Most job applications are submitted online through company websites, job sites, or applicant tracking systems. However, some companies might still prefer email. How do you make sure your job application email gets opened and read by recruiters?
With recruiters and hiring managers receiving an average of 250 applications daily, you have to make sure your email stands out and positions you as the ideal candidate.
In this guide, you will learn everything you need to know about crafting an effective job application email, including a template and email samples.
While your job application email serves as your initial introduction to recruiters, your cover letter provides an opportunity for you to showcase your skills, experiences, and key qualifications in greater detail.
You can check out our comprehensive guide on writing a standout cover letter from scratch. You can also use our AI-powered cover letter generator to generate an ATS-friendly cover letter that matches the specific job you are applying for.
With just one click, you’ll get a perfectly crafted cover letter in five seconds. Watch this video to learn more.
What is the purpose of a job application email?
Your job application email is your first point of contact with the recruiter or hiring manager. It is an opportunity to showcase your relevant qualifications, measurable accomplishments, and expertise in a short and targeted way.
So, your goal is to introduce yourself, show recruiters what you bring to the table, and hook them into opening your resume and cover letter.
When writing your job application email, your aim is to:
- Introduce yourself and express your interest in the job.
- Stand out from the competition and set yourself apart.
- Prove that you are a good fit for the position by highlighting your value.
- Capture the recruiter’s attention and pique their interest.
- Encourage the recruiter to learn more about you and consider you for the job.
Step-by-step guide on how to write a great job application email
“An email application should consist of an opening line, a short paragraph, a bullet point list of relevant information or another short paragraph, and a closing statement,” says Jeffrey Normore, Manager of Digital Operations at CCRW
Here’s a detailed guide on how to write an effective job application email.
Step 1. Follow the application instructions
One of the most common mistakes candidates make is failure to read the instructions properly, perhaps a result of bulk-mailing the same application to all recruiters.
In fact, many employers deliberately include instructions to test whether you have actually read the full job posting.
For example, some might ask you to include a link to the job posting or answer a question in your email. Additionally, some employers might not accept email attachments, so you’ll have to paste your resume and cover letter into the body of the email.
If you don’t follow their instructions, your application will be outright rejected. So go slow. Read the instructions before and after you compose your job application email, and only then should you hit the send button.
Step 2. Prepare your attachments
Before writing your email, you need to prepare all the required documents. This usually includes your resume, cover letter, and any other document the company would need, like a portfolio of your work or some samples.
Ensure your resume and cover letter are up-to-date and tailored to the job you are applying for, especially when applying for multiple jobs.
Additionally, name your files professionally. Don’t name it Resume.pdf or Coverletter.pdf.
Instead, you can use this format:
FirstName_LastName_Resume.pdf or
FirstName_LastName_CoverLetter.pdf
Check our resume writing guide to help you write a resume that stands out to recruiters and our full guide on writing a cover letter that creates a strong impression.
You can also generate an effective cover letter using Jobscan’s cover letter generator. It uses AI technology and is so easy to use!
Step 3. Use an actionable subject line
Clearly mention the job description you’re applying for and match the job title provided in the job opening.
For example:
If the employer is looking for an “SEO Analyst,” don’t mention “SEO Expert” in your email subject.
Although these titles may be similar to you, they may be different in the eyes of your potential employer.
Additionally, be clear about why you’ve sent the email.
For example:
“Application for Communications Director Position” is more informative than “Communications Director Position.”
It tells the recruiter that you’re applying for the job and that they need to review your application, but the latter leaves room for interpretation.
Step 4. Address the recruiter by name
It is important to address the recruiter or hiring manager by name. That means you have to know to whom you should address the email.
You can do this by double-checking the job posting and looking for the name of the recruiter. You can also check the company website or the recruiter’s LinkedIn account to get the name of your email recipient.
