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Nov 9, 2022
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How to write a professional job application email with 6 samples and templates
Your email can make or break your job application. Here we explain the process for writing an effective email for a job application.
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Lawrie Jones
Table of contents
So, you’re looking for a job and you know that a critical part of your success will be your email application.
In this guide, we explain the process for writing an effective email for a job application. We don’t stop at the first application but provide examples of several follow-up emails for job applications after no response here .
Follow the advice, and you’ll stand the best chance of getting the job of your dreams (or something to fill the time until that comes along).
How to write an email for a job application
The average recruiter receives 250 applications for each post and spends no more than 7 seconds scanning your message (about the same time it takes to tie your shoes).
The key to success is standing out. That doesn’t mean trying to be witty or wacky, but being a pro is the same process you must use through all job application follow-up emails.
What you need to apply to a job via email
Let’s clarify what a job email is. It’s not a cover letter or a CV but a mechanism to deliver them.
Some people don’t bother to spend much time on an application email but get your application email wrong, and the recruiter may not even bother to read your resume or open your application letter.
Why? Because if they’re dealing with 250 responses, they’re actively looking for reasoning to exclude applications – so don’t let that be you!
Each recruiter has their own application process, but there are some pretty standard things that you’ll need to include with every application, including:
- Cover letter
- Work samples (optional, but a nice extra!)
Here's a brief explainer if you don’t know what these are.
1. Cover letter
Your cover letter is a formal part of the application process where you introduce yourself, describe your skills, why you want the job, and what value you can add for the business.
We’re not going to walk you through how to write a cover letter. However, there are some amazing online resources , so start there.
You can attach your cover letter as a Word document or PDF. It’s essential to use a file that can be downloaded, printed, and shared – so avoid using Google Docs or cloud software.
2. CV (resume)
Your CV is the story of your working life, a snapshot of your skills, and a chance to highlight your achievements. Again, we’re not going to explain how to create a compelling CV , but we recommend using a simple, easy-to-read, and understandable template.
Again, don’t try to be fancy with formats – create a document that can be downloaded, printed, and shared.
3. Samples of work (optional)
As the experts say, “show, don’t tell.” You can use your application email to showcase your skills and previous results. You can attach a portfolio, photos, or videos or provide a link to your website or social media in your email.
Some tips from us are to introduce examples and explain the impact. Who cares if you designed a great-looking poster? But if that poster boosted sales by 50%, that’s a different matter.
The second piece of advice is only to include a few examples (3 is a great number). Too many appear desperate.
Thirdly, only share work that’s 100% yours. If you worked as part of a team or an organization, make your role clear. Never claim other people’s work as your own.
Finally, be prepared to answer questions on these examples at your interview – including what you did in the process.
Best job application email tips
We’re all about providing information, advice, and terrific tips to help you get ahead of the competition and secure that essential interview.
Here are 7 job application email tips. (Why 7? Because that’s the world’s favorite number , and we couldn’t think of 10.)
1. Send your application email and CV for review
Tip number 1 is the most critical. After proofreading at least twice (or eight times), send your job application email and CV to a friend, colleague, parent, or mentor – or all of them – and ask for feedback, comments, and suggestions.
Your email will give the first impression, so make sure it’s personal, professional, formal, friendly, and favorable.
2. Make a convincing pitch in the email body
Remember that hiring managers, executives, and founders are busy and will not often open or read your full CV. So you’ll need to convince them in the email body that it’s worth their time to read further.
Think of your email as an advert for you:
- A persuasive subject line gets the attention (and may result in opened email)
- A compelling email body makes the recipient want to learn more (and may result in opened CV)
- Convincing CV makes the recipient want to contact you (and may result in an interview)
The most important thing is to reflect the language in the job spec. The recruiter has been straightforward about what they want and who they’re looking for. Using their language can help to establish that the person to fit the slot is you!
3. Make it easy to contact you
Even though you might have all the necessary contact information in your CV, please include them in the email. This reduces the steps between clicks and contact.
Here are some of the things you should include in every job application email: Use this
- phone number
- social media links (LinkedIn and Twitter)
- portfolio links (optional)
4. Use a professional email address
Sure, the email address you created when you were 12 or first started college was funny then but is it today? Unfortunately, the chances are it isn’t!
Make sure you have an appropriate email address for a job application. Creating a new email address doesn’t cost anything, and setting up alerts on your phone is simple, so why jeopardize your chances with [email protected] ?
