How to track job applications (free spreadsheet layout + method)
Once you're past about ten applications, memory stops working. You forget who you emailed, which CV you sent and when to follow up. A simple tracker fixes that, and after a few weeks it also tells you which job sources are worth your time.
Step 1: set up the columns
Open a blank Google Sheet or Excel file and add these headings in row 1:
| Column | What goes in it |
|---|---|
| Company | Text |
| Role | Text |
| Link | URL of the posting (they disappear, so save a PDF too) |
| Source | Dropdown: LinkedIn, Indeed, company site, referral, recruiter… |
| Date applied | Date |
| CV version | Which CV and cover letter you sent |
| Contact | Recruiter or hiring manager name and email |
| Status | Dropdown: Saved, Applied, Screening, Interview, Offer, Rejected, Ghosted, Withdrawn |
| Last contact | Date of the last message either way |
| Next action | Short note, e.g. 'send thank-you', 'follow up' |
| Follow-up date | Date: Last contact + 10 days by default |
| Notes | Salary range, interview questions, impressions |
Step 2: add two formulas that do the remembering
Say Last contact is column I, Status is column H and Follow-up date is column K. Then:
Follow-up date (K2): =IF(I2="","",I2+10) Needs action? (extra column L2): =IF(AND(K2<>"",K2<=TODAY(),OR(H2="Applied",H2="Screening",H2="Interview")),"FOLLOW UP","")
Add conditional formatting so "FOLLOW UP" turns orange, then sort or filter by that column each morning. Change the 10 to whatever gap you prefer. Common advice is 7–14 days after applying.
Step 3: update it right after every action
The tracker only works if it's current. Get into the habit of updating the row immediately: applied, then a row added; got an email, then Last contact updated; interview booked, then Status changed and a note added. It takes 20 seconds.
Step 4: do a 10-minute weekly review
- Count how many applications you sent and how many replies you got this week.
- Check response rate by source: replies ÷ applications for LinkedIn, referrals, company sites and so on.
- Check response rate by CV version, if you're testing different ones.
- Mark anything with no reply after about 3–4 weeks as Ghosted, send the closing note if you like, and stop thinking about it.
See the tracker on Payhip
Spreadsheet, app or Notion?
| Option | Good for | Watch out for |
|---|---|---|
| Spreadsheet (Sheets / Excel) | Flexible, free, easy to analyse | You have to build the formulas |
| Job-board trackers (e.g. LinkedIn "My jobs") | Zero setup | Only covers jobs from that site |
| Notion / Trello boards | Visual pipeline | Harder to calculate response rates |
Whichever you pick, use one place for everything.
FAQ
What is the best way to track job applications?
A spreadsheet works for most people: one row per application with company, role, date applied, source, status, next action and a follow-up date. What matters is keeping it updated after every action and reviewing it weekly.
Is there a free job application tracker for Google Sheets?
Yes. You can build one in a few minutes with the column layout on this page. Add a dropdown for Status and a formula that flags rows needing a follow-up.
What should I include in a job application tracker?
At minimum: company, job title, link to the posting, date applied, source, contact, status, last contact date, next action and notes. Salary range and the CV version you sent are also useful.
How many job applications should I track per week?
There is no right number. Track what you send and the replies you get, then compare response rates by source and CV version so you can spend more time on whatever works.