How to Follow Up After Submitting Your College Application: A Step-by-Step Guide [With Phone Call Scripts]

Did you know that 70% of college applicants experience severe anxiety while waiting to hear back about their applications?

I’ve seen countless students refresh their email every few minutes, wondering if they should reach out to the admissions office. Following up with a phone call after submitting your application is important because it shows initiative and helps ensure nothing falls through the cracks during the review process.

However, there’s a fine line between being proactive and becoming a nuisance. The key is knowing exactly when and how to follow up appropriately.

That’s why I’ve created this practical guide with specific timelines, email templates, and even phone call scripts to help you navigate the post-submission period. You’ll learn exactly what steps to take right after submitting your application, when to reach out to admissions offices, and how to handle different scenarios that might come up during the waiting period.

Let’s make sure your application gets the attention it deserves!

Track Your Application Status Right After Submission

Once you hit that submit button, your work isn’t quite finished. The period immediately after submission is critical for ensuring your application is properly received and processed.

Check your email for confirmation messages

Most colleges send confirmation emails within 24-48 hours after receiving your application. According to Harvard University’s admissions office, “Most applicants receive their application acknowledgement email the day after they submit their application (if it was submitted online)” ^[1]. These emails serve as your first indication that your application has been successfully received.

If you don’t see a confirmation email, look beyond your inbox. Check your spam, junk, and promotional folders since these automated messages are sometimes filtered out. Additionally, verify that your email settings allow messages from college domains such as “[email protected]” ^[1].

What if two weeks pass without a confirmation? This might indicate your application wasn’t actually submitted or was lost in the system. In this case, I recommend taking action by contacting the admissions office directly with your full name, date of birth, and school information to check your status.

Log into college portals to verify receipt

After submitting applications, colleges typically send instructions to create an account on their applicant portal. These portals are absolutely essential for tracking your application status throughout the admissions process.

On the Common App dashboard, you’ll see a “Submitted” tag or checkmark next to each college that has received your application ^[2]. Beyond this initial verification, individual college portals provide more detailed status information.

Unfortunately, many students never log into these portals. As MEFA notes, “each year many applicants never actually log in to their applicant portal” ^[3]. This oversight means missing crucial information about whether all required documents have been received.

Portal access instructions usually arrive via email with temporary login credentials. Given the volume of college communications, these critical emails often get overlooked. Remember: once you’ve submitted an application, any email from that institution could contain important information regarding your portal access.

Create a spreadsheet to track each school

A well-organized tracking system is the best way to manage multiple applications. Creating a spreadsheet using Google Sheets or Microsoft Excel gives you a centralized database for monitoring each application’s status ^[4].

For an effective tracking spreadsheet, I recommend including these key columns:

1. College name and application URL
2. Application deadlines (with admission round clearly marked)
3. Confirmation status (received/pending)
4. Required documents (recommendations, test scores, transcripts)
5. Portal login information (username/URL)
6. Application status updates
7. Follow-up actions needed

Start by importing your college list into the spreadsheet, then add links to each school’s website and application portal. As you receive confirmations or updates, record them immediately to maintain accuracy.

“Organizing a list of colleges can seem daunting — and in reality, it often is. Information floods into students’ mailboxes and inboxes, and keeping it all straight is a challenge” ^[4]. A structured spreadsheet addresses this problem by keeping everything in one place.

The spreadsheet approach not only helps you stay organized but also reduces anxiety by giving you clear visibility into exactly where you stand with each application. Furthermore, it helps you identify any missing items requiring immediate follow-up.

What to Do Within the First Week

The first week after submitting your application is pivotal for ensuring everything is in order. Now that your applications are in the system, it’s time to tie up loose ends and confirm all supporting materials have arrived safely.

Send thank-you notes to recommenders

Teachers and counselors play a crucial role in your college journey by writing recommendation letters. Most recommenders write between 50 and 70 letters per application cycle on top of their regular teaching duties ^[5]. This extra work is done outside school hours and without additional compensation, making a thank-you gesture not just polite but necessary.

