There are different ways to apply for a job. Some companies still prefer paper-based job applications, while many organizations now rely on Applicant Tracking Systems (ATS). However, among the different methods of sending applications, sending an email for a job application is the most popular option.
Sending emails is hassle-free and quick for candidates. Moreover, it allows recruiters to save, retrieve, and share details easily to make hiring decisions. However, applicants need to make sure that their job application emails are well-written and sound professional.
This blog will dive deeper into what it takes to write an impressive job application email and increase your chances of getting hired. We have also shared two samples, one for freshers and one for experienced professionals, to help you write a standout application the next time you apply for your dream job.
Tips on How to Write an Email for Job Application
When you write an application for job by email, you need to pay heed to different points. This includes writing a relevant subject line, mentioning all the necessary details, reviewing the application, attaching the required documents, etc.
1. Write a Clear Subject Line
Many job applications already direct candidates on how to write the subject line. However, if there are no directions, create an eye-catching and impactful job application email subject. Hiring managers receive hundreds of emails every day, so a clear subject line helps them understand the purpose of your email and the role you are applying for.
A precise and clear subject line is crucial for any job application, no matter how impressive your resume and cover letter are. No hiring manager will bother to open an email with an unclear or confusing subject. They are your first impression and must win their attention at once.
Here’s an example of a subject line for applying for a job:
Your Name- Job Title
John Lewis- Application for the Product Manager Role
The subject line should be brief, professional, and relevant. Make sure that you read the job posting carefully in case the hiring manager has asked applicants to use a specific subject line and format.
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2. Keep It Simple
Any recruiter spends a few seconds to look at every email. So, if you want your job application to stand out and get selected, you need to keep it simple, to the point, and clear. Your job application email should have short 3-4 paragraphs, each containing 3-4 sentences. Start with a brief introduction, then write the main body, and end it with a strong closing paragraph. This will enable the recruiter to skim for and find the details they are looking for.
Also read: Top 20 HR Interview Questions And Answers in 2024 (With Sample)
3. Include a Formal Salutation
Another important tip for writing a job application email is to read the job description and check the name of the hiring manager to know to whom to address your email. Most times, the job posting contains the name of the hiring person. If not, you can go through the company website or research the company’s LinkedIn profile.
If you can’t find any information regarding the hiring manager, keep the salutation generic. You can use a simple ‘To Whom It May Concern,’ but it may sound a bit antiquated.
4. Include a Cover Letter in the Job Application Email Body
Hiring managers mostly skim through emails and cover letters without reading them in detail. So, if your email is too lengthy, don’t expect them to read every word of it. However, there are a few points that can help you grab their attention. Keep the tone professional and be polite. You can use the email as a cover letter, too, or attach a separate one. Your cover letter should be short, and your job application email content should include only relevant information, such as qualifications, skills, and experience.
5. Explain the Purpose of the Email
Get directly to the point from the first sentence and explain why you are writing this email. Mention the exact job title or job referral code you are applying for. It is also recommended to write where you saw the job posting and why you are interested in the role.
State who you are, your years of experience, what makes you an ideal candidate, and your current job title. If someone has referred you, mention their name. This is your chance to capture the attention of the hiring manager and make the best of it by writing a compelling email.
Also read: Top 15 Highest Paying Jobs in India for 2024 (Revealed)
6. Personalize Your Email
When a person reads his/her name in the email, they tend to be more attentive while reading it. The same is true for hiring managers. So, the next tip on how to write a job application email is to personalize it. Address it to the hiring manager to engage them. You can check the person who posted the job opening on LinkedIn or check the company’s LinkedIn page and posts to know more about the hiring team.
7. End It with a Convincing Closing Paragraph
After learning the details of including the email for a job application, it’s time to understand how to end it in a way that leaves a lasting impression on the recruiter. Close the email by encouraging the hiring manager to reach out to you. Restate your interest in the job role and mention why you are a perfect candidate for the position.
A compelling closing statement should present you as a confident candidate but not desperate. Stay professional, and be clear that you will be happy to appear for a personal interview. However, don’t stress on it too much. Sign off with a formal and courteous ending, such as Thanks & Regards, Sincerely, or Best Regards.
