how to write a application letter via email

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How to write a job application email that gets a reply

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First things first: Collect your candidate information

How to write a job application email in 6 steps, 5 email templates for job applications, your email’s first impression.

Imagine you're surfing a job board and you finally see it: your dream job. 

The adrenaline kicks in, but so does the realization that your first contact with the company sets the stage for your professional relationship. This is your initial greeting, and you need to draft a convincing job application email that shows off your experience and ultimately secures that all-important interview.

In the digital age, a simple email carries the weight of a first impression . Think of it as your digital handshake — firm, confident, and memorable. Crafting that perfect email is an art that opens doors to opportunities and sets the stage for your next career move . 

Your email for job applications isn’t just a platform to showcase your professional development . It’s about giving a holistic view of who you are and how that aligns with a company's core values , even though you have limited space. 

But the ultimate goal is to send in your application, and that means collecting all necessary documents and information the job posting asks for. Before penning your thoughts, make sure you have these essentials:

Cover letter: According to a survey from recruiting software Jobvite, 31% of job seekers want companies to remove cover letters from the hiring process . But even if you fall into this group, cover letters are an important step. Consider them your elevator pitch in document form. 

You’ll accentuate your strengths while expressing your enthusiasm for the role. Double-check your cover letter to tailor it to the job description, highlight your accomplishments, and make it more than a regurgitation of your resume.

• Resume: Your resume represents your professional journey, showcasing your work experience, skills, and educational background. Make sure it’s free from typos and informative without including too much. Remember to choose the right type of resume and rename the file when you attach it, preferably with your full name and the position title.
• Portfolio or work samples: If you're venturing into fields like graphic design, writing, or any other creative domain, make a portfolio that speaks louder than words. It should encapsulate your style, versatility, and expertise. Make sure it’s up-to-date and mirrors the requirements of the job listing. A website-based portfolio might work for some positions, but others could ask for a PDF.
• Additional information: Job postings sometimes come with unique demands. They may want to know about certifications, years of experience, or even niche skills. If the job posting lists any specific asks, provide them. This showcases that you’ve read, understood, and met the criteria, demonstrating attention to detail .

According to an eye-tracking study from job aggregate Ladders, recruiters only spend 7.4 seconds looking at each resume . If you want to make a lasting impression and stand out in the job search , every detail counts. Here’s a guide to ensuring recruiters and hiring managers notice you:

1. Include a clear and concise subject line

Your subject line sets the tone. It's the first thing a recruiter sees and often determines whether they’ll even open the email at all. Make it concise and relevant, incorporating the job title and your name, like “Graphic Designer Role — Alex Smith.” This straightforward approach shows you respect the hiring manager's time and helps you stand out in a sea of vague “job application” subject lines.

Beyond the basic info, consider the things that make the role unique. If the job posting emphasizes a specific skill or requirement, try incorporating it, like “Digital Marketing Expert with SEO Specialization — Jamie Carter.” Remember, clarity trumps creativity in this space, so when in doubt, keep it simple.

2. Write the body of your email

Kick off with a professional yet approachable salutation. “To whom it may concern” works if you don’t have the hiring manager or recruiter’s name. But if you do, personalize it to let them know you’re paying attention. 

The opening paragraph should be your hook. Instead of a generic introduction, dive straight into the reasons why you're the candidate they’ve been searching for. Link your experience and skills with the job description to show you've done your homework. Something like “I am a growth expert with 10+ years of experience” is much more effective than “I am interested in the job you posted.”

After the salutation, it's all about engaging the reader. Share a short, relevant anecdote that connects you to the company's mission or the specific role. If it emphasizes innovation , talk about a time you thought outside the box to pioneer a new method or strategy. Prove you’re not looking for any job: you’re looking for this job.

3. Make a pitch

A pitch isn’t about bragging. It’s about succinctly conveying what makes you unique. Use the body of your email to highlight a couple of key achievements or experiences that align with the role. Maybe you boosted sales by 30% in your last job or led a team that executed a successful project. 

After your initial pitch, tie it back to the company. Explain how your work accomplishments will directly benefit the team. If you boosted those sales by 30%, explain how that experience will transfer over to this new position. Connect your past victories to their future successes. 

You don’t have to write a full cover letter in the body of your email (unless that’s what the posting asks for). Just use the space to further explain your candidacy and motivation .

4. Provide your contact information

Ensure potential employers can easily reach you. Even if you’ve included your contact information in your resume, your email should have your phone number, professional email address, and your LinkedIn profile .

Beyond the basics, make yourself available for follow-up questions or discussions. Offer a time frame when you’re most reachable, like “Available for calls between 2 PM and 4 PM on weekdays.” It not only shows initiative but subtly communicates respect for their time by eliminating back-and-forth scheduling.

5. Rename your resume files

This might sound like a minor detail, but your file names are more important than you think. A resume with a title like “Resume1” or “MarketingCV_final” doesn’t scream professionalism and makes it harder for recruiters to keep track of your docs. Keep it simple with a format like “AlinaJones_ProjectManager” to make your resume stand out .

If you're submitting multiple documents, like a cover letter or a list of references , ensure they all follow a consistent naming pattern. This looks more professional and helps recruiters organize your materials. Think “AlinaJones_CoverLetter” and “AlinaJones_References.” It’s clean and shows attention to detail.

6. Add your portfolio

For jobs where showing beats telling, the quality of your portfolio is critical. Include your portfolio as an attachment or as a link, depending on your preference and what the job posting asks for. Just ensure that whatever you share represents your best work.

In a 2019 study, Mailchimp found that the average email open rate is only 21% — meaning recruiters might not read your email at all. That’s why your application needs to rise above the noise. Save time and write the best application possible with these tailor-made job application templates:

1. Entry-level job application example

You're at the starting line of your professional journey, but that doesn’t mean you don’t have value as an applicant. Your motivation and educational experience can still be enough to show employers you’re a good candidate.

This sample letter can help you express your enthusiasm for the role you’re applying for and showcase the skills and experiences that make you the perfect fit:

Subject line: [Full name] – [Position]

To whom it may concern,

I’m [full name], a passionate [field of interest], writing to express my interest in the entry-level [position] at [company name]. I discovered the role on [job board/company website] and am drawn to it because of [company's mission/vision/reputation].

My educational journey equipped me with [relevant skills], further enhanced by my [previous job] at [other company name]. This experience instilled a passion for crafting innovative solutions that align with [company mission].

I am attaching my resume detailing my qualifications. Thank you for considering my application. 

Sincerely, 

[Full name]

[Contact information]

2. Mid-career job application example

You have a wealth of experience under your belt and are ready for a new challenge. This sample letter will help you articulate your accomplishments and how they align with the new role you’re seeking:

Dear [hiring manager’s name],

I am an accomplished [job title] with [number] years of professional experience. I came across the position at [company name] on [job board/company website], and I'm excited about the possibility of contributing to [company’s project or goal].

My journey in [industry] involves [relevant skills and responsibilities], with significant contributions to companies like [other company names]. I feel confident that my expertise can bring valuable insights to your team.

My resume, attached for your review, provides more detailed information about my qualifications and achievements. I look forward to discussing our mutual goals and aspirations.

[Full name] 

3. Change of field sample job application

Making a career change is daunting, but that doesn’t mean it’s impossible. Your diverse background brings a unique perspective to the table, so use this chance to explain your transferable skills and experience. This sample email will help you highlight your expertise and express your eagerness to enter a new field:

Subject line: [Full Name] – [Position]

Hello [hiring manager’s name]

My name is [full name], and I’m applying for the [job title] opening at [company name]. I saw this role on [job board/company website] and it immediately stood out to me because [company or position details].

Having served as a [previous role], I deeply understand [relevant skill or specialty]. This foundation, combined with my recent experience with [relevant skill or specialty], equips me to [listed job requirement]. I’m ready to offer a unique perspective to your team.

Please refer to the attached documents for a comprehensive look at my qualifications. I'm available for a call this week or next to delve deeper into how my background can be an asset to your projects.

4. Return to workforce

Taking a break from your career is sometimes necessary, and that doesn’t make you a lesser candidate when you decide to return. You don’t have to go into detail about your career break in your application, but it is good to mention so hiring managers know you’re honest and transparent . 

This sample letter will help you communicate your readiness to get back to work and your enthusiasm for the role or industry you’re re-entering:

Subject line: [Full Name] – [Position] Re-entering the [Industry] Scene

I’m an experienced [job title] interested in the open role at [company name]. With a decade's worth of experience with [skill], notably at [other company name], I have a proven track record in executing, delegating, and prioritizing tasks efficiently. I'm prepared to merge my prior expertise with fresh insights for your upcoming projects.

Over the past few years, I took a break in my career, and I’m eager to re-enter the workforce. During this time, I stayed up-to-date on the industry, [subject] in particular, and I’m also [note any accomplishments from your break].