For maximum impact, send your appreciation note shortly after your application submission. This demonstrates professionalism and helps maintain positive relationships ^[6]. Your expression of gratitude can take several forms:

1. A handwritten card shows thoughtfulness and personal investment
2. A brief, sincere email works well for quick acknowledgment
3. A small, meaningful gift (if appropriate per school policy)

The most effective thank-you messages include specific memories or moments from class that made an impact on you. Avoid generic phrases like “your letter meant the world to me” ^[5]. Furthermore, once you receive your admission results, update your recommenders about the outcome. Teachers invest in your success and genuinely want to know where you’ll be heading ^[5].

Confirm test scores and transcripts were received

Most colleges require official score reports sent directly from testing agencies, as scores that appear on high school transcripts are typically not considered “official” ^[7]. Nevertheless, checking your transcript is essential – verify every grade, class, and credit is accurate ^[8].

Generally, colleges need 1-2 weeks to process all application materials, especially during peak submission periods ^[9]. Rather than anxiously calling daily, establish a routine of checking your applicant portal weekly ^[10]. This balanced approach ensures you’re staying informed without overwhelming admissions staff.

If you notice missing documents after 7-10 days, take action. First, confirm with your counselor that transcripts were submitted. For test scores, verify with the testing agency that they were properly sent. Only then should you contact the admissions office if materials still appear missing ^[11].

Fix any errors in your contact information

Maintaining accurate contact information is absolutely essential throughout the application process. Incorrect details could mean missing critical communications about your application status, document requests, or admission decisions.

To update your contact information on most applications:

1. Log into the college portal where you submitted your application
2. Navigate to account settings or personal information
3. Make necessary corrections to your email, phone number, or mailing address

For College Board accounts specifically, go to the homepage, sign in, click “Account Settings,” and update your information ^[12]. Remember that while most applications lock after submission, contact information can typically still be edited ^[13].

Consequently, a weekly review of your application status through each college’s portal helps ensure you haven’t missed any communications requiring immediate action ^[10]. This proactive approach prevents small oversights from becoming major issues.

Overall, the first week after submission is about verification and gratitude. These seemingly minor tasks make a substantial difference in how smoothly your application progresses through the review process.

When and How to Follow Up with Admissions

After completing your first-week checklist, you might feel tempted to contact admissions offices immediately for updates. Nonetheless, patience is key during this phase of the application process.

Wait at least 7–10 days before reaching out

Admissions officers need adequate time to process the thousands of applications they receive. According to reliable sources, you should wait at least 5-7 business days before following up about your application status ^[14]. This waiting period allows colleges to properly record and file your materials in their systems.

“If weeks have passed and you haven’t heard back, it’s okay to send a polite follow-up,” notes one admissions expert ^[15]. This timeline respects the busy schedules of admissions departments, particularly between November and May, their most hectic period ^[16].

If application deadlines are approaching and you haven’t received confirmation about crucial documents like test scores or recommendation letters, this waiting period may be shortened ^[17]. In such cases, reaching out sooner rather than later demonstrates your thoroughness and organization.

Use email as your first method of contact

Email provides an ideal first contact method for several reasons. First, it creates a written record of your communication. Second, it allows admissions officers to respond when their schedule permits, rather than interrupting their workflow with a phone call.

For an effective follow-up email:

• Begin with a clear subject line mentioning “Application Status Check” and your name
• Introduce yourself with your full name and application ID number
• Specifically state which documents you’re inquiring about
• Keep your message concise, respectful, and professional
• End with a polite thank you for their time

If you receive a reply, respond immediately—even if they took several days to get back to you. This promptness “will demonstrate to the officer that you are mature, responsible, and taking the college process seriously” ^[18].

Phone call script for checking application status

If email doesn’t yield results after a week, a phone call becomes appropriate. When calling, remember that admissions offices answer many such calls daily, so being prepared makes the conversation more productive.

Here’s an effective script for your call:

1. “Hello, my name is [Your Full Name]. I applied for admission to [University Name] for the [semester/year] term on [application date].”
2. “I’m calling to confirm that all my application materials have been received, including my [list specific documents you’re concerned about].”
3. “Could you please check my application status and let me know if anything is missing or if you need additional information from me?”
4. “Thank you for your time. I’m very excited about the possibility of attending [University Name].”

Most importantly, maintain a professional tone throughout the call ^[19]. If the person answering cannot help immediately, politely ask when would be a good time to call back or if there’s a specific person you should speak with.

Remember that following up appropriately is not merely about checking boxes—it’s about demonstrating your continued interest in the institution while respecting the admissions process.

