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Nov 9, 2022

How to write a professional job application email with 6 samples and templates

Your email can make or break your job application. Here we explain the process for writing an effective email for a job application.

Lawrie Jones

Table of contents

So, you’re looking for a job and you know that a critical part of your success will be your email application.

In this guide, we explain the process for writing an effective email for a job application. We don’t stop at the first application but provide examples of several follow-up emails for job applications after no response here .

Follow the advice, and you’ll stand the best chance of getting the job of your dreams (or something to fill the time until that comes along).

How to write an email for a job application

The average recruiter receives 250 applications for each post and spends no more than 7 seconds scanning your message (about the same time it takes to tie your shoes).

The key to success is standing out. That doesn’t mean trying to be witty or wacky, but being a pro is the same process you must use through all job application follow-up emails.

What you need to apply to a job via email

Let’s clarify what a job email is. It’s not a cover letter or a CV but a mechanism to deliver them.

Some people don’t bother to spend much time on an application email but get your application email wrong, and the recruiter may not even bother to read your resume or open your application letter.

Why? Because if they’re dealing with 250 responses, they’re actively looking for reasoning to exclude applications – so don’t let that be you!

Each recruiter has their own application process, but there are some pretty standard things that you’ll need to include with every application, including:

Cover letter
Work samples (optional, but a nice extra!)

Here's a brief explainer if you don’t know what these are.

1. Cover letter

Your cover letter is a formal part of the application process where you introduce yourself, describe your skills, why you want the job, and what value you can add for the business.

We’re not going to walk you through how to write a cover letter. However, there are some amazing online resources , so start there.

You can attach your cover letter as a Word document or PDF. It’s essential to use a file that can be downloaded, printed, and shared – so avoid using Google Docs or cloud software.

2. CV (resume)

Your CV is the story of your working life, a snapshot of your skills, and a chance to highlight your achievements. Again, we’re not going to explain how to create a compelling CV , but we recommend using a simple, easy-to-read, and understandable template.

Again, don’t try to be fancy with formats – create a document that can be downloaded, printed, and shared.

3. Samples of work (optional)

As the experts say, “show, don’t tell.” You can use your application email to showcase your skills and previous results. You can attach a portfolio, photos, or videos or provide a link to your website or social media in your email.

Some tips from us are to introduce examples and explain the impact. Who cares if you designed a great-looking poster? But if that poster boosted sales by 50%, that’s a different matter.

The second piece of advice is only to include a few examples (3 is a great number). Too many appear desperate.

Thirdly, only share work that’s 100% yours. If you worked as part of a team or an organization, make your role clear. Never claim other people’s work as your own.

Finally, be prepared to answer questions on these examples at your interview – including what you did in the process.

Best job application email tips

We’re all about providing information, advice, and terrific tips to help you get ahead of the competition and secure that essential interview.

Here are 7 job application email tips. (Why 7? Because that’s the world’s favorite number , and we couldn’t think of 10.)

1. Send your application email and CV for review

Tip number 1 is the most critical. After proofreading at least twice (or eight times), send your job application email and CV to a friend, colleague, parent, or mentor – or all of them – and ask for feedback, comments, and suggestions.

Your email will give the first impression, so make sure it’s personal, professional, formal, friendly, and favorable.

2. Make a convincing pitch in the email body

Remember that hiring managers, executives, and founders are busy and will not often open or read your full CV. So you’ll need to convince them in the email body that it’s worth their time to read further.

Think of your email as an advert for you:

A persuasive subject line gets the attention (and may result in opened email)
A compelling email body makes the recipient want to learn more (and may result in opened CV)
Convincing CV makes the recipient want to contact you (and may result in an interview)

The most important thing is to reflect the language in the job spec. The recruiter has been straightforward about what they want and who they’re looking for. Using their language can help to establish that the person to fit the slot is you!

3. Make it easy to contact you

Even though you might have all the necessary contact information in your CV, please include them in the email. This reduces the steps between clicks and contact.

Here are some of the things you should include in every job application email: Use this

phone number
social media links (LinkedIn and Twitter)
portfolio links (optional)

4. Use a professional email address

Sure, the email address you created when you were 12 or first started college was funny then but is it today? Unfortunately, the chances are it isn’t!

Make sure you have an appropriate email address for a job application. Creating a new email address doesn’t cost anything, and setting up alerts on your phone is simple, so why jeopardize your chances with [email protected] ?

(Don’t email this, we don’t know who owns it!)

5. Check the name of your resume file name

We’ve touched on the importance of using the correct formats for cover letters and CVs.

When you create your CV, give the file (Word document, PDF, or whatever) a professional name that can also be identified with you.

You never know where it might end up.

Here’s a formal naming convention: “Name - CV - Position,” for example:

Arthur Shelby - CV - Binman at Shelby Company Ltd.

6. Use references if you can

Do you know someone who works or used to work at the company? Or do you know someone who knows someone who works or used to work at the company?

Warm connections are always better than cold emailing (even if it’s unfair). As the saying goes, your network is your net worth, so try to leverage it to your advantage.

7. Include social proof

Have you already done similar work for someone else? Show it!

Social proof is powerful and backs up the statements you may have made in your application email, cover letter, and resume.

Social proof also includes social channels. LinkedIn is used worldwide, so don’t be afraid to drop in a link to your profile. It also creates a connection, so even if you don’t get this job, you’ll be the first to know of the latest opportunities.

Job application email format

Job application emails aren’t the time to get creative or buck the trend. However, there’s an accepted format for all job application emails, which we break down below.

1. Subject line for job application email

What’s a suitable email title for a job application? You could go crazy and say, “I’m perfect for this job!!!” but that would be silly. Instead, the subject line for your job application email should be simple to read and easy to understand.

The traditional (and still best) approach is to state your name and the job you’re applying for (or a combination of that). Here are a few examples:

Applying for a job probably is the best place to get creative, so stick to a simple subject line for your job application emails.

2. Email greeting for job application

Your email greeting should be polite and professional. Examples of that include:

Dear (an oldie, but a goodie!)

If you know the recruiter's name, then use it. People always love to receive emails addressed to them. One thing to avoid is the phrase “Dear Sir/Madam” or using formal titles such as Mr, Mrs, or Ms. We’ve got a whole world of possibilities, so it’s time we all moved on from traditional (old-fashioned) titles.

3. How to start a job application email

First up, state the purpose of your email.

I am applying for the post of (job name)

Doing this means the person understands what the message is about – which will save them time. Also, in many cases, the person receiving the email won’t be the recruiter, so they can file it away and share it with the person (or persons) who need to see it.

After that, you’ll need to explain what you’ve included with the email (your resume, cover letter, and examples). It’s always worth providing at least a few positive sentences on the opportunity. Finally, you’ll need to include any requested information, such as salary expectations.

4. How to end an email job application

There are conflicting opinions on how to end an email job application. We recommend asking for information on the next steps. Here’s how this can work:

Please can you provide me with details on the next steps in the process?

This leaves the recipient in no doubt that you’re serious about your application. If they reply, you’ll be reassured that they’ve received your application. Finally, you’ll know the timescales for decision-making, which removes the need to send a follow-up.

Always ask for the next steps in the process at the end of every email job application.

5. Email signature for job application

Sign off with your full name, phone number, and social media links (LinkedIn and Twitter), and attach your CV. Provide all information the recipient will need to contact and connect with you.

Job application email samples

We’ve talked a lot about the process; now, let’s put it into practice! These job application email samples cover 7 common situations you might experience when searching for a job. You’ll get a simple job application email sample, some application follow-up emails, and even how to withdraw an application if needed.

Use these job application email examples to start your job search, but edit and update them to suit your specific circumstances.

1. Simple job application email sample

This simple job application email sample can be cut, pasted, edited, and amended for pretty much any opportunity. It’s not exciting or innovative, but it provides a structured way to communicate the critical points you need to.

2. Email introduction for job application sample

The previous email sample covered how to apply for a job, this one is similar, but it’s about introducing yourself to the recruiter. This introduction approach is a great way to make a personal connection and can work well for several situations.

3. Job application status email sample

We’re clear that you should always ask for details on the next steps in the recruitment process, but as we all know, real life doesn’t always follow rigid plans. This job application status email sample is a way to politely push the recruiter to let you know what’s happening in the recruitment process.

4. Withdraw the job application email sample

Yes, there are some occasions when you might need to withdraw a job application, in most cases because you’ve got another job.

You don’t need to explain why you’re removing yourself from a recruitment process, but most people usually do (and we have in this withdraw job application email sample).

5. How to email HR for a job application update

When emailing the recruiting managers, you’ll need to be formal as they decide your destiny. On the other hand, HR teams deal with large volumes of applications, so this short message is fine. Here’s how to email HR for a job application update.

6. How to write an email to accept a job offer

Hooray, you’ve been offered a job; now it’s time to say yes. Here’s how to write an email to accept a job offer.

Job application email template

Flowrite's email template for job application.

There is no 100% right or wrong way to send a job application. But having an effective email template, using proper grammar, and email format will help, as you need to most likely send many, many emails to land your dream job.

This is where Flowrite comes in. Flowrite's AI-powered smart templates can help you craft better emails.

