Applying by email: Samples for your successful job application

Like many other people, you may be looking around for a new job. And what is one of the most common ways to send a job application? Email, of course! Today mail.com shares our checklist and templates for sending in your application by email.

Use these simple tricks to ensure you’ll make a great, professional impression on HR hiring managers everywhere!

by Alyssa Schmitt

Young woman sits at desk in front of window working on laptop
Always make sure to proofread – and don’t forget your attachments!

Should I send an email when I apply for a job?

Nowadays when you look for a new job, many large companies have an automated application system where you upload and submit your CV or resume and other documents directly. However, some companies don’t yet have such online systems and ask that you send your job request by email. Or you might be applying for a position without a formal listing at the suggestion of a recruiter or colleague. In such cases, you’ll probably need to send an email for a job inquiry.

Even if you send your application by uploading it to an automated platform, you will still have to write and upload a cover letter along with your resume. No matter how it’s sent, the templates below can be used to get you started.

What do you write in an email when applying for a new job?

Here is a sample of what your cover letter should look like.

Subject line: Include the word “Application”, your name, the job title, and the reference number for job listing if applicable

Salutation: “Dear Ms. or Mr. + last name” (if you know the hiring manager’s name and gender); “Dear first name + last name” (if you know the hiring manager’s name but not gender); or “Dear hiring manager(s)" (if you don’t know the recipient)

Paragraph 1: Introduce yourself and name the position you are applying for. Mention where you saw the job listing – or if you were referred by someone – and why you are interested in the position.

Paragraph 2: Talk briefly about why you are qualified to fill the job vacancy. This could include your education, your job experience, and/or skills that are relevant to the position. The key word here is “briefly” – don’t repeat everything in your CV, just the two or three most important points.

Paragraph 3: Mention any attachments you are sending (e.g., your CV or any other documents the job listing asks for) and offer to provide further information (e.g., references) if needed.

Closing line: Express appreciation to the recipient for considering your application.

Polite closing salutation: We recommend “Sincerely,” or “Best regards,”

Your signature and contact information
 

Using our checklist, pro tips, and the templates at the end of this article, you can craft the perfect email to apply for a job.

Your job application email checklist

A message to apply for a job is one of the most important emails you’ll send – so when you write your mail draft for a job application, always go through the following checklist before you hit “Send”:

  1. Use a professional email address
  2. Write a correct and informative subject line
  3. Be sure you have used the correct recipient's name, title and email address
  4. Craft an effective closing and signature
  5. Name and format your attachments correctly
  6. Proofread, proofread, proofread!
Let’s take a closer look at these points:

Professional email address

Your email address is the first thing the recipient sees. Ideally you should have an email address that features your first and last name – and definitely avoid using the silly nickname you use for your personal correspondence. If you do not have a serious-sounding email address, take a moment to make a new email address for your job search. The 100+ email domains offered by mail.com are the perfect place to start – you may even find one related to your profession, like @accountant.com.

Informative subject line

When you send a mail to apply for a job, the email subject line should be a clear statement of your intention. It should contain the word “Application” and other important references from the job vacancy listing, like the job title or a posting number. Having this information immediately visible makes it less likely that your email will be overlooked.

Recipient name and title

Next step: Choosing the correct email greeting. Start your job application mail by addressing the recipient, e.g., the HR hiring manager, by name – and make sure to use the correct title (Mr./Ms./Dr.) and spell their name correctly! If you can’t find the name of the individual who will review your application (even after a little detective work on the company website), there is always the tried-and-true “Dear Sir/Madam,” but many find this outdated or impersonal. So other options might include “Dear Hiring Manager” or “Dear [Name of Dept.] Team.” If you do have a name but aren't sure of the person's gender, you can simply use their first and last name in your salutation, e.g. “Dear Taylor Jones”.

Once you have the perfect greeting, you can use the templates at the end of this page to craft the perfect job vacancy email.

Closing lines and signature

As always, it makes a good impression to wrap up your email by expressing appreciation. “Thank you for your consideration.” and “Thank your for considering my application” are both good closing lines for an email application.
Follow this with a professional email sign-off. “Sincerely,” “Best regards,” and “Kind regards” are all appropriate closing salutations to use here.

Finally, to make your email look even more professional, set up and include an email signature. Not only can you include your name and contact information, but also link to your online profile on a business platform, your personal blog, etc..

Professional attachments

Once you have written a concise, professional message, make sure your attachments will make an equally good impression. PDF is the best format to email your resume and any other documents requested in the job posting. Converting your documents to PDFs ensures that all formatting will appear correctly even if your recipient has a different type of computer or software than you.

Make sure you give your attached files names like “CV_MSmith” – this not only looks more professional but makes them easy to identify even if they get forwarded to other employees within the company.

Always proofread!

