Applying for a job isn’t just about filling out a form online; sometimes, the best way to catch a potential employer’s attention is by sending a job application email. The way you craft that email can matter when it comes to landing an interview or getting passed over, so here is how to write a winning job application Email.
In this piece, we’ll cover the key parts of a solid job application email, including examples and some tips for formatting, along with things to keep in mind.
Why a Good Job Application Email is Important
Before hiring managers even see your resume, they check out your email. A clear and well-written application email shows you’re professional, detail-oriented, and eager—qualities that employers appreciate.
Unlike traditional cover letters, application emails are usually shorter and to the point. Think of them as your first pitch—meant to get the reader to check out your resume.
1. Use a Professional Email Address
Your email address is part of how people see you at first. Keep it simple and professional—preferably your name. Avoid using nicknames or anything too casual.
Good examples:
jane.doe@gmail.com
mark.thomas.job@gmail.com
Don’t use:
partyboi2000@yahoo.com
cutiequeenxoxo@outlook.com
If needed, set up a new Gmail account just for job applications.
2. Write a Clear Subject Line
The subject line should tell the employer what your email is about. Make it straightforward by including the job title and your name.
Examples:
- Application for Marketing Assistant – Jane Doe
- Job Application: Sales Manager – John Smith
- Interested in the UX Designer Role – Maria Lopez
Stay away from vague subject lines like “Job Opening” or “Resume Attached.”
3. Start with a Polite Greeting
Begin your email with a friendly and professional greeting. If you know the hiring manager’s name, use it.
If you know the name:
Dear Ms. Wilson,
Hello Mr. Carter,
Don’t use “To Whom It May Concern”, it’s outdated. If you’re unsure, go with:
Dear Hiring Manager,
Hello [Company Name] Recruitment Team,
4. Keep it Short and Focused
Don’t write your life story in a job application email. Get to the point, but make sure to show your value. Be confident yet polite.
Sample Structure:
First sentence: Mention the role you’re applying for and where you found it.
Second sentence: Point out 1–2 key skills or accomplishments.
Third sentence: Express enthusiasm and mention your attached resume.
Closing: Invite them to reach out and thank them for their time.
Sample Email Body:
I’m writing to apply for the Marketing Assistant role at Bright Creative, as advertised on Indeed. I have a strong background in social media marketing and content creation, and I helped my previous employer boost their Instagram following by 150% in six months.
I’ve attached my resume for your review and would love to chat about how I can contribute to your team. Thank you for your time!
5. Attach the Right Documents
Attach your resume (and cover letter if needed) as PDFs, unless stated otherwise in the job listing. Make sure to name your files.
Example file names:
JaneDoe_Resume.pdf
JohnSmith_CoverLetter.pdf
Avoid names like:
Resume-newversionFINAL.docx
123456.pdf
Remember to double-check that your files are attached before clicking send.
6. Use a Simple Signature
End your email with a clean signature that includes your full name and contact details. You can also link to your LinkedIn profile or portfolio if it fits.
- Example Signature: Jane Doe
- Email: jane.doe@gmail.com
- Phone: (123) 456-7890
- LinkedIn: linkedin.com/in/janedoe
- Portfolio: janedoeportfolio.com
7. Proofread Before Sending
Watch out for typos or formatting issues. Take a moment to check:
- Grammar and spelling
- Names and job titles
- Attached files
Reading it aloud helps catch any awkward wording. You can also use tools like Grammarly to help polish your writing.
8. Follow Up If Necessary
If you haven’t heard back after a week or so, it’s okay to send a short follow-up email to reiterate your interest.
Note: Writing a job application email doesn’t have to be scary. By keeping it short, professional, and tailored for each job, you’ll show employers that you’re serious and worth considering for an interview and by following the above mentioned tips is how to write a winning job application Email.