(Don’t email this, we don’t know who owns it!)
5. Check the name of your resume file name
We’ve touched on the importance of using the correct formats for cover letters and CVs.
When you create your CV, give the file (Word document, PDF, or whatever) a professional name that can also be identified with you.
You never know where it might end up.
Here’s a formal naming convention: “Name - CV - Position,” for example:
- Arthur Shelby - CV - Binman at Shelby Company Ltd.
6. Use references if you can
Do you know someone who works or used to work at the company? Or do you know someone who knows someone who works or used to work at the company?
Warm connections are always better than cold emailing (even if it’s unfair). As the saying goes, your network is your net worth, so try to leverage it to your advantage.
7. Include social proof
Have you already done similar work for someone else? Show it!
Social proof is powerful and backs up the statements you may have made in your application email, cover letter, and resume.
Social proof also includes social channels. LinkedIn is used worldwide, so don’t be afraid to drop in a link to your profile. It also creates a connection, so even if you don’t get this job, you’ll be the first to know of the latest opportunities.
Job application email format
Job application emails aren’t the time to get creative or buck the trend. However, there’s an accepted format for all job application emails, which we break down below.
1. Subject line for job application email
What’s a suitable email title for a job application? You could go crazy and say, “I’m perfect for this job!!!” but that would be silly. Instead, the subject line for your job application email should be simple to read and easy to understand.
The traditional (and still best) approach is to state your name and the job you’re applying for (or a combination of that). Here are a few examples:
Applying for a job probably is the best place to get creative, so stick to a simple subject line for your job application emails.
2. Email greeting for job application
Your email greeting should be polite and professional. Examples of that include:
- Dear (an oldie, but a goodie!)
If you know the recruiter's name, then use it. People always love to receive emails addressed to them. One thing to avoid is the phrase “Dear Sir/Madam” or using formal titles such as Mr, Mrs, or Ms. We’ve got a whole world of possibilities, so it’s time we all moved on from traditional (old-fashioned) titles.
3. How to start a job application email
First up, state the purpose of your email.
- I am applying for the post of (job name)
Doing this means the person understands what the message is about – which will save them time. Also, in many cases, the person receiving the email won’t be the recruiter, so they can file it away and share it with the person (or persons) who need to see it.
After that, you’ll need to explain what you’ve included with the email (your resume, cover letter, and examples). It’s always worth providing at least a few positive sentences on the opportunity. Finally, you’ll need to include any requested information, such as salary expectations.
4. How to end an email job application
There are conflicting opinions on how to end an email job application. We recommend asking for information on the next steps. Here’s how this can work:
- Please can you provide me with details on the next steps in the process?
This leaves the recipient in no doubt that you’re serious about your application. If they reply, you’ll be reassured that they’ve received your application. Finally, you’ll know the timescales for decision-making, which removes the need to send a follow-up.
Always ask for the next steps in the process at the end of every email job application.
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5. Email signature for job application
Sign off with your full name, phone number, and social media links (LinkedIn and Twitter), and attach your CV. Provide all information the recipient will need to contact and connect with you.
Job application email samples
We’ve talked a lot about the process; now, let’s put it into practice! These job application email samples cover 7 common situations you might experience when searching for a job. You’ll get a simple job application email sample, some application follow-up emails, and even how to withdraw an application if needed.
Use these job application email examples to start your job search, but edit and update them to suit your specific circumstances.
1. Simple job application email sample
This simple job application email sample can be cut, pasted, edited, and amended for pretty much any opportunity. It’s not exciting or innovative, but it provides a structured way to communicate the critical points you need to.
2. Email introduction for job application sample
The previous email sample covered how to apply for a job, this one is similar, but it’s about introducing yourself to the recruiter. This introduction approach is a great way to make a personal connection and can work well for several situations.
3. Job application status email sample
We’re clear that you should always ask for details on the next steps in the recruitment process, but as we all know, real life doesn’t always follow rigid plans. This job application status email sample is a way to politely push the recruiter to let you know what’s happening in the recruitment process.
4. Withdraw the job application email sample
Yes, there are some occasions when you might need to withdraw a job application, in most cases because you’ve got another job.
You don’t need to explain why you’re removing yourself from a recruitment process, but most people usually do (and we have in this withdraw job application email sample).
