Write The Perfect Email For Job Application

Table of Contents

• Why The Email For Job Application Matters
• What exactly is Email for Job Applications?
• What are the mediums for Job Applications?
• Step-by-Step Guide: Writing the Perfect Email for Job Application
• Dos and Don’ts while writing an Email
• Common Mistakes To Avoid 
• How to write an email for job applications?
• What to include in your Job Application Email?
• Examples of Email for Job Application
• Is it okay to send a cold email for a job application?
• Frequently Asked Questions

Quick Summary

• Start With a Strong Subject Line: Use specific, engaging phrases to grab attention immediately.
• Tailor Your Content: Highlight experiences and achievements relevant to the job.
• End Professionally: Include a clear call to action and thank the recruiter.

In the competitive job market of today, your email for job application can be the deciding factor between landing an interview or being overlooked. This simple yet powerful communication tool offers a first glimpse of your professionalism, skills, and attention to detail.

A survey by CareerBuilder found that 40% of hiring managers will disregard applications with poorly written or unprofessional emails, while 70% admit they’ve passed on candidates because of a lack of personalization. Knowing how to craft the perfect email gives you an edge and ensures that your application gets the attention it deserves.

This guide will walk you through every aspect of writing a job application email, from creating the perfect subject line to closing with confidence. Whether you’re a fresh graduate or an experienced professional, these tips will ensure your email stands out in a recruiter’s inbox.

Why An Email For Job Application Matters

Your email for job application is more than just a formality, it’s your chance to make a strong first impression. Most recruiters will form an opinion about you based on this email before even opening your resume.

Key Points to Consider:

This email offers a glimpse into your ability to follow instructions and convey ideas succinctly.

Recruiters receive hundreds of applications daily. A clear, well-written email helps you stand out.

A professional tone demonstrates your attention to detail and communication skills.

A cover letter that has been email-formatted is precisely what a job application mail is. This email aims to demonstrate your suitability for the position in question. It’s an email that quickly tells an employer or recruiting management all they need to know about you, your abilities, and your expertise. It is a distinctive approach to expressing desire in a particular position inside a business.

In case you wish to copy and paste this email into a Word doc, it ought to be around a page length. You must only submit the information pertinent to the position you are applying for because your space is restricted.

What are the mediums for Job Applications?

1. Online Job Applications

You may upload your CV online and submit a digital job application on any one of hundreds of websites. You may occasionally submit an online application on employment sites like Indeed.com, Monster.com, naukari.com, etc. On the company’s webpage, you can apply directly in some cases.

2. Email for Job Applications

While applying for job emails serve as a great and convenient medium. Any messages you send in your email job application while applying for employment must be as professionally sound as those you may send via postal mail. 

3. In-Person Applications for jobs.

Many businesses, particularly those in the commercial and hospitality industries, require candidates to submit their applications in person or at a desk within the company. Therefore, although it is not as tricky as applying online, you must be ready to use and possibly face an interview immediately. 

Step-by-Step Guide: Writing the Perfect Email for Job Application

1. Craft a Compelling Subject Line

Your subject line is the first thing a recruiter sees. A poorly written subject line might cause your email to be ignored entirely. Keep it concise, professional, and relevant.

Examples of Strong Subject Lines:

• “Marketing Specialist Application – Sarah Adams”
• “Job Application for Project Manager (Job ID 12345)”
• “Experienced Data Scientist Applying for XYZ Role”

Pro Tips:

• Always include the job title.
• If a job ID is listed, mention it.
• Avoid vague lines like “Application for the Position” or “Resume Submission.”

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2. Open With a Professional Greeting

The opening salutation sets the tone for your email. Address the hiring manager directly whenever possible. If the name isn’t mentioned in the job description, research the company’s website or LinkedIn to find it.

Examples of Proper Greetings:

• “Dear Mr. Smith,”
• “Dear Ms. Patel,”
• “Dear Hiring Manager,”

 Avoid: Casual greetings like “Hi,” “Hello,” or “To Whom It May Concern.”

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3. Write an Engaging Introduction

Your first paragraph should clearly explain who you are, the position you’re applying for, and how you found the job opening. Add a sentence or two highlighting your qualifications to spark the recruiter’s interest.