Our tool turns your words into ready-to-send emails, like this:

Final words on job application emails

In reality, you’ll need to send many job emails, follow-ups , and reminders to get a position.

It’s the way the world of recruitment works, and we know it can be frustrating.

But trust us, by investing some time crafting high-quality job application emails and persuasive follow-ups, you’ll stand the best chance of getting a perfect position.

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How to inquire about a job with 12 samples and a template

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How to Write an Eye-Catching Job Application Email

Learn how to apply for a job via email and get attention for your unique professional story.

[Featured image] A woman wearing an orange turtleneck sits at home in front of her laptop working on a job application email.

There are a variety of ways to apply for a job. While many companies now rely on an applicant tracking system or ATS, others may require that you apply via email. In this article, we’ll go over what you need to apply for a job via email, how to write a standout email, and other tips you can use when applying for jobs in this manner.

What is a job application email?

There may be times when a company requires that you submit your job application via email, rather than through a job portal like an ATS. When that happens, they will typically outline how to do so in the job description, noting what materials you should send, the email address you should use, and even potentially what you should note in the subject line.

What you need to apply to a job via email

When you apply using email, you will have three major requirements: a clear subject line ; the email body in which you explain who you are, your qualifications, and your interest in the role; and attachments .

There are two options when it comes to the body of your email:

Abbreviated cover letter : If you choose to attach your cover letter, consider abbreviating it in the body of your email so that the recruiter or hiring manager gets a sense of your experience and skills.

Full cover letter : Rather than attach your cover letter, you can copy and paste it into the body of your email. With this option, your email body will function as your full cover letter.

What attachments should you include in a job application email?

It’s important to review the job description and take note of requested attachments and any formatting specifications, such as whether you should submit your materials as PDFs or another file extension.

Typical email job application attachments:

Cover letter

Portfolio samples

A job application email differs from a job application follow-up email in which a candidate reaches out via email to a recruiter or hiring manager after first applying for a job elsewhere, usually via an ATS.

How to write a job application email

As you would with any other job application, take time to review the job description, identifying the experience and skills you have that align directly with the role. These details will inform your email body ( cover letter ) and will also convey the research you’ve done about the role and company.

Once you have all the relevant information, it’s time to begin crafting your email.

1. Write a clear subject line.

The subject line of your email needs to state your reason for writing. A job description may specify what you should include. If not, craft a clear subject line that states your reason for writing and your name. For example, “Application: Position Title, Your Name” or “Application for Position Title: Your name.”

2. Include a salutation.

Review the job description to see whether the company wants you to address your email to a specific employee or hiring manager. If not, you may determine who the hiring manager is by researching their title on the company’s LinkedIn page. If that information is not available, keep your salutation generic with a simple “To Whom It May Concern” or “Dear [Department] Hiring Team.” Learn more about how to address a cover letter .

3. Introduce yourself in the first sentence.

Get direct in your first sentence and treat it like a resume objective. State who you are, the amount of experience you have or what you’re currently doing, and that you’re writing to apply for the role. If someone referred you, mention it.

4. Turn your cover letter into the body of your email.

The body of your email can either be your full cover letter (if you choose not to attach it) or an abbreviated version of your cover letter (if you choose to attach it). As with a standard cover letter , you’ll want to discuss your experience, your unique fit for the role, and any accomplishments that speak to your larger impact.

5. Close with details.

As you conclude your email cover letter, reiterate what you want and why you’re interested in this role at this particular company. State the documents you’ve attached and your availability for next steps.

6. Sign your email.

Sign your email with your contact information, including your full name, phone number, and email. If you have a website, include the address.

7. Attach your materials.

Make sure to attach all required materials, such as your resume, in the appropriate format.

8. Proofread before you hit “send.”

Review your email for any typos or grammatical mistakes. As with a formal cover letter, you want to make sure your email is error-free so a recruiter or hiring manager can see your attention to detail.

Learn more: How to Use Resume Sections to Shape Your Professional Story

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Job application email samples

Below, you’ll find two sample job application emails, one from a recent graduate with little experience and another from a mid-career applicant seeking to advance.

Recent graduate

[Subject line] Application: Junior graphic designer, Kenan Sampson

Dear Creative Hiring Team:

My name is Kenan Sampson, and I’m writing to apply for the junior graphic designer role on your team at X. I recently graduated with my BFA in graphic design.

I’ve been especially impressed with X’s B-corp status and its mission to connect volunteers with meaningful and impactful experiences. During my time at XYZ University, I volunteered with a local composting group while completing two separate internships, one at the creative agency ABC Designs and the other at A to Z Corporation.

During my internships I:

Designed original assets, including logos, landing pages, and templates

Retouched work to meet each client’s specifications

Met with clients as part of the graphic design team to receive and implement feedback

I appreciate the challenge of bringing an idea to life through visual web-based mediums, and I’m interested in applying my experience to your company’s needs. I’m an organized team player with strong attention to detail, traits that will serve me well at X.

I’ve attached my resume and two samples of work I completed as part of my internships. I’m available to discuss my experience and skills at your convenience.

Sincerely,

Kenan Sampson

[email protected]

555-555-5555

Career advancer

[Clear subject line] Senior copywriter application: Samantha Dent

Dear Mr. Morley:

I’m writing to apply for the senior copywriter role at X. My name is Samantha Dent and I have over six years of experience strategizing, creating, and revising compelling copy for an array of e-commerce brands, such as X, Y, and Z.

Most recently, I’ve been working as a copywriter at ABC, a company dedicated to servicing small businesses in the e-commerce space. I handle copy needs for six different clients, ranging from plant delivery services to cookware. I regularly develop distinctive value-driven language for each digital campaign that drives action, and my clients see results thanks to those efforts. For instance, X experienced a 3% increase in sales and a 12% increase in engagement across their social media platforms after our most recent end-of-the-year campaign.

I’ve appreciated my time at ABC, but I’m eager to continue growing in my career. I’m now interested in finding a senior copywriter role at a company that prioritizes empathetic, values-first copy. I believe that opportunity is at X, where I can more impactfully manage campaigns and contribute to the team’s strategy and leadership.

I’ve attached my resume, a more in-depth cover letter, and writing samples. I look forward to discussing this role in more detail.

Samantha Dent

555-555-5555

[email protected]

sdent.website

Job search tips

As you continue your job search, take some time to build interviewing skills, so that you can walk into your next interview feeling confident. Use these resources as a starting point:

11 Interviewing Skills to Benefit Your Career

Practice Interview Questions: How to Tell Your Story

10 Examples of Strengths and Weaknesses for Job Interviews

Questions to Ask at the End of an Interview

Write better emails or letters with Coursera

Taking online courses, like University of Colorado Boulder’s Business Writing course, can be a great way to improve your writing skills and get further in your job search. Get access to this and more than 7,000 other courses, guided projects, specializations, and professional certificates with Coursera Plus .

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This content has been made available for informational purposes only. Learners are advised to conduct additional research to ensure that courses and other credentials pursued meet their personal, professional, and financial goals.

Job Application Email (Templates, Examples)

By Status.net Editorial Team on September 24, 2023 — 11 minutes to read

Your job application email is an opportunity to make a powerful first impression on prospective employers. The key is to strike a balance between professionalism and personality, demonstrating not only your qualifications but also your enthusiasm for the position. Throughout this article, real-world examples and templates will be provided to showcase best practices and inspire your own job application emails. Implementing these techniques will give you confidence in your job search, helping you present yourself as an outstanding candidate for the role you desire.

Related: Get More Interviews: Follow Up on Job Applications (Templates)

Job Application Email Structure

Subject line.

Choose a concise and clear subject line for your job application email. Make it relevant to the specific role you are applying for. This will make it easier for the recruiter to instantly identify the purpose of your email. For instance, use something like

“Job Application: [Position Title] – [Your Full Name]”.

It’s important to address the recipient with an appropriate greeting. If you know the name of the recruiter, use their title (Mr., Ms., or Dr.) followed by their last name, like “Dear Mr. Smith”. If you don’t know their name, you can use a general greeting, such as

“Dear Hiring Manager” or “Dear [Company Name] Team” .

Closing the Email

When concluding your job application email, end with a professional and polite closing. Thank the recruiter for considering your application and express your enthusiasm for the role. Use phrases like “Sincerely,” “Best regards,” or “Kind regards,” followed by your full name and contact information, including your email address and phone number.

Throughout your job application email, maintain a professional tone and use standard font styles and sizes. Keep your sentences clear and concise. Ensure that you proofread the email for any typos or grammar errors before clicking send. Related: How To Email a Hiring Manager Directly (Examples)

Important Elements of Job Application Email

Contact information.

It’s crucial to include your contact information at the beginning of your job application email. Make sure to include your full name, professional email address, and phone number. Double-check this information for accuracy, as this is how the employer will contact you for further communication.

Mention the job title you are applying for in the subject line of your email. This helps the employer quickly recognize the purpose of your email and ensures your application gets directed to the right person or department. In the body of the email, you can restate the job title and explain why you are a great fit for the position.

