How to Follow Up a Hotel Job Application: Email Examples

A good follow-up email is short, polite and tied to the employer’s stated process. First check whether the vacancy gives a response date, says not to contact the hiring team or provides a portal for updates. If the employer has not shared a timeline, one brief follow-up can be reasonable after a little time has passed; no single waiting period is a European hiring standard.

Check the instructions and choose a follow-up point

Before writing, reopen the original advert and application confirmation. Look for the contact method, expected response window, interview instructions and any note that only shortlisted candidates will be contacted. If the employer asks applicants not to follow up, respect that request. If a candidate portal offers a status update, use it instead of sending the same question to several addresses.

If the employer gave a date or response window, wait until it has passed before asking for an update, unless you have a time-sensitive change such as withdrawing or correcting an important detail. If no date was given, an editorial suggestion is to wait around five to seven working days after an application acknowledgement before sending one concise note. That interval is a practical writing suggestion for this guide, not evidence of an employer norm. Seasonal hiring, application volume and role urgency vary.

For an interview, follow any timeline the interviewer gave. If none was discussed, a thank-you note within a day is an editorial suggestion, not a hiring norm; then wait before asking for a decision. A thank-you message and a status request have different purposes; you do not need to send both if the interview instructions say otherwise.

Three fictional email examples

The names, employers and dates below are fictional examples. Replace the placeholders with details from your actual application. Send a message only through a contact channel the employer has identified.

Example 1: application received, no timeline stated

Subject: Follow-up on [role title] application — [your name]

Hello [name or recruitment team],

I applied for the [role title] position at [property or location] on [date]. I remain interested in the role and wanted to ask whether there is an update on the application process or an expected response window.

I am available for [brief availability, if relevant]. Please let me know if you need any additional information for this stage.

Thank you,
[your name]
[phone or email used in the application]

Use this when you have received confirmation but the advert or confirmation did not say when to expect an update. Keep the availability line only if it adds useful information, such as a change in dates since applying.

Example 2: the stated response date has passed

Subject: Application update — [role title], [your name]

Hello [name],

Thank you for confirming receipt of my application for [role title] on [date]. The message mentioned an update by [date or end of stated period], so I am checking whether the process is still active and whether you need anything further from me.

I understand timings can change. Thank you for your time.

Best regards,
[your name]

This email refers to the employer’s own timeline. It does not imply the employer owes a decision by that date or that the role remains open. If the vacancy has been removed, check the employer’s official careers page or ask once through the designated channel.

Example 3: after an interview

Subject: Thank you — [role title] interview

Hello [interviewer’s name],

Thank you for speaking with me about the [role title] position at [property] on [date]. I appreciated learning more about [specific responsibility or part of the role discussed]. The position remains of interest to me, particularly because [one brief, genuine reason linked to the work].

Please let me know if I can provide any further information. I look forward to hearing from you when you are able to share an update.

Kind regards,
[your name]

Keep the detail specific to your conversation. Do not add a generic compliment or claim that you can start immediately if that is not true.

Keep a record and make the next step clear

Record the application date, employer, role, original vacancy link, contact channel, date of follow-up and any reply. If you applied through a portal, note the status shown there and the date you checked. A sent email only shows that you sent a message; it does not prove that the employer received or reviewed the application.

Before sending, check the recipient carefully, use the same name and role title as the advert, and keep the message focused on one question. Do not attach your CV again unless the employer asks or you are correcting a missing attachment. If you need to update an important fact—such as your availability—state what changed clearly.

If there is no reply, avoid sending repeated messages every few days or contacting unrelated employees through personal accounts. You can make one final short check through the designated channel after a reasonable interval if the role is still listed and no instruction says otherwise. Then continue applying elsewhere. A lack of response is frustrating, but it does not tell you why the employer has not replied.

When to stop following up

Stop when the employer says the process is closed, the vacancy is filled, you are not proceeding or no further contact is needed. If the employer provides a new timeline, use that instead of your earlier reminder date. If you receive no answer after a polite follow-up, keep your record and focus on other applications rather than assuming the message was ignored for a particular reason.

Keep communication professional and protect your information. Do not resend identity, bank or tax documents by email in response to a follow-up. If the employer needs additional documents for a later verified step, ask for its official secure submission method.

Browse current hospitality vacancies across Europe. Applications from Ergazo listings go directly to the employer; Ergazo does not receive or forward CVs.