Example of a Strong Introduction:

I am excited to apply for the Content Strategist position at XYZ Agency, as advertised on your careers page. With over three years of experience in crafting engaging content that has increased audience engagement by 60%, I am confident in my ability to make a positive impact at your organization.

Pro Tips:

• Use the first sentence to grab attention.
• Mention the source of the job listing, especially if it’s from an internal referral or networking event.

4. Showcase Your Skills and Achievements

This is the most important section of your email. Focus on specific accomplishments and skills that align with the job requirements. Quantify your achievements whenever possible to add credibility to your claims.

Examples of Skills to Highlight:

• Technical Expertise: Proficiency in tools like Excel, Python, Salesforce, etc.
• Problem-Solving: Mention a time you solved a major challenge at work.
• Leadership: Highlight instances where you led teams or projects successfully.

Example:

In my previous role as a Marketing Analyst at ABC Corp., I developed targeted campaigns that increased lead conversions by 45% in under six months. Additionally, I spearheaded a new data analytics system that streamlined operations, saving the team over 20 hours per month.

Use bullet points for readability:

• Led a team of five to execute marketing strategies that grew web traffic by 60%.
• Conducted competitor analysis, leading to a 15% increase in market share.

5. End With a Call to Action

Close your email by thanking the recruiter for their time and encouraging them to take the next step. Be polite yet assertive in your tone.

Example Closing Paragraph:

Thank you for considering my application. I have attached my resume and portfolio for your review. I would love the opportunity to discuss how my skills can contribute to your team’s success. Please feel free to contact me at [phone number] or [email address].

End with a professional sign-off, such as:

• “Best regards,”
• “Sincerely,”
• “Thank you,”

Dos and Don’ts while writing an Email

A. Do’s

1. Personalize: Tailor Each Email to the Specific Company and Role

Generic emails often fail to capture a recruiter’s attention. Show that you’ve done your homework by addressing the email to the hiring manager by name and mentioning specifics about the company or job. For instance, refer to recent news about the organization or highlight how its values align with your career goals.

• Example:
  • Instead of: “I’m applying for the marketing role you posted.”
  • Say: “I’m excited to apply for the Digital Marketing Specialist position at XYZ Corp. Your recent campaign promoting sustainability aligns with my passion for eco-conscious marketing strategies.”

2. Proofread: Ensure There Are No Typos or Grammatical Errors

Errors in your email give the impression of carelessness, which can be a red flag for recruiters. Always proofread your content multiple times, or use tools like Grammarly or Hemingway Editor for assistance. Ask a trusted friend or mentor to review your email if possible.

3. Follow Instructions: Attach All Requested Documents in the Specified Format

Companies often specify certain requirements, such as attaching a resume in PDF format or including a cover letter. Failing to follow these instructions can disqualify your application outright. Double-check that you’ve attached all necessary files and that they are properly named (e.g., John_Doe_Resume.pdf).

• Tip: Save your documents in universally accepted formats (PDF or DOCX) to avoid compatibility issues.

4. Be Concise but Informative

Recruiters appreciate emails that are direct yet comprehensive. Clearly state your purpose, mention your qualifications briefly, and leave detailed explanations for your resume and cover letter. A concise email reflects your ability to communicate effectively.

5. Use a Professional Email Address and Signature

Your email address should reflect professionalism. Ideally, it should include your name (e.g., jane.doe@example.com). In the email signature, include your full name, phone number, and a link to your LinkedIn profile or portfolio if applicable.

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B. Don’ts

1. Avoid Informality: Use a Professional Tone Throughout

An overly casual tone, slang, or emojis can make you appear unprofessional. Even if the company promotes a relaxed work culture, your application email should remain formal. Reserve casual communication for later stages of the hiring process, if appropriate.

2. No Generic Emails: Customize Your Email for Every Job Application

Sending the same email to multiple companies, with only minor tweaks, can backfire. Recruiters can often spot generic applications and may view them as a lack of genuine interest in their organization.

• Example of a Generic Mistake: Forgetting to replace the company name in a copied email template.
• Solution: Mention the company name, job title, and specific aspects of the role that excite you in each email.