I've attached my resume detailing my journey and accomplishments. Please let me know if you need further information.

5. Recent graduate application letter example

If you've recently graduated and are ready to embark on your career journey, don’t be afraid to state that in your application. Your knowledge is fresh, and that’s an asset. This sample letter will help you highlight your academic achievements and relevant experiences as you express your excitement for the role:

Subject line: [Full Name] – [Degree]

I am [full name], a [year] [degree] graduate, and I’m reaching out regarding the role at [company name], which I found on [job board/company website].

My academic achievements and internship at [previous company] gave me a robust foundation in [relevant skill or specialty]. I'm eager to apply these skills to enhance brand engagement at [company name] while continuing to grow my expertise.

Enclosed, please find my resume and relevant documents. I look forward to discussing how I can contribute to [company project/goal].

Navigating the job market is no easy task, but a compelling job application email can be your ticket to standing out. Remember, it's all about showcasing your strengths, experiences, and passion — so, put your best foot forward and make every word count.

Understand Yourself Better:

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Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

What are professional references and how to ask for one (examples)

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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 write a job application email + 7 examples

Applying for a job via email is a great way to get direct contact with recruiters and hiring managers.

But how do you write a job application email that will capture their attention and land the interview?

This step-by-step guide will show you how to craft the perfect job-winning email, to ensure you get noticed and move on step closer to landing your dream job.

CV templates 

Email subject line

When crafting a job application email, it’s crucial to understand that your initial objective is to get the hiring manager to read your email.

This means grabbing their attention with an attractive subject line and providing a compelling reason for them to click on your message.

Instead of using a generic subject line like most applicants, seize this opportunity to start promoting your selling points right off the bat.

Use the subject line to showcase your abilities and experience in a succinct, screen-compact title. Identify your major strength as a candidate and devise a way to incorporate it into your subject line. For instance:

• “Seasoned Digital Copywriter with a 7-year Marketing Background”
• “Experienced Solicitor Specialising in Property Law “

Bear in mind that subject lines are brief, offering only about 30-35 characters for you to use effectively.

Build your CV now 

CV filename

CV files labelled as “ CV ”, “ new CV ” or, even worse, an arbitrary set of letters and numbers (like CV_778778.pdf ) will appear disorganised and risk being overlooked among the numerous other CVs that a recruiter receives daily.

You should incorporate your first and last name when naming your CV file, and also add a brief word or phrase to showcase your profession or professional title.

For example:

“John Jones CV”

“John Jones CV SEO Consultant”

This will give a professional first impression, whilst also giving recruiters an early indication of your talents.

Addressing the recipient

Establishing an early personal connection with a prospective employer is best achieved by addressing the recipient personally.

However, this will require a bit of investigation…you should be able to find the names of recruitment managers on the company’s website, LinkedIn , or within the job advertisement itself.

If the recruiter ‘s name isn’t accessible, opt for a genial ‘ Hi ‘, and don’t use excessively formal, antiquated phrases like “ Dear Sir or Madam .” For instance:

“Hi [recruiter name]”

Friendly opening

To make a favourable impression on the recruiter and motivate them to open your CV , it’s advisable to come across as personable and friendly with a warm introduction – the recruiter likely opens hundreds of cold and robotic-sounding job application emails daily, so a personalised touch will be highly appreciated, and help you start building rapport with them.

Try a brief greeting, such as:

• “Hope you’re enjoying a pleasant week”
• “Trust this email finds you in good spirits”

But remember to keep it professional and avoid being excessively personal.

State the job you are applying for

Following your personalised opening, it’s crucial to tell the reader which job you’re applying for. Given that recruiters manage numerous job openings, you want to ensure your application is directed to the right role.

State the complete job title, and if the job title is common or ambiguous, you may also want to include the job reference number. For instance:

“I am applying for the role of [precise job title], as advertised on [company website/recruitment website]”

“I would like to put forward my application for the role of [job title] as advertised on [company website/recruitment website]. Job reference number: [XXXXX].”

It’s not mandatory to add the job reference number, but it can really help the recruiter out if the company is advertising a variety of similar roles within the same department.

Show your suitability

Now it’s time to introduce yourself and explain why you are suitable for the job – one of the most crucial parts of the job application email.

Write between 2-4 sentences that succinctly show the recruiter why you are a good match for the job, and why it’s worth opening your CV.

You don’t need to repeat every word from your CV, just provide an overview of the highlights and your key selling points in relation to the job being applied for. Aim for something similar to your CV profile , but slightly more condensed.

Example suitability 1 – Experienced candidate

“With over 10 years of experience working in fast-paced, results-driven SEO environments, I have developed a skillset ideal for the role of [job title]. In a daily workday, I liaise with several B2B clients, providing digital strategy to companies both local and global as a marketing consultant.

I have proven to be successful in my work, having [give a recent example of success], and it would be a privilege to help grow [company name] in the same way.”

This example piques the recruiter’s interest by demonstrating value – the recruiter isn’t subjected to reading a list of qualifications or generic degrees – instead, they receive tangible information about how this individual could benefit their company. This will inspire them to open the CV to learn more about the candidate.

Even if you lack extensive professional experience, you can still create a strong impression with your email introduction. The secret is to showcase value – merely listing your A-levels isn’t beneficial as it doesn’t differentiate your candidacy from others who may have similar results.

Rather, leverage the skills you’ve acquired throughout your academic and professional journey, tailoring them to fit the job you’re applying for. For instance, if you were applying for a position in an online news agency or social media company, you could use the following example:

Example suitability 2 – Student with no experience

“With 2 years working as an editor for my university newspaper [Name], I developed a rich understanding of the editorial process and experienced first-hand the demands of a fast-paced newsroom. During my period as editor, we broke various stories about university staff pay cuts and student living standards, while increasing our online subscriptions by 250%.”

Although this example doesn’t exhibit a professional employment record, it illustrates the positive influence you exerted in an organisation where you initiated engagement and demonstrated initiative.

If you lack work experience , you can apply this to any extracurricular activity or volunteer programme, but be sure to research how this experience will benefit you in the role you’re applying for.

Even as a student without any experience, you can still craft a compelling job application email if you are creative and think outside of the box.

Give your reasons for applying to the job

Employers are always keen to know why you are applying for a job with them, so you need to meet this query head-on in your application email.

Most companies and recruiters prefer to know that their employees are committed for the long-term: hence, it’s important to project both knowledge and passion about the role, and the company itself, demonstrating your enthusiasm.

You can briefly mention the company’s principles, the allure of the job itself, and your overall suitability for the role as factors driving your application. For example:

“My expertise in [field], combined with my resonance with [company’s] ethos, impel me to apply for this role. I am confident that I possess both the requisite skillset and the personal motivation necessary to excel in this position.”

“I am applying for this role as I perceive [company] as a progressive and open-minded environment to work in, and I am certain that I could make a substantial contribution to its success.”

By discussing key values of the company, the recruiter will acknowledge that you either invested time in conducting research (which indicates initiative and keenness) or that you’re already familiar with the company – an aspect employers greatly appreciate.

Your availability to interview

Towards the end of your email, you need to give the reader an indication of when you are available to meet with them for an interview .

You want to appear positive and enthusiastic, so you should give the impression that you are flexible and available to interview soon. Don’t come across negative by giving a list of days or times that you can’t attend.

Here are some examples – you can also add a call-to-action that nudges them towards reading your CV.

“ Please find attached a copy of my CV . I am available for an interview at your earliest convenience.”

“I have attached my CV for your consideration, and I am free for an interview at short notice.”

Professional signature

To round up your job application email, you’ll want to provide the recruiter with multiple options for contacting you (mainly phone and email) in a professional looking way.

The optimal method for this is to add a professional signature to the bottom of your email, like the ones below.

Example signature 

John Peters Sales manager [email protected] Office: 077777777 Home: 020022020

Always ensure you use a professional looking email address in your signature.

A recruiter is far more inclined to consider an applicant seriously if they have a professional email address, and less likely to contact someone requesting them to reach them on an address like;  “[email protected]”

If you are still using an embarrassing sounding email address that you’ve had since you were a teenager, consider setting up a new one for your job search.

Example job application emails

Check out some examples of effective job application emails below for inspiration and guidance:

Customer service

Administrator

Receptionist

• Search Search Please fill out this field.
• Career Planning
• Finding a Job
• Cover Letters

Job Application Email Examples and Writing Tips

How to Apply for a Job via Email

• What to Include in Your Job Application Email

Tips for Writing an Application Email

Job application email examples, frequently asked questions (faqs).

There are several different ways to apply for jobs, including by email. How you’ll apply will depend on the company and position. In many cases, you’ll submit your application through an online job site or the employer’s job site. For some jobs, particularly retail and hospitality positions, you may be able to apply in person.  

