How to Write a Job Application Email

Applying for a new job application could at times be a complicated task and more so if you are just starting your career. The challenge can also be a daunting one if you are a fresh graduate and are on job hunt for the first time. 

In a race to get your first call, one way to stand out from the competing applicants is to write a job application email and send it to potential employers. Your email serves as your first professional interaction with a potential employer.

What is a job application email?

A job application email is a message that a job seeking candidate sends to an employer to express their interest in a job opening. This email typically includes a brief introduction, a summary of a job seeker’s educational and professional career and an attachment or link to their resume and/or cover letter. 

In general, whether you’re responding to a job posting or inquiring about future openings, a professional, concise and well-structured email demonstrates professionalism and increases your chances of standing out.

For a job seeker, a job application is the recruiter's first impression of you so it is important to take the time to craft a well written message. 

Crafting a well-written job inquiry email can make a significant difference in how you’re perceived by a potential employer.

Is Job application email important? 

In today’s digital age, job applications are often received online on company websites or job-hunting platforms, a shift from traditional mail and thus allowing candidates to communicate directly with their employers. Business and employment-focused social media platforms such as LinkedIn and Indeed are helping professional resources and recruiters connect effectively online. However, email still remains as the gold standard of sending and receiving job applications. 

A job application email serves as the first step for job seekers. Here are some reasons why you need to have prowess in job application email: 

Connects you with the employer

A job application email is your opportunity to get yourself introduced and develop first interactions with the hiring managers and potential employer. Sending the email directly to a potential employer shows that you are an experienced professional who is eager to get a job. It also allows you to showcase your communication skills and make use of your chance to demonstrate that you are a candidate worth considering. 

Demonstrates your interest in the job opening 

Sending a job application email shows your genuine interest in the job posting. In your application, mention the specific job title and the company name to prove the point that you have conducted your research and are not merely hitting ‘apply’ buttons the moment you see them. Tell recruiters what compelled you to apply in the particular company and where do you find yourself fitting in the company’s mission, vision and culture.

Defines the scope of your skill-set 

Job application email primarily highlights your relevant skills and experiences and explains what makes you a good fit for the position. Mention the skills that answer the questions asked in job description by the head-hunting teams. For example, as a content writer you can highlight your content writing and content optimization skills. You can also make mention of any acquired skills such as SEO, project management, and any technical skills relevant to the field. 

Helps you to personalize your application 

A job application email allows you to personalize your application according to the specific needs as there is no one size fits all and you would always need to add or cut to tailor your application according to the demands of your employer. A personalized email provides the employers attention to detail and allows them to assess your seriousness in the job application process. Standing out from the rest of the competition is never easy but if you are willing to go the extra mile, they will be there to welcome you. 

Setting Stage for the Follow ups 

If you have not sent generic, impersonal and cliché looking emails be sure to get a response from the HR managers. Direct messaging with the employers can increase your chance of establishing a rapport with them and thus increase your chances of meeting them at the interview desk. 

Writing a job application email 

Hiring managers receive a ton of emails every day. Some job application emails are so terribly written that hiring managers do not even bother opening them. So here are a few tips to write down a compelling application that will help you stand out as a strong candidate. 

As you would with any other job application, take time to thoroughly read and understand the job description and identify the relevant experience and skills required for the role. These details will fill your email body and will also entail the research you have done about the role in the organization. 

After getting all the necessary information, it is time to construct your job application. 

Write a clear subject line 

The subject line of your email needs to state your reason for writing. Your subject line is the first impression you make on a prospective employer. It should be straightforward and clearly state the purpose of your email. For instance, if you are applying for a specific role, your subject title might be: Application for Digital Content Writer 

Or 

Application: Position Title, Your Name

Add Salutation 

Review your job description to determine if you have to address a specific manager in the HR Department of the company or otherwise keep the salutation generic with a simple “To Whom it May Concern” or Dear “Hiring Team” salutation. 

Introduce yourself 

Be direct after introducing yourself in the first sentence of the body. Inform the recipient about who you are, your relevant professional experience and what you are currently up to. Also state the purpose of your email and if you are applying for a specific position, mention the job title and where you found the job posting. If someone referred you, mention it. 

Include your cover letter in the body of your email

You can either add your full cover letter (non-attached) or an abbreviated version of your cover letter (if you choose to attach it). As with a standard cover letter, you are expected to discuss your experience, skills and any accomplishments that are testament to the first two. 

Close with details 

As you close your message, emphasize what you expect are why you are sensing the position as your desired job. State the documents you have attached and your availability for the further process. Conclude your email with a polite and professional closing. Thank the recipient for their time and consideration. 

Sign your email 

Sign your email with your contact information, including your full name and contact information that typically include phone number and email address. If you have a web address, you can mention it. 

Attach your materials 

Make sure that you attach your resume and other relevant documents i.e., resume, cover letter, reference list and certifications to the email. Any hiring manager or recruiter will only find your job application acceptable if he has got his hand on all the required documents and attachments. Name the documents appropriately and always use PDF format to send your resume and other documents. 

Note: Google Docs and Gmail are free for personal use, and you can store your application materials such as documents and portfolios on Google Drive, which provides 15 GB of free storage.

Proofread and Send 

Before sending your email, take the time to proofread for any grammatical or spelling errors. A polished email reflects your attention to detail and professionalism.

Sample Job Application Email

Here’s an example of what a well-crafted job application email might look like:

Subject: Application for Marketing Manager Position

Dear Ms. Johnson,

My name is Jane Doe, and I am writing to express my interest in the Marketing Manager position at XYZ Corp, as advertised on your website. With over five years of experience in digital marketing and a proven track record of driving successful campaigns, I am confident in my ability to contribute to your team.

I have attached my resume and cover letter for your review. I am very excited about the opportunity to contribute to XYZ Corp and would appreciate the chance to discuss how my skills and experiences align with your needs. Please let me know if we can schedule a time to speak.

Thank you for considering my application. I look forward to the possibility of discussing this exciting opportunity with you.

Sincerely,

Jane Doe

[Phone Number]

[Email Address]

[LinkedIn Profile]

By following these steps, you’ll be well on your way to crafting a compelling job application email that captures the attention of hiring managers and recruiters. Good luck with your job search!