Job Reference Number

If the job posting has a reference number, it’s essential to include it in your email. Reference numbers help employers keep track of multiple job openings and applications. Include the reference number in the subject line, along with the job title, for easy identification. Do not forget to mention it in the body of the email while discussing your interest and qualifications for the position. Using the job reference number will show the employer that you are detail-oriented and have thoroughly reviewed the job posting.

Related: How To Write an “About Me” Section in a Resume and How To List Certifications on a Resume (Examples)

Drafting the Email Content

First paragraph.

Start your email with a friendly but professional opening, addressing the recipient by their name if known. Briefly introduce yourself and mention the specific job title you are applying for. You can also include where you found the job posting to show your proactiveness.

For example:

Dear Mr. Smith, I hope this email finds you well. I am writing to express my interest in the Marketing Coordinator position at XYZ Company, which I discovered while browsing LinkedIn.

Body of The Email

In the main section of your email, connect your skills, qualifications, and abilities to the job description. This is your chance to showcase why you are the perfect fit for the role. You can use bullet points to highlight your key achievements and experiences relevant to the position. Make sure to tailor your message to the specific position, rather than sending a generic email to multiple job postings.

For instance:

During my time at ABC Company as a Marketing Assistant, I gained valuable experience that aligns well with the requirements of the Marketing Coordinator role: Successfully managed social media campaigns that increased brand awareness by 30%. Led a team in creating and distributing monthly email newsletters, resulting in a 20% boost in website traffic. Developed and executed marketing strategies for product launches, contributing to a 15% increase in sales.

Final Paragraph

Wrap up your email by reiterating your interest in the role and expressing gratitude for the recipient’s time and consideration. Offer to provide any further information or materials as needed. Don’t forget to include your resume and cover letter as attachments to the email. Make it easy for the recipient to get in touch with you by providing your phone number and email address in the signature.

I am excited about the opportunity to contribute to XYZ Company’s marketing initiatives and believe that my skills make me a strong candidate for the Marketing Coordinator position. Thank you for your time and consideration. Please find my resume and cover letter attached to this email for your review. If you require any additional information, please do not hesitate to contact me. Sincerely, [Your Name] [Phone Number] [Email Address]

Sample Job Application Email Templates

Both of these templates demonstrate a clear, professional tone while addressing the job requirements and illustrating your qualifications. Use these as a foundation when creating your own job application email, tailoring the content to your specific situation:

Example 1: Applying for a specific position

Subject: Application for [Job Title] – [Your Name]

Dear [Hiring Manager’s Name],

I hope this email finds you well. I recently came across the [Job Title] position at [Company Name] and found it to be a great match for my skills and experience. I am excited to submit my application for your consideration.

As a [current or previous job title] with [number] years of experience in [industry or field], I have developed a strong foundation in [relevant skills or areas]. I am confident in my ability to deliver valuable contributions to your team.

I have attached my resume and cover letter for your review. If you have any questions or require additional information, please don’t hesitate to reach out to me at [your phone number] or [your email].

Thank you for considering my application. I am looking forward to the opportunity to discuss how my skills and experiences align with [Company Name]’s needs.

Best regards,

[Your Name] [Your phone number] [Your email address]

Example 2: Referral from a mutual connection

Subject: [Mutual Connection’s Name] referred me to [Job Title] position – [Your Name]

I hope you are doing well. I recently spoke with [Mutual Connection’s Name], and they recommended that I reach out to you regarding the [Job Title] position at [Company Name]. I believe that my background and experience make me an ideal candidate for the role.

With [number] years of experience in [industry or field], I excel at [list of relevant skills or areas]. My time as a [current or previous job title] has allowed me to develop a strong understanding of [specific industry-related concepts].

Please find my resume and cover letter attached for your review. If you have any questions or need more information, feel free to contact me at [your phone number] or [your email].

Thank you for taking the time to review my application. I am eager to explore the possibility of joining [Company Name] and contributing to its success.

Polishing Your Job Application Email

There’s nothing worse than having a fantastic job application marred by distracting grammar or spelling mistakes. Here are a few tips for polishing your email:

Give yourself a break after writing the email, and then come back to it with fresh eyes. This will help you spot any errors you may have overlooked. Read through your text carefully, checking for grammar and spelling mistakes. Your email should be easy to read and understand.
Don’t hesitate to use online tools like grammar checkers. These apps identify errors automatically, making it easier to spot and fix any issues. Just remember that such tools are not foolproof, so always double-check before relying on their suggestions.
Finally, ask for feedback from someone you trust. Having a second pair of eyes reviewing your text is essential for catching errors and providing an outsider’s perspective on your email’s readability and tone. Remember to consider their suggestions and make revisions accordingly.

Related: Best Resume Summary Examples

Follow-Up Email Guide

Sending a follow-up email after a job application can significantly boost your chances of being called for an interview. It shows your interest in the position and helps you remain at the top of the recruiter’s mind. Here’s a guide to help you craft a compelling follow-up email:

Timing is crucial. Wait for about a week after the stated deadline for applications, or if there’s no specified deadline, a week after you’ve sent your application. This gives the employer ample time to review your submission. If you follow up too soon, it may appear pushy, and if you wait too long, they might forget about your application.
Subject line matters. Make your subject line clear and concise to grab the recruiter’s attention. Instead of generic phrases like “Follow-up,” consider using something specific like “John Doe – Marketing Manager Application Follow-up.” It gives them an immediate idea of who you are and the reason for your email.
Be professional and polite. Begin your email by addressing the recipient appropriately, using their name if you have it. Also, express gratitude for the opportunity to apply for the position and remind them of your interest in the role.
Mention your availability. Emphasize your readiness to provide additional information or documents, if necessary. Also, let them know if you have any upcoming commitments or dates that may affect your availability for an interview.
Keep it concise. Your follow-up email should not exceed one or two short paragraphs. Recruiters are busy people, so avoid unnecessary fluff or repetition.
End on a positive note. Close your email with a courteous expression of anticipation, such as “I look forward to discussing the position further” or “I appreciate your time and hope to hear from you soon.”
Templates of effective follow-up emails: Get More Interviews: Follow Up on Job Applications (Templates)

Frequently Asked Questions

What are the key components of a successful job application email.

To create a successful job application email, you should include:

A concise and relevant subject line.
A professional salutation that addresses the hiring manager by name.
An opening paragraph that expresses your interest in the position and where you found the job posting.
A brief summary of your qualifications and relevant experiences.
Attachments or links to your resume, cover letter, and any requested documents or work samples.
A closing paragraph that thanks the hiring manager and includes your contact information.
A professional sign-off with your full name.

How can you make your job application email stand out from others?

To make your job application email stand out, consider:

Personalizing your email by including the hiring manager’s name and mentioning something specific about the company or role.
Using a compelling subject line that clearly conveys your interest and intent.
Demonstrating enthusiasm for the position while showcasing your most relevant skills and accomplishments.
Keeping your email concise, well-organized, and easy to read, with clear paragraphs and proper formatting.
Proofreading your email thoroughly to ensure it’s free of typos and grammatical errors.

What are some best practices for professional email etiquette in a job application?

When sending a job application email, follow these professional email etiquette tips:

Use a professional email address that includes your full name.
Keep your subject line clear, concise, and relevant to the position.
Begin with a professional salutation, addressing the hiring manager by name if you can.
Write clear, concise paragraphs and use proper grammar and spelling.
Keep your tone polite and professional, avoiding casual language or slang.
Attach necessary documents as PDFs and avoid large or unusual file formats.
Double-check the recipient’s email address and your attachments before sending.

Which subject lines work effectively for job inquiry emails?

Effective subject lines for job inquiry emails include:

“Job Application: [Your Name] for [Position Title] at [Company Name]”
“Experienced [Your Profession] Seeking [Position Title] Opportunity”
“[Your Name]: [Position Title] Application”
“[Position Title] Application – [Your Name]”

Remember to keep it concise and tailored to the specific job listing.

How to follow up on a job application email without sounding pushy?

To follow up on your job application email without sounding pushy:

Wait an appropriate amount of time, usually 7-10 business days, before sending a follow-up email.
Be polite and respectful in your email, acknowledging the hiring manager’s busy schedule.
Reiterate your interest in the position and provide a brief recap of your qualifications.
Keep your email short, to-the-point, and easy to read.
Thank the hiring manager for their time and consideration.

What common mistakes should be avoided when writing a job application email?

Avoid these common mistakes when writing a job application email:

Failing to include a relevant subject line or addressing the hiring manager by name.
Forgetting to attach important documents or using improper file formats.
Using unprofessional language or inappropriate humor.
Sending overly lengthy emails or lengthy paragraphs that are hard to read.
Skipping proofreading, which may result in typos or grammatical errors.
Using the same generic email for multiple job applications without tailoring it to the specific position and company.
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Guest Posts

13 Sample Job Application Email Templates to Make the Best First Impression

Sample job application email templates to save time and improve your chances of landing your dream job and making a strong impression on employers.

In today's digital world, the job application process has evolved too. Now, there is no need for frequent visits to companies to apply for a job; you can do it from your home.

Even companies are more comfortable recruiting new hires with ease of online that is why these job portals gained so much success in a short time.

