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]”.
Salutation
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.
Job Title
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.
For example:
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]
Dear [Hiring Manager’s 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.
Sincerely,
[Your Name]
[Your phone number]
[Your email address]
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.