5. How to email HR for a job application update
When emailing the recruiting managers, you’ll need to be formal as they decide your destiny. On the other hand, HR teams deal with large volumes of applications, so this short message is fine. Here’s how to email HR for a job application update.
6. How to write an email to accept a job offer
Hooray, you’ve been offered a job; now it’s time to say yes. Here’s how to write an email to accept a job offer.
Job application email template
Flowrite's email template for job application.
There is no 100% right or wrong way to send a job application. But having an effective email template, using proper grammar, and email format will help, as you need to most likely send many, many emails to land your dream job.
This is where Flowrite comes in. Flowrite's AI-powered smart templates can help you craft better emails.
Our tool turns your words into ready-to-send emails, like this:
Final words on job application emails
In reality, you’ll need to send many job emails, follow-ups , and reminders to get a position.
It’s the way the world of recruitment works, and we know it can be frustrating.
But trust us, by investing some time crafting high-quality job application emails and persuasive follow-ups, you’ll stand the best chance of getting a perfect position.
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Email Cover Letter Samples
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Tips for Writing an Email Cover Letter
Attaching the letter to an email, pasting the letter into the email, how to send an email cover letter.
- More Email Cover Letter Messages
- Email Cover Letter Format Examples
When you're sending an email cover letter, it's important to follow the company's directions on how to submit your cover letter and resume, as well as to make sure that your email cover letters are written as well as any other professional correspondence you send.
Here are some more tips on how to craft a resume, as well as some samples you can use to start yours.
Write in paragraphs of about two to four sentences and use proper grammar and spelling, just as you would in any other letter.
Though this should be a given, avoid including emojis or images of any sort.
Perhaps more important than formatting, though, is the content of your cover letter. You can review these email cover letter samples below, but be sure to personalize them when you apply for jobs.
You should tailor these samples not just to your own experience but also to each job you’re applying for. Pay close attention to the detail of the job description, specifically the responsibilities and requirements. Make sure your cover letter reflects how you are a good fit for these requirements.
Email Cover Letter Example
Subject : Store Manager Position - Your Name
Dear Hiring Manager,
I read your job posting for the Store Manager position with interest, as the qualifications you are seeking match closely with my professional skills and experience.
I can offer XYZ Company:
- Over five years of retail management experience
- Ability to effectively hire, train, and manage staff
- Payroll management, scheduling, reports, and inventory control expertise
- Extensive work with visual standards and merchandising high-ticket items
In addition to my extensive retail experience, I have excellent communication skills. I always maintain a gracious and professional manner when communicating with people, including customers and store staff. My broad experience and range of skills make me a superior candidate for this position.
My resume, which is below, provides additional information on my background and qualifications. I look forward to hearing from you as soon as possible to arrange a time for an interview.
Thank you for your consideration.
Paul Jones Phone Email Address
Take note of how the company requests you submit your cover letter. For example, you may be instructed to attach your cover letter along with your resume . In this case, make sure your cover letter is either a Word document or a PDF file.
If you paste your cover letter into the body of your email, keep your text in the default font of your email provider. Make sure the text is readable and formatted correctly. For example, avoid long paragraphs or a series of stacked, short sentences.
When applying for employment via email, copy and paste your cover letter into the email message or write your cover letter in the body of an email message. Here's how to send an email cover letter .
More Email Cover Letter Message Samples
Here is a list of more email cover letter samples you can use to get started. This list includes examples of cover letters that target specific types of jobs (full-time, part-time, summer, and volunteer) as well as email cover letters to use at different transitional stages in your career (promotions, job transfer requests).
- Email Cover Letter Sample
- Email Cover Letter Sample With Attached Resume
- Email Inquiry Letter
- Sample Cover Letter With Salary History
- Sample Cover Letter With Salary Requirements
- Sample Email Cover Letter - Part-Time Job
- Sample Email Cover Letter - Summer Job
- Sample Email Message - Volunteer Position
- Sample Formatted Email Cover Letter Message
- Job Promotion Email Cover Letter
- Job Transfer Request Email Message
- Job Transfer Request Email Message - Relocation
Email Cover Letter Formatting Examples
For more information about how to format your cover letter, check out the following links:
- Address an Email Cover Letter
- Email Cover Letter Subject Line Examples
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- Email Cover Letter Closing Examples
Email Cover Letter Templates
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COMMENTS
1. Follow company instructions. Email cover letters can generally be sent in one of two ways: as an email attachment or as the body of your email. Before sending your cover letter, check the company's job application guidelines. Some companies prefer attachments, while others prefer them to be in the body of your email message.