Another common way to apply for jobs is by sending an application letter, along with a resume, via email. This is especially the case with smaller employers without automated application systems. If the employer wants email applications, it will be noted in the job posting.

Here’s how to apply for a job when an employer asks you to email your application, including what to send, writing tips, and examples. 

Key Takeaways

• 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.
• Be sure to include your name and the job for which you're applying in the subject line of the message to help ensure your email is opened and read.

What’s the best way to use email to apply for jobs? What’s most important is to follow the application instructions in the job posting and only send a resume and cover letter by email if the employer requests it. If the company requests additional information, be sure to include that as well.

Use a professional email account.   The email account you use to send your application should be a professional one. If you’re applying for a lot of jobs, you may even want to set up an email account just for job searching. This way, you'll be able to easily keep track of your applications because they won’t be mixed in with your personal email. If you use an online email service (Gmail, for example), you’ll be able to access your messages from any device. When you set up the account, try to use a variation of your name, such as firstname.lastname@email.com. 

Have your resume ready.  Most employers will ask you to send them a copy of your resume, and some will request a cover letter as well. Microsoft has a free version of Word (Word for the Web) that you can use to create documents online.

You can use Google Docs to create and save copies of your application. If the employer requests Word or PDF documents, save your documents as Word documents or PDFs and then attach them to your email message.

Google Docs and Gmail are free for personal use, and you can store your application materials on Google Drive, which provides 15 GB of free storage.

Choose a file name for your resume.  When you save your resume, include your name in the title so the employer will know whose resume it is. For example, CalibraKhan_Resume or MichaelCummingsResume. Some companies may specify a particular file-naming convention to use, so double-check the job posting, and be sure to follow any instructions.

Be professional.  Just because you’re sending your message via email doesn’t mean you can be casual or sloppy. Take the time to carefully compose your email message and the materials you send with it. Your objective is to get an interview, and you’ll need to make the best impression you can.

Include a cover letter.  When you send your resume, it’s a good idea to include a cover letter unless the company specifies not to send one. This can be included in your email message, or you can send your cover letter and resume as attachments. A cover letter highlighting your qualifications for the job will help get your application noticed by the hiring manager.

Attach your documents.  Before you click send, remember to attach your documents to the email message. In Gmail or Microsoft Outlook, click on the paper clip icon to add your application materials to the message. The option should read “Attach Files” or “Attach."

Proofread and test your message.  It’s also important to write your correspondence as carefully and accurately as you would a printed letter. Proofread your email and send yourself a test message so you can be sure the formatting holds up and your attachments come through.

What to Include in Your Job Application Email 

Your email job application letter is a cover letter that accompanies your resume. The intent of the email is to let the recipient know:

• Why you are writing
• Which job you are applying for
• What your qualifications are for the job
• What you have to offer the company
• How you will follow up or how the recipient can get in touch with you

When sending an email to apply for a job, it’s important to be concise and to grab the hiring manager’s attention with a well-written message that highlights why you’re a good fit for the job. Your message should include the following:

Subject line:  Since hiring managers receive a lot of emails, make it easy for them to filter application emails. Include your name and the job title you are applying for in the message's subject line. If a job has been assigned a posting number, provide this as well. For example:

Subject Line:  Margaret Hannon – Social Media Marketing Assistant Position (posting #1234)

Salutation:  If possible, address your email to a specific person. If the hiring manager's name is not mentioned in the job listing, you can sometimes discover it by reviewing the company's website. If a name isn't available, you can open with "Dear Hiring Manager," as in the sample letter below, or with the more formal “ To Whom It May Concern .”

First paragraph:  In the first paragraph of your letter, it’s important to explain why you're writing. Mention where you saw the job application, the date when it was posted, and how you found the posting (e.g., presented on the company's website, posted on a job board, etc.).

If you were referred by a friend or colleague, mention it at the beginning of your email. A referral can help you secure an interview.

Middle paragraphs:  This section of the letter is where you can make a pitch for your candidacy. Why would you be a good fit for the job? What can you offer the company? Highlight your most relevant jobs and responsibilities as well as your accomplishments. Make sure not to copy your resume directly.

Final paragraph:  Use this space to thank the recipient for reading your email, and mention that your resume is attached. This is also the place to thank the recipient for considering your application. State when and how you will follow up as well.

Closing:  Use a  formal close such as "Best" or "Sincerely" to sign off your letter, then type your full name.

Email signature:  You can also include your email signature, which is an easy way to provide contact information to recipients. List your name, phone number, email address, and LinkedIn profile URL if you have one. For example:

Margaret Hannon margaret.b.hannon@email.com 555-123-1234 linkedin.com/in/margarethannon

Don't forget about your resume. Attach it to the email message in the  format requested by the employer . If a specific format isn't required, send it as a PDF or Word document.

Review sample email cover letters to help you get started. Just remember to customize your message for every job opening. 

Sample Email Job Application Message #1

Subject : Assistant Communications Director – Joseph Green

Dear Hiring Manager,

Your job posting on Craigslist for an Assistant Communications Director piqued my interest. Your description of the work responsibilities for the Assistant Director role closely matches my experience, and I am excited to submit my resume to you for your consideration.

In my position as an Assistant Communications Director for ABC Company, I wrote articles for the company website, edited and posted contributed articles, managed the company's social media presence, and wrote and sent out a weekly email newsletter to subscribers. I also implemented an automated email tool that grew the company's subscriber base by 40% within six months.

While Assistant Communications Director for Assemblyperson Janet Brown, I researched, drafted, and amended legislation, wrote press releases, and was responsible for office communications and correspondence.

My resume is attached. If I can provide you with any further information on my background and qualifications, please let me know.

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

Joseph Green Joseph.Green@email.com 202-555-5252

Sample Email Job Application Message #2

Subject: Adjunct Instructor Position - Jane Lee

Dear Ms. Smith,

I was keenly interested in reading the job posting for the position of Anatomy and Physiology Professor at Middleburg University. I believe my experience is a strong match for the responsibilities pertaining to this role, and I’m pleased to submit my application for the position.

My most recent teaching position was at Amery University, where I taught both anatomy and physiology as an adjunct professor. In addition, I served on two faculty committees and participated in a research project.

I have attached my resume to this letter. Through it, I hope you will learn more about my background, education, achievements, and awards.

If I can provide you with any further information, please let me know. I look forward to hearing from you about this opportunity.

Thank you for your consideration.

Jane Lee Jane.Lee@email.com 454-555-4653

Do you need to send a cover letter when you email a resume to apply for a job?

If a job listing requests a cover letter, it’s important to write one. If it’s optional, a cover letter can help boost your application, but it’s not required.

What’s the best file format to use for a resume sent by email?

Resumes are typically sent as .doc or .pdf documents. Some job postings specify the file format the employer wants to receive, for example, an Adobe PDF file or a Microsoft Word document. Many employers don’t have a preference and accept both.

CareerOneStop. " Job Applications ."

CareerOneStop. " Online Applications ."

Microsoft. “ Use Word, Excel, PowerPoint and More for Free With Office on the Web .”

Google. “ Google Docs .”

How to Write a Job Application Email (With Examples)

3 key takeaways 

• What the essential components of a job application email are
• Job application email tips and examples
• How to write a job application email quickly and easily with Teal's Job Application Tracker

Looking for a job can be a challenging and overwhelming experience. One way to stand out from other applicants is to write a job application email to send to potential employers.

Your email serves as your first point of contact with a potential employer, and it's important to make a good first impression. But where do you start?

Want to manage of all your application communication in one place? Use Teal’s Job Application Tracker to write emails, save contacts, set reminders for following up, and track all your applications—no more missed opportunities or forgotten follow-ups.

What is a job application email?

A job application email is a message that a job seeker sends to a potential employer to express their interest in a job opening and to submit their application materials. This email typically includes a brief introduction, a highlight of the job seeker's qualifications and interest in the position, and an attachment or link to their tailored resume and/or cover letter.

A job application email can be sent in response to a job posting or as a follow-up to a networking conversation or informational interview .

In general, a job application email should be professional, concise, and tailored to the specific job and company. It is often the first impression a potential employer has of a job seeker, so it's important to take the time to craft a well-written and thoughtful message.

Pro Tip: Each time you apply for a job, save the job description, application date, email application details, and follow-up dates in one place. Without a centralized system? Your job search will likely be lot more chaotic and inefficient.

Teal Member Mark Speir experienced this firsthand:

"Prior to Teal, it was just kind of scattered, seeing what comes through email and then foldering them from there. It was very manual. I was going into Gmail, saving a job to a folder, and then thinking, 'I need to follow up here. Which one did I apply to? Have I applied to this role?' And after that, double-checking again. So it was just a lot of back and forth between emails, different email folders, and different job sites."

