Let's cut to the chase: knowing how to write an email for a job is crucial in today’s job search game. Crafting the perfect job application email is a blend of creativity and strategy, distinguishing you from the competition.
In this guide, we'll show you how to craft an application email that stands out. You'll learn how to structure your message for the greatest impact, choose your words wisely, and personalize it in a way that makes recruiters stand up, take notice, and remember you. Did you know that 68% of hiring managers spend less than two minutes reading a job application e-mail? You need to make an impact quickly.
We'll also dive into the do's and don'ts of emailing applications so you can avoid common pitfalls. Plus, get insider tips on following up effectively without coming off as pushy or desperate. Let’s start turning those opportunities into offers.
Crafting an Effective Job Application Email
Shooting off an email has turned into the go-to method for applying, especially when it comes to smaller businesses. The key to standing out is to include a cover letter. Studies show attaching one can dramatically boost your visibility among applicants.
But what exactly goes into this kind of email? At its core, it's about clarity, personalization, and showcasing how you're the perfect fit for the opening. Diving deeper, we're going to dissect these components one by one.
The Importance of Including a Cover Letter
You might wonder if cover letters are still relevant given today’s fast-paced digital communication landscape. They are—and they offer an invaluable chance to explain why you’re not just suitable but exceptional for the role beyond what your resume outlines. Up to 47% of recruiters reject resumes that are not accompanied by a cover letter.
An effective cover letter within your application email serves as proof that you’ve done your homework about both position and company culture—a fact hiring managers greatly appreciate since it shows genuine interest and initiative. If you already sent a job interest e-mail, make sure to follow the employer's instructions on other aspects of your employment submission.
What Should You Include In Your Job Application Email?
Your job application email should present you as professionally and provide the recipient with all the necessary information to consider your application seriously. It should go without saying, too, that you need to use a professional e-mail address (nsyncfan4eva@yahoo.com isn't cutting it.) 79% of job seekers who use a professional email address receive more responses.
Here's what you should include in your job application email and why:
A Specific Subject Line
The subject line should be clear and specific, including the job title you're applying for and your name. This helps ensure the recipient knows the purpose of your email at a glance, increasing the chances it will be opened and read. Emails with personalized subject lines are 26% more likely to be opened.
Professional, Appropriate Greeting & Intro
Use a professional greeting. If you know the name of the hiring manager, address them directly (e.g., "Dear Mr. Smith"). If not, a general but respectful salutation like "Dear Hiring Manager" is appropriate. Personalizing the greeting when possible shows you've taken the time to research the company.
Briefly introduce yourself and state the purpose of the email, which is to apply for a specific position you have seen advertised or heard about. This sets the context for your email.
Fluff Free Body of the Email
Why You're a Good Fit: Explain succinctly why you are a good fit for the position. Highlight your most relevant skills, experience, and qualifications that align with the job description. This demonstrates that you understand what the role entails and have the necessary qualifications.
Your Enthusiasm for the Role: Express your enthusiasm for the role and the company. Mentioning something specific about the company or how you align with its values or mission can show that you've done your homework and are genuinely interested in being part of their team.
Professional Close
End your email with a professional closing such as "Best regards" or "Sincerely," followed by your name. Include your contact information, such as your phone number and email address, even though your email address will be visible in the email. This makes it easy for the hiring manager to contact you without having to search for your details.
Your Resume & Cover Letter
Attach your resume and a tailored cover letter to the email unless the job posting specifically requests a different format (e.g., no attachments, all information in the body of the email). Your cover letter should complement your resume by providing more detailed examples of how your experience and skills make you a great fit for the job. Mention in your email that you have attached these documents.
Note: while most hiring managers spend only a few minutes on your resume, you can expect a deeper dive on your LinkedIn! Make sure you beef this up and review it before you hit "send" on your e-mail.
I spend 25 times longer on your LinkedIn profile” than your resume, says That’s because the platform offers “a more comprehensive snapshot of a candidate’s professional journey. Unlike a resume, they’re not limited to one or two pages. I look at LinkedIn profiles both when I'm actively seeking out candidates and when I'm not.
-Lindsay Mustain, former Amazon recruiter and current CEO of career coaching company Talent Paradigm.
Don't Forget to Proofread
Before sending, proofread your email for any spelling or grammatical errors. This demonstrates attention to detail and professionalism.
Including these elements makes your job application email clear, professional, and informative, providing the hiring manager with a strong impression of your suitability for the role and your professionalism.
