Job Application Email: Writing Tips and Examples

A well-written job application sets you apart from the rest. It leaves a positive impression on the employer and showcases your enthusiasm for the position. It also displays your seriousness. It is almost as important as your resume. Your job application email gives the hiring manager an idea of your interest in the job opening. You will be taken into consideration for the interview process. If you approach the recruiter through a beautifully written email, your chances of getting selected increase, which also makes a good first impression. It also sets the tone for future interactions.

Preparing to write your job application email

When a job opening interests you, first of all, conduct thorough research about the company and the role you are applying for. Understanding the job description is necessary to identify relevant skills that align with the job requirements. A review of the company culture will help you assess whether you can fit into the atmosphere of the company. Once you are done with this process, the next step is to craft your email. 

Structuring your job application email

1. 1. Crafting a compelling subject line: Designing a structured email compels and impresses the reader. Take your time and craft a decent job application email. The most vital section is the ‘subject line’. Write a clear subject line that should be precise and to the point. State the reason for writing the email.

Example:

Subject line: Application for the post of content writer at (company name)

Don’t make the subject lengthy or complicated. Use formal tone and dont forget to mention the post you are interested in. Include a salutation. Address the concerned person mentioned in the job description, or you can generally use ‘to whom it may concern’ or ‘to the hiring department’.

2. 2. Writing the opening paragraph: Directly start the first paragraph by mentioning your name and the objective of writing the email. Refer to the position you are applying for. You can also include your amount of experience, current position, and the person who referred you (if any).

Highlighting your qualifications

Describe your highest educational qualifications. Highlight the relevant skills and your work experience. If you have done internships or attended workshops, demonstrate what you have learned. Explain how you have contributed to your previous company.  Tailor this section to correspond to the job description. The best way to do this is to use the keywords mentioned in the description itself. 

Closing your email

As you conclude, express gratitude and enthusiasm for collaborating with them. Convince them of your eagerness for the role. Reiterate your purpose for writing and what makes this company different. State that you have attached the stated necessary documents. Mention your availability for further steps. 

Including attachments and links

Make sure you attach all the required documentation, such as a cover letter, resume, and certifications. Include links to your portfolio or LinkedIn profile. Follow proper attachment etiquette to display professionalism.

Examples of effective job application emails

Let us now look at some sample job application emails in different scenarios:

Example for an entry-level position

Subject: Application for the position of junior video editor Dear hiring department, My name is Rakshith, and I am writing to apply for the post of junior video editor at your company. I recently graduated with a degree in video production. I am impressed with the quality of the videos generated by the company and the views it garners every time a video is out. Since my graduation, I have taken video editing courses that have honed my skills and improved my creativity. I have also done an internship in video editing to gain practical knowledge. By collaborating with your company, I am sure I can further develop my skills and contribute to the company’s growth. My work ethics, passion, and enthusiasm have given me confidence that I would be a strong candidate for this role.I have attached my cover letter, resume, and portfolio link. I am eagerly looking forward to hearing from you. Thank you for considering my application. Sincerely,Rakshith(Phone number)(Email id)(Portfolio link)

Example for a mid-career change

Subject: Application for the post of content writer Dear Mr. X, I am writing to apply for the post of content writer. My name is Rachana, and I am currently working as an English teacher at XYZ Public School. I have over four years of experience teaching and interacting with students.  I have always had a strong passion for writing and am now in a position to switch careers as a full-time content writer. As an English teacher, I am well-versed in grammar rules and hold a strong grip over the language.  I am sure that this new position and working with your company, will offer me a new experience. I am eager to enhance my writing skills and add value to the company in my own unique way. I have attached my cover letter, resume and freelance writing samples for the review. I look forward to discussing my goals and role in the interest of the company. Best regards,Rachana(Phone number)(Email id)(Freelancae articles link)

Example for a senior-level position

Subject: Application for the post of Senior Consultant  Dear hiring department, My name is Sangeeta and I am writing to apply for the role of Senior Consultant in your company. With over ten years of experience in the consulting field, I have gained enough experience and possess in-depth knowledge about the role. I have provided advice and guidance to clients on various aspects of their business. I played an important role in realizing my clients’ strategic goals. I strongly resonate with your company’s aspirations, which have driven me to apply for this position. My expertise in networking, providing satisfactory guidance, and pragmatism will definitely allow me to contribute to the company’s needs. I am available to discuss my skills and role at your convenience. I look forward to working with you. I have attached my resume and LinkedIn ID for your review. Sincerely,Sangeeta(Phone number)(email id)(LinkedIn profile link)

Conclusion

Few companies still invite job applications via emails. So it is essential to make it eye-catching. Mention your relevant skills and experience and attach the necessary documents. Make sure you demonstrate professionalism through your language and the choice of words. Proofread it before hitting the send button. Add only authentic and accurate information. Also, provide your correct contact details.   

Happy job hunting!

Frequently asked questions (FAQs)

How long should a job application email be?

A job application email should be crisp and to the point. It should be organised and structured in the following manner:

• • Subject line

• • Salutation

• • First paragraph: State your name and purpose of writing

• • Second paragraph: Highlight educational qualifications and relevant experience

• • Third paragraph: express gratitude and mention attachments

• • Closing: express your eagerness to join the company.

• • Signature: Include contact information

Is it okay to follow up if I don’t hear back?

Yes, it is definitely okay to follow-up after an appropriate amount of time. Wait for one to two weeks before sending another one. Your follow-up email has to be brief and polite. Refer to the initial email sent and the purpose of writing the current email. 

What should I do if I don’t have a name to address the email to?

Firstly, identify the name you should be referring to in the job application details. If you don’t find any names, you can professionally greet using some general terms. For example,

• • Dear hiring manager,

• • To whom it may concern,

• • Dear hiring department,

• • To the recruitment team, 

How formal should my job application email be?

The tone and style of writing should display professionalism. Therefore, in the salutation, address the person or the team respectfully. Proofread for grammatical errors and punctuation faults. Use very formal language and avoid slang. Don’t use contractions like I’m, I’ve, etc. Maintain a respectful tone using phrases such as ‘Thanks for the opportunity, I am eager to work with you’, etc.

Can I use a job application email template? 

Yes, a job application email template can be used to get an idea and follow a proper structure. However, add your personal touch to it by highlighting your relevant skills, work experience, and educational qualifications. Use the keywords included in the job description and do research to find out what interests you about the company.