Why do you need a job application email?

While job applications are often submitted online on company websites or job sites, you may be asked to send your application via email. A job application email is an important part of the job application process, as it serves as your first point of contact with a potential employer. Here are some reasons why you need a job application email:

It introduces you to the employer

A job application email is your opportunity to introduce yourself to the employer and make a good first impression.

Sending the email directly to a potential employer demonstrates that you are an experienced professional who is serious about finding a job. It also provides an opportunity for you to showcase your communication skills and demonstrate that you are articulate, professional, and able to write in a clear and concise manner.

This is your chance to show that you are a candidate worth considering.

It demonstrates your interest in the job

Sending a job application email shows that you are genuinely interested in the job.

Mention the job title and the company name to make it clear that you are applying for a specific role at a particular company. This shows that you have done your research and are genuinely interested in this opportunity.

Show your enthusiasm for the job position by expressing why you are interested in this role and this company, including industry specific language and industry knowledge. Mention what you find compelling about the company, its culture, or its mission.

Emphasize your interest in the job listing with a call to action, such as asking for an interview or a follow-up call to discuss your application further. Provide your contact information, including your phone number and email address, so the employer can easily get in touch with you. This can help you stand out from other applicants who may have simply submitted a generic application.

It highlights your skill set and qualifications

In your job application email, you can highlight your relevant skills, qualifications, and experiences that make you a good fit for the job.

Identify the skills that are required for the job, and highlight any that you possess. These might include technical skills, such as proficiency in engineering concepts like a particular software or programming language, or soft skills, such as communication, teamwork, or problem-solving. Even if you don't have direct experience in the field, highlight any transferable skills that may be relevant to the job. For example, if you have experience with managing projects, this could be a valuable skill in many different roles.

Use examples from your previous work experience and highlight any notable accomplishments that demonstrate your ability to succeed in the job. For example, if you have received an award or recognition for your work, mention that in your email. Include metric-driven bullet points to demonstrate yourself being a valuable asset to the company.

If you have relevant education or training, such as a degree or certification, mention that in your email. You should highlight the qualifications that are most relevant to the job and that demonstrate your ability to succeed in the role. By doing so, you can make a strong case for why you are the right candidate for the job.

It allows you to personalize your application

A job application email allows you to personalize your application and tailor it to the specific job and company. This can help you make a stronger connection with the employer and increase your chances of being selected for the position.

Personalizing your application materials requires attention to detail and a willingness to go the extra mile. A thorough work ethic and attention to detail are two important qualities that many employers look for in candidates, and personalizing your application can demonstrate those skills.

A personalized email also demonstrates that you are taking the job application process seriously and are willing to put in effort to make a good impression. This can help you stand out from applicants who send generic, impersonal emails.

It sets the stage for future communication

By sending a job application email, you are initiating a conversation with the employer and setting the stage for future communication. This can help establish a rapport with the employer and increase your chances of being invited for an interview.

As stated above, remember to include your contact information in your email and express your interest in engaging in further communication in the future.

How to write a simple job application email

Writing a job application email can seem like a daunting task, but with a few simple steps, you can craft a professional and compelling message that will help you stand out as a strong candidate. Below are some tips on how to write a job application email.

Write job application emails with Teal

Before you spend time writing, editing, and customizing job application emails for every role you're applying to, try Teal's email built-in email templates.

Teal has templates for every stage of your job search journey all saved in the same place you can manage your entire job search and resume. From connecting on LinkedIn to post-interview follow-up—never stare at a blank page again.

Use a clear and professional subject line

Since hiring managers receive emails often and can have a crowded inbox, make sure you have a clear subject line to make it easier for them to filter application emails. The subject line should be professional and clearly state the purpose of your email as a job application, along with the specific job title or reference number if one is provided. You also want to include your full name in the subject of your email.

Here is an sample email of a clear subject line: "Application for Marketing Manager Position - John Smith".

Address the recipient appropriately

When addressing a job application email, it's important to use a professional and appropriate tone. Here are some guidelines on how to address a job application email:

• Use a professional greeting: Start with a professional greeting such as "Dear [Hiring Manager's Name]," "Hello [Hiring Manager's Name]," or "Dear [Name of Recruiter]"
• If the name of the hiring manager is not provided in the job description or online, use a generic greeting such as "Dear Hiring Manager,"
• If you're unsure about the gender of the hiring manager, use a gender-neutral greeting such as "Dear [First Name] [Last Name],"
• If you're replying to a job posting that specifically states how you should address the email, follow the application instructions provided.
• When in doubt, err on the side of formality and use a more formal greeting.

Remember, your email should be professional and well-written, so take the time to proofread it before hitting send.

Begin with an introduction

Start the email with a brief introduction of yourself, including your name and the position you are applying for. Use the first paragraph to state your purpose for writing. Express your interest in the position and explain how you found out about the job, including the date and website you found it on.

The body of your job application email

In the body of the email, highlight your relevant qualifications, experiences, and skills that make you a good fit for the position. You can also include links to your online portfolio or work samples. Keep this section concise and to the point.

End with a strong closing

For the final paragraph, conclude the email by thanking the employer for their time and consideration of your application. Express your willingness to provide additional information or to schedule an interview. You may also include a sentence or two on why you are interested in the company and how your experience and skills align with their mission or values.

End your application letter with a professional sign-off, such as "Sincerely," or "Best regards,".

Make sure all of your contact information is in your email before you hit send. Recruiters and hiring managers don't want to have to search for your email address or phone number. It's easy to include with a simple signature on your email.

Here is a template you can use for your email signature.

• First Name Last Name
• Phone number
• Email Address
• LinkedIn profile URL and any other relevant social media links

Include relevant attachments

Be sure to attach your resume and any other relevant documents, such as a cover letter or reference list, to the email. Make sure the documents are named appropriately and in a professional format, such as "John-Smith-Resume" and "John-Smith-Cover-Letter".

Before sending the email, make sure that you're using a professional email address and your contact information is up-to-date and easy to find. Also, proofread it carefully to catch any typos or errors. You may also want to have someone else review the email to ensure it is clear and professional.

Remember to keep your job application email concise, while also highlighting your relevant qualifications and enthusiasm for the position. This will help set you apart as a strong candidate and increase your chances of landing an interview.

Job application email samples

Simple job application email template.

Subject: [Job Title] Application - [Your Name] Dear [Hiring Manager's Name], I am writing to express my interest in the amazing opportunity for the [Job Title] position at [Company Name] that was posted on [Job Board/Company Website] on [X Date]. I believe that my skills and experience make me a strong candidate for this position within your organization. I have [X years] of experience in [specific industry or job function], and I have a Bachelor's degree in [related field] from [University Name]. In my previous roles, I have demonstrated my ability to [list specific achievements or responsibilities that relate to the position you're applying for]. I am a motivated self-starter with excellent communication and interpersonal skills. I am comfortable working in a team environment and can adapt to changing priorities and demands. I am also committed to continuous learning and development and have pursued additional training in [relevant certification or training programs]. I am excited about the opportunity to contribute to [Company Name]'s success and to take on new challenges that will help me grow both personally and professionally. I am confident that my skills and experience would be an asset to your organization, and I would welcome the opportunity to discuss my qualifications further. Thank you for considering my application. I have attached my resume, and I would be happy to provide additional information or references upon request. Sincerely, [Your Name] [Your Phone Number] [Your Email] [Social Media Links]

Job application email sample for experienced professionals

Subject: Application for [Job Title] at [Company Name] - [Your Name] Dear [Hiring Manager's Name], I am writing to express my strong interest in the [Job Title] position at [Company Name] that I came across on your job portal. With [X years] of experience in [Industry/Field], I believe that I possess the skills and qualifications necessary to make a valuable contribution to your team. In my current role at [Current Company], I have been responsible for [Key Responsibility or Achievement]. Through this experience, I have developed a strong understanding of [Related Skill or Knowledge]. Additionally, I have experience in [Related Skill or Knowledge], which I believe would be particularly relevant to the requirements of the [Job Title] position at [Company Name]. I am confident that my skills and experience would be an asset to your team, and I am excited about the opportunity to apply them in this new role. I am particularly drawn to [Company Name]'s commitment to [Company Value or Mission Statement], and I believe that my values align with those of your organization. Please find attached my resume for your consideration. I would welcome the opportunity to discuss my application with you in more detail, and I am available for an interview at your convenience. Thank you for considering my application, and I look forward to hearing from you soon. Sincerely, [Your Name] [Your Phone Number] [Your Email] [Social Media Links]