Pro tip: Send on a Monday, if you can! Emails sent on Mondays have a 30% higher response rate.
Note: If you have to write these types of emails a lot, then use the free Magical Chrome extension. Magical can save your email templates so you can call them up with one click. You can even personalize them with details like your recipient's name. Check it out:
How To Write An Email For A Job Application (Step by Step)
Writing a job application email requires a thoughtful approach to ensure you make the best possible impression on the hiring manager or recruiter. Here are step-by-step instructions to help you craft an effective and professional job application email:
Step 1: Research the Company and Position
- Understand the job description, required skills, and qualifications.
- Learn about the company's culture, values, and recent achievements to tailor your email content.
Step 2: Write a Clear and Specific Subject Line
Include the job title, your name, and the word "application." For example: "Application for Marketing Manager Position - [Your Name]".
Step 3: Start with a Professional Greeting & Intro
- If you know the name (spoiler alert, you should) of the hiring manager, use it (e.g., "Dear Mr. Smith").
- If not, use a general greeting like "Dear Hiring Manager" or "Dear [Company Name] Team."
- Briefly introduce yourself and state the purpose of your email.
- Mention the specific job title you are applying for and where you found the job listing.
- Confirm the job is still open. “Are you still hiring for . . . ?” initiates a dialogue and primes them for a reply, unlike unengaging intros like “I hope this finds you well” or “My name is . . . and I’m a . . .” Job seekers often feel a need to introduce themselves and meander through an intro. Don’t.
Give context to show you’ve researched the company. What is going on at the company and within their competitive market? This shows you’re interested and you have authentic reasons why you want to work there.
-Will Alred, Career Expert
Step 4: Explain Why You’re the Right Fit for the Job
- Highlight your relevant skills, experiences, and achievements that match the job description.
- Use specific examples to demonstrate your capabilities and how you can contribute to the company.
- Express your genuine interest in the role and the company.
- Mention something specific about the company’s work, culture, or values that excites you.
Step 5: Include a Professional Closing
- Thank the recipient for considering your application.
- Use a polite and professional closing, such as "Sincerely" or "Best regards," followed by your full name.
Step 6: Add Your Contact Information
- Beneath your name, include your phone number and any other relevant contact information.
- Ensure your email signature is professional and not overly decorative.
Step 7: Attach Your Resume and Cover Letter
- Politely inform the recipient that you have attached your resume and cover letter for their review.
- Make sure your attachments are correctly named (e.g., "Jane_Doe_Resume.pdf" and "Jane_Doe_Cover_Letter.pdf").
Step 8: Proofread and Send
- Carefully proofread your email for spelling, grammar, and punctuation errors.
- Check that all attachments are correctly attached and named.
- Send a test email to yourself to ensure everything looks correct.
Job Application Email Samples
Sample 1: Application for a Posted Job
Subject: Application for Graphic Designer Position - [Your Name]
Dear Hiring Manager,
I am writing to express my interest in the Graphic Designer position advertised on [Website/Company Site]. With a Bachelor’s degree in Graphic Design and over three years of professional experience, I am excited about the opportunity to contribute to [Company Name]'s creative team.
My portfolio, attached, showcases my expertise in Adobe Creative Suite and my ability to deliver compelling visual content. At [Previous Company], I successfully led a rebranding initiative, increasing customer engagement by 30%. I am particularly impressed by [Company Name]'s commitment to innovation and would be thrilled to bring my creativity and passion for design to your esteemed company.
Attached are my resume and portfolio for your review. I am eager to discuss how my background, skills, and enthusiasms can contribute to the innovative projects at [Company Name].
Thank you for considering my application. I look forward to the possibility of discussing this exciting opportunity with you.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
Dear Hiring Manager,
I am writing to express my interest in the Graphic Designer position advertised on [Website/Company Site]. With a Bachelor’s degree in Graphic Design and over three years of professional experience, I am excited about the opportunity to contribute to [Company Name]'s creative team.
My portfolio, attached, showcases my expertise in Adobe Creative Suite and my ability to deliver compelling visual content. At [Previous Company], I successfully led a rebranding initiative, increasing customer engagement by 30%. I am particularly impressed by [Company Name]'s commitment to innovation and would be thrilled to bring my creativity and passion for design to your esteemed company.
Attached are my resume and portfolio for your review. I am eager to discuss how my background, skills, and enthusiasms can contribute to the innovative projects at [Company Name].
