How To Write A Job Application Email

You’ve come across the job of your dreams and quickly send in your application. As time goes by, you realize you haven’t heard back from them. You now spend your days wondering why they didn’t get back to you, yet, you possess all the needed qualifications. The thought of sending them a quick follow up email also crosses your mind but you’re not sure if they’ll get back to you.

Applying for jobs is without a doubt a nerve-wracking process for everyone and often gives applicants many sleepless nights. This is because hiring managers receive hundreds of applications which means applicants need to put in a lot of effort to stand out.

Applications can be done in many ways depending on what’s required by recruiters. While some might ask you to email your credentials to a specific email address, others might opt to use an applicant tracking system. When applying via email, a poorly written email might just cost you the job. A good job application email is well written and tailored to the requirements mentioned in the job ad.

You can use our email checker tool to verify the email address of the potential recruiters, to keep the bounce rate low.

In this article, we share tips on writing a great job application email that will boost your chances of landing an interview.

1. Use a professional email address.

First impressions are very important when applying for a job. Something as simple as an unprofessional email address can quickly turn off a recruiter.

If you’re not sure what that looks like, here’s an example of a professional email address or If it's not available, use different variations of your name or include the title of your profession like this Adding random numbers is also not advised.

An important rule to remember is, don’t use your current work email when applying for a new job. This already discourages the recruiter from contacting you because it gives the impression that you don’t respect your current employer’s time or resources.

2. Write an effective subject line.

An email subject line is the most overlooked part of a job application. Recruiters often receive many emails daily, which means they are highly likely not going to open emails with irrelevant subject lines.

A well-written subject line should include your name and the position you're applying for. If your job has a reference number, be sure to also include it. A reference number helps the recruiter identify the specific job you’re applying for. For example John Smith - Graphic Designer- #B640.

3. Use formal greetings and closing.

Job application emails should be written in a professional tone. Refrain from starting your emails with a casual greeting like ‘Hey’ or ‘Hi’, instead, try and figure out who will receive your application and address it to him/her. The recommended greetings for professional emails are ‘Dear Mr. /Ms. Last name’. You could also address it to the Hiring Manager if this information isn’t provided.

Likewise, your closing should be equally formal. You should end your email with either ‘Sincerely’ or ‘Regards’.

4. Introduce yourself in the first paragraph.

State who you are, what you do, and the years of experience you have in the first sentence. Job application emails should always be precise and straight to the point. Don’t forget to mention the exact position you’re applying for and if someone in the company referred you.

Recruiters have tons of applications to read through which means they don’t have time to read wordy and irrelevant emails.

5. Mention your qualifications and what you’ll bring to the table.

Most job seekers make the mistake of copying their entire resumes into their emails. Whether you’re using your email as a cover letter or introductory email, make it short and sweet. Whatever you include should be interesting enough to capture the recruiter’s attention and make them want to open your resume.

In this paragraph, tailor your email to fit the role you’re applying for. Start by mentioning all your qualifications, skills, and biggest professional achievements. You're basically selling yourself to the recruiter by convincing them why they need to hire you.

Don’t forget to mention what you’ll bring to the company and how you will help it grow if they give the job to you.

6. Thank the hiring manager.

In the final paragraph, thank the hiring manager for taking the time to read through your email. If you’ve included any attachments, mention them here. You can also end by saying ‘I hope to hear back from you regarding my application’ and include how you’re going to follow up as well.

7. Use a professional signature

Include a professional signature at the end by listing your name, contact information, email address, LinkedIn and any other social media platforms you may wish to share.

8. Proofread your email.

Review your email for any missed typos or grammatical errors. Professional emails should contain little to no grammatical errors. This shows the recipient that you pay attention to details.

9. Add relevant attachments.

Add a file attachment of your resume and cover letter before you hit send. You might capture the recruiter’s attention with a great email but if you happen to forget to add your credentials, you might miss out on being shortlisted for the interview.

10. Add any additional documents mentioned in the job listing.

If the job ad requires the applicant to attach additional documents, for example, a portfolio or letter of recommendation, be sure to do so. This confirms to the recruiter that you actually read the whole job ad.


Whether it's your first time or twentieth time applying for a job, there’s a professional email structure that applicants must adhere to if they want the best results. Any job application process should be treated as a serious activity because this will determine whether the recruiter will call you for an interview or not.

This article has highlighted some vital email application tips that will definitely boost your chances of landing that dream job.

Published on 26 Dec 2022
Author: Maureen

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