Job application email template for a mid-level professional

Subject: Application for [Job Title] at [Company Name] - [Your Name] Dear [Hiring Manager's Name], I am excited to submit my application for the [Job Title] position at [Company Name]. As a mid-level professional with [X years] of experience in [Industry/Field], I am confident that my skills and experience make me a strong candidate for the role. In my current position at [Current Company], I have honed my skills in [Key Responsibility or Achievement], which I believe would be a valuable asset to your team. I am particularly drawn to [Company Name]'s reputation for [Company Value or Mission Statement], and I am eager to contribute my expertise to help achieve the company's goals. In addition to my experience, I hold a [Related Degree or Certification], which has equipped me with a strong foundation in [Related Skill or Knowledge]. This knowledge has helped me to [Related Achievement or Accomplishment], which I believe would be directly transferable to the [Job Title] position. Please find attached my resume and cover letter for your review. I am excited about the opportunity to further discuss my application and how my skills and experience can benefit [Company Name]. Thank you for considering my application, and I look forward to hearing from you soon. Sincerely, [Your Name] [Your Phone Number] [Your Email] [Social Media Links]

Job application email example for recent graduate

Subject: Job Application for [Position Name] - [Your Name] Dear Hiring Manager, I am writing to express my interest in the [Position Name] role advertised on [Company Name]'s website. As a recent graduate in [Your Field of Study] from [Your University Name], I am excited about the opportunity to apply my skills and knowledge in a professional environment. During my academic career, I have gained valuable experience through various internships and volunteer work. I have developed a strong work ethic, attention to detail, and the ability to work well under pressure. Additionally, my excellent problem-solving and communication skills have helped me build strong relationships with clients and colleagues. I am confident that my academic achievements, coupled with my work experience, make me an ideal candidate for this position. I am a quick learner and passionate about contributing to the success of [Company Name]. I am excited to have the opportunity to work with a team of professionals and to learn from the best in the industry. Please find attached my resume and other necessary documents for your consideration. I look forward to the opportunity to discuss my qualifications and experience further. Thank you for considering my application. Sincerely, [Your Name] [Your Phone Number] [Your Email] [Social Media Links]

Tips for writing an email for job applications

A well-crafted job application email can set you apart, and getting it right is crucial.

Here are 5 tips to make your job application emails shine:

• Echo the company's language: Mirror the language used in the job description or on the company's website. This shows you're in tune with their culture and values.
• Mention a mutual connection: If someone within the company referred you or is a mutual contact, it can instantly create a sense of trust and connection.
• Showcase a connection to the company's mission: If you have a personal experience that connects with the company's mission or product, briefly share it. This can make your application more memorable and show genuine enthusiasm.
• Include a thoughtful question: Pose a relevant question about the role or the company at the end of your email. This not only shows engagement but also opens the door for further dialogue.
• Add a call to action: Telling the reader what you need or want them to do next helps to clarify why you're sending an email in the first place.

How to keep track of your job application communication

The best way to keep track of your job application communication is by using a job tracking tool. We recommend using Teal's Job Application Tracker to keep all of your job search information in one place. You can easily access important details about the jobs you've applied for, the companies you've contacted, and the people you've spoken to.

Teal's Job Application Tracker has communication templates to use as a starting point for follow up emails after applying for a job.

With the ability to track your progress, and set reminders for follow-up actions, you can stay on top of your job search and track each step in in your search with Teal's Interview Tracker .

Manage your job application emails with Teal

A simple job application email is one of your first contacts with a potential employer, and making a good first impression is essential.

Rather than spending important time and energy staring at a blank page and waiting for the right words to come to you, try Teal!

Teal has job application email templates for every stage of your job search—from outreach to thank you—built into the Job Application Tracker. With Teal's Job Application Tracker, not only can you manage your job application emails, but you can also save contacts, set reminders for follow-ups, add notes, and track each role you apply to from start to success.

Streamline your job application process from first contact to final follow-up with ease.

Frequently Asked Questions

Is a job application email the same as a cover letter.

A cover letter is a separate document that accompanies your resume, typically upon employer requests, and it provides more detailed information about your qualifications, skills, and experience as they relate to the specific job you are applying for. A cover letter typically includes an introduction, a brief summary of your qualifications, a statement of your interest in the job, and a closing paragraph. A job application email, on the other hand, is an email that you send to the employer with your resume and other application materials attached.

Is it appropriate to use keywords from the job listing in a job application email?

Yes, it's a good strategy to incorporate keywords from the job listing. This shows that you have read the job description carefully and that your skills and experience align well with what the employer is seeking.

Can I include links to my LinkedIn or portfolio in a job application email?

Absolutely, including links to your professional online profiles or portfolio can be very beneficial. It provides employers with easy access to more detailed information about your professional background and achievements.

Becca Dershowitz

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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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Applying by email: Samples for your successful job application

Use these simple tricks to ensure you’ll make a great, professional impression on HR hiring managers everywhere! by Alyssa Schmitt

Should I send an email when I apply for a job?

Nowadays when you look for a new job, many large companies have an automated application system where you upload and submit your CV or resume and other documents directly. However, some companies don’t yet have such online systems and ask that you send your job request by email. Or you might be applying for a position without a formal listing at the suggestion of a recruiter or colleague. In such cases, you’ll probably need to send an email for a job inquiry. Even if you send your application by uploading it to an automated platform, you will still have to write and upload a cover letter along with your resume. No matter how it’s sent, the templates below can be used to get you started.

What do you write in an email when applying for a new job?

Here is a sample of what your cover letter should look like.

Using our checklist, pro tips, and the templates at the end of this article , you can craft the perfect email to apply for a job.

Your job application email checklist

A message to apply for a job is one of the most important emails you’ll send – so when you write your mail draft for a job application, always go through the following checklist before you hit “Send”:

• Use a professional email address
• Write a correct and informative subject line
• Be sure you have used the correct recipient's name, title and email addres s
• Craft an effective closing and signature
• Name and format your attachments correctly
• Proofread, proofread, proofread!

Professional email address

Informative subject line, recipient name and title, closing lines and signature, professional attachments, always proofread, more tips and tricks to really make your application stand out.

• Highlight your skills and achievements . This is the time to really show what you bring to the table and why you have applied to this specific job posting. When hiring managers read many applications in a day, you really want to be the one that stands out among the rest.
• Keep it professional and concise. The initial thoughts from your job application by email should be that it was concise and professionally written. These aspects show an underlying skill set and professional touches that are needed in all work settings.  
• Place importance on your signature. We cannot stress the importance of having an accurate email signature enough. Accurate in the way of being professional, having up-to-date information, and any other necessary information about you.
• Don’t just copy and paste. The email samples below will save you a lot of time and headache because they have the basic information that should be included in your email; however, you can take it a step further. Customize the email template for your application or, as I like to call it, add a little razzle dazzle. For example, you can talk about how well you think you will fit into the working culture (after doing the necessary research, of course). It is important for the hiring manager to see your interest and for you to demonstrate that you actually researched and still came to the conclusion you’d be a good fit.
• Always follow up but not too much. Don’t be shy, send a follow-up email ! But do not send it too soon or frequently. A good rule of thumb is that after a week or so you should follow up with another email. If you continue to send a follow up email daily or so after that, this can be perceived as too aggressive and pushy. The hiring process can be a bit long, so it does require patience. If you’re demonstrating your impatience by sending a follow-up email a day later, this will only work against you.

Example emails for job application

How to email a cover letter.

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• What to Say When Emailing a...

What to Say When Emailing a Resume (with Examples)

10 min read · Updated on June 12, 2024

Introduce yourself professionally when you email your resume

You've written the perfect resume and tailored it to the role you're aspiring to. What should you do next? A few years back, you'd have printed it off on some quality paper, addressed an envelope in your best handwriting, posted it off, and settled in to wait for a response. These days, though, it's more common to email your resume. It's faster, it's more professional, and it's easier to share a file than a printout.

But if you're going to email your resume, what should you say? Should you attach a cover letter? How much detail should you include? 

So many questions! 

But fear not, TopResume is here to help you decide what to say when emailing a resume, and we have answers to all these questions and more. Settle in as we guide you through it.

Should I email my resume?

Yes! It's absolutely fine to email your resume when you apply for a job. In fact, it's usually preferred to printed correspondence these days. Of course, the most important point is that you should follow the instructions on the job posting. If it requests a printed resume or a resume uploaded via an online portal, you should definitely apply in line with those instructions. However, if there are no specific instructions, an email application is advisable. Just make sure you're addressing it to the right person!

General rules for emailing your resume

Before we get into the specifics, let's refresh on some general guidelines for emailing your resume to a company. After all, first impressions count, so using proper email etiquette is important.

Use a professional email address. “ HotLips69@...” may have seemed cool and funny when you set up the account, but does it really convey that you're a credible professional? If necessary, set up a new email account to use for job applications – and remember to check it regularly for responses!

