Vendor follow-up email templates

After a submission with no response

Three to four business days after submitting.

Subject: Re: Submission - [Job title] - [Consultant name]

Hi [First name],

Checking on the status of [Consultant name] for [Job title]. [He/She/They] remain available and can interview [days]. Is there anything you need from my side?

[Your name]

After an interview

The next business day.

Subject: Interview feedback - [Consultant name] - [Job title]

Hi [First name],

[Consultant name] interviewed on [date] and was positive about the role. Have you had any feedback from the client, and what are the next steps?

[Your name]

When a requirement may have closed

Use to keep the relationship without chasing.

Subject: Is [Job title] still open?

Hi [First name],

I have not heard back on [Job title]. If it has been filled, no problem, and I would appreciate a note so I can keep my profiles up to date. I will keep an eye out for similar requirements.

[Your name]

Offering a second profile

Use when your first profile was not selected.

Subject: Another profile for [Job title]

Hi [First name],

Thanks for the feedback on [first consultant]. I have another [skill] consultant, [Consultant name], with [specific strength from the requirement]. Would you like me to send the profile?

[Your name]

Tips that make these work

Small habits decide whether a vendor answers.

• Reference the original subject line so the thread stays together.
• Add one new fact, such as availability or a stronger match.
• Ask only one question.

Mistakes to avoid

These are the usual reasons an email gets archived.

• Writing “just checking in” with nothing new.
• Following up several times in a week.
• Blaming the vendor for silence.

Keep the record in one place

Whatever you send, log it. MatchWire records submissions against the candidate and job, with the vendor contact and rates on each one, so anyone on the team can see what was sent before writing the next email.

Frequently asked questions