But, to do that, you must know how to craft an effective email, a crisp and captivating cover letter, and a resume. But before that, you have to find a job opportunity that suits your needs.

How to find lucrative job opportunities?

To get a job, one must know how to look for it. Here are some ways to find the job that you desire.

Job portals: Job portals are essential for today's job search because they offer many employment opportunities in one place. They save you time and effort by enabling you to filter job openings that fit your credentials, abilities, and preferences. Furthermore, you can also do a custom search by location, wage, and keywords.
Company's career page: A company's career page is a specific area on the website that details job openings, hiring procedures, and other career-related topics. It also provides a form to fill out and submit to apply.
Search engine operators: Search engine operators can be used to refine job search results and find more relevant job postings. To search for a specific job opportunity, enter the title, location, date posted, type of employment, company type, and employer.

Now that we have gone through some ways you can look for a job opportunity, let's look at some other essential aspects.

What to include in a job application

You need to include certain things in your job application if you want your application to be considered. These are:

Cover letter: A cover letter forms an integral part of a job application. It helps the hiring manager to understand your skills and what you can bring to the team. Also, employers prefer job applications that include a cover letter.
Resume: This document briefly overviews the applicant's abilities and academic accomplishments. It also illustrates the applicant's professional background.
Work profile: Work Profile is a personality test that gauges a person's work personality based on their interpersonal and emotional tendencies at work and their values and objectives.

How to write effective emails which will grasp recruiters' attention?

Recruiters receive a large number of job-related emails regularly. So, it becomes crucial that your email stands out from the others to grab the recruiter's attention. Let's look at some tips and tricks that you can use to make your email personalized and captivating.

Subject line : No matter how good of an email you have written, the recruiter will delete it without even looking at the contents if the subject line is bland and uninspiring. So, writing a creative and captivating subject is a must. You can take help of AI subject line generation tools for creative writing
Salutation : Always include a salutation at the beginning.
Introduction: Always introduce yourself in the first sentence itself.
Cover letter : Write a crisp and clear cover letter, and if you are writing a detailed cover letter, it is advisable to include it in the body of the email.
Concluding the email : It is always best to reiterate your interest in the desired position, mention the attached documents, and your availability for the next steps.
Mention referrals : If you are referred to the job by someone the recruiter is acquainted with, always mention the person's name in the body of the email, as it will help develop initial trust in the headhunter for you.

Sample job application email templates to make a strong impression on employers

We have compiled a list of sample emails for you that will help you write compelling job emails. Let's take a look at them.

1. Simple and direct sample job application email

Sub: Application for [job title]

Respected Sir/Madam,

I am [your name] and interested in applying for the position of [job title] on your website/ [name of job portal] . My qualifications and skills are relevant and at par with the job requirements.

I have graduated from [college and university name] and have over three years of experience in [field's name] at [company's name] .

I have attached my current resume and I look forward to hearing from you about it.

Thanking you,

[Your name]

2. Creative and personalized sample job application email template

Sub: Applying for the position of [job title]

Dear Sir/Madam,

I hope you are well and reading my email. My name is [your name] , and I'm writing to express interest in the [job title] position.

I have always been pleased by your company's dedication to innovation and excellence as [professional title] . Your mission and vision align with the values I hold dear, both personally and professionally, and I am thrilled about the chance to join your team.

The prospect of joining your team and assisting in the expansion and success of the business excites me. For your review, I've included my resume in this email, and if you require any more details, just let me know.

Thank you for considering my application. I look forward to the opportunity of discussing my qualifications further.

[Your Name]

3. Sample job application email for referral from a connection

Sub: Job application for the position of [job title]

My name is [your name], and I'm writing to apply for the [job title] position. I have been researching your company for the past few months and have only heard positive things about your organization.

I have been referred to you by Mr./Ms. [Referrer's name] , who is working for [Referrer's company name] as [designation's name] . They also highly regard your company and have especially recommended me to you.

I have a work experience of over [years] at [company's name] . Therefore, I have the experience necessary to work for your esteemed organization.

I have also attached my resume and await your valuable response.

Yours sincerely,

4. Follow-up after submission of a job application email

Sub: Following up on my application for [job title] at [Company Name]

My name is [your name] . I applied for the job of [job title] at your company, to which I have assured a response in two weeks, but it has been over a month now, and I would like to know my application status.

I'm still interested in working for your esteemed organization and can fulfil my responsibilities aptly.

If you have any further queries or need additional information, please let me know. Once again, thank you for your time and will eagerly await your response.

5. Follow-up email after a job interview

Sub: Thank you for the opportunity

Dear [interviewer's name] ,

Thank you for taking the time to interview me. It was a great experience, and I'm grateful for talking to you. The details you provided regarding the post's responsibilities have made me even more confident that I can complete my work on time and without any issues.

There are a few questions, though, that I didn't get the opportunity to ask you yesterday due to the time limitation. So I hope you will be okay if I write them in this email.

[Question(s) by the candidate]

Also, when can I hear from you about the position?

Please get in touch with me if you have any questions.

6. Response to a job rejection/reply to the rejection email

Sub: Regarding the position of [job title]

Dear [hiring manager's name] ,

Thank you for taking the time to interview me and for the opportunity to work in your company. While I am disheartened for not being able to work for your reputed organization, I am thankful for getting back to me with your final decision. I immensely enjoyed the time with you and others.

I have one small request. Please give me your feedback. It will immensely help me with my job search. Thank you for your time and consideration. I wish you and the team all the best.

7. Email template for the withdrawal of job application

Sub: Request to withdraw my job application

Respected [recipient's name] ,

Thank you for taking the time to interview me for the position of [job title] at your reputed company. I greatly appreciate the opportunity to work with [company's name] . However, with a heavy heart, I would like to withdraw my application. It was a hard decision, but I had to take it owing to [state the reason] . I hope you will understand.

You will find a perfect candidate for the position.

8. Thank you note after interview

Sub: Thank you for your time

Hi [interviewer's name] ,

I wholeheartedly thank you for taking out time to interview me. I thoroughly enjoyed our conversation and was thrilled to learn more about the position of [job title] and its responsibilities.

I cannot wait to be a part of such an incredible team and esteemed organization. I look forward to hearing about the next steps in the hiring process. Please feel free to contact me in case of any queries.

9. Request for informational interview

Sub: Informational interview request

Dear [recipient's name] ,

My name is [your name] . I hope you are doing well. I have come across your profile on LinkedIn, and I'm incredibly interested in your work and would like to know more about you and your company.

I hope you'll let's catch up to talk more in-depth about [insert what you would like to discuss] . If you are too busy, I can wait or even talk on the phone for 10 to 15 minutes. So please let me know what will be convenient for you. I will eagerly wait for your reply.

I appreciate your time, and thank you in advance.

10. Request for job shadowing opportunity

Sub: Request for job shadowing

My name is [your name] , and currently, I am a student at [college/university name] . I am passionate about a career in [mention the field of profession] and would like to explore it more to understand the area better. I found your email through [website/or recipient's colleague] . If you are willing to allow students to shadow you, I would appreciate the opportunity to observe you, to talk more about the field.

I hope I am not intruding. If you have any queries, please contact me at [phone number] .

Thank you for your time,

11. Email to understand the process/next steps/update from HR

Sub: Request to know the next steps

Dear [name of the employer] ,

Thank you for interviewing me. It was a great pleasure to learn the workings and responsibilities of your esteemed organization.

I would like to know more about [mention what you want to know about] and would appreciate it if you could provide me with more precious time. Also, please advise what I have to do next.

I look forward to hearing from you.

12. Email sample for fresher

Sub: Application for the post of [job title]

My name is [your name], and I have found your job opening in/on [mention here] . I graduated with distinction from [name of college/university/institution] in [course name] . Therefore, I have the required knowledge and skills needed for the job.

Please find the attached resume. I will eagerly wait for your reply.

Faithfully,

13. Email sample for experience

Sub: Requesting for experience certificate

This is to bring to your attention that I served as [designation] at [company name] from [joining date] till [relieving date] . It was an exceptional experience, and I have learned a lot as a member of your team. The experience has helped me in growing personally and professionally. I have learned some great value too.

Please issue my experience certificate, as it will help me professionally in the future.

Job application email templates can be extremely helpful in saving time and ensuring that your message is professional and effective. Using a template as a guide, you can easily customize your email to the specific job and company you are applying to, and avoid common mistakes that can hurt your chances of getting hired.

However, it's important to remember that job application emails should still be personalized and unique to you. While templates can provide a structure and format, you should always tailor your message to your experience, skills, and goals.

With the right approach, job application emails can be a powerful tool for landing your dream job.

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We often come across some fantastic writers who prefer to publish their writings on our blogs but prefer to stay anonymous. We dedicate this section to all superheroes who go the extra mile for us.

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Career Planning
Finding a Job
Cover Letters

How to Write a Job Application Letter (With Examples)

What Is a Job Application Letter?

Tips for writing a job application letter, how to get started.

Writing Guidelines
What to Include in Each Section

Simple Formatting Using a Template

Tips for writing an effective letter, sample job application letter, sending an email application, review more letter examples.