Add a clear subject line. Make the point of your email clear with a logical  subject line – you could include the job title of the vacancy you're applying for, for example, or refer to the fact that the email is a job application or resume.

Choose a professional greeting. Think “Dear [name],” or even just “[name],” rather than “Hiya” or “Greetings.” While email is less formal than a letter, you still need to keep the tone professional.

Be concise. Short,  snappy paragraphs are easier to read on a screen, and no one wants to trudge through pages of waffle to find the information they need. Respect the reader's time by keeping it simple.

Add a formal sign-off. A version of “thank you” and your name is sufficient – you may also want to add your professional title, a contact number, and a link to your portfolio if you have one.

Don't forget the attachments! Make sure that you've actually attached your resume (and your cover letter, if required). Ensure they have sensible file names, too: “Jay Miller – Resume” or “J Miller – Sales Executive Resume” is more professional and easier to retrieve than something like “JM 010224 v3” or simply “Resume.” Also, double-check the file type that you're sending – check out our article  Word vs PDF  if you're not sure.

What to say when emailing your resume – the detail

So now we've reviewed the basics of email etiquette, let's get down to business. You need to know what to say when emailing a resume. Well, the exact wording will vary depending on the situation, the role, and your personality, but you'll certainly need to include the following:

Why you're emailing

Your reader may have a ton of open vacancies and is likely to receive many resumes for each one. Make their life easier by clearly stating the role you're interested in applying for. If you have a reference number for the vacancy, you can include that too.

Your elevator pitch

Briefly explain who you are , what you do, and why you're the right person for the open role. This doesn't need to take up a lot of space or be very detailed – the key thing here is to be convincing enough for them to want to open your resume document to find out more. Include whatever information is most pertinent to the role – that could be your academic qualifications, your industry experience, awards and accolades, or particular skills. Refer to the job posting to find out what the company wants to see in a successful candidate and ensure the requirements are reflected in your email.

A call to action

Encourage the reader to open your resume, reach out with further questions, or schedule an interview. This one little line can show your enthusiasm for the role, emphasize your professionalism, and prompt your reader to take the next step in progressing your application.

What to say when emailing a resume – sample messages

Do you need a bit more inspiration to craft your message? Take a look at these sample emails and use them as a frame for your own resume email. Remember, the job advert is your cheat sheet when it comes to deciding what details to prioritize here.

What to say when cold emailing a resume

To: Katie French

From: Matthew Cole

Subject: Sales resume

I've long admired XYZ Inc. as a leading supplier of home tech solutions and have heard many positive reviews about your company as an employer. To that end, I am attaching my resume in the event that a sales vacancy may soon arise.

As you can see, I have enjoyed a successful 10-year career in technology sales and am a committed user and advocate of your products. This year, I am on track to exceed my sales target by 46%. I would bring an extensive network of industry contacts and a proven ability to motivate sales teams to surpass expectations.

If there are no suitable vacancies at the moment, please feel free to keep my resume on file for future reference. I look forward to hearing from you soon.

Matthew Cole

Sales Manager, Acme Products

What to say when emailing a resume in response to a job posting

Subject: Sales Executive vacancy (Ref: ABC123)

In response to your advertisement for a Sales Executive, I am attaching my resume. As you can see, I combine eight years of sales experience with a degree in Marketing and three awards for excellence in sales roles. 

The advertised role is particularly interesting to me, as it will allow me to leverage my expertise in technical sales, provide the opportunity for international growth, and establish trusted relationships with your clients to open new avenues for revenue and increased sales.

Please don't hesitate to reach out to me if you have any questions; I look forward to discussing my suitability further with you at an interview.Thank you for your consideration,

Sales Executive, Acme Products

What to say when emailing a resume to a recruiter

Subject: Healthcare Roles

Dear Katie,

I saw on JobBoard.com that you are recruiting for several healthcare roles, and would like to submit my resume for your consideration. I combine 10 years' experience as a Healthcare Assistant with numerous industry certifications and consistently receive positive patient feedback.

I look forward to hearing from you,

What to say when emailing a resume to follow up on a conversation

Subject: Finance Manager follow-up

Following our phone discussion earlier today, I would like to reiterate my interest in the Finance Manager position and attach my resume for your consideration.

As you can see, I am currently fulfilling the Finance Manager role at XYZ Company and am looking forward to developing my career within a global organization. I have a master's degree in Business Administration, as well as extensive experience in managing the finance function within a security business. I look forward to bringing my leadership skills to your team of finance experts.

Please reach out to me at 555-555-5555 when you have had a chance to review my attached resume.Regards,

Finance Manager, XYZ Company

What to say when emailing a resume following a referral

Subject: Events Manager vacancy

Dear Ms French,

Please find attached my resume. I have been referred to the Events Manager position by one of your colleagues, John Day, who I previously worked with at ABC Inc. Having delivered many successful events with John as my manager, I'm flattered that he has now asked me to apply for your open role. 

I've recently delivered a conference for 800 international delegates and a team building event for 5 national teams, both of which were very well received and were completed within challenging budgets. I am confident that I can bring a similar level of client satisfaction to DEF Inc. and look forward to discussing the position further with you.

Please don't hesitate to get in touch to schedule an interview at your convenience,

555-555-5555

Should you attach a cover letter when emailing a resume?

Now we've covered what to say when emailing a resume, it's time to consider the cover letter. As you can see, we recommend that the body of the email be kept short and concise. If you feel the need to include more detail, you can consider attaching a cover letter as well as a resume. There's no obligation to do this unless a letter is specifically requested as part of the application instructions, but it does give you the opportunity to expand on key points of interest.

Top tip: You may like to read our article on  how to write a cover letter to make sure you get this part of your application bang on!

How long does it take to hear back after emailing a resume?

Don't panic if you don't hear back immediately! While email is a speedy way to apply, recruiters and hiring managers receive many resumes for every open role and need time to sift through them, create shortlists, and schedule interviews. That said, certain recruiters have a reputation for ghosting unsuitable candidates, or your application may simply have been overlooked, so there's no harm in following up after a week or two if you haven't heard anything.  

What to write in a follow-up email

Subject: Communications Assistant vacancy (ref: 12345)

I emailed my resume to you last week in response to your advertisement for a Communications Assistant. I just wanted to check that you'd received it, and to reiterate that I remain very interested in the role.

If you didn't receive the resume or have further questions regarding my application, please do get in touch with me either via email or by phone at 555-555-5555.

Email with confidence

Now you know what to say when emailing your resume in any situation, you're ready to apply for your dream job! Use this checklist to make sure you've nailed it before you hit the send button:

Correct email address and personalized greeting

Appropriate subject line

Clarification of the role you're applying for

Elevator pitch

Call to action

Professional sign-off

Attachments attached

Final proofread

If you feel that your resume isn't quite ready to be unleashed upon the world, why not get an expert opinion? Our free resume review will explain which areas need further work before you submit your application.

Recommended reading:

How to Write the Perfect Goodbye Email to Co-Workers & Clients

The Networking Email That Works Every Time

How To Use AI To Prepare For A Job Interview

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How to Write a Professional Email

Writing a professional email can seem tricky, especially if you’re not familiar with the conventions. Whether you’re applying for a job or reaching out to a colleague, a well-crafted email makes a strong impression. In this guide, we’ll walk you through how to write a professional email step by step.

Why is a Professional Email Important?

Table of Contents

A professional email serves various purposes. First, it reflects your communication skills. A clear and concise email can show your competence and professionalism. Did you know that 72% of recruiters consider written communication a crucial factor in hiring? That’s why it’s essential to master the art of professional emails.

Start with a Clear Subject Line

The subject line is the first thing your reader sees. Keep it brief yet informative, typically no more than 8-10 words.

• Examples of good subject lines:
• Job Application – Marketing Intern
• Follow-Up on Our Meeting Discussion

Also, make sure to avoid vague subjects like “Hello” or “Important.”

Choose the Right Greeting

Starting your email correctly sets the right tone. Use “Dear [Name]” for formal emails and “Hi [Name]” for more casual correspondence.

• If you don’t know the person’s name:
• Dear Hiring Manager

Make sure you spell the recipient’s name correctly! This shows attention to detail and respect.

Keep It Concise and Relevant

Your reader is likely busy, so get to the point quickly. Aim for short paragraphs of 2-3 sentences.

• “I hope this message finds you well. I wanted to follow up on our last discussion about the marketing project.”

You don’t need to include too much background unless it’s necessary.

Use Professional Language

Avoid slang and overly casual language. Always tune your language based on the audience. Here are some tips:

• Use complete sentences.
• Avoid emoji and exclamation marks.
• Keep technical jargon to a minimum, unless you’re sure the recipient will understand.

According to a study published in the journal Business Communication Quarterly , clarity is essential in business emails, and simple language can increase your comprehension ratings.