Following Up After Interviews or Additional Requests

Beyond the initial application submission comes another critical juncture: the college interview and additional information requests. These interactions represent prime opportunities to reinforce your candidacy.

Send a thank-you note after interviews

College interviews deserve immediate follow-up. Always send your thank-you note within 24-48 hours after your interview ^[20]. This prompt timing demonstrates your professionalism and keeps you fresh in the interviewer’s mind ^[21]. Indeed, Harvard’s public interest advising office emphasizes that thank-you notes “should be done automatically” following any interview ^[20].

Email is perfectly acceptable and often preferred due to its immediacy, although a handwritten note can sometimes make a memorable impression ^[20]. Regardless of format, your message should remain concise—ideally between 250-350 words ^[22].

Respond quickly to any document requests

Throughout the admissions cycle, colleges might request additional materials. Whenever this happens, respond promptly. College portals typically allow submission of materials like updated resumes, research abstracts, or supplementary recommendations ^[23].

For example, if you win a significant award after submitting your application, you might consider sending an update ^[24]. Moreover, if an admissions officer requests clarification or additional documents, your swift response reflects your continued interest and organization.

Fortunately, most colleges accept updates until mid-February or March ^[23]. Nevertheless, limit yourself to one substantive update unless something truly exceptional occurs ^[24].

Sample thank-you email for college interview

Below is a framework for an effective thank-you email:

Subject: Thank You – [Your Name] Interview on [Date]

Dear [Interviewer’s Name],

Thank you for taking time to meet with me yesterday to discuss my interest in [College Name]. I especially appreciated learning about [specific program/opportunity mentioned during interview].

Your insights about [specific conversation point] aligned perfectly with my goals of [your relevant interest/goal]. Our conversation reinforced my enthusiasm for becoming part of the [College Name] community.

Please let me know if I can provide any additional information. I look forward to hearing from you.

Sincerely,
[Your Name]

Remember that authenticity matters more than perfection in these communications ^[21]. Your genuine interest in the school will shine through when you reference specific details from your conversation ^[20].

What to Do If You Haven’t Heard Back

The waiting game can be the most challenging part of the college application process. Unlike the relatively quick feedback you receive on test scores or initial application submissions, decision notifications follow much longer timelines.

Know the typical decision timelines

Different admission rounds operate on distinct schedules. Early Decision (ED) and Early Action (EA) applicants typically receive responses by mid-December. Meanwhile, Regular Decision applicants usually wait until late March or early April for final decisions. For rolling admissions programs, responses generally arrive 4-6 weeks after your complete application is received.

Despite these general guidelines, each institution operates independently. Schools often publish their notification dates on their admissions websites—check these first before assuming something went wrong. Subsequently, mark these dates on your application tracking spreadsheet to maintain realistic expectations.

How to write a polite follow-up email

After the suggested waiting period has passed, a concise email inquiry is appropriate. Your follow-up email should include:

• Your full name and application ID number
• The program you applied to and which admission round
• A brief, specific question about your status
• A polite sign-off expressing continued interest

Keep your message under 150 words, focusing primarily on obtaining information rather than influencing the decision. Henceforth, limit yourself to one follow-up email every two weeks, as excessive communication can irritate busy admissions officers.

When to stop following up and move on

Eventually, you must balance persistence with acceptance. After two follow-up attempts without response, focus your energy elsewhere. Essentially, once official decision dates have passed, further inquiries rarely change outcomes.

Admissions officers truly appreciate respectful communication throughout the process. Namely, those who understand when to follow up—and when to stop—demonstrate maturity that reflects positively on their applications. After all, colleges seek students who can handle both success and disappointment with grace.

While waiting, continue exploring other options and focus on finishing your senior year strong. These final months are valuable regardless of where you ultimately enroll.

Conclusion

Following up on college applications requires careful balance and timing. Through my experience helping students, I’ve seen how proper follow-up strategies significantly impact application outcomes. Most importantly, staying organized with tracking spreadsheets and maintaining professional communication helps ensure your application receives proper attention.

Remember that patience plays a vital role – waiting 7-10 days before initial follow-ups shows respect for admissions officers’ time. Your thank-you notes, status checks, and additional document submissions should reflect genuine interest while remaining concise and professional.

The waiting period after submission often creates anxiety, yet staying proactive without becoming pushy demonstrates maturity. Checking portals regularly, responding promptly to requests, and following proper timelines will keep your application on track.

