engineer in Toronto, applied for a cloud-infrastructure role at a major tech firm headquartered in downtown Toronto.

• She used OMY Resumes’ IT Resume Writing service to craft an ATS-friendly résumé tailored for the Toronto tech scene and included keywords like “Azure migration”, “DevOps automation”, “microservices architecture”.
• She submitted her application on a Monday morning.

Follow-up timeline:

• Day 3 (Thursday): Sent a follow-up email thanking the recruiter, restating her background in DevOps and mentioning a successful project migrating 50 microservices to AWS for a Toronto-based fintech client.
• Day 11 (the following Friday): No response yet, so Sarah sent a second follow-up. In that email she attached a link to her portfolio website (via OMY’s Portfolio Website Development service) that includes case-studies and code snippets.
• Day 18 (following Thursday): She connected with the recruiter on LinkedIn with a brief message: “Hi [Name], I applied for the cloud-infra role last week and wanted to express how excited I am about your cloud-native roadmap. Happy to provide any additional info.”
• Outcome: The hiring manager reviewed her portfolio, was impressed by the case-study, and scheduled a technical interview the next week.

Key takeaways:

• Sarah spaced her follow-ups appropriately, each with added value (first email: restated background; second email: added portfolio link; LinkedIn: light note).
• She referenced Toronto and aligned with the company’s cloud-native focus.
• Her proactive yet respectful approach kept her top-of-mind without being annoying.

10. Incorporating AI and Automation (2025 Trends)

 How modern tools affect your follow-up strategy

In 2025, job-seekers increasingly rely on AI tools (including ChatGPT) and automation to optimize their résumé and LinkedIn presence. But when it comes to follow-up, the human touch remains vital.

What you should know:

• Many companies use Applicant Tracking Systems (ATS). That’s why you need an ATS-friendly résumé (internal link: Resume Writing Services). If your résumé fails screening, a follow-up email won’t rescue itbut it can help highlight that you’re aware of ATS concerns.
• According to recent data, only ~0.3% of job postings mention GenAI explicitly, so you’re unlikely to get penalized for following up via human channels.
• A follow-up email can still be scanned by automation (some systems trigger flags on “follow up” messages), so keep your language professional and avoid buzzwords like “ASAP” or “urgent.”
• You can use AI tools to draft your follow-up emailbut personalize heavily. For example, mention specific keywords from the job posting, use Canadian spelling (“résumé”, “colour”, etc.), and reference regional details (Toronto, Vancouver).
• Track your follow-up schedule in a spreadsheet or tool (even a simple Excel/Google Sheet) to avoid duplicates or missed steps.

11. Metrics, Tracking and Continuous Improvement

 Measuring the effectiveness of your follow-up strategy

To understand whether your approach is working, track these metrics:

• Response rate to follow-up emails: Out of X applications, how many replies did you get after your follow-ups?
• Conversion rate to interview: How many follow-ups resulted in an interview versus the baseline from just sending your résumé?
• Time-to-reply: Was your first response within a week, two weeks, longer? Use that to adjust your timeline.
• Channel effectiveness: Did you get better results via email vs LinkedIn vs phone?
• Industry variation: Are specific industries responding better? For example, you might see higher follow-up success in early-stage tech companies vs large regulated healthcare firms.
• Geographic variation: In cities like Toronto or Calgary, you might need more aggressive or earlier follow-ups compared to smaller Canadian markets.

Tip: Create a simple tracker with columns: Application Date | Company | Role | First Follow-Up Date | Channel | Reply (Y/N) | Interview (Y/N) | Notes. Review weekly to refine your approach.

12. Scenario-Based Scripts for Different Follow-Up Situations

 Sample scripts you can adapt

12.1 After a referral/connection (e.g., via LinkedIn or networking)

Hi [Hiring Manager Name],

I hope you’re doing well. I submitted my application for the [Role] at [Company] on [Date], and I was referred by [Referrer Name]. With my background in [Industry], including [brief achievement], I’m excited about the opportunity to contribute to your team.

I’d be pleased to schedule a brief chat at your convenience to explore how I can support your goals.

Thank you for your time and consideration.

Best regards,
[Your Name] | [Phone] | [LinkedIn]

12.2 If you have new information (e.g., certification or project update)

Subject: Update on my application for [Role Title]

Hi [Name],

I hope you’re well. I wanted to share a quick update: since submitting my application for the [Role Title] position on [Date], I have completed [Certification Name / Project Update – e.g., “AWS Solutions Architect certification” or “Led a cloud-migration project to live production ahead of schedule”]. I believe this aligns even more closely with the needs described in the job posting.

