Applying by email: Samples for your successful job application

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

When to email a job application

Nowadays when you look for a job, many large companies have an automated application system where you upload and submit your CV and other documents directly. However, some companies don’t yet have such online systems and request that you send your job application 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.

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

Your application email is one of the most important messages you’ll send – so always go through the following checklist before you hit “Send”:

1. Use a professional email address and signature
2. Write a correct and informative subject line
3. Be sure you have used the correct recipient's name, title and email address
4. Name and format your attachments correctly
5. Proofread, proofread, proofread!

Let’s take a closer look at these points:

Professional email address and signature

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 create one before beginning the application process. 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.

To make your email look even more professional, set up 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.

Informative subject line

When you send an email to apply for a job, your subject line should be a clear statement of your intention. It should contain the word “Application” or other important references from the job posting, 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

Start your job application email by addressing the recipient 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”.

Professional attachments

Once you have written a concise, professional message, make sure your attachments will make an equally good impression. The best format to email your cover letter (if applicable – see below), resume and any other documents is PDF. 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 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.
 

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. It’s literally like adding glitter to an artistic masterpiece. You can throw in a few things 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.

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

These samples are ready to be copied and pasted for your next application email or cover letter – just be sure to substitute the necessary information in the template.

Example emails for job application:

 

 

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. Just 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.

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This article first appeared on May 17, 2021 and was updated on May 11, 2023.

Image: 1&1/Shutterstock