Be Careful with the Tone

The tone of your email matters. If it’s serious, steer clear of humor. In written communication, it’s often harder to detect tone.

• A helpful tip is to read it out loud. Does it sound appropriate for your audience?

Use words that convey respect and professionalism. Overuse of casual tone can come off as unprofessional.

“If you would be understood, be clear.” — Anonymous

Use Bulleted Lists for Clarity

When you have multiple points to make, consider using a bulleted list. It improves readability and helps you highlight key information.

• For example:
• Project deadline: October 30
• Resources needed: budget report and research materials
• Follow-up meeting schedule: November 2

This format can help in quickly conveying information without overwhelming your reader.

End with a Polite Closing

Just as you began with a proper greeting, wrapping things up with a nice closing is essential. Common closings include:

• Best regards
• Thanks for your understanding

Add your name and any position or other relevant details below your closing to give context.

Proofread Before Hitting Send

No one wants to send an email full of typos or confusing sentences. Take a moment to review your email.

• Spelling and grammatical errors
• Clarity of ideas
• Proper names and titles

Tools like Grammarly can help identify mistakes you might miss.

Include a Signature

If your email is for business, including a signature is a must. This formalizes your communication.

Your signature should include:

• Your full name
• Your position
• The company name
• Contact information

Here’s a simple example of a signature:

Follow Up If Necessary

If you haven’t heard back in a week or two, it’s perfectly acceptable to send a friendly follow-up. A prompt such as, “Just checking to see if you had a chance to review my previous email…” can do wonders.

Final Thoughts

Mastering how to write a professional email is a skill that takes time and practice. Remember, your email speaks volumes about you.

When crafting your next professional email, keep in mind the key elements: a clear subject line, an appropriate greeting, concise content, professional language, and a proper sign-off.

By following these simple steps, you can ensure your email will make a good impression. Remember: a professional email isn’t just about communicating information; it’s about showcasing yourself as a capable and competent individual.

Now that you know how to write a professional email , you’re one step closer to achieving your communication goals! Happy emailing!

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How to Write the Best Follow-Up Email After the Interview

Learn how to write the best follow-up email after an interview to show strong interest, reinforce your qualifications, and leave a lasting impression on potential employers.

Posted August 25, 2024

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Table of Contents

You've nailed the interview, but your work isn't over yet. The follow-up email after an interview can be a game-changer in your job search. It's your chance to stand out, show your enthusiasm, and reinforce why you're the perfect fit for the role. But crafting the right message can be tricky. How soon should you send it? What should you include? And what if you don't hear back?

This guide will walk you through the ins and outs of writing an effective follow-up email after a physical or phone interview. We'll cover everything from timing your message to personalizing your content. You'll learn how to structure your email, what to avoid, and even how to follow up if you don't get a response. Whether you're a seasoned pro or new to the job market, these tips will help you make a lasting impression and boost your chances of landing that dream job.

Timing Your Follow-Up Email

When to send the follow-up email.

The timing of your follow-up email can make a significant difference in how it's received. Ideally, you should send a thank you email within 24 hours of your interview . This shows your enthusiasm and keeps you fresh in the interviewer's mind. Some experts even suggest sending it within a couple of hours after the interview to display urgency and confirm your interest level.

How Soon is Too Soon?

While promptness is appreciated, you don't want to appear overeager. Waiting a few hours after your job interview before sending the email allows the interviewer to digest everything you said. If you didn't get a chance to ask about the decision-making timeline during the interview, it's acceptable to inquire about it in your thank you email.

What if You Don't Hear Back?

If you haven't received a response after a week, whether from your interviewer or hiring manager, it's appropriate to send another follow-up email. This is a chance to reiterate your interest and ask for an update on the hiring process. Remember, it's not uncommon for candidates to not receive an immediate response. Hiring processes can take time, and decisions may not be made immediately after a job interview.

If you still don't hear back after two weeks, you might consider sending another email. You could include additional questions that came to mind after the interview, which can serve as a natural way to re-engage the interviewer. However, always maintain a professional and patient demeanor, as delays are not uncommon in the recruitment process.

The Importance of Post-Interview Follow-Up

Following up after an interview is a crucial step in your job search journey. It's not just about good manners; it's a strategic move that can significantly impact your chances of landing the job. You must pay attention to every detail that is crucial – from your subject line to crafting your thank you note. Let's explore why post-interview follow-up is so important and how it can benefit you.

Impact on Hiring Decisions

A thoughtful follow-up email can have a positive influence on the hiring decision. It demonstrates your continued enthusiasm and engagement with the process, which hiring managers often view favorably. While it may not directly secure you the job, it can certainly set you apart from other candidates, especially if the decision is a close call. Remember, when a hiring manager interviews multiple candidates in a day, your follow-up can help you stand out in their mind .

Demonstrating Professionalism

Following up shows your professionalism and attention to detail. It's an opportunity to express gratitude for the interviewer's time and reiterate your interest in the position. A well-crafted thank-you note or email within 24-48 hours of the interview is considered good follow-up etiquette. This simple act can leave a strong final impression and showcase your communication skills.

Staying Top-of-Mind

By following up, you keep yourself at the forefront of the hiring manager's mind. It's a chance to reinforce why you're the best fit for the role and to highlight key qualifications discussed during the interview. You can even share additional thoughts or ideas that came to you after the interview, showing that you're still actively thinking about how you can contribute to the company.

Remember, following up shouldn't hurt your chances if done right. In fact, it can often help by demonstrating your continued interest and motivation. Just be sure to keep your follow-ups concise, professional, and not too frequent to avoid appearing pushy.

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How to Write a Compelling Thank You Email

Writing a compelling thank you email is a good practice that shows strong interest and professionalism. In the email body, if you’re trying to look for the right words to say, just think of a way to express genuine gratitude and reiterate your enthusiasm for the opportunity.

Personalization Tips

To make your thank you email stand out, personalization is key. Address the interviewer by name, using the name they preferred during the interview. Reference a specific topic or detail from your conversation to show you were attentive and engaged. For instance, you could mention an interesting subject discussed or a personal anecdote shared by the interviewer. This personal touch demonstrates your attention to detail and genuine interest in the role.

Addressing Interview Highlights

Begin your thank you note by expressing gratitude for the interviewer's time and consideration. Next, briefly summarize why you're excited about the job role and how your skills align with the position. Identify a problem or opportunity discussed during the interview, and highlight how your experience can address it. This approach not only reinforces your interest in the role but also shows that you're focused on providing value to the company as they process forward with their hiring decisions.

Showcasing Enthusiasm

To showcase your enthusiasm, reaffirm your interest in the position and the company. Share your thoughts on a specific aspect of the conversation that you found particularly interesting. You could also include a relevant article or resource related to a topic discussed during the interview. Conclude by expressing your eagerness to continue the hiring process, either by restating the next steps discussed or inquiring about them. Remember, your email should be concise, sincere, and sent within 24 hours of your interview.

How to Follow Up After No Response

Appropriate waiting periods.

When you don't receive a response after an interview, it's crucial to time your follow-up correctly. If the interviewer provided a timeline, respect it and wait for the specified period to pass. In cases where no timeline was given, wait at least a week, but no more than two weeks, before following up. This allows for unexpected delays in the hiring process while showing your continued interest.

Crafting a Polite Reminder

When crafting your follow-up email, keep it brief and professional. Start with a clear subject line, such as " Follow up - [Your Name] / [Job Title] ". In the body, express your continued interest in the position and politely ask for an update on the hiring process. Offer to provide any additional information if needed. Here's a sample template:

Subject line: Follow-Up on [Position Title] Interview

Dear [Interviewer's Name],

I hope this message finds you well. I wanted to thank you for the chance to interview for the [Job Title] role on [Interview Date]. It was great to learn more about [Company Name] and the team.

I’m excited about the possibility of joining [Company Name] and working on [specific project or team]. After our chat, I’m even more confident that my [mention a relevant skill or experience] would be a good fit for the role.

I’d appreciate any updates on the hiring process or next steps. Please let me know if you need any more information from me.

Thanks again for your time. I’m looking forward to the possibility of working with you.

[Your Name]

When Should You Move On?

If you don't receive a response after two follow-up attempts, it's time to consider moving on. Send a final, polite email restating your interest but acknowledging that the company may have moved forward with other candidates. Use this as an opportunity for self-reflection and growth. Consider asking for interview feedback if possible, and continue applying for other relevant positions. Remember, lack of response often indicates the company is no longer considering you for the role. While disappointing, it's best to redirect your energy towards new opportunities.

How to Personalize Your Follow-Up Email

Referencing specific interview points.

To make your follow-up email stand out, add a personal touch by referencing something you and your interviewer bonded over during your conversation. This could be a shared hobby or a detail they revealed about their life outside of work. Briefly mentioning this shows you were attentive and helps reinforce the connection.