Thank you for considering my application. I look forward to the possibility of discussing this exciting opportunity with you.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
Sample 2: Speculative Application
Subject: Inquiry About Potential Marketing Roles - [Your Name]
Dear [Recipient's Name],
My name is [Your Name], and I am a seasoned Marketing Specialist with a keen interest in [Company Name]'s work in the tech industry. After thoroughly researching your company, I am impressed by your innovative approach and would love to explore how my background in developing and executing successful digital marketing campaigns can support your team's goals.
Although I understand there may not be current openings in your marketing department, I am attaching my resume and a few case studies that highlight my contributions to increased brand awareness and revenue growth at my previous positions. I am particularly proud of my recent project at [Previous Company], which resulted in a 40% increase in online engagement over six months.
I would be grateful for the opportunity to discuss any future possibilities within your team that align with my expertise and passion for marketing. Thank you for considering my speculative application. I am looking forward to potentially contributing to your innovative projects.
Warmest regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
Dear [Recipient's Name],
My name is [Your Name], and I am a seasoned Marketing Specialist with a keen interest in [Company Name]'s work in the tech industry. After thoroughly researching your company, I am impressed by your innovative approach and would love to explore how my background in developing and executing successful digital marketing campaigns can support your team's goals.
Although I understand there may not be current openings in your marketing department, I am attaching my resume and a few case studies that highlight my contributions to increased brand awareness and revenue growth at my previous positions. I am particularly proud of my recent project at [Previous Company], which resulted in a 40% increase in online engagement over six months.
I would be grateful for the opportunity to discuss any future possibilities within your team that align with my expertise and passion for marketing. Thank you for considering my speculative application. I am looking forward to potentially contributing to your innovative projects.
Warmest regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
Sample 3: Referral from a Current Employee
Subject: Application for Sales Manager Role - Referred by [Employee's Name] - [Your Name]
Dear [Hiring Manager's Name],
I am writing to you at the recommendation of [Employee's Name], a valued member of your team, to express my interest in the Sales Manager position at [Company Name]. With over five years of experience in sales leadership and a track record of exceeding sales targets, I am enthusiastic about the opportunity to contribute to your team.
[Employee's Name] shared with me the emphasis [Company Name] places on fostering a collaborative environment and driving innovative sales strategies. In my previous role at [Previous Company], I led a sales team to achieve a 20% year-over-year sales growth by implementing dynamic sales tactics and fostering a culture of continuous improvement.
Please find attached my resume and a letter of recommendation from [Previous Employer/Professional Reference]. I am keen to bring my sales leadership skills to [Company Name] and contribute to achieving and exceeding your sales objectives.
Thank you for considering my application. I am looking forward to the possibility of discussing this exciting opportunity further.
Best wishes,
[Your Name]
[Your Phone Number]
[Your Email Address]
Dear [Hiring Manager's Name],
I am writing to you at the recommendation of [Employee's Name], a valued member of your team, to express my interest in the Sales Manager position at [Company Name]. With over five years of experience in sales leadership and a track record of exceeding sales targets, I am enthusiastic about the opportunity to contribute to your team.
[Employee's Name] shared with me the emphasis [Company Name] places on fostering a collaborative environment and driving innovative sales strategies. In my previous role at [Previous Company], I led a sales team to achieve a 20% year-over-year sales growth by implementing dynamic sales tactics and fostering a culture of continuous improvement.
Please find attached my resume and a letter of recommendation from [Previous Employer/Professional Reference]. I am keen to bring my sales leadership skills to [Company Name] and contribute to achieving and exceeding your sales objectives.
Thank you for considering my application. I am looking forward to the possibility of discussing this exciting opportunity further.
Best wishes,
[Your Name]
[Your Phone Number]
[Your Email Address]
Sample 4: Recent Graduate Applying for an Entry-Level Position
Subject: Application for Entry-Level Accountant Position - [Your Name]
Dear Hiring Manager,
As a recent graduate from [University Name] with a Bachelor's degree in Accounting, I am excited to apply for the Entry-Level Accountant position at [Company Name]. My academic background and internship experience have equipped me with a solid foundation in accounting principles and practices, and I am eager to bring my skills to your esteemed team.
During my internship at [Internship Company], I assisted with monthly financial statement preparation and developed a streamlined system for tracking expenses, significantly improving the efficiency of the accounting department. I am particularly drawn to [Company Name] because of your reputation for fostering professional development and growth opportunities for your employees.
Enclosed are my resume and transcripts for your review. I am enthusiastic about the opportunity to contribute to [Company Name] and to further develop my accounting skills under your guidance.
