4 Winning Email Templates for Your Next Job Application

When you're applying for a job, sending an email with your application, resume and cover letter is a crucial part of the process. You want to set the tone early that you're professional and the right fit for that position. But if you're applying for several jobs at a time (it can take 21-80 job applications before you get hired), it's helpful to have a template to fall back on - thank goodness for job application email templates.

Your email isn't just another item in a hiring manager's inbox; it’s a virtual handshake, as important as wearing your best suit to an interview. And when you consider that 118 applicants on average apply for an open job post, you need to stand out in the best way - without stressing yourself out. 

The stakes are high when you apply for a new job, and it all starts with the initial e-mail. Around 33% of recruiters decide whether or not to hire a candidate based on the first email they receive, so you need to make a solid first impression that paves the way for the next steps. 

This blog will help you craft an email template for a job application that impresses. We'll give you example templates you can use and tips for making an impression on hiring managers. 

What Should Your Job Application Email Include?

In the modern era of AI and automation software, applying for jobs has become a streamlined process. However, it's essential to know how to structure an effective job application email that will grab the hiring manager's attention.

A successful job application email typically includes several key components:

• Your Name and Contact Information: Always start with your full name followed by your contact information. This can be in the form of an email signature, which also lends professionalism to your correspondence.
• The Hiring Manager’s Name (if known): If possible, address the hiring manager directly. It shows you've done some research about who might read your letter.
• A Clear Subject Line: The subject line is crucial as it gives a quick overview of what the email contains. Make sure it clearly states that this is a job application along with relevant position details.
• An Engaging Opening Paragraph: The opening paragraph needs to capture their interest right away - mention where you found out about the opportunity or if someone referred you.
• Some type of personalization: 75% of HR managers report that a personalized message is more likely to get their attention
• Body Text That Highlights Your Skills and Experience: This part should align with what they're looking for based on their advertised requirements.
• Your CV and cover letter (if applicable): If the job you're applying for requires a cover letter, make sure it's included in the email attachments. Check to see what format the documents should be in. 

Tips For Making Your Job Application Email More Effective

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Your job application email is like the opening act of a play. It sets the scene and, if done right, captivates the audience from the get-go. Creating an email that presents your qualifications and displays you as a compatible candidate for the job and corporate environment is vital.

Keep a good system since you'll be applying for multiple jobs, too. 

A simple tracking sheet on Excel will do. Wanna take it one step further? Use a job application tracking software: it is like a CRM but for job applications. Example: JibberJobber, JobHero, and Huntr. It is a great tool for people who take their job search seriously and tailor their resumes and cover letters to the jobs they are applying to.

-Elssy Khnayzir, Resume Writer 

Having the right elements in your job application email will ensure you're hitting all the right notes with hiring managers. Here's some of the things your job application email should include:

1. A clear subject line 

Clear and direct, mentioning the job title and your name. Always refer to the job listing because oftentimes there will be instructions for what to include for the subject line. If the hiring manager or company has requested specific subject lines, use them and don't deviate at all from their request. 

2. A professional salutation

Address the hiring manager or recruiter by name if known. Remember these aren't your buddies (no "what up bro?"). Keep it professional.

3. A strong intro 

Briefly introduce yourself and state the purpose of the email. Get to the point quickly. Remember hiring managers have hundreds of email applications to go through.

4. Talk about your relevant skills

Highlight your relevant skills, experience, and why you are a good fit for the position. Don't bore the hiring manager talking about your bowling accomplishments. Only discuss your skills that relate to the position you're applying for.

5. Remember to attach your resume and cover letter

Mention that your resume and cover letter are attached (or included if the company prefers inline attachments).

6. CTA

Now you may be wondering "why do I need a CTA in a job application e-mail? Isn't it obvious that I want a job?" You need it because you want the hiring manager or recruiter to do something, right? You want them to read your resume and give you thoughtful consideration. If you can, draw a connection between what you have to offer and how that can serve their team or organization. 

7. A professional closing

End the email with a professional closing statement. You can keep this one short and sweet, since you've already provided a lot of info in the previous paragraphs. 

8. Proofread over and over

This part is sadly overlooked by many job applicants. Going over your job application email with a fine toothed comb is gonna matter to hiring managers. Check every line, every word. Make sure nothing is missing or misspelled.

NOTE: I cannot stress this enough: Always refer to the job listing for details on what to include in your email. This will send a message to hiring managers that you can follow directions and won't waste their time. Remember to keep the email concise, professional, and focused on how you can contribute to the company.