If you don’t know the recruiter’s name, you can use a professional greeting such as:
- Dear Hiring Manager
- Dear [Company Name] Recruiting Team
- Dear Hiring Team
Step 5. Start with a strong introduction
Begin your first paragraph by briefly introducing yourself and explaining why you are writing it.
Mention where you found the job listing or how you learned about the job opening. This could be a company website, job board, or referral.
Also, share your interest in the role.
For example, you can say:
Dear Hiring Manager,
I hope this email finds you well. My name is Jane Jobscan, and I am writing to express my interest in the Registered Nurse position at St. Luke’s Hospital. I was referred to this opportunity by Sarah Smith, a current member of your nursing team. Hearing about the incredible work being done at St. Luke’s and your commitment to innovation and patient care excellence has ignited my enthusiasm to be a part of your team.
Step 6. Highlight the value you bring to the table
To create a strong first impression, effectively show the recruiter that you have the right skills, expertise, and experience for the job in your email body.
“Write a bullet list instead of a paragraph about this. Use specific references to the job description and tie them to your experience and qualifications. You don’t have to tell the full story (you can save that for the interview). Just say enough to get them curious to learn more,” advises Jeffrey Normore.
When thinking about how to showcase your value, you can use these tips:
- Identify your key technical skills, certifications, or achievements.
- Include specific and measurable accomplishments from your previous roles.
- Highlight soft skills like communication, problem-solving, critical thinking, and leadership.
- Express how you can contribute to the success of the company.
- Make sure that the key achievements or skills you include are directly relevant to the job you are applying for.
Here’s an example:
I am confident that my skills and experiences make me a valuable asset to St. Luke’s Hospital. Here is a summary of how my qualifications make me a strong fit for the role:
- Proficient in patient assessment, care planning, and implementation of nursing interventions, ensuring high-quality patient care and safety.
- Certified in Advanced Cardiac Life Support (ACLS) and Basic Life Support (BLS), equipped to handle emergency situations effectively.
- Led a multidisciplinary team in implementing new protocols for patient care, resulting in a 20% increase in efficiency and patient satisfaction.
Step 7. End with a call to action
End your email by expressing your enthusiasm for the job opportunity. Then, mention that you have attached your resume, cover letter, and other documents.
You can then let the recruiter know that you would be glad to provide further information the recruiter might need.
Then, provide your contact information, such as your phone number and LinkedIn profile, and let the recruiter know they can contact you.
End your email by expressing your gratitude and use a professional closing salutation.
Here’s an example:
I am incredibly enthusiastic about the opportunity to join the nursing team at St. Luke’s Hospital. Please find attached my resume and cover letter.
Should you require further information or wish to discuss my qualifications in more detail, please feel free to contact me at 555-1234 or connect with me on LinkedIn [linkedin.com/in/jane-jobscan-RN]. I am readily available to chat at your convenience.
Thank you for considering my application. I am eager to contribute to St. Luke’s Hospital’s commitment to patient care excellence.
Warm regards,
Jane Jobscan
Don’t forget to follow up on your job application to stay at the top of the recruiter’s mind.
Do’s and don’ts when emailing a job application
Here are some do’s and don’ts you need to remember when sending a job application email.
- Research. Read the job description and learn about the company and the job.
- Use a professional email address.
- Address the recruiter by name, if possible.
- Tailor your email to the specific job you are applying for.
- Keep your email short and straight to the point.
- Use plain but professional language.
- Highlight your most relevant skills and achievements.
- Be polite in your tone.
- Use simple font and formatting.
- Send your email without proofreading.
- Use a generic template for your email.
- Include information that is not relevant to the position.
- Be overly casual in your tone and language.
- Forget to attach your documents.
- Sound too desperate, arrogant, or unprofessional.
- Include negative remarks about previous employers or any sensitive content.
- Send during non-business hours.
- Spam the recruiter with too many job application emails.
Although a tailored email is critical in increasing your chances of landing your dream job, you also need to make sure you have a standout resume and cover letter.