Do you need to write a letter to apply for a job? Most of the time, the answer is yes. Even when employers don’t require a job application letter , writing one will help you highlight your skills and achievements and get the hiring manager’s attention. The only time not to send one is when the job listing says not to do so. It can help, and it definitely won't hurt to include an application letter with your resume.

A job application letter, also known as a cover letter , should be sent or uploaded with your resume when applying for jobs. While your resume offers a history of your work experience and an outline of your skills and accomplishments, the job application letter you send to an employer explains why you are qualified for the position and should be selected for an interview.

Writing this letter can seem like a challenging task. However, if you take it one step at a time, you'll soon be an expert at writing application letters to send with your resume.

Melissa Ling / The Balance

Before you begin writing your job application letter, do some groundwork. Consider what information you want to include, and keep in mind that space is limited.

Remember, this letter is making a case for your candidacy for the position. But you should do more than just regurgitate your resume. Instead, highlight your most relevant skills, experiences, and abilities.

Analyze the Job Posting

To include the most convincing, relevant details in your letter, you'll need to know what the employer wants.

The biggest clues are within the job advertisement, so spend some time decoding the job listing . Next, match your qualifications with the employer's wants and needs.

Include Your Most Relevant Qualifications

Make a list of your relevant experience and skills. For instance, if the job ad calls for a strong leader, think of examples of when you've successfully led a team. Once you've jotted down some notes and have a sense of what you want to highlight in your letter, you're ready to start writing.

Writing Guidelines for Job Application Letters

Writing a job application letter is very different from a quick email to a friend or a thank-you note to a relative. Hiring managers and potential interviewers have certain expectations when it comes to the letter's presentation and appearance, from length (no more than a page) and font size to style and letter spacing . Keep these general guidelines in mind, but always stick to any explicit instructions in the job listing or application portal.

Length: A letter of application should be no more than one page long. Three to four paragraphs are typical.

Format and Page Margins: A letter of application should be single-spaced with a space between each paragraph. Use 1-inch margins and align your text to the left, which is the standard alignment for most documents.

Font: Use a traditional font such as Times New Roman, Arial, or Calibri. The font size should be between 10 and 12 points.

What to Include in Each Section of the Letter

There are also set rules for the sections included in the letter, from salutation to sign-off, and how the letter is organized. Here's a quick overview of the main sections included in a job application letter:

Heading: A job application letter should begin with both your and the employer's contact information (name, address, phone number, email), followed by the date. If this is an email rather than an actual letter, include your contact information at the end of the letter, after your signature.

Header Examples

Salutation: This is your polite greeting. The most common salutation is "Dear Mr./Ms." followed by the person's last name. Find out more about appropriate cover letter salutations , including what to do if you don't know the person's name or are unsure of a contact's gender.

Body of the letter: Think of this section as having three distinct parts.

In the first paragraph , you'll want to mention the job you are applying for and where you saw the job listing.

The next paragraph(s) are the most important part of your letter. Remember how you gathered information about what the employer was seeking, and how you could meet their needs? This is where you'll share those relevant details on your experience and accomplishments.

The third and last part of the body of the letter will be your thank you to the employer; you can also offer follow-up information.

Complimentary Close: Sign off your email or letter with a polite close, such as "Best," or "Sincerely," followed by your name.

Closing Examples

Signature: When you're sending or uploading a printed letter, end with your handwritten signature, followed by your typed name. If this is an email, simply include your typed name, followed by your contact information.

Signature Examples

Overwhelmed by all these formatting and organization requirements? One way to make the process of writing a job application easier is to use a template to create your own personalized letters. Having a template can help save you time if you are sending a lot of application letters.

Be sure that each letter you send is personalized to the company and position; do not send the same letter to different companies.

Always write one. Unless a job posting explicitly says not to send a letter of application or cover letter, you should always send one. Even if the company does not request a letter of application, it never hurts to include one. If they do ask you to send a letter, make sure to follow the directions exactly (for example, they might ask you to send the letter as an email attachment or type it directly into their online application system).
Use business letter format. Use a formal business letter format when writing your letter. Include your contact information at the top, the date, and the employer’s contact information. Be sure to provide a salutation at the beginning and your signature at the end.
Sell yourself. Throughout the letter, focus on how you would benefit the company. Provide specific examples of times when you demonstrated skills or abilities that would be useful for the job, especially those listed in the job posting or description. If possible, include examples of times when you added value to a company.

Numerical values offer concrete evidence of your skills and accomplishments.

Use keywords. Reread the job listing, taking note of any keywords (such as skills or abilities that are emphasized in the listing). Try to include some of those words in your cover letter. This will help the employer see that you are a strong fit for the job.
Keep it brief. Keep your letter under a page long, with no more than about four paragraphs. An employer is more likely to read a concise letter.
Proofread and edit. Employers are likely to overlook an application with a lot of errors. Read through your cover letter, and if possible, ask a friend or career counselor to review the letter. Proofread for any grammar or spelling errors.

This is a job application letter sample. Download the letter template (compatible with Google Docs or Word Online) or read the example below.

Sample Job Application Letter (Text Version)

Elizabeth Johnson 12 Jones Street Portland, Maine 04101 555-555-5555 elizabethjohnson@emailaddress.com

August 11, 2024

Mark Smith Human Resources Manager Veggies to Go 238 Main Street Portland, Maine 04101

Dear Mr. Smith,

I was so excited when my former coworker, Jay Lopez, told me about your opening for an administrative assistant in your Portland offices. A long-time Veggies to Go customer and an experienced admin, I would love to help the company achieve its mission of making healthy produce as available as takeout.

I’ve worked for small companies for my entire career, and I relish the opportunity to wear many hats and work with the team to succeed. In my latest role as an administrative assistant at Beauty Corp, I saved my employer thousands of dollars in temp workers by implementing a self-scheduling system for the customer service reps that cut down on canceled shifts. I also learned web design and timesheet coding, and I perfected my Excel skills.

I’ve attached my resume for your consideration and hope to speak with you soon about your needs for the role.

Best Regards,

Elizabeth Johnson (signature hard copy letter)

Elizabeth Johnson

When you are sending your letter via email include the reason you are writing in the subject line of your message:

Subject Line Example

Subject: Elizabeth Johnson – Administrative Assistant Position

List your contact information in your signature, rather than in the body of the letter:

Email Signature Example

Elizabeth Johnson 555-555-5555 email@emailaddress.com

Review more examples of professionally written cover letters for a variety of circumstances, occupations, and job types.

CareerOneStop. " How Do I Write a Cover Letter? "

University of Maryland Global Campus. " Cover Letters ."

Email Cover Letter Samples

Including an email cover letter is imperative, so we thought it would be helpful to our job-seeking readers to have sample letters to use as a starting point.

The examples below come from real-life job seeker emails, although we’ve altered the details and contact information. Whether you prefer a “salesy” approach or you’re more of a “direct and to the point” kind of person, choose the template that suits your style. Just be sure to include these key elements in your email cover letter.

Etiquette for Any Email Cover Letter

Mention the title of the position you’re applying for in the subject line and body of your email.
Explain where you found the job posting or how you heard about the position.
Conclude with a subtle call to action to remind the hiring manager of the action you’d like them to take, such as, “I look forward to hearing from you.”
List your full name and contact information in your email signature block (not just on your resume attachment).
If applicable, quickly explain any questions that your resume may raise. For example, if you’re from out of town but planning to move close to the job location, or you’ve been at your current position for only a short time.
Don’t start your cover letter with your name. Instead, introduce yourself in the letter with a relevant qualification and connect it to the position.
Keep your cover letter concise. Just like your resume, keep your document to just one page to entice hiring managers instead of overwhelming them.
Avoid any spelling or grammar errors in your document. The smallest typo can ruin your chances at the job.
Don’t address the wrong company name or the wrong company contact’s name. This could be seen as awful cover letter etiquette and indicate you’re not attentive to details.
Don’t ever include your salary requirements unless otherwise directed by the potential employer.

Signature on Email Cover Letter

Without a signature at the end of your email cover letter, you could be missing out on incredible potential job opportunities. This quick snippet of your contact information makes it easy for recruiters and hiring managers alike to contact you.

When it comes to deciding between a physical signature and a name sign-off, there are benefits to either option. With a name sign-off, you can use a digital signature service like Eversign and RightSignature to give your cover letter that personal touch.

If you’d prefer to include just a regular email signature, make sure to include your full name, email and phone number. You can also consider adding a LinkedIn button so the hiring manager can have more insight on your experience and skill set.

How to Format an Email Cover Letter

Wondering how to format your email cover letter? You’re not alone. Once you’ve written your incredible cover letter providing more information on your expertise and how it relates to the job you’re applying for, it’s vital to format it correctly before sending it to any recruiters. If it isn’t formatted correctly, you could be missing out on the job opportunity.

Regardless of the cover letter template you’ve chosen, make sure to include these key components when formatting your email cover letter:

Write a subject line that includes the position you’re applying for
Address the company contact’s name in the salutation
Clearly state what you’re hoping to accomplish in the first few sentences
Summarize your strengths, skills and experience by connecting them to the job opportunity
Use a font that’s easy to read
Avoid typos in your message by proofreading
Include a signature with your contact information
Always send a .pdf file rather than a word doc or other format

Email Cover Letter Examples for Legal Professionals

Example #1: if you prefer to keep it brief..

