How To Write A Job Application Email – 10 Steps Guide

How to write a job application email is a question that many job seekers often ask. It is a simple question, yet a challenging one. If you miss any significant aspect, you might not get the job.

Email is a great way to apply for a job and can often get your foot in the door with a company.

10 Steps To Write A Job Application Email

When applying for a job, it is essential to follow the employer’s directions. If they have asked for a resume and cover letter to be sent via email, you should do so.

To write a job application email, you should keep a few things in mind.

1. Professional Email Address:

First, make sure that you have a clear and professional email address.

Something like “peachykeen1995” is unprofessional. It is not going to give the employer the best first impression.

If you do not have a professional email, make a free one right away with a professional username.

Email accounts are free and easy to set up, so there is no excuse for not having one.

2. Subject Line:

The subject line of your email should be clear and concise.

Something like “Job Application for Marketing Assistant” is a good option. It lets the employer know exactly what the email is about.

This can help them to determine if they want to open it or not quickly. Do not use a vague subject line such as “Question” or “Inquiry.”

It will decrease the chances of your employer reading the email. Usually, they get hundreds of them every day. It isn’t easy to read them all.

3. File Format For A Job Application Email:

When sending your resume and cover letter, make sure that they are in a standard file format such as:

– PDF

– Microsoft Word.

This will ensure that the employer can open them without any problems.

Please do not send your documents as images, as this can make them difficult to read.

PDFs are ideal since they maintain their formatting no matter what device they are opened on.

4. Greeting:

Start your email with a polite greeting. “Dear Mr./Mrs./Ms. Smith” is always an excellent way to begin.

If you do not know the name of the person you are emailing, you can use a generic greeting such as:

“To whom it may concern” or “Dear hiring manager.”

A professional greeting shows that you have taken the time to find out who you are emailing. Thus, you seem like someone taking the job application process seriously.

5. Body Of Email:

The body of your email should be brief and to the point. Here are some parts of the body you have to follow:

1. Reason For Email:

Start by thanking the employer for taking the time to review your application.

Then, let them know which position you are applying for—letting the employer know why you are emailing them.

For example:

“I am writing to apply for the Marketing Assistant position that I saw advertised on Indeed.com.”

2. Introduce Yourself:

Now, introduce yourself briefly. Include a sentence or two about your experience and skills.

For example:

“I have three years of experience working in marketing. And, I am confident that I have the skills to be a part of your company.”

3. Write Answer To “Why To Hire You”:

Include a sentence or two about why you would be the perfect candidate.

For example:

“I have much interest in environmental issues. Over the years, I have worked on several projects where I could put my passion to good use. I believe I am the right fit for this job.”

4 Attached Documents:

Next, let the employer know that you have attached your resume and cover letter to the email. Let them know that they can find them both in the attachments.

Write something like: “I have attached my resume and cover letter below. Please find the documents.”

5. End Body Of The Email:

Finally, end your email with a polite statement. It should show you are looking forward to the response.

State something like: “I am looking forward to hearing from you soon.”

“Thank you for your time and consideration.”

6. Closing:

End your email with a professional closing such as:

– “Sincerely,”

– “Best Regards,” or

– “Thank you for your time.”

7. Contact Information:

Include your contact information at the end of the email so that the employer knows how to get in touch with you.

Your name, phone number, and email address should all be included.

8. Signature:

If you are sending the email from your professional email account, include a signature with your contact information.

This is not necessary if you are using a personal email account.

9. Proofread:

Before sending your email, make sure to proofread it for any spelling or grammar errors.

It is also good to have someone else read over the email to catch any mistakes you may have missed.

You can ask your friends or family to read them and see if any mandatory changes are made.

Some save the email as drafts to read it after some and identify any potential mistakes.

10. Send Your Email:

Once it is all set, it is time to send your email and wait for a response from the employer.

After sending the email, you have to wait for 4-5 minutes if the email address is incorrect.

Several people send the email, close the laptop and then wait for a reply. BUT the email was not sent because the address was wrong.

They think the employer bailed on them. However, it is their fault for not putting the correct email.

The email server sends an email shortly after you sent the email telling you the email address was not found.

Thus wait for the email. If you do not get any, you are all set for that interview call soon.

Templates – To Write A Job Application Email

Here are some templates for you to take inspiration from:

Template 1:

Subject: Applying for the position of (name of post)

Hello (Name of employer),

I am writing to apply for the (name of position) position that I saw advertised on (website name).

I have (number) years of experience working in (field or industry). And I am confident that I have the skills to be a great asset to your team.

Also, I am passionate about (cause or issue). I have experience working in (customer service, teamwork, etc.). Thus, I believe it would make me the perfect candidate for this job.

I have attached my resume and cover letter below. Please find the documents.

I am looking forward to hearing from you soon.

Thank you for your time and consideration.

Sincerely,

(Your name)

(Phone number)

(Email address)

Example:

Subject: Applying for the position of Marketing Manager

Hello Hiring Manager,

I am writing to apply for the Marketing Manager position advertised on Indeed.com.

I have five years of experience working in the marketing field. Thus, I am confident that I have the skills to be a great asset to your team.

Also, I am passionate about environmental issues. I have experience working in customer service. And I believe it would make me the perfect candidate for this job.

I have attached my resume and cover letter below. Please find the documents.

I am looking forward to hearing from you soon.

Thank you for your time and consideration.

Sincerely,

John Doe

555-555-1212

john.doe@email.com

Template 2:

Subject: Applicant For Role Of [Name of the position]

To whom it may concern,

I am writing in response to your job opening for (name of position).

I am confident that I have the skills and experience required. My work experience includes (name the companies you worked for and what your roles were).

I am a hard worker with a go-getter attitude. And, I work well both independently and as part of a team. I am also proficient in (list skills relevant to the job opening).

Please find my resume and cover letter attached. I would appreciate it if you could take the time to review it.

I look forward to hearing from you soon.

Thank you for your time and consideration.

Sincerely,

(Your name)

(Phone number)

(Email address)

Example:

Subject: Applicant For Role Of HR Manager

To whom it may concern,

I am writing in response to your job opening for the HR Manager position.

I am confident that I have the skills and experience required. My work experience includes working as an HR Generalist for five years at ABC Corporation and XYZ Corporation.

I am a hard worker with a go-getter attitude. Also, I work well both independently and as part of a team. In addition, I am also proficient in using various HRIS systems and Applicant Tracking Systems.

Please find my resume and cover letter attached. I would appreciate it if you could take the time to review it.

I look forward to hearing from you soon.

Thank you for your time and consideration.

Sincerely,

John Doe

555-555-1212

john.doe@email.com

Bottom Line:

A job application email includes:

– The position you are applying for in the subject line

– A salutation

– An introduction

– Your qualifications

– A call to action

– Thank you

Writing a job application email is not as difficult as it may seem. Be sure to follow the tips and templates above. And, you are well on your way to impressing potential employers!

Last Updated on 1 year by Shahzaib Arshad