9. Confirm you've got a professional signature 

That sarcastic quote you love is fine for personal messages, but it doesn't cut it when applying got jobs. Include your name, email address, and phone number in your signature. Remove anything that feels too personal. 

Always Use a Professional Email Address

A professional email address acts as your digital business card. Think about it—it’s often the first thing hiring managers see when they receive emails. A quirky or informal email account might be fun among friends, but it doesn't make a good impression in the professional realm where every detail counts.

To avoid getting off on the wrong foot, use an email template that begins with something straightforward—like 'firstname.lastname' at a popular domain—and leave those nostalgic nicknames behind. This small step can greatly influence how potential employers perceive you even before they open your attached resume or cover letter. 

Don't forget about following up 

You've sent out what feels like countless applications and now comes another daunting task—the follow-up email. But here’s some food for thought: well-timed follow-up emails can be just as important as sending job applications themselves.

 They remind hiring managers who are sifting through piles of CV files that you’re still interested and keep you fresh in their minds. 50% of job applicants do not send a follow-up email after submitting their application. Don't fall into this camp: reach out and give the hiring manager another opportunity to look at your materials if they haven't yet.  

Just like you'd follow up via e-mail after a job interview, make sure to circle back in the early stages of the process, too. 

A simple "Just checking in" message one to two weeks after applying lets them know you care about this opportunity without crowding their inbox too much—a delicate balance indeed. If you want to go the extra mile, include some more personalization about the role or the company. 

Maintaining professionalism in follow-up notes is pivotal for an effective HR job search. Timely responses, concise and clear communication, a professional tone, and personalized content are key. Respond promptly, express continued interest with clarity, and customize each note to the specific interaction

-Melanie Mitchell Wexler, Career Coach 

Job Application Email Templates

Your job application email is more than just a message; it's your digital handshake with the potential employer. It’s where you get to make your first impression count in today's competitive job market. Here's some templates you can use so you don't run yourself ragged with new emails for every job you apply for.

Note: You can tinker with these templates to fit your details. Then store them in your Magical software so you can use it at the click of a button.

Template 1: General job application email

Subject: Application for [Job Title] - [Your Name]

Dear [Hiring Manager's Name],

I am writing to express my interest in the [Job Title] position listed on [Where You Found the Job Posting]. With a background in [Your Field or Major] and experience in [Specific Experience or Skill], I am excited about the opportunity to contribute to [Company Name].

My experience at [Previous Company or Relevant Experience] has equipped me with a multitude of skills, including [Mention a Key Skill] and [Another Relevant Skill], making me a suitable candidate for this role. [Mention any significant achievement or project related to the job].

Enclosed is my resume that further outlines my qualifications. Thank you for considering my application. I look forward to the possibility of contributing to the innovative team at [Company Name] and am eager to discuss how my background, skills, and enthusiasm align with the needs of your team.

Best regards,

[Your Full Name]

[Your Contact Information]

Template 2: For a new graduate looking for their first position

Subject: Application for [Job Title] Position - [Your Name]

Dear [Hiring Manager's Name],

I am writing to apply for the [Job Title] position at [Company Name], as advertised on [Job Board/Company Website]. As a recent graduate from [Your University] with a degree in [Your Major], I am eager to apply my academic knowledge and passion for [Industry or Field] in a professional setting.

During my time at [University Name], I honed my skills in [Key Skills Relevant to the Job] and was actively involved in [Any Relevant Extracurricular Activities or Projects]. These experiences have equipped me with the ability to [mention how these experiences make you suitable for the job].

Attached is my resume for your review. I am enthusiastic about the opportunity to join [Company Name] and contribute to [specific company project or goal relevant to the position]. Thank you for considering my application. I look forward to the opportunity to discuss how my educational background and enthusiasm for the field make me an excellent fit for this role.

Sincerely,

[Your Full Name]

[Your Contact Information]

[Your LinkedIn Profile - if available]

Template 3: For someone applying for a remote position

Subject: Application for Remote [Job Title] - [Your Name]

Dear [Hiring Manager's Name],

I am excited to apply for the Remote [Job Title] position at [Company Name], as advertised on [Job Board/Company Website]. With my background in [Your Field or Major] and my proven ability to work effectively in remote settings, I am confident in my ability to contribute significantly to your team.

In my previous roles, I have successfully [mention any relevant remote work experience or accomplishments]. My home office setup, including [mention any specific software or tools you are proficient in], enables me to maintain high productivity and efficient communication.