3. Don’t Exceed One Page: Keep Your Email Concise and Focused

Recruiters often have limited time to review applications. Avoid long-winded explanations or unnecessary details. Stick to the essentials:

• Your intent and excitement about the role.
• A summary of your relevant skills and achievements.
• A clear call to action inviting the recruiter to review your attached documents or contact you.

4. Don’t Forget to Name Your Attachments Properly

Ambiguously named files like resume.pdf or doc1.docx can frustrate recruiters. Instead, use a naming convention like FirstName_LastName_Resume.pdf.

5. Don’t Use Informal Fonts or Colors

Stick to professional fonts like Arial, Times New Roman, or Calibri, and avoid experimenting with colors or unconventional formatting. Flashy styles can distract from the content of your email.

6. Don’t Neglect a Call to Action

Always end your email with a clear invitation for further communication. For example, politely request an interview or express your eagerness to discuss your qualifications in detail. 

Common Mistakes To Avoid

1. Forgetting Attachments

One of the simplest yet most common mistakes is failing to include all necessary attachments, such as your resume, cover letter, or other requested documents. Many recruiters will dismiss your application outright if it lacks critical information, assuming you’re careless or inattentive.

• Tip to Avoid This Mistake:
  Before hitting send, review the job listing carefully to confirm the required documents. Then, double-check that the attachments are included and formatted correctly.
• Pro Tip: Use email tools or features that prompt you when the word “attachment” is mentioned in your email but no file is attached.
• Example:
  “Please find attached my resume and portfolio for your consideration.”
  Confirm that the named documents are indeed attached before sending.

2. Overloading With Information

While it’s important to highlight your qualifications, flooding the email with irrelevant personal details, unrelated work experiences, or overly verbose sentences can detract from the main message. Recruiters are often pressed for time and may lose interest if your email isn’t concise and focused.

• What to Avoid:
  • Long, unrelated anecdotes about your career or personal life.
  • Mentioning achievements that are not relevant to the job role.
  • Writing an overly detailed history of every job you’ve held.
• How to Keep It Concise:
  Stick to a few key points that directly address why you’re a good fit for the role. Reserve additional details for your resume or cover letter.
  • Use bullet points for clarity when listing accomplishments.
  • Save deeper discussions for the interview stage.
• Example of Overloading:
  “I grew up in a small town and have always been passionate about photography, which is why I took a year-long break from my career in finance to explore travel blogging before realizing my true calling in marketing.”
  • This is not relevant to a marketing role and distracts from your qualifications.

3. Failing to Use a Professional Email Address

Your email address is the first thing recruiters see, and an unprofessional one can leave a negative impression. Email addresses like cooldude123@gmail.com or partygirl90@yahoo.com might suggest immaturity or a lack of seriousness, no matter how qualified you are.

• What Makes a Professional Email Address:
  • Ideally, your email address should include your full name or a variation of it.
  • Avoid using unnecessary numbers or nicknames unless absolutely required.
• Examples:
  • Correct: john.doe@gmail.com
  • Incorrect: superstarjane1990@yahoo.com
• Quick Fix:
  If you don’t already have one, create a new email address specifically for job applications and professional correspondence. Platforms like Gmail or Outlook offer free accounts and easy setup.

4. Using an Inappropriate Subject Line

The subject line is your email’s headline—it determines whether the recruiter opens it or skips it. Avoid vague or casual subject lines like “Job Application” or “Need a Job.” Instead, be specific and professional, clearly stating your purpose.

• Examples of Effective Subject Lines:
  • Application for Marketing Manager Role – John Doe
  • Digital Marketing Specialist Application – Ref: #12345

5. Submitting Without Proofreading

Typos, grammatical errors, or poorly structured sentences can leave a negative impression on recruiters. Errors in a job application email may make them question your attention to detail or professionalism.

• Proofreading Tips:
  • Use tools like Grammarly or Hemingway Editor to check for spelling and grammar mistakes.
  • Read your email out loud to ensure it flows naturally.
  • Ask a friend or mentor to review your email for feedback.
• What to Look For:
  • Incorrect company names or job titles.
  • Spelling errors in attachments.
  • Missing or incomplete sentences.

6. Sending at the Wrong Time

Timing can influence whether your email gets noticed or buried under others. Sending your email late at night or during weekends might reduce the chances of it being seen promptly.