We understand that it’s not easy to create a cover letter that specifically matches the job you are applying for. Plus, it is time-consuming.
With Jobscan’s cover letter generator, you can instantly create your own personalized cover letter with just one click.
Using GPT-4 technology, the tool lets you have a cover letter that stands out to recruiters while freeing your time to focus on more important stuff like preparing for your interview.
All you have to do is:
- Log in to your Jobscan account.
- Go to your job tracker.
- Create a new opportunity and add the job description and your resume.
- Click on your opportunity card and go to the Cover Letter tab.
- Click Generate Cover Letter.
Here’s what it looks like:
Once you click the Generate Cover Letter button, the tool will process your resume and job description to create a cover letter that matches your skills and the job requirements.
Here’s an example of an AI-generated and tailored cover letter through Jobscan:
Generate your own cover letter today, which you can attach to your job application email!
Job application email template
Here’s a template of an effective email for a job application you can use.
Subject: Application for [Job Title] Position – [Your Name]
Dear [Recruiter’s Name],
I hope this email finds you well. My name is [Your name], and I am writing to express my interest in the [Job title] position at [Company name]. I came across your company through [Where you learned about the job] and am enthusiastic about the opportunity to join your team and contribute to its success.
I believe I can bring value to your team through:
- [List of key skills, measurable accomplishments, relevant certifications, and value proposition]
I have attached my [Your documents] to this email for your reference. Should you need any additional information, please don’t hesitate to reach out.
Thank you for considering my application. I am eager to discuss further how I can contribute to your team’s success. You can reach me at [Your email address or contact number].
Best regards,
[Your Name]
[Your Contact Information]
Examples of job application emails
Here are three email examples you can use as a guide.
Job application email sample for a seasoned professional
Here’s an example of an email from a seasoned project manager applying for a consultant role.
Subject: Application for Project Management Consultant Position – John Doe
Dear Mr. Bench,
I trust this email finds you well. A colleague of mine spoke highly about your company, particularly emphasizing the culture, values, and the strong sense of community at Vinzon Consulting Services. This recommendation instantly caught my attention and fueled my enthusiasm to apply for the Project Management Consultant position.
With over 10 years of experience in project management and a PMP certification, I believe my expertise and background align well with your company’s values and objectives. Here are some of my key accomplishments:
- Successfully led numerous projects across various industries.
- Reduced costs by 20% by implementing streamlined processes and resource optimization strategies.
- Completed projects ahead of schedule by an average of 15%, resulting in increased client satisfaction.
- Improved project efficiency by reducing project cycle time by 30%, leading to faster time-to-market for deliverables.
Thank you for considering my application. My resume and cover letter are attached for your review. I look forward to the possibility of contributing to your team and making a positive impact on your clients’ projects.
Best regards,
John Doe
Mobile: (555) 555-5555
LinkedIn: linkedin.com/in/john-doe-consultant
Job application email for a recent graduate
When you are a recent graduate or if you have limited work experience, you can do the following:
- Showcase your education, GPA (when outstanding), relevant coursework, and academic achievements.
- Highlight transferable skills gained from internships or extracurricular activities.
- Show your enthusiasm for the role and your willingness to grow.
- Tailor your email to the specific company and job you’re applying for.
- Highlight any measurable accomplishments from internships or projects.
Here’s an example:
Subject: Application for Marketing Analyst – John Smith
Dear Ms. Rodriguez,
My name is John Smith, and I recently graduated with a Bachelor’s degree in Marketing from XYZ University, where I achieved a GPA of 3.8. I am writing to express my interest in the Marketing Analyst position at Marketing Solutions Inc., as advertised on your company website.
During my internship at Horizon Marketing Solutions, I had the opportunity to work on several marketing campaigns and projects, where I gained valuable experience in data analysis and campaign optimization. Some of my notable accomplishments include:
- Developed and implemented a social media campaign that increased engagement by 25% and generated a 15% increase in website traffic.