Subject Line: Interest in Litigation Associate Position

To Whom It May Concern:

I am interested in the Litigation Associate position advertised on LinkedIn. I have attached my resume and cover letter for your review.

Thank you for your time. I look forward to hearing from you.

Best regards,

First Last Name

Example #2: If you’re relocating to the city where the job opportunity is located.

Subject Line: Expressing Interest and Relocating Near Litigation Secretary Position

Dear Hiring Manager,

I’m writing to express my interest in the Litigation Secretary position listed on Monster.com. My resume is attached for your review and consideration.

I am a fast learner, very dependable, organized, and computer savvy. I have extensive experience assisting firm attorneys and multiple paralegals, as well as supervising and managing an office. While I currently reside in Los Angeles, I will be moving to San Francisco at the end of the month.

I look forward to the opportunity to meet with you to learn more about your firm, its plans and goals, and how I might contribute to its continued success. I can be your ideal candidate if given this opportunity. Thank you.

Kind regards,

Example #3: If a colleague referred you.

Subject Line: John Mentioned Your Firm is Seeking a Litigation Secretary

Dear Sir/Madam:

I was referred to you by a mutual acquaintance, John Smith, who said you have an opening for a litigation secretary.

I have many years of experience as a litigation secretary, most of them working with managing partners. I am a professional looking for a career, not just a job. I am organized, reliable and self-motivated. I like being part of a team, but can also work independently.

Included with this e-mail is a copy of my resume for your review and consideration. Once you have had an opportunity to review my resume, please contact me if you have any questions or to arrange an interview. I look forward to speaking with you in the near future.

Thank you for your time,

Example # 4: If you’ve been at your current position for less than one year.

Subject Line: Experienced Legal Secretary Seeking Long-term Opportunity with Stable Litigation Firm

Please allow this introduction. My name is Jane Smith, and I have 12 years of legal secretarial experience working with managing partners of small, mid- and large-sized law firms. My current typing speed is 105 wpm from written form and 120 wpm from live dictation with the utmost accuracy. I am interested in the Litigation Secretary position advertised on your firm’s website.

I am currently working for a small civil litigation firm. However, after only 11 months in this position, the financial stability of the firm has significantly changed. Therefore I am seeking long-term tenure with a stable civil litigation firm.

Attached please find my resume and list of references. If you are interested in the professional skills and positive attributes I can contribute to your firm, please contact me at [phone number] at your convenience to schedule an interview.

Thank you for your time and consideration.

Respectfully,

Example #5: If you want to dazzle the hiring manager with your qualifications.

Subject Line: Do you need a conscientious paralegal at your firm?

Dear Recruiting Administrator:

Do you need a hardworking, creative and conscientious paralegal to meet your firm’s needs? If so, I can help you. The following is a summary of my qualifications:

More than ten years of progressively responsible legal experience;
Bachelor’s Degree with Honors in Business Administration;
Exceptional verbal, written and analytical skills;
Advanced computer skills;
Outgoing personality and “can-do” attitude.

I would like to meet with you to discuss how I might assist your firm in fulfilling its present needs.

My resume is enclosed for your review. If you need someone who is highly motivated, eager to learn, and willing to work hard to succeed, please contact me at [phone] or via email: [email].

Thank you for your time and consideration,

Now, start writing your cover letter!

They say the first impression is a lasting one — so make sure your digital introduction represents you well. Use your best judgment with each position you apply to; for an entry level position keep your cover letter more concise while going into further depth and providing more information with upper level positions.

These examples are meant to be a starting point only — add your own voice, style and experience to make your own standout (or at least solid) email cover letter.

Start building out cover letters that will help you stand out and land the job!

How to write a great job application email

Are you looking to change jobs? Perhaps you’re wanting a new challenge, returning to the job market for the first time in years, or just want to explore career options that are right for you. Landing your next job starts with a great job application email. 

These days, most job-searching is done online, and the initial contact with a company usually takes the form of an application email. This email is the very first thing that a prospective employer will see from you, and it can make or break that all-important first impression.

Knowing how to write an email for job application is therefore an important skill to learn. Mastering this skill can help you write more effective emails, make better first impressions, and have more chance of being called in for job interviews in the future. This guide will look at how to write a great job application email.

What is a job application email?

Before we look at any job application email sample or go into the details of what to write in an email when sending a resumé, it’s important to have a clear definition of what a job application email actually is.

In simple terms, a job application email is the email that a job seeker will send to signal their interest in a job. It’s a lot like a cover letter, but formatted for email, and it’s usually accompanied by a CV or resumé.

In today’s competitive job market, where dozens or even hundreds of applicants can go after the same job, first impressions are hugely important. Writing a good email when applying for a job can get your entire application process off to the best possible start.

Before you begin

Before sending a resumé via email or looking at what to write in an email when sending a resumé, there are a few steps you can follow to set yourself up for success .

Research the company

First, it’s always a good idea to take some time to research the company that you’re applying to work with. The more you find out about them, the more information you’ll be able to use and reference when it comes to writing your email later on.

Make sure to use all of the tools and resources at your disposal to learn a lot about the company. Find out about their key values and workplace culture, as you may be able to mention some of that in your application email.

For example, if you find out that the company prides itself on its diversity, equity and inclusion strategy, where everyone is made to feel welcome, you could bring that up in your email, describing how you’re excited at the idea of being part of such a positive and inclusive environment.

You should also make sure to look through all the relevant details of the job description, too. Check out the list of required skills and desired experiences, and then tailor your application email appropriately to show how and why you’re an ideal job seeker.

Gather necessary information

The research phase isn’t over yet. As well as learning all about the company’s culture and the role that you want to apply for, it’s also a good idea to collect all the necessary info that you’ll need to craft your email.

This includes the contact information and name of the hiring manager or Head of HR, for example. It’s generally well-viewed if you’re able to address your email directly to the hiring manager, as this demonstrates that you’ve done your research.

You should also note down the relevant job reference number or code to include at the top of your message, so that the employer knows exactly which job you’re applying for.

Plus, some businesses may provide strict and clear instructions regarding the structure and format of how to write an email for a job application . You’ll need to be aware of any instructions and make sure to follow them when putting your email together.

Crafting the perfect subject line

The first thing to write in a job application email is the subject line. This is the ‘title’ of the email, and it’s the first little bit of text that your prospective employer will see when they spot your email in their inbox.

Subject lines may be small, consisting of barely a dozen words in most cases, but they’re very important parts of the email. Many people make the mistake of writing a subject line that is too convoluted or lengthy. At the same time, others write subject lines that are too short or lacking in clear information.

It’s best to keep your subject line clear and concise, focusing on the most important pieces of information that your recipient needs to know. That includes your name, the job title you’re applying for, and the job reference. For instance, a smart and sensible subject line could be something like:

“Shane Johnson - Project Manager Application - Ref: 000001”

The greeting

The next step of how to email a job application is the greeting. This is the opening piece of the email text, and it’s another key element to get right. Typically, you should try to start off with a formal salutation, and it’s best to address the hiring manager by name, if possible.

This is why we recommended doing some research earlier on in the process to find out the hiring manager’s name. If you aren’t able to do that, you can try using a standard formal alternative instead, with some examples including:

To Whom it May Concern
Dear [Company Name] Hiring Manager
Dear Sir/Madam
Dear [Company Name] Recruiter

These alternatives are professional and much more suitable to use than a standard ‘Hi’ or ‘Hello’. However, it’s still best to try to find a specific name, if you can. Use various resources, like company websites to track down the hiring manager’s name.

The opening paragraph

Next, you’ll move on to the first paragraph of your job application email. This is a key part of the entire message, as this is where you have the chance to grab the reader’s attention, hook them in, and encourage them to read on through your email with enthusiasm and interest.

In general, when it comes to the content of the opening paragraph, it’s best to outline the purpose of your application. You might like to start off with a quick introduction and a description of where and how you learnt about the job.

From there, you can move on to explain why you’re applying and what drew you to the role. It’s important to demonstrate a lot of eagerness and enthusiasm here, giving the clear impression that you’re passionate and interested in the job.

If the opening paragraph feels like a ‘copy and paste’ or seems too generic, readers will quickly get bored or may even dismiss your application right away. To avoid this, be sure to tailor your writing to the role at hand, highlighting key skills or experiences you can bring.

The body of the email

With the opening taken care of, you can move on to fill out the body of the email. This is the core of the application, and it’s where you have the opportunity to sell yourself, highlighting relevant skills and experiences. Just like the intro, it needs to be engaging, enthusiastic, informative, and clear, without any unnecessary filler or irrelevant content.

Showcasing your skills

When applying for a job by email, the body of your message is the ideal place to show off all of your key skills . Think back to the job description and remember the skills that the employer was looking for. Try to list all of the skills you have that are relevant to the role and illustrate them with examples.

For instance, if the role requires good leadership and communication, you could point out a past experience where you’ve led a team to success, providing statistics or other data to back up your claim. Or, if a job demands a high level of IT expertise, you can talk about relevant qualifications or certificates you’ve obtained in the use of specific software.