Thank you for considering my application. I look forward to the possibility of contributing to your team and learning from the esteemed professionals at [Company Name].
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Dear Hiring Manager,
As a recent graduate from [University Name] with a Bachelor's degree in Accounting, I am excited to apply for the Entry-Level Accountant position at [Company Name]. My academic background and internship experience have equipped me with a solid foundation in accounting principles and practices, and I am eager to bring my skills to your esteemed team.
During my internship at [Internship Company], I assisted with monthly financial statement preparation and developed a streamlined system for tracking expenses, significantly improving the efficiency of the accounting department. I am particularly drawn to [Company Name] because of your reputation for fostering professional development and growth opportunities for your employees.
Enclosed are my resume and transcripts for your review. I am enthusiastic about the opportunity to contribute to [Company Name] and to further develop my accounting skills under your guidance.
Thank you for considering my application. I look forward to the possibility of contributing to your team and learning from the esteemed professionals at [Company Name].
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Sample 5: Career Change
Subject: Career Change Application - Interest in Customer Service Manager - [Your Name]
Dear [Hiring Manager's Name],
I want to express my keen interest in the Customer Service Manager position at [Company Name], as advertised. Coming from a 10-year background in the hospitality industry, primarily in management roles, I am excited about the opportunity to transfer my extensive customer service, team leadership, and operational management skills into a new industry.
My experience managing a team of over 30 staff members at [Previous Company] has equipped me with a profound understanding of what it takes to deliver exceptional customer service and drive team performance. I am particularly impressed by [Company Name]'s commitment to customer satisfaction and would be honored to contribute to your team's efforts in enhancing customer experiences.
Please find my resume attached, which details my career achievements and the transferable skills that I believe will be beneficial in the Customer Service Manager role at [Company Name]. I am eager to bring a fresh perspective to your team, backed by a decade of experience in service excellence.
Thank you for considering my application. I am very much looking forward to the opportunity to discuss how I can contribute to your team and help achieve [Company Name]'s customer service goals.
Warm regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
Dear [Hiring Manager's Name],
I want to express my keen interest in the Customer Service Manager position at [Company Name], as advertised. Coming from a 10-year background in the hospitality industry, primarily in management roles, I am excited about the opportunity to transfer my extensive customer service, team leadership, and operational management skills into a new industry.
My experience managing a team of over 30 staff members at [Previous Company] has equipped me with a profound understanding of what it takes to deliver exceptional customer service and drive team performance. I am particularly impressed by [Company Name]'s commitment to customer satisfaction and would be honored to contribute to your team's efforts in enhancing customer experiences.
Please find my resume attached, which details my career achievements and the transferable skills that I believe will be beneficial in the Customer Service Manager role at [Company Name]. I am eager to bring a fresh perspective to your team, backed by a decade of experience in service excellence.
Thank you for considering my application. I am very much looking forward to the opportunity to discuss how I can contribute to your team and help achieve [Company Name]'s customer service goals.
Warm regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
Bonus Tips:
- Do yourself a favor and read the job description-carefully. Many f-ups happen simply by not reading this thoroughly.
- If you haven’t heard back after a week or two, consider sending a polite follow-up email to inquire about the status of your application.
- Use a professional email address (ideally, your name or a variation of it).
- Keep the email concise and to the point, aiming for no more than three to four short paragraphs.
- Tailor each job application email to the specific job and company—avoid generic applications.
- Immerse yourself in the essence of the company's ethos. This means spending time on their website, checking out social media profiles, and reading up on any recent news articles about them.
- What values do they hold high? How do they communicate online? Mimicking this tone in your email will show that you're not only familiar with their work environment but are also a good fit.
- Incorporating details specific to the job opening or mentioning something insightful about an informational interview indicates genuine interest. If applicable, share briefly how past experiences have prepared you for this role specifically addressing skills required mentioned in the job listing.
- Talking about projects or achievements that align with what you've learned about their operations or goals demonstrates not just compatibility but initiative—a quality every employer appreciates.
A Final Word
Mastering how to write an email for a job is more than just a skill; it's your ticket into the door of your hope-to-be employers. Hiring managers get between 200-300 applications for every job opening. All the little details that make your application stand out matter.
If you want to make your job hunt and job application emails much simpler, try the free Magical Chrome extension. Magical can store the templates above or you can create your own with Magical AI and call them up with one click. It even instantly personalizes your emails with details like your recipient's name. Try it yourself today!
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