I remain very interested in the opportunity to join [Company Name] and contribute to [specific initiative]. If helpful, I can provide a one-pager summarizing the project or speak briefly on how this experience could support your team.

Thank you for your time and consideration, and I look forward to any next steps.

Sincerely,
[Your Name] | [Phone] | [LinkedIn]

12.3 Polite check-in when you haven’t heard back in 3+ weeks

Subject: Checking in – [Role Title] application

Hi [Name],

I hope all is well. I applied for the [Role Title] position at [Company Name] on [Date] and remain enthusiastic about the opportunity. If possible, could you please share a current update on the timeline for the hiring process, or whether there is additional information I can provide to assist?

Thank you for your timefull understanding if things are busy.

Best regards,
[Your Name] | [Phone] | [LinkedIn]

13. Leveraging LinkedIn and Other Channels Post-Application

 Extending your follow-up beyond email/phone

• LinkedIn Message: After applying, send a connection request to the recruiter/hiring manager with a short note: “Thank you for posting the [Role Title]. I’ve applied and would welcome an opportunity to connect and share how my [specific skill] can help your team.”
• Engage with their content: If the company or hiring manager posts content (e.g., blog post, announcement), like or comment thoughtfully. Mention your interest in their [industry] innovation in Canada.
• Update your status: You can update your LinkedIn headline or summary to reflect you “actively seeking opportunities in [industry, city]” and have a link to your portfolio (especially helpful if you used our Portfolio Website Development service).
• Use Alumni or Network Reach-out: Reach out to someone at that company (via LinkedIn or email) who you know or find through mutual connections. Sometimes a brief internal mention after you’ve followed up externally can make a big difference.

14. When Your Follow-Up Fails to Yield a Response – What Next?

 Accepting the outcome and moving forward

Not every follow-up will generate a replyand that’s okay. The fact is many companies never respond to candidates. According to Canadian job-market data, vacancy rates are dropping and hiring is more cautious.

What you should do:

• Move on gracefully: Mark the role as “closed” in your tracker and refocus your efforts.
• Keep the door open: In your final follow-up, you might say: “If this role proceeds in future, I’d welcome staying in touch.” That way you remain on their radar for future openings.
• Reflect on what you can improve: Did your résumé need better tailoring? Was your LinkedIn profile optimized? Did you mention a portfolio? Consider using our services like Resume Writing Services or LinkedIn Profile Optimization.
• Move to the next application: Don’t wait for one job to respond. Apply to several roles and follow up accordingly.
• Stay prepared: Just because you didn’t hear back on this one doesn’t mean your next target won’t require a follow-up. Build the habit now.

15. Tying It All Together: From Application to Offer

 The full journey and how follow-up fits in

Think of your job search like a funnel:

1. Résumé submission → 2. Follow-up → 3. Phone screen/interview → 4. Offer.
   Your follow-up step plays a critical bridging role between submission and interview.

How OMY Resumes helps you at each stage:

• Résumé Writing Services (Canada & Toronto): Ensures you start with an ATS-friendly résumé tailored for your industry (e.g., industry-specific resumes like our Information Technology Resume Writing or Healthcare Resume Writing pages).
• Cover Letter Writing: Complements your résumé by expressing your interest and valueuseful to reference in your follow-up.
• LinkedIn Profile Optimization: Strengthens your professional presence so when a recruiter looks you up post-follow-up, you’re ready.
• Portfolio Website Development: For roles where visual proof or project work matters, you can highlight this as part of your follow-up message.
• Career Consultation Canada: Helps you define your target market, role, and strategyincluding when and how to follow up.
• Interview Preparation Coaching: Once your follow-up leads to a screen/interview, you’re prepared to deliver.

Conclusion

In today’s challenging Canadian job marketwhere competition is stiff, hiring timelines can stretch, and unemployment is elevatedknowing how to follow up after sending your résumé is more than an option: it’s a strategic necessity. At OMY Resumes, we understand that submitting your résumé is only the beginning. The way you follow up with email, phone, or LinkedIn says as much about your professionalism and readiness as your résumé content itself.

By adopting a clear timeline (Day 3–4, Day 10–12, Day 20+), crafting concise, targeted messages, choosing the right channel for your industry (e.g., IT in Toronto, healthcare in Vancouver, finance in Calgary), and aligning your follow-up with the comprehensive support services we offer (from résumé writing Canada to LinkedIn Optimization and Interview Preparation Coaching), you’re positioning yourself to be noticed and remembered. Avoid common pitfallssuch as generic messages, erratic contact, or outdated LinkedIn profilesand instead focus on adding value with each touchpoint.