Take the time to read through everything one last time to make sure no mistakes have slipped in. If you have a friend or family member who can proofread your application, all the better – often we become blind to our own typos after reading through a text several times.
 
Pro tip: Don’t enter your potential employer’s email address in the “To” field until you are 100% sure that everything is perfect. Otherwise, there is a danger you might accidently hit “Send” too early and shoot off a message that is half-finished or full of typos. And always, always make sure all your files are attached before sending your job application!

More tips and tricks to really make your application stand out

  1. Highlight your skills and achievements. This is the time to really show what you bring to the table and why you have applied to this specific job posting. When hiring managers read many applications in a day, you really want to be the one that stands out among the rest.
  2. Keep it professional and concise. The initial thoughts from your job application by email should be that it was concise and professionally written. These aspects show an underlying skill set and professional touches that are needed in all work settings.  
  3. Place importance on your signature. We cannot stress the importance of having an accurate email signature enough. Accurate in the way of being professional, having up-to-date information, and any other necessary information about you.
  4. Don’t just copy and paste. The email samples below will save you a lot of time and headache because they have the basic information that should be included in your email; however, you can take it a step further. Customize the email template for your application or, as I like to call it, add a little razzle dazzle. For example, you can talk about how well you think you will fit into the working culture (after doing the necessary research, of course). It is important for the hiring manager to see your interest and for you to demonstrate that you actually researched and still came to the conclusion you’d be a good fit.
  5. Always follow up but not too much. Don’t be shy, send a follow-up email! But do not send it too soon or frequently. A good rule of thumb is that after a week or so you should follow up with another email. If you continue to send a follow up email daily or so after that, this can be perceived as too aggressive and pushy. The hiring process can be a bit long, so it does require patience. If you’re demonstrating your impatience by sending a follow-up email a day later, this will only work against you.

Example emails for job application

These samples are ready to be copied and pasted for your next application email or cover letter – use the job application email format, but be sure to substitute the necessary information in the template!
 
Template 1:

Subject: Application for [Position] [reference number] - [Your Name]

Dear Hiring Manager,

I am writing to apply for the [Position] role at [Company Name] that was advertised on [Job Board]. I am excited about the opportunity to join your team and contribute my skills and experience to the company.

In my current role as [Current Position] at [Current Company], I have gained valuable experience in [Skill/Experience], which I believe would be a strong asset to your team. Additionally, my [Skill/Experience] has enabled me to [Achievement/Result].

Please find attached my CV for your review. I would be happy to provide additional information or references upon request.

Thank you for your consideration, and I look forward to the opportunity to discuss my application further.

Sincerely,
[Your Name]
[Your Signature]

 

Template 2:

Subject: [Position] Application - [Your Name]

Dear [Dept. Name] Team,

I hope this email finds you all well. I am writing to submit my application for the [Position] role at [Company Name]. I was impressed with [Company Name’s] reputation as a leading player in the [Industry/Field], and I believe my skills and experience would be a strong asset to your team.

[Insert razzle dazzle (see point 4 of our tips and tricks)]

As a [Current Position] at [Current Company], I have gained experience in [Skill/Experience], which I am confident would enable me to make a valuable contribution to [Company Name]. Additionally, I have [Achievement/Result].

Please find attached my CV for your review. I would be happy to discuss my qualifications and experience further and look forward to the opportunity to meet with you.

Thank you for taking the time to consider my application!

Best regards,
[Your Name]
[Your Signature]

 

Template 3:

Subject: Interested in [Position] - [Your Name]

Hello [Hiring Manager’s Name],

I came across the [Position] opening on [Job Board], and I am writing to express my strong interest in the role. With my experience in [Skill/Experience], I am confident that I would make a valuable addition to your team at [Company Name].

In my current role as [Current Position] at [Current Company], I have had the opportunity to [Achievement/Result], which has prepared me well for the requirements of the [Position] role. I am excited about the possibility of contributing my skills to your company and being part of your team.

Please find attached my resume for your review. I would be delighted to discuss my application further and answer any questions you may have.

Thank you for your time and consideration.

Sincerely,
[Your Name]
[Your Signature]

How to email a cover letter

Once you finish writing your cover letter, you may be wondering if you should send it as an attachment or as the body of your email. Both are possible when applying for a job by email, so you should check the application guidelines to see if the employer specifies how they want to receive the covering letter. Make sure to follow these instructions to the letter or your application may not be considered. However, if no directions are given, you can choose how you’d prefer to send it.

Keep in mind that if you include your cover letter as an attachment, there is no need to repeat all that information in the body of your email. In such cases, a simple, professional message giving your name and the position you are applying for – and listing all your attachments – will suffice.

mail.com wishes you the best of luck in your job search!

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This article first appeared on May 17, 2021 and was last updated on July 4, 2024.

Image: 1&1/Shutterstock
 

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