Dear Mr. Richards, I'm excited to apply for the Marketing Specialist position at Harcot Products that I saw listed on Indeed.com. As a dynamic marketing professional with 3+ years of experience at a Fortune 500 company, I'm confident that my expertise in data analysis, email marketing, and search engine optimization makes me an ideal candidate for this role.
To write a perfect cover letter email for a job application, follow these steps: Use our email cover letter template. Apply a clear, strong subject line. Open with a proper greeting—address the hiring manager by their name. In the first sentence, explain why you're writing and what position you're targeting.
Add the job title to the subject line and first line of your email. Use the 3-paragraph cover letter format, but keep it short and snappy. Find resume keywords in the job ad. Include one big achievement relevant to the job. Expert Hint: Don't forget to attach your resume to the cover letter in your email!
2. Send via a professional email address. It is important to use a professional email address when emailing your cover letter. A professional email address will comprise your first and last name. For example, it could be [email protected], [email protected] or another combination of your names.
Introduce Yourself. Your email introduction should be warm, inviting, and no more than one short paragraph. State your name, the position you're applying for, and how you found the opening. "My name is [Name], and I am writing to apply for the [job title] position advertised on [where you found the advertisement].". 5.
Here are a few examples: Your name - Application for (job name) - Reference. Application for (job name) - (your name) - Reference. Applying for a job probably is the best place to get creative, so stick to a simple subject line for your job application emails. 2.
Email Cover Letter Samples. By. Alison Doyle. Updated on October 30, 2020. In This Article. View All. Tips for Writing an Email Cover Letter. Attaching the Letter to an Email. Pasting the Letter Into the Email.
Employer name. Company Name. Street address. City, State. Salutation. Dear [Hiring Manager's Name], Opening Paragraph (Introduction) Your cover letter opening should contain a self-introduction. Write about who you are, where your expertise lies, where you found the job posting, and why you want to apply for the job.
1. Write a clear subject line. The subject line of your email needs to state your reason for writing. A job description may specify what you should include. If not, craft a clear subject line that states your reason for writing and your name. For example, "Application: Position Title, Your Name" or "Application for Position Title: Your ...
That's me. My attached resume and cover letter outline my qualifications for the role. Thank you very much for your consideration. I hope to hear from you soon! Keep it brief if you go this route. Those on the receiving end won't appreciate having to plow through a super long email and all your attachments.
Avoid boring or overused openers: Recruiters have read cover letters that start with lines like "I'm excited to apply for the front-end engineering position," or "Your job posting on The Muse prompted me to…" so often they could wallpaper their homes with them. Be lively and personable: People like reading interesting, engaging stuff.
Let's review four key pieces of information you can weave into your career change cover letter. 1. Clarify your career change context. Explaining why you're interested in changing careers and how the role you're applying to fits within your larger career aspirations can preemptively contextualize your story.
See your Match Rate increase. Update your cover letter document, click on the Upload and rescan button, then paste in the updated text of your cover letter. Your Match Rate will update. Continue this process with your resume and cover letter until you reach a match rate of 75% or higher. Start Optimizing Your Cover Letter.
To Apply: Email your resume and cover letter to [email protected] with the Job ID number and Position Name in the subject line. The NYC Department of Consumer and Worker Protection (DCWP) protects and enhances the daily economic lives of New Yorkers to create thriving communities.
Formal email examples and templates. 1. Introduction email to a client (email to approach a new client) Dear [Sir/Madam/Name], Allow me to introduce both myself and our esteemed company. I am [Name], serving as [Job Title] at [Company Name].
To learn more about what a model cover letter might look like, here is a sample excavator operator cover letter: Richard Smith. Birmingham. 44 (0)1632 960513. [email protected] 18 March 2024 Mr. D Brown. Wavewords Dear Mr. D Brown, I am writing to apply for the Excavator Operator position as advertised on your company's website.
Interested candidates are requested to fill the Personal History Form attached and send it together with their CV and cover letter to: [email protected] no later than 27th May 2024. Please take note that the position number must be referred to in your application/email and/or cover letter in order for an application to be considered valid. IOM only accepts profiles duly completed.