Simply listing your skills isn’t the best approach, as recruiters will quickly get bored by meaningless without any context or explanation. Instead, it’s much more effective to quantify each of the skills you mention, providing clear and concrete examples of your achievements to demonstrate why you’re the right person for the role.

Demonstrating company fit

The main aim of any recruiter is to find people who can fit perfectly with the company they represent. So, in the body of your email, you also need to find ways to show that you would be the ideal fit, not just for the role that you’re applying for, but for the company as a whole.

This is why it’s so useful to research company culture before writing your email. It will help you find some clear values and ideas to bring up when writing your job application email. For example, if the company is committed to sustainable causes, you could mention your own passion for eco-friendly initiatives.

Similarly, if a company is very customer-oriented, you could talk about how that philosophy matches your own, citing examples from your career to support your claim. Ultimately, it’s all about aligning your values with the company's, while also showing plenty of enthusiasm at the idea of joining the team.

Explaining employment gaps or career transitions (if applicable)

You may have certain employment gaps or career transitions in your employment history. There can be many potential explanations for this. Some people take time out of work to care for relatives or study, while others may suddenly decide on a career change after feeling that their pre-existing career path simply wasn’t the right one.

There’s no shame in having gaps in your employment history or switching to a different type of work entirely, but it’s still worth addressing this in your application email. You can take a paragraph in the email body to explain the gaps or transitions. This shows confidence, reliability, and it also helps to clear up any confusion for the recruiter, too.

It’s also an opportunity to turn a perceived weakness into a strength. For example, you could explain that switching careers in the past has helped to make you more adaptable, as well as giving you a wider set of skills that you can bring to the position. Or you could state that taking some time out of work gave you renewed focus and energy to bring to your next job.

The closing paragraph

Finally, we come to the closing paragraph of the email. This is where you can essentially sum up the message you want to get across to the recruiter, reiterating your enthusiasm and highlighting your suitability for the role. The idea is to leave the recruiter with a clear and positive impression of who you are and why they should consider you.

This is also a good moment to express gratitude for the opportunity to apply for the role, and to thank the recruiter for their time and consideration in reading your application. You can also provide a call-to-action (CTA), inviting the recruiter to take a look at your attached CV or to contact you if any extra information is needed.

Attaching your resumé and other documents

When applying for a job by email, the application message isn’t the only thing you should include. It’s also standard practice to attach either a CV or resumé , along with any other relevant documents. For example, some job listings have an official application form that you can download, fill in, and then email back to the company.

Remember to format your CV and other attachments correctly, using popular file formats like .doc and .pdf so that the recruiter shouldn’t have any trouble opening them and reading them. Also, be sure to give each document a professional and error-free name, like [Your Name] CV.pdf.

It’s also worth looking back at the original job posting. Often, they’ll clearly state which documents they want to receive and may also provide some attachment requirements about the file size and format you should send.

Proofreading and editing

There’s nothing worse than putting hours of effort into crafting the perfect application email, sending it off, and then realising that you made a spelling or grammatical mistake in one of the paragraphs. Some recruiters will overlook one or two little typos, but many will have a bad impression of a job seeker who sends a message with clear errors in it.

In other words, it’s strongly recommended to always send a polished, error-free email when applying for a job. And the best way to avoid mistakes is to read and re-read your message before sending it. You may even want to use a grammar or spell-check tool or ask a friend to read through it for you and point out any mistakes or anything that doesn’t quite read right.

The follow-up

Sending your application is only the first step of the process. It’s also recommended to follow-up with another email later on, if the recruiter doesn’t get back to you. In general, it’s best to not follow-up the same day, as that will appear strange, but also you shouldn’t wait too long. On average, it’s best to follow-up after three days if you’ve had no response.

With your follow-up email , it’s best to be concise and polite. There’s no need for a long message. Keep it short and simple, politely asking if your message has been successfully received and if you should expect to receive any response soon. Often, a recruiter will respond to follow-up emails to let you know the situation, one way or another.

If you still don’t hear anything back, it may simply be the case that the recruiter has already selected someone else for the role and they’re too busy to respond to other job seekers. After a week or two of no response, it may be time to move on and try a new application somewhere else.

Job application email template

We've looked at how to write an email for a job application, but now let's see an actual email application template that you can use to speed up the process.

Dear [Recipient's name],

My name is [Name] and I’m interested in applying for the role of [Job name] with your company. I found out about the position [details of how you found the job listing] and was immediately attracted by [key factors about the role that drew your attention].

Having researched your company and reviewed the job description, I feel like I’d be a great fit for the role. I am [insert skills and experiences relevant to the job]. I was also excited to learn about how your company [insert an attractive or key feature of the company].

Please find my CV attached, detailing my previous roles, experiences, and key skills. I’m particularly proud of [highlight specific accomplishment].

I’m very excited about this opportunity and would love a chance to tell you more about how I could fit in and bring something different to your brand. Don’t hesitate to get in touch if you need any extra information or would like to arrange an interview.

Many thanks for your time and consideration.

I look forward to hearing from you.

Best regards,

[Your name]

Job application email examples

Next, let’s take the email application template and put it to use, with a couple of email job application example answers:

Dear Stephanie Klein,

My name is Jennifer Jones, and I’m interested in applying for the role of Content Marketing Specialist with your company. I found out about the position online and was immediately attracted by your company’s team-oriented work ethic, friendly workplace culture, and successful track record in the field of SEO marketing campaigns.

Having researched your company and reviewed the job description, I feel like I’d be a great fit for the role. I am an experienced Content Specialist, having spent the last decade working on a freelance basis with various firms, producing high quality, results-driven content on a myriad of topics for varying audiences.

My experience has helped me not only hone my skills as a content creator and marketing professional, but also given me a unique sense of adaptability; I can adapt to new roles quickly and easily, understanding the specific needs of my clients and employers and tailoring my approach accordingly.

I’m comfortable working independently but pride myself on my teamwork and communication abilities. Other key skills include my keen eye for detail, sense of organisation, and leadership skills, all of which, I feel, could benefit your business and help to make me the right fit for this role.

I was also excited to learn about how your company has worked with several Fortune 500 brands, as it has always been a personal aspiration of mine to work on marketing campaigns for the biggest and best brands around.

Please find my CV attached, detailing my previous roles, experiences, and key skills. I’m particularly proud of my work as team leader at Agency X, where I was tasked with overseeing campaign development and leading a team of six marketing agents to produce content for leading financial firms.

I’m very excited about this opportunity and would love a chance to tell you more about how I feel I could fit in and bring something different to your company. Don’t hesitate to get in touch if you need any extra information or would like to arrange an interview.

Jennifer Jones

Here’s a second sample job application email, with a smaller and simpler layout, from the perspective of a new graduate without any work experience:

Dear Kirsten Starc,

My name is Peter Herring, and I’m interested in applying for the role of Data Entry Clerk with your company. I found out about the position online and was immediately attracted by the list of key skills required, which match my own skill set perfectly.

Having researched your company and reviewed the job description, I feel like I’d be a great fit for the role. I’m a recent graduate with a Bachelor's degree in Mathematics.

I may not have any work experience in a role like this, but I have a lifelong passion for numbers and IT, and I’m confident that my keen eye for detail and ability to work independently would make me an ideal fit for this position. I was also excited to learn about how your company has a history of giving graduates like myself a chance, and I’d be very happy for an opportunity to demonstrate my skills.

Please find my CV attached, detailed my previous roles, experiences, and key skills. I’m particularly proud of my degree, along with my voluntary work with the university library, where I practiced many of the skills I could apply in this role.

I’m very excited about this opportunity and would love a chance to discuss the role with you further. Please get in touch if you need any extra information.

Peter Herring

Conclusion

Overall, it’s clear to see that crafting a standout job application email is a must if you want to have the best chance of obtaining interviews, calls, and a job offer. It’s a great way to make a memorable first impression, and if you do the research and put in the time required, making a job application email doesn’t need to be difficult. Keep these tips in mind and put your best foot forward in your next email application.

What if I can't find the hiring manager's name?

If you’re unable to find the hiring manager’s name, you can use a formal and generic alternative greeting, like “Dear Sir or Madam” or “Dear [Company Name] Hiring Manager.”

How long should my job application email be?

A job application email shouldn’t be excessively long. It should take up no more than a page in a standard word processing program, with an opening paragraph, a couple of body paragraphs highlighting skills and experiences, and a closing statement.

Is it okay to use humour in my job application email?

It depends on the type of job you’re applying for. If humour is relevant in some way to the role, then it may be acceptable, but for most jobs, it’s probably best to stay relatively formal and serious in the opening message.

How do I write a job application email if I have no experience?

It’s perfectly possible to create a great job application email sample, even if you don't have any working experience yet. Instead of discussing your career, simply focus on key skills you have and other achievements, possibly from your academic life. You can also demonstrate a lot of enthusiasm and willingness to learn.

Can I use the same job application email for multiple applications?

It’s possible, but not recommended. Recruiters can often spot when the same email has copied and pasted over and over again, and they’ll much prefer to see that you’ve taken the time to adjust and customise your email according to the role you’re applying for.

