Sometimes an online status page isn't enough. It may show the same result for weeks, or there may be no tracking at all. A short, polite email to check application status can get you a clear answer and shows that you are still interested. This guide covers when to follow up, what to include and ready-to-use templates.
Last updated: 19 October 2026
Following up before the official processing time has passed rarely speeds things up and can waste staff time. If no timeframe was given, two weeks is usually a safe starting point.
When to Check on Your Application Status
Following up too early can look impatient, and following up too late can mean missing a request for documents. As a general guide:
- If you were given a processing time, wait until it has passed, then add two or three working days.
- If you weren't given a timeframe, wait about two weeks after applying.
- If your status says more information is needed, respond immediately rather than waiting.
- If a deadline is close, such as a start date or travel date, it is reasonable to follow up sooner and say why.
How Long to Wait Between Follow-Ups
After your first email, give the organisation five to ten working days to reply. If you hear nothing, send one more polite follow-up. After that, try another official channel, such as a phone line or in-person office, instead of sending repeated emails.
What to Include in Your Email
A good follow-up is short and easy to act on. Include:
- A clear subject line with your reference number.
- Your full name as it appears on the application.
- The reference or application number. See where to find your reference number if you aren't sure.
- What you applied for and the date you applied.
- The current status you can see, if any.
- One clear question.
Don't include full ID numbers or banking details in an email unless the organisation's official channel specifically asks for them.
Template 1: First Follow-Up
Good day,
I submitted an application for [what you applied for] on [date]. My reference number is [number].
The status has shown as [status] since [date], and I would be grateful for an update on where my application stands and whether you need anything further from me.
Thank you for your help.
Kind regards,
[Your name]
[Phone number used on the application]
Template 2: Second Follow-Up
Good day,
I am following up on my email of [date] about my application, reference [number], submitted on [date].
Could you please confirm whether my application has been received and, if possible, give an expected date for a decision?
Thank you for your time.
Kind regards,
[Your name]
Template 3: Urgent Deadline
Good day,
I applied for [what you applied for] on [date], reference [number]. I need the outcome by [date] because [short reason, such as a start date or travel date].
Could you let me know whether a decision is likely before then, or if there is anything I can provide to help?
Many thanks,
[Your name]
Writing a Letter Instead of an Email
If the organisation (often a South African government department) asks for written correspondence, a letter to check application status follows the same structure. Add your postal address and the date at the top, keep it to one page and keep a copy for your records. Hand-delivered letters should be stamped as received.
Tone Tips
- Stay polite and factual, even if you are frustrated. The person reading it is more likely to help.
- Keep it under 150 words.
- Ask one main question so it is easy to answer.
- Avoid writing in all capitals or adding several exclamation marks.
Applying for a job? Our guide on job application and interview status has templates written for employers.
Frequently Asked Questions
How long should I wait to check on an application status?
Wait until the stated processing time has passed. If none was given, around two weeks is a reasonable time before your first follow-up.
Is it better to email or phone?
Email gives you a written record, which is useful if there is a dispute later. Phone calls can be quicker for urgent questions. Many people email first and phone if they don't get a reply.
What if my email to check status gets no reply?
Send one polite second follow-up after five to ten working days. If that also goes unanswered, use another official channel and mention the dates of your earlier emails.
TYB is an independent information site and is not affiliated with any company, organisation or authority. These templates are general examples; adjust them to your situation.