• Best Times to Send Emails:
  • Mid-morning or early afternoon on weekdays (Tuesday to Thursday are ideal).
  • Avoid weekends or public holidays unless specified otherwise.

By steering clear of these mistakes and taking time to craft a professional and thoughtful email, you significantly improve your chances of catching the recruiter’s attention and moving forward in the hiring process.

By focusing on these expanded do’s and don’ts, you can ensure that your email for job application reflects your professionalism, attention to detail, and genuine interest in the role, ultimately boosting your chances of securing an interview.

Study examples of email cover letters.

You may get started using sample email cover letters, but remember to personalize your message for each job posting. You won’t stand out from the competitors with an introductory email.

Check for errors and evaluate your message.

Writing your letters with the same attention to detail and accuracy that you do a printable message is equally crucial. To ensure the format is reliable, proofread your email for job applications before sending them.

What to include in your Job Application Email?

The following items should be included in your email for the job application to create a positive impact on the potential employer:

• What you’re emailing about?
• What you’re interested in as a job?
• Name, address, and phone number.
• Your academic background, professional experience, and training.
• The cover letter you submitted with your resume. The cover letter is not mandatory if it is written in the body of the email.
• A copy of your resume.
• Any other records specified by the employer as necessary in the job posting.

How to write an email for job applications?

​How to write job application email has become an important question these days. Each day, prospective employers get a tonne of emails. Unfortunately, hiring managers sometimes do not consider viewing the attachments with the email for job applications because they are poorly worded. Email writing for job application is also an important skill. So, here are some ideas to polish your skill and make your subsequent job application email better:

• Clearly state the subject line at first.

The topic line instructions are often provided in job applications. If not, be sure to explain your motivation for writing. A brief subject line can help guarantee that recruiters open your email for job applications because they receive many emails daily. Example: “Mark Williams – Marketing Manager Application,”

• A polite greeting should be used.

Address your email to the person(s) you anticipate receiving it from. You may do this by attentively reading the job application, visiting the business website, or even getting in touch with the business personally. Email the hiring manager if you cannot locate this information anywhere else. In addition, you may say, “To Whom It May Concern,” however, this may appear a little dated.

• Describe why you are writing this mail.

Specify why you are writing in the introductory section of your email. Don’t forget to state the position you are looking for expressly. You might also provide information about where you found the job opening and your motivation for applying. Try to project a sense of professionalism and friendliness because this is your time to catch the recruiting manager’s attention.

• Show that you fit in.

The reasons you’re a suitable match for their business must be discussed in your midsection. Describe in detail any particular abilities or expertise that makes you eligible for the position. Talk about any professional successes or accomplishments you have had. Include any previous employment responsibilities that may transfer to this new position in your explanation.

• Show your gratitude towards the recruiting manager.

In the concluding section, express gratitude to the recruiter for their time. Additionally, you may note in this part that your résumé and other relevant documents are included in the email for job applications. Write things such as, “It will be a pleasure to connect back with you and explore this possibility with much more clarity.”

• Use a courteous closing.

Add a closure to your email, like “Best” or “Sincerely,” to complete it. Put your full name in the closing.

• Email Signature

An email signature is another option. Below, you may add your contact details. Your name, contact information (including a mobile number and email address), and, in case you have one, the URL to your LinkedIn page should all be listed.

Examples of Email for Job Application

Subject: Chetan Menon – Application for Senior Marketing Manager Position

Dear Mr. Poddar,

This is your recent advertisement for a Senior Marketing Manager on your company website. Based on my marketing knowledge and experience, I believe I am qualified for this position and can add value to your company.

I have an MBA degree in marketing and more than 14 years of managerial experience in the marketing sector. I have been in charge of the marketing department personnel of renowned businesses in France, China, and India. Therefore, I have a lot of expertise in performing market surveys, creating marketing plans and campaigns, putting them into action, and analyzing results. I also have expertise in leading cross-departmental groups for significant marketing initiatives, budget and cost assessment expertise, and project management expertise. I am even well-versed in the use of social media for marketing initiatives.

For your consideration, I’ve included my resume and cover letter. Please contact me by phone or email if you require any further information.

I anticipate your response.

Thank you.