- Conducted market research and competitor analysis, resulting in the identification of new target demographics and opportunities for growth.
- Analyzed marketing campaign performance metrics using tools such as Google Analytics and created detailed reports for senior management, leading to data-driven decision-making and improved ROI.
I am confident that my education and internship experience have equipped me with the skills necessary to excel as a Marketing Analyst at your company. I am particularly drawn to your company’s innovative approach to marketing and would welcome the opportunity to contribute to its success.
Attached is my resume for your review. Please feel free to contact me at johnsmith@email.com or (555) 555-5555 if you require any further information or to schedule an interview. I am eager to discuss how my skills and experiences align with the needs of your team.
Thank you for considering my application. I look forward to the possibility of joining Marketing Solutions Inc. and contributing to its marketing efforts.
Best regards,
John Smith
Email: johnsmith@email.com
Phone: (555) 555-5555
Job application email for a career changer
When switching to a different career or industry, here’s what you can do:
- Highlight any certifications, key measurable accomplishments, or training relevant to the new field.
- Highlight skills gained from previous roles that apply to the new field.
- Express your excitement about transitioning into a new field and your willingness to learn new knowledge and skills.
- Tailor your email to the specific company and job you’re applying for, demonstrating your understanding of the industry.
Here’s an example:
Subject: Application for STEM Educator Position – Jane Smith
Dear Ms. Cleveland,
My name is Jane Smith, and I am writing to express my interest in the STEM Educator position at Light Academy. As an Engineer by profession, I am excited about the opportunity to leverage my technical background and passion for teaching to inspire the next generation of innovators at your esteemed institution.
Here’s how I can contribute:
- I recently completed a teaching certification program, specializing in STEM education. My coursework included curriculum development, classroom management, and innovative teaching methods tailored to STEM subjects.
- With over 10 years of experience in engineering, I have developed strong problem-solving, analytical, and communication skills that are essential for effective teaching. I am adept at breaking down complex concepts and making them accessible to students of all levels.
- I am eager to immerse myself in the world of education and continuously improve as an educator. I am committed to staying updated on best practices and incorporating innovative teaching techniques into my lessons.
I have attached my cover letter, resume and certifications for your review. I am enthusiastic about the opportunity to bring my unique blend of skills and experiences to Light Academy. Please feel free to contact me at jane.smith@email.com or (555) 555-5555 to discuss how I can contribute to your team. Thank you so much for considering my application.Sincerely,
Jane Smith
(555) 555-5555
Frequently asked questions
Here’s how you email a job application:
1. Study the job description.
2. Prepare all your documents (resume, cover letter, portfolio).
3. Start with a clear subject line.
4. Address the recruiter properly.
5. Highlight skills and experiences that match the job description
6. Include your contact information.
7. Make sure you attach the documents to the email.
8. Proofread your email before sending it.
Here’s a simplified format you can use when writing your job application email:
1. Clear subject line
2. Greeting
3. Brief introduction
4. Key skill set and relevant experience to show what you bring to the table
5. Closing
6. Signature with contact information
Make sure to attach the required documents and proofread your email before sending it.
The best email for a job application is one that is concise, professional, and tailored to the specific job you are applying for.
Your email must give a snapshot of what you bring to the table, pique the interest of the recruiter, and create a positive impression. Your goal is to encourage the recruiter to read your resume and cover letter and schedule you for an interview.
Here’s what to include in your application email:
1. Your full name
2. The purpose of your email
3. The position you are applying for
4. Your qualifications
5. The relevant documents (resume, cover letter, and any additional documents)
6. Your contact information
Wait at least 5 business days. Right now, there are many job openings at businesses, and the recruitment team often hasn’t increased in size. Recruiters have higher workloads than normal, so it may take some time for them to review your file and get back to you.