Don’t miss out on university admissions! Get expert follow-up strategies from IB ++tutors. Their guidance can help you navigate this crucial phase with confidence.

Success in college admissions comes from attention to detail and appropriate follow-through. Armed with these templates, scripts, and timelines, you can now manage your applications effectively while maintaining positive relationships with admissions offices.

FAQs

Q1. How soon after submitting my college application should I follow up?
It’s best to wait at least 7-10 days before following up on your application. This gives the admissions office time to process your materials. If you haven’t received a confirmation email within 48 hours of submission, check your spam folder before contacting the school.

Q2. What’s the best way to track my college application status?
Create a spreadsheet to track each school’s application status. Include columns for college name, application deadlines, confirmation status, required documents, portal login information, and any follow-up actions needed. Regularly check each college’s applicant portal for updates.

Q3. How should I follow up after a college interview?
Send a thank-you note within 24-48 hours after your interview. Keep it concise (250-350 words) and reference specific points from your conversation. Email is usually acceptable, but a handwritten note can sometimes make a memorable impression.

Q4. What should I do if I haven’t heard back about my application by the expected decision date?
First, verify the official notification date on the college’s admissions website. If that date has passed, you can send a polite follow-up email inquiring about your application status. Include your full name, application ID, and the program you applied to. Limit yourself to one follow-up email every two weeks.

Q5. Is it appropriate to send updates to colleges after submitting my application?
Yes, but do so judiciously. If you achieve a significant accomplishment or receive a major award after submitting your application, it’s appropriate to send an update. Most colleges accept updates until mid-February or March. Limit yourself to one substantive update unless something truly exceptional occurs.

References

[1] – https://college.harvard.edu/resources/faq/i-submitted-my-application-did-not-receive-confirmation-email-harvard-how-do-i-know
[2] – https://www.collegevine.com/faq/8458/common-app-submission-confirmation
[3] – https://www.mefa.org/article/what-is-a-college-applicant-portal/
[4] – https://www.road2college.com/college-spreadsheet/
[5] – https://blog.collegevine.com/how-to-thank-teachers-who-wrote-recommendation-letters
[6] – https://www.indeed.com/career-advice/career-development/write-a-thank-you-for-a-letter-of-recommendation
[7] – https://www.jraeducationalconsulting.com/blog/7-things-to-remember-when-submitting-your-college-applications
[8] – https://www.saraharberson.com/blog/report-test-scores-to-colleges
[9] – http://www.collegedata.com/resources/prepare-and-apply/the-truth-behind-how-colleges-receive-your-application
[10] – http://www.collegedata.com/resources/getting-in/6-things-you-should-do-after-submitting-a-college-application
[11] – https://campusbound.com/youve-submitted-some-applications-now-what/
[12] – https://support.collegeboard.org/help-center/how-do-i-update-my-personal-information-andor-email-address
[13] – https://help.liaisonedu.com/The_Common_App_for_transfer_Applicant_Help_Center/Submitting_and_Monitoring_Your_Common_App_for_transfer/Before_and_After_You_Submit_Your_Common_App_for_transfer/03_Updating_Your_Application
[14] – https://www.missionaccepted.international/email-etiquette-for-students
[15] – https://essayservice.com/blog/how-to-email-admissions-office
[16] – https://www.collegeraptor.com/getting-in/articles/college-applications/why-you-should-follow-up-with-a-college-after-submitting-an-application/
[17] – https://prepory.com/blog/college-admissions-office-email-sample/
[18] – https://www.princetonreview.com/college-advice/contacting-colleges
[19] – https://www.quora.com/How-do-I-follow-up-an-online-application-with-a-phone-call-What-am-I-supposed-to-say
[20] – https://hls.harvard.edu/bernard-koteen-office-of-public-interest-advising/opia-job-search-toolkit/interview-follow-up-thank-you-notes/
[21] – https://blog.collegevine.com/how-to-write-college-interview-thank-you-email
[22] – https://www.ivywise.com/blog/thank-you-email-after-interview/
[23] – https://blog.collegevine.com/youve-submitted-your-application-now-what-submitting-additional-information-to-colleges
[24] – https://medium.com/@theowolf/guide-to-sending-an-update-to-colleges-after-applying-f746e18d4ce8