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Job Application Email Examples and Writing Tips
Take the time to write a cover letter and use it to show the hiring manager why you're a well-qualified candidate for the job. Add a signature to your email, including your phone number, email address, and LinkedIn URL, so it's easy for the employer to get in touch.
Job application email
Here are a few examples: Your name - Application for (job name) - Reference. Application for (job name) - (your name) - Reference. Applying for a job probably is the best place to get creative, so stick to a simple subject line for your job application emails. 2.
Job Application Email Tips, Template and Examples
Tips for writing an email application. Here are a few tips to keep in mind when sending a job application email: Include your name and the job title you're applying for in the subject line of the email. Include the name of the recipient in the salutation whenever possible. Include details about how you found the job listing, including the date ...
Sending Your Job Application by Email: Tips and Examples
Use the following tips to write a professional email that makes a positive impression on employers: Find an actual person to address in your email. Use the right email address. Add the recipient's email address last. Keep your message short. Check your attachments' names. Consider converting attachments to PDF.
How To Write An Email Cover Letter: Samples + 5 Writing Tips
You'll also need to ensure that you have a clear introduction, main body, and closing paragraph so that hiring managers can skim for and find the information they're looking for. 2. Be direct and to the point. When writing an email cover letter, the trick is to make it informative but short.
How To Send an Email Cover Letter (With Steps, Tips and Example)
1. Follow company instructions. Email cover letters can generally be sent in one of two ways: as an email attachment or as the body of your email. Before sending your cover letter, check the company's job application guidelines. Some companies prefer attachments, while others prefer them to be in the body of your email message.
Email Cover Letter: 5 Samples & Writing Guide + Expert Tips
Add the job title to the subject line and first line of your email. Use the 3-paragraph cover letter format, but keep it short and snappy. Find resume keywords in the job ad. Include one big achievement relevant to the job. Expert Hint: Don't forget to attach your resume to the cover letter in your email!
How to Write an Eye-Catching Job Application Email
1. Write a clear subject line. The subject line of your email needs to state your reason for writing. A job description may specify what you should include. If not, craft a clear subject line that states your reason for writing and your name. For example, "Application: Position Title, Your Name" or "Application for Position Title: Your ...
Job Application Email: How-To Guide + Template and Example
To not let that happen, make it very clear what your letter is about: mention the name of the job you're applying for, the number of the job posting (if there is one), and your name. A clean subject line will ensure the recipient will prioritize your email. 2. Address the Hiring Manager Properly.
How to Send an Email Cover Letter (Samples & Tips)
To write a perfect cover letter email for a job application, follow these steps: Use our email cover letter template. Apply a clear, strong subject line. Open with a proper greeting—address the hiring manager by their name. In the first sentence, explain why you're writing and what position you're targeting.
Job Application Email (Templates, Examples)
Example 1: Applying for a specific position. Subject: Application for [Job Title] - [Your Name] Dear [Hiring Manager's Name], I hope this email finds you well. I recently came across the [Job Title] position at [Company Name] and found it to be a great match for my skills and experience.
How to Craft the Perfect Job Application Email
Keep your message concise, easy to read, and focused on the most compelling points. 5. Attach Your Job Application Email Cover Letter. Your cover letter is a crucial part of your job application email. It allows you to go more in-depth about your experiences and passion for the position.
13 Sample Job Application Email Templates
Sample job application email for referral from a connection. 4. Follow-up after submission of a job application email. 5. Follow-up email after a job interview. 6. Response to a job rejection/reply to the rejection email. 7. Email template for the withdrawal of job application.
Sample Cover Letter for a Job Application
An application letter accompanies a resume and may be uploaded to a job portal, sent via email, or even sent by postal mail, depending on the employer's requirements. Application letters are an ideal way to show your interest in a job and highlight your most relevant skills.
How to Write a Job Application E-Mail (With Templates and Tips)
How to send a job application email. Follow these steps to send an effective job application email: 1. Assemble your documents. Preparing and including the necessary documents is the first step to creating an email application. Often, such documents include your resume, cover letter and additional documents listed in the job posting, such as a ...
How to Write a Job Application Letter (With Examples)
Tips for Writing an Effective Letter. Sample Job Application Letter. Sending an Email Application. Review More Letter Examples. Photo: Dan Dalton / Getty Images. Melissa Ling / The Balance. A job application letter is sent or uploaded with a resume when applying for jobs.
Email Cover Letter Samples
Email Cover Letter Samples. Reading Time min. Posted On APR 13, 2021 Including an email cover letter is imperative, so we thought it would be helpful to our job-seeking readers to have sample letters to use as a starting point. The examples below come from real-life job seeker emails, although we've altered the details and contact information
How to write a great job application email (with examples)
Job application email sample for career advancers. Subject: [Job Title] Application: [Your Name] Dear [Hiring Manager's Name], I am [Your Name] writing to apply for the [Job Title] position at [Company Name]. I have [#] years of experience in [Industry] for an array of companies, such as [Previous Companies].
How to write a great job application email
In simple terms, a job application email is the email that a job seeker will send to signal their interest in a job. It's a lot like a cover letter, but formatted for email, and it's usually accompanied by a CV or resumé. ... Here's a second sample job application email, with a smaller and simpler layout, from the perspective of a new ...
How To Write an Application Letter (With Template and Example)
The image is titled Cover Letter vs Resume. An example cover letter is on the left with tips written below it. The cover letter reads: Malik Rabb (123)456-7891 [email protected] May 1, 2020 Dear Hiring Manager, I am grateful for the opportunity to apply for the associate marketing position at Retail Ocean. Storytelling through marketing is a true passion of mine, and I graduated with a four-year ...
200+ Professional Cover Letter Examples for Job Seekers
Employer name. Company Name. Street address. City, State. Salutation. Dear [Hiring Manager's Name], Opening Paragraph (Introduction) Your cover letter opening should contain a self-introduction. Write about who you are, where your expertise lies, where you found the job posting, and why you want to apply for the job.
How To Write a Job Application Email (With Examples)
Job application email example Here are two example emails to help you write your own: Example 1 Here's an example email for a recent graduate or someone with limited experience in the field for which they are applying: Subject line: Catherine Chen: Research Associate Dear Dr. Zhou, My mentor, Dr. Emily Wong, recommended I apply to the research associate position available at Sociology ...
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3. Express Gratitude. To set a positive tone, thank the employer for the opportunity. Be authentic and concise. If possible, include specific examples of elements of the job you're looking ...
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Public Relations Cover Letter Example and Template for 2024
Theo Harrington Atlanta, Georgia 771-555-0199 [email protected] April 29, 2023 Dear hiring manager, My name is Theo Harrington, and I'm writing to express my interest in the open position of Public Relations Manager at Morningside Critical Care Hospital. As an experienced public relations professional with over six years of experience in the health care industry, I'm eager to bring my ...

How to write a professional job application email with 6 samples and templates

How to write an email for a job application

What you need to apply to a job via email

1. Cover letter

2. CV (resume)

3. Samples of work (optional)

Best job application email tips

1. Send your application email and CV for review

2. Make a convincing pitch in the email body

3. Make it easy to contact you

4. Use a professional email address

5. Check the name of your resume file name

6. Use references if you can

7. Include social proof

Job application email format

1. Subject line for job application email

2. Email greeting for job application

3. How to start a job application email

4. How to end an email job application

5. Email signature for job application

Job application email samples

1. Simple job application email sample

2. Email introduction for job application sample

3. Job application status email sample

4. Withdraw the job application email sample

5. How to email HR for a job application update

6. How to write an email to accept a job offer

Job application email template

Final words on job application emails

Related articles

How to inquire about a job with 12 samples and a template

How to write an email to a company with 4 samples and template

How to follow up on a job application with sample and template

How to Write an Eye-Catching Job Application Email

What is a job application email?

What you need to apply to a job via email

What attachments should you include in a job application email?

How to write a job application email

1. Write a clear subject line.

2. Include a salutation.

3. Introduce yourself in the first sentence.

4. Turn your cover letter into the body of your email.

5. Close with details.

6. Sign your email.

7. Attach your materials.

8. Proofread before you hit “send.”

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Job Application Email (Templates, Examples)

Job Application Email Structure

Closing the Email

Important Elements of Job Application Email

Job Reference Number

Drafting the Email Content

Body of The Email

Final Paragraph

Sample Job Application Email Templates

Example 1: Applying for a specific position

Example 2: Referral from a mutual connection

Polishing Your Job Application Email

Follow-Up Email Guide

Frequently Asked Questions

How can you make your job application email stand out from others?

What are some best practices for professional email etiquette in a job application?

Which subject lines work effectively for job inquiry emails?

How to follow up on a job application email without sounding pushy?

What common mistakes should be avoided when writing a job application email?

13 Sample Job Application Email Templates to Make the Best First Impression

Table of Contents

How to find lucrative job opportunities?

What to include in a job application

How to write effective emails which will grasp recruiters' attention?

Sample job application email templates to make a strong impression on employers

1. Simple and direct sample job application email

2. Creative and personalized sample job application email template