Enclosed is my resume for your review. I am enthusiastic about the opportunity to leverage my skills in a remote environment at [Company Name]. Thank you for considering my application. I look forward to discussing how I can contribute to the ongoing success of your team.

Best regards,

[Your Full Name]

[Your Contact Information]

[Your LinkedIn Profile - if available]

Template 4: For someone applying for a new position with a previous employer

Subject: Application for [Job Title] - [Your Name], Former [Your Last Position] at [Company Name]

Dear [Hiring Manager's Name or Former Supervisor],

I hope this message finds you well. I am writing to express my interest in the recently advertised [Job Title] position at [Company Name]. Having previously worked as a [Your Last Position] within the company, I am excited about the opportunity to rejoin the team and contribute to [specific project or company goal].

During my previous tenure at [Company Name], I gained valuable experience in [mention specific skills or experiences related to the new position], which I have since further developed [mention any relevant experience or skills gained since leaving the company]. I am particularly drawn to this role due to its focus on [mention specific aspects of the job or projects you are excited about].

Enclosed is my updated resume for your review. I am enthusiastic about the opportunity to bring my enhanced skills and fresh perspectives back to [Company Name]. Thank you for considering my application. I look forward to the possibility of contributing to the team once again and furthering the company’s goals.

Warm regards,

[Your Full Name]

[Your Contact Information]

[Your LinkedIn Profile - if available]

Tips For Writing Cover Letters 

They might seem outdated or generic, but plenty of companies still ask for cover letters. If the employer asks for one, include it. 

A well-written cover letter nestled within your application email serves as an elevator pitch explaining why you’re a valuable asset—a perfect fit—for their team. 

Make sure to echo key points from both the job description and posting without regurgitating information verbatim; after all, they already know what they wrote. Instead, spend time showcasing how your skills mesh seamlessly with their needs while sprinkling in real-life examples illustrating how past experiences prepare you for success in this new role.

Tips for Including Video Introductions

Increasingly, companies ask for short videos about the applicant, especially for remote roles. These are usually quite short, but can really pack a punch when you spend the time writing a script and filming it. Keep these tips in mind: 

• Write a brief script or bullet points of what you want to mention, including any details they've asked for 
• Make sure there's no background noise when you record 
• Showcase a professional background and good lighting 
• Talk about why you've applied for the role and why you're a good fit 
• Mention something unique about yourself to seem memorable (but keep it professional) 

Leveraging LinkedIn Profile Connections Strategically

In addition to formal applications via email account submissions—and aside from traditional cover letters attached alongside resumes—it may be worth exploring informational interviews obtained through leveraging network contacts such as LinkedIn profile connections which can offer insider insights not typically found within public domain listings alone.

Don't underestimate the powers of LinkedIn: around 80% of jobs are filled through networking, often initiated through email contact or LinkedIn. 

Highlighting Your Work Experience Strategically

Your work experience isn't just a list of past jobs—it tells a story about what you bring to the table. When aligning this with the job description, think like an engineer applying engineering concepts: every piece must fit perfectly within the whole structure. When applying for a job with your resume over e-mail, keep these tips in mind. 

Tailor your cover letter and resume so that each skill set plugs directly into what they're looking for—like solving a puzzle where you are the missing piece they didn't know they needed. Always tie your work tasks to an achievement, such as: 

• I reduced customer service turnaround time from 3 business days to 24 hours. 
• I implemented project management tools that saved every employee 5 hours per week
• I increased revenue by 20% in my first 90 days

Here's where you clearly speak to your abilities, results and impact specific to the job opportunity. Far too many applicants create a resume that is 'traditional' in form. It's not just about listing your job responsibilities. It's about what you've done, the results you've delivered.

-Melissa Hodgins, Career Success Coach 

Tying in relevant documents goes beyond attaching them; mention how these documents reflect not only qualifications but also show initiative and thorough understanding of the role at hand. Remember that managers receive countless applications—your tailored resume should light up their inbox as if it’s signaling “this is exactly who we've been searching for.”

Now You Can Apply For Jobs With Ease

Remember, the right email template for job applications can be your foot in the door. Keep it professional; start with a solid subject line and follow through with clear, concise content.

What you say and how you say it means so much, especially when you consider the fact that hiring managers see hundreds of job applications every week. So take these templates and make them your own. Add your own polish and details that will make it stand out even more. 

And keep Magical in mind when crafting and storing your job application email templates. Magical is a free Chrome extension that helps you with all your repetitive tasks. Download it here - it's free!