Here’s an example of job application email closing paragraph.
I have attached my resume and cover letter for your perusal. I’ll be glad to appear for the interview for further discussion regarding my experience, expertise, and qualifications.
Thank you for your time.
Thanks & Regards
John Lewis
8. Mention Your Contact Details at the End
While concluding the email, reiterate the purpose of writing it and mention your interest in the role and company. Mention the documents you have attached in the email and your availability for the interview.
Add your full name, digital signature, contact details, LinkedIn profile URL, website address (if any), social media profiles, and portfolio link.
9. Attach All the Documents
Write a strong and impressive cover letter and CV. Attach them along with other documents to your email to send to the recruiter. You can share them either as Microsoft Word Documents or PDFs. Make sure that each document is correctly titled and has your name so the hiring manager can pick the document they need.
Also read: Strengths and Weaknesses for Job Interviews (With Examples)
10. Proofread and Edit the Email and ‘Send’
Although we have covered what to write in job application email, there’s one small yet crucial step that you can’t miss- proofreading. Before you send the email, go through the content carefully and check it for any typos, grammatical errors, and spelling slip-ups. Read it aloud to make sure it is well-written and professional. This can be your dream job, and you don’t want to make any mistakes, so read the cover letter and email at least 3-4 times to be sure it is error-free.
You can ask a friend or family member to proofread it and run a grammar check. The hiring manager should be impressed by your attention to detail.
Job Application Email Samples 2024
Here are two job application samples, one for a fresher and one for an experienced individual. These samples will help you determine the tone and language to use while writing an email to the hiring team.
1. Job Application Email by a Fresher
Subject- Application- Junior Web Developer- Karan Kapoor
Dear Hiring Team
My name is Karan Kapoor, and I’m writing this email in reference to the vacancy of Junior Web Developer in your organization. I have recently completed my B.Tech from XYZ College.
I’ve been following your organization for a few months and am impressed with the company’s culture, work ethic, and growth. Its mission to make a meaningful impact has influenced me significantly, and it would be my honor to work for such a reputed firm.
During my graduation, I did a one-year internship where I worked on two web development projects- one for an e-commerce platform and the other for an interior design firm. I was involved in backend and frontend development. It helped me gain hands-on experience and build a strong portfolio that I am sharing with this email.
I have always been interested in learning new technologies and trying to stay updated with the latest trends. Also, I have always welcomed challenges as they help me learn and become better in my work. I am a team player with a strong dedication to my work. I believe that I will be a suitable candidate for the role of Junior Web Developer in your organization.
I have attached my portfolio and CV below for your perusal. I’m available to discuss my experience and skills at your convenience.
Regards
Karan Kapoor
555-555-5555
2. Job Application Email by an Experienced Professional
Subject Line- Content Editor Application: Ashna Khanna
Dear Mr. X
I’m writing this email to apply for the role of Content Editor in your organization. My name is Ashna Khanna, and I have been working as a Content Writer and Editor for six years now. I am involved in strategizing, creating, and revising compelling content for different digital platforms, including websites, social media, blogs, etc.
Currently, I am working as an Editor at ABC company, an advertising firm in Delhi that serves several reputed clients across multiple industries. I am handling projects for four clients, ranging from an e-commerce website, an ed-tech firm, a restaurant, and a healthcare website.
My primary responsibilities include creating weekly content plans, editing content written by writers, checking and reviewing social media posts, reviewing graphics for blogs, and coordinating the content team.
I am looking forward to growing in my career and finding an opportunity where I can contribute to the best of my efforts. I believe that your company’s vision aligns with my professional goals.
Please find my CV and portfolio attached to this email. I will be happy to discuss the role and other details.
Sincerely
Ashna Khanna
555-555-5555
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Conclusion:
Writing an effective job application email is a crucial step in your job search journey. It’s your opportunity to make a strong first impression. Keep your email concise, personalized, and professional, ensuring that it highlights your suitability for the role.
Pay attention to detail, from the subject line to the closing, and always proofread before sending. Remember, this email is not just a formality; it’s a showcase of your communication skills and professionalism. Craft it thoughtfully to open the door to potential job opportunities.
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