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Using RolePort
Emails and follow-ups
A mailbox for each application. Draft application emails and follow-ups, keep your contacts, and never miss a reminder.
Last updated 31 October 2026
Open Emails and follow-ups in an application's kit, or from Home's Follow up panel. RolePort never sends anything. You send each message yourself, then mark it as sent.
The mailbox
The page lists what's due, your drafts and everything sent, beside the open message. Compose asks what you want to send, then opens a mail-style composer. Your edits save as you type.
What you can write
| Group | Kinds |
|---|---|
| Applying | Application email, referral request, note to the hiring manager, LinkedIn note (300 characters at most) |
| Following up | First and second follow-up, thank-you, check-in after the interview, reply to the offer, follow-up for another reason |
| Stepping away | Withdraw, cancel the interview, decline the offer, reply to a rejection |
Follow-ups and stepping-away messages ask for your reason, such as where the application stands, or "I'd rather not say". Your reason and any details you add go to the AI, and the subject follows from it.
AI drafts
The AI writes the greeting and message from your profile, the posting and the application's history. RolePort adds the subject and your sign-off. It flags numbers it can't find, placeholders, clichés, messages that run long and a missing employer name. The exact prompt is shown on the page. Without AI, everything works except the draft button.
For thank-yous and check-ins, What came up is your notes on the real interview, and the draft uses only what you write there. You can add points from the Interview Coach with one click, labelled as practice.
Send it
- Copy the message.
- Open it, filled in, on Gmail or Outlook, or in your computer's Mail app.
- For LinkedIn notes, open the contact's profile.
Then click Mark as sent. The message moves to Sent, your status history is updated and the next follow-up is scheduled. Sending the application email also moves a saved job to Applied.
A sent message can be read, reused with Send again, or taken back with I didn't send this.
Marking a Withdraw or Decline offer message as sent moves the application to Withdrawn or Offer declined, and stops its follow-ups. Cancelling an interview also clears its date. RolePort asks first, and I didn't send this puts it all back.
Contacts
Each application has its own contacts: name, role, email, LinkedIn and notes. Add them by hand. Email addresses written in the posting are offered with one click. RolePort doesn't look anyone up.
Attachments checklist
The checklist shows your tailored CV and cover letter with their status, plus what the posting asks for, such as a portfolio, references, transcript, samples, certificates or an NBI clearance.
Follow-up reminders
Reminders are set in Settings → Follow-up reminders. Each number can be changed, and each rule can be switched off.
| Reminder | Default |
|---|---|
| First follow-up | 7 days after you apply |
| Second follow-up | 14 days after you apply |
| Thank-you | Within 24 hours of the interview |
| Check-in | 5 working days after the date they gave you, or after the interview |
| Reply to an offer | 2 days before their deadline |
Got a reply pauses reminders until the application moves to another status. Set the reply-by date and offer deadline on the same page.
Change how it's written
Each kind of email's tone and length is in Settings → Email prompt. See Customizing the prompts.
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