Kind Regards,

Chetan Menon

9898555521

chetanmenon@gmail.com

Template 2 – For Fresher Applicant

Someone who just graduated and didn’t have any professional experience may refer to this email format for applying for a job:

Subject: Ravi Roy – Application for Junior Software Developer

Dear Mr. Singh,

This relates to the Junior Software Developer job posting you made on Naukari.com. After carefully reading the job profile and qualifications, I believe I am an excellent candidate.

I received my B.Sc. in Computer Science two months ago. I have a solid understanding of HTML5, CSS, JavaScript, and C++ and have worked on projects for my personal and academic endeavours. Additionally, I know a lot about Microsoft Office software, email systems, operating systems, and databases. As a result, I can execute directions, perform effectively with a team, and quickly pick up new applications and technologies.

On my website, AnjaliMCoder.com, you can view two applications I built.

The email has a copy of my résumé attached. I appreciate you took the time to review my application documents. Please contact me if there are any questions about the details I provided.

Sincerely,

Ravi Roy

Phone: 765-5484-113

raviroy772@email.com

Is It Okay To Send A Cold Email For A Job Application?

Yes, it is generally acceptable to send a cold email for a job application, especially if you’ve identified a company you are interested in working for or if you believe your skills align with a particular job opening. However, it’s important to approach cold emailing for job applications with care and professionalism.

1. Identify the Right Person:

Finding the right contact is a crucial step in the process of applying for a job via cold email. Identifying and reaching out to the correct person increases the chances of your email being noticed and directed to the relevant decision-maker.  Research the company’s website, and LinkedIn, to find the right person to contact. This is often the hiring manager or someone in the relevant department.

2. Craft a Compelling Subject Line:

Create a subject line that is concise, specific, and attention-grabbing. Mention the job position or express your interest in contributing to the company.

 3. Introduction:

Begin with a polite greeting and a brief introduction of yourself. Mention where you found out about the job opening or why you are interested in the company.

4. Explain Your Interest:

The next key step in your cold email for a job application is to clearly explain your interest. This section of the email is an opportunity to showcase your enthusiasm for the company and the specific role you’re applying for. By effectively explaining your interest and value in the company, you demonstrate not only your enthusiasm for the position but also your understanding of the organization’s values and goals.

5. Personalization:

Personalization is a crucial aspect of a cold email for a job application as it demonstrates that you’ve invested time and effort to tailor your communication to the specific company and role. The more personalized and thoughtful your email is, the more likely it is to capture the attention of the hiring manager or recruiter.

6. Express Interest in Discussion:

Conclude your email by expressing your interest in further discussing how your skills align with the company’s goals. Mention your availability for a call or an in-person meeting.

7. Follow-Up if Necessary:

If you don’t receive a response within a week, consider sending a polite follow-up email expressing your continued interest in the position.

Conclusion

The post above addressed how to compose an email for job applications. Recruiters can receive job requests in various ways. Many prefer you send an email for job applications instead of using automated systems or submitting them in person. You should add a statement in your email demonstrating why you are a strong match for the position.

Frequently Asked Questions

Q.1 How to write email for job application?

Ans. The following things must be considered while writing an email for job applications.

• The subject of your email.
• What you’re looking for in a job.
• Name, postal code, and telephone number
• Your educational background, work history, and training
• The CV and cover letter you sent. If the cover letter is included in the body of the email, it is unnecessary to send it as an attachment.

Q.2 How do I send my CV by email?

Ans. To transmit something through email, take the following actions:

• Compose your CV and cover letter correctly.
• Create a subject line for the email for job applications.
• Create an email to submit along with your resume.
• Include your signature in an email.
• Also, attach your CV and cover letter in an email.

Q.3 How to write a mail for a job application?

Ans. The factor that must be considered while composing an email for a job application is the email’s subject line. Next, mention the merits you seek in a job. You must also include the name, contact information, and postal code. Next, specify your skills, employment history, and educational background. Finally, incorporate your cover letter and resume. It is not essential to upload the cover letter in case it is contained in the email’s text.

Q.4 What are the details to include in an email when applying for a job?

Ans. While applying for jobs, remember to mention your name, the designation you are applying for, and your skills, experiences and abilities. Along with these details, do add your contact details, address, email address, and LinkedIn details and last but not least, attach your resume.