For example, you might say, " Hope you had a nice trail run this morning! " or " I was just reading about a new wood-burning technique – thought you might be interested ".

Addressing Company Needs

Use the main body of your email to clearly state why you're following up and address the company's needs. Reiterate your interest in the position and explain how your skills align with the role. Identify a problem or opportunity discussed during the interview and reinforce how your experience can address it. This approach demonstrates that you're focused on providing value to the company.

To further personalize your email, include additional resources like links to recent articles, case studies, or data that emphasize your case. This proactive approach can help you gain a competitive edge and build brand awareness. Remember to keep your email concise and professional, sending it within a couple of hours after the interview to display urgency and confirm your interest level.

Structuring Your Follow-Up Email

Opening lines.

To start your follow-up email effectively, use a clear and concise opening line that immediately reminds the recipient of your previous interaction. You could begin with phrases like " I wanted to circle back on our previous conversation regarding... " or " This is a follow-up to my previous email ". These opening lines help jog the recipient's memory and set the context for your message.

Body Content

In the body of your email, keep your message brief and focused. Personalize the content by referencing specific points from your previous interaction, showing that you were attentive and engaged. If you're following up on a previous email, consider replying to the original message and removing yourself from the recipient list to provide full context. This approach saves the recipient from searching for the original email and ensures they have all the necessary information.

Closing Remarks

Your email closing is crucial as it's the last thing the recipient reads, potentially impacting their response. Structure your closing with four key elements: a closing line, a sign-off, your name, and your signature. For the closing line, you might use phrases like " Thank you for your attention to this matter " or " I look forward to hearing from you again ". Follow this with an appropriate sign-off such as " Best regards " or " Sincerely ," depending on the level of formality required. Remember to include your full name and, if appropriate, your email signature with relevant contact information.

How to Write an Interview Follow-Up Email After 2 Weeks

Crafting your message.

When two weeks have passed since your interview, it's appropriate to send a follow-up email. This approach can help you get an update on your application and demonstrate your continued interest in the position. Research shows that follow-up emails generally have better open and response rates than initial emails. In fact, emails with at least one follow-up achieve an average response rate of 27%, compared to 16% for those without.

When crafting your message, keep it brief and focused. Begin by expressing your continued interest in the position and the company. Reference specific points from your job interview to show you were attentive and engaged. It's also important to acknowledge that decision-making takes time and that you're not trying to rush the process.

Sending a 2nd Follow-Up Email Sample

Here's a sample second follow-up email template:

Subject line: Follow-Up on [Job Title] Interview

I hope this email finds well. I understand you’re busy, and I appreciate the time you've already given to my application.

I’m reaching out to follow up on our [Job Title] interview from [Interview Date]. I’m still very excited about the chance to join [Company Name] and contribute to your team.

I know these decisions can take time, and I want to respect your process. However, I remain very interested in the role and would appreciate any updates on my application or the next steps.

If you need any more information or documents from me, please let me know.

Thanks again for your time. I look forward to hearing from you and hopefully joining the [Company Name] team.

Remember, the key is to be polite, concise, and professional in your follow-up email. In your message, briefly express your gratitude for the opportunity and your continued interest in the role. Mention the interview process and your enthusiasm for the next steps. If you had a chance to meet with the hiring manager during the first interview, reference your discussion and how it reinforced your interest in the position.

Keeping your follow-up email clear and to the point will help you stay top of mind as the hiring team moves forward with their decision.

Follow-Up Email After Interview Sample Template

We have provided two follow-up email templates that you can use below: Follow-Up Email Template #1

Subject line : Thank you for the [Job Title] interview - [Your Name]

Dear [Interviewer Name],

Thank you for discussing the [Job Title] role with me. I enjoyed learning about [mention something specific from the interview]. I am very interested in the opportunity and believe my skills in [mention relevant experience] would greatly benefit your team.

Please let me know if there's any other information I can provide to assist in your decision-making process.

Thank you again for the opportunity.

Sincerely yours,

Follow-Up Email Template #2

Subject line: Thank You for the Interview

Thank you for spending time to speak with me about the [Job Title] role. It was a pleasure to meet you and learn more about the job.

I’m very excited about the chance to join [Company Name], especially after hearing about the upcoming [Special Project]. I’m eager to contribute to the project management and apply my experience in coordinating cross-functional projects.

Our conversation made me confident that my marketing background and interest in brand growth make me a good fit for this role. If you need any more information or work samples from me, just let me know. I look forward to hearing from you.

Best regards,

Common Follow-Up Email Mistakes to Avoid

Being too pushy.

While following up is crucial, it's important not to bombard your audience with a constant flow of emails. A study found that it takes eight touchpoints to get a prospect to conversion. However, striking the right balance is key. Consistent contact is essential, but send the right amount at the right time to avoid appearing overly aggressive.

Sending Generic Messages

One common mistake is not personalizing your follow-up emails. Using a generic greeting like "To Whom It May Concern" can make your email seem impersonal. Instead, address the email to a specific person whenever possible. Tailor your message to the company's needs and reference specific points from your previous interaction to show you were attentive and engaged.

Overlooking Proofreading

Proofreading is crucial for maintaining professionalism. Grammatical errors, typos, and incorrect syntax can create a negative impression and make you appear careless. Always proofread your emails before sending them. Pay close attention to punctuation, spelling, and sentence structure. If possible, have a colleague review your email to ensure it's error-free and conveys your message clearly and concisely.

What NOT to Put in Your Follow-Up Email

When crafting your follow-up email after a job interview, it's crucial to avoid certain pitfalls that could harm your chances of landing the job. Here are some key things to steer clear of:

• Pushy or demanding language : Avoid pressuring the hiring manager for an immediate response. Remember, the decision-making process takes time.
• Excessive personal information : Keep your email professional and focused on the job opportunity. Avoid sharing unnecessary personal details.
• Errors or typos : Always proofread your email carefully. Spelling mistakes or grammatical errors can create a negative impression.
• Lengthy messages : Keep your follow-up email concise and to the point. A brief, well-crafted message is more likely to be read and appreciated.
• Inappropriate timing : Don't send your follow-up immediately after leaving the job interview. Wait at least 24 hours before sending your email.

By avoiding these common mistakes, you'll increase your chances of making a positive impression and moving forward in the recruitment process.

Mastering the art of follow-up emails after an interview can have a significant impact on your job search success . By timing your message well, personalizing your content, and striking the right balance between enthusiasm and professionalism, you can leave a lasting impression on potential employers. Remember to keep your emails concise, error-free, and focused on how you can add value to the company.

While a well-crafted follow-up email won't guarantee you the job, it can certainly set you apart from other candidates and show your continued interest in the position . Whether you're sending a thank-you note or checking in after a period of silence, the key is to be respectful, genuine, and proactive. By following the guidelines outlined in this article, you'll be well-equipped to navigate the post-interview communication process with confidence and increase your chances of landing that dream job.

What should be included in a follow-up email after an interview?

• In your follow-up email, express your appreciation for the interview opportunity, reiterate your interest in the position, and highlight any key points or discussions from the interview. Mention your qualifications and how they align with the role's requirements. Offer to provide additional information if needed.

How long should I wait to send a follow-up email after an interview?

• It's advisable to send your follow-up email within 24 to 48 hours after the interview. If specific timelines were discussed during the interview (e.g., the employer mentioned a decision timeline), adjust your follow-up accordingly to show that you are respectful and attentive to those details.

What is the appropriate way to inquire about the outcome of an interview?

• Craft a polite and concise follow-up email. Address it to the interviewer, thanking them for the opportunity, and inquire about the status of your application. Ensure to personalize the email with details from your interview to remind them of your conversation.

Is it appropriate to send a follow-up email after an interview?

• Yes, sending a follow-up email is recommended. It demonstrates your enthusiasm for the position, professionalism, and courtesy. The follow-up should thank the interviewer for the opportunity, express your continued interest, and recap any important aspects of your interview discussion.

What are some key tips for writing a follow-up email?

• When writing your follow-up email, keep it professional and brief. Personalize the email by referencing specific details discussed during the interview. Highlight how your skills and experiences align with the job's requirements and the company's goals. Lastly, ensure to proofread your email before sending it to avoid any errors.

Preparing for consulting interviews? Here are some additional resources to help:

• How to Nail “Tell Me About a Time…” Interview Questions

The Ultimate 2024 Consulting Interview Prep Guide

• How to Answer the "Why BCG?" Behavioral Interview Question

How to Answer "Tell Me About Yourself" in Consulting Interviews

How to answer the "why consulting" interview question, browse hundreds of expert coaches.

Leland coaches have helped thousands of people achieve their goals. A dedicated mentor can make all the difference.

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