How to Write Email For Job Application?

A photo of a notepad with handwritten tips for writing a compelling job application email, symbolizing the planning stage
A photo of a notepad with handwritten tips for writing a compelling job application email, symbolizing the planning stage

Eskritor 2024-02-12

Writing an email for a job or internship application requires attention to detail and professionalism. Here’s a step-by-step guide on how to write an effective job application email:

  • Use a clear subject line: The email subject line should be clear and specific. It should include the job title and your name.
  • Address the recipient: Use the appropriate salutation, such as “Dear Hiring Manager” or “Dear [Company Name] HR Team.”
  • Introduce yourself: In the first paragraph, introduce yourself and mention the position you are applying for. Also, briefly explain how you found out about the job opening.
  • Highlight your qualifications: In the following few paragraphs, highlight your qualifications, skill set, and experience that make you a good fit for the job. Include metric-driven achievements to demonstrate yourself being a valuable asset to the company.
  • Express your enthusiasm: Show your enthusiasm for the job and the company. Explain why you are interested in the position and what you hope to contribute.
  • Provide your contact information: Make sure to include your contact information, such as your phone number and email address. Also, include links to your LinkedIn profile or personal website.
  • Close the email: Thank the recipient for considering your application and express your willingness to answer any questions they may have. Use a professional sign-off, such as “Best regards” or “Sincerely.”
  • Attach your resume and cover letter: Make sure to attach your resume and email cover letter to the email. It is also possible to include them as PDF attachments or provide links to them in the email.
  • Proofread: Before hitting the send button, make sure to proofread your email for any errors or typos. You want to make an excellent first impression and show attention to detail.
  • Check different job application email examples on the internet from experienced professionals.
woman writing an email on her laptop

Here is a job application email sample:

Subject: Application for Marketing Manager Position

Dear Hiring Manager, or To Whom It May Concern,

I am writing to apply for the Marketing Manager position at XYZ Company, which I saw on your company website. I am a marketing professional with five years of experience in developing and executing successful marketing campaigns.

In my current role as Marketing Specialist at ABC Company, I have gained extensive experience in digital marketing, social media management, and content creation. I am also skilled in market research and analysis and have a strong track record of increasing brand awareness and driving sales.

I am excited about the opportunity to bring my skills and experience to XYZ Company and contribute to your marketing team’s success. Also, I am impressed with the company’s mission and values, and I believe my passion for marketing aligns well with your company’s goals.

Please find attached my resume and cover letter for your review. Thank you for considering my application. I look forward to the opportunity to discuss my qualifications further.

Best regards,

[Your Full Name]

What are Job Application Email Tips?

1. Prepare Your Documents

The first step in composing an application email is to get the documents you will include in the email ready to be sent. These will likely include your resume and cover letter as well as additional documents requested for the position such as examples of your work.

You should send your documents as a PDF rather than a Word document to ensure the recipient is able to open and view them. Include your full name in the title of each document so the viewer quickly sees who the documents belong to.

2. Compose Your Application Email

The next step is to compose the email you will send with your application documents. Use either use the email as your cover letter or include a copy of your cover letter with the email.

Include a salutation that addresses the recipient, one or two paragraphs that describe why you are writing and your qualifications, and a closing paragraph that includes your contact information and thanks for the recipient’s time.

You should also include a mention of the documents attached to the email. Additional information in the email is how you heard about the job opening and if/when you will follow up.

3. Choose A Concise Subject Line

The subject line of your application is important as it quickly allows hiring managers to see what the email entails. Since hiring managers receive so many emails for job positions, keeping your subject line as clear and concise as possible increases your chances of catching the attention of the viewer.

Consider a subject line such as “Your Name – Position you are applying for” or something similar to ensure the recipient knows exactly what your email is about.

4. Include Your Signature

Include an email signature at the end of your email that consists of your full name and contact information such as your phone number, email, online portfolio, and any social media profiles you wish to share with the recruiter.

5. Review Your Email Before Sending

Before hitting send, it’s important to review and proofread your email to ensure accuracy, professionalism, and correct grammar and spelling. Consider adding an online writing assistant like Grammarly to your browser to catch mistakes and make suggestions for improvement.

It’s also a good idea to send a test email to yourself to ensure your email looks good and has all the appropriate attachments. Once you are sure your application is perfect, send the email to the recruiter.

6. Use A Professional Email Address

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. You will 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

7. Choose A File Name for Your Resume

When you save your resume, include your name in the title so that the employer will know whose resume it is.

8. Show You Understood the Job Description Well

As a job seeker, you should know all the aspects of the job you are applying for, and you need to show this to your potential employer. Avoid cliche phrases such as “This is my dream job.” Use more formal language in your application letter. The details will be mentioned in the job posting.

What is Job Application Email Template?

A job application email template is a pre-designed format you use as a guide when writing an email to apply for a job. The template includes the essential elements of a job application email, such as the subject line, greeting, introduction, body, and closing.

Using a job application email template helps you organize your thoughts and ensure that you include all the necessary information to make a strong case for why you are the ideal candidate for the job. However, it’s important to remember to personalize the email to the specific job and company you are applying to and to highlight your relevant qualifications and experience.

Here is a template example:

Subject: [Position] Application – [Your Name]

Dear Mr./Mrs./Ms. [Hiring Manager’s Name],

I am writing to apply for the [Position] position at [Company Name]. With [Number of Years] years of experience in [relevant field or industry], I am confident that I have the skills and qualifications necessary to excel in this role.

In my previous role at [Previous Company], I [brief description of your responsibilities and achievements]. I am skilled in [relevant skills] and have experience with [relevant tools or software]. Also, I am a quick learner, able to adapt to new technologies and procedures.

I am passionate about [industry or field] and am excited about the opportunity to contribute to the success of [Company Name]. Also, I am impressed with the company’s mission and values and believe that my skills and experience align well with the company’s goals.

Please find attached my resume and cover letter for your review. If you require any further information, please do not hesitate to contact me. Thank you for considering my application.


[Your Full Name]

[Your Contact Information]

How To Write a Follow-Up Email After Applying for a Job?

Following up with a potential employer after applying for a job demonstrates your enthusiasm and interest in the position. Here are some tips on how to write a follow-up email after applying for a job:

  • Wait at least a week after applying before sending a follow-up email. This gives the employer enough time to review your application.
  • Use a clear subject line that indicates the purpose of your email. For example, “Following Up on [Position] Application” or “Checking on Application Status.”
  • Begin with a polite greeting, such as “Dear [Hiring Manager’s Name].”
  • Remind the employer of your application by mentioning the position you applied for and the date you submitted your application.
  • Express your continued interest in the position and the company.
  • Ask if there is any additional information you provide or if there is an estimated timeline for the hiring process.
  • Thank the employer for their time and consideration.
  • Include your contact information in case the employer needs to reach you.

Here is an example follow-up email:

Subject: Following Up on Marketing Coordinator Application

Dear [Hiring Manager’s Name],

I hope this email finds you well, I am writing to follow up on my recent application for the Marketing Coordinator position at XYZ Company. I submitted my application on [Date of Application], and I am very interested in this opportunity.

Firstly, I am excited about the possibility of joining the XYZ Company team and contributing to the company’s success. Also, I believe my skills and experience make me a strong candidate for the position.

I wanted to check in and see if there is any additional information I can provide or if there is an estimated timeline for the hiring process. I am available to answer any questions you may have and can provide references upon request.

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

Best regards,

[Your Full Name]

[Your Contact Information]

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