How To Write a Job Application Email in 8 Steps

Updated 28 July 2023

A job application email is the first impression you make on a hiring manager; therefore, you need to include your most notable information and follow the correct steps. It's an opportunity to stand out from other candidates with your unique qualifications and experiences. A well-written job application email shows a potential employer your interest in them while being a consummate professional.

In this article, we describe what a job application email is, highlight what to include, explain how to write one and provide a job application template and email for you to compose your own.

What is a job application email?

Your job application email is essentially a cover letter that hiring managers ask you to send to them with your resume attached in order to apply for a vacancy at their company. Your recruiter will either share their contact details or request you to compose a job application email via a third-party job listing website like indeed.com instead. Some employers may even require you to fill out a paper job application, however, this is only common to government jobs or senior corporate positions.

A job application email gives you the chance to pitch yourself in your own words with the skills and experience you want to highlight. Its loose format allows you to customise your message to represent your professional experiences in the most intriguing way possible.

What to include in your job application email?

When you are writing your job application email, you need to come up with a logical structure that highlights your key selling points. Planning ahead helps you present yourself as the ideal candidate for the job. Think about the following components to decide what to include in your email application:

Why you are writing?
Which job you are applying for?
What qualifications you have for the job?
What can you uniquely offer the company?
What interests you about the role and the company?
How can the recruiter get in touch with you later?

Before you hit send, it's important to check that you have attached your necessary documents, such as a resume and cover letter. If you choose to use your email to compose your cover letter, then you don't need to attach it again.

How to compose a job application email?

Depending on the position and company you are applying for, your job application email format may differ. In this section, we will introduce the common components most hiring managers are looking for. Learning how to write one is essential because you need to fine-tune the balance between personality and professionalism.

The following is a guide with eight definitive steps on how you should compose and send your job application email:

1. Prepare your documents

Before you compose your job application email, make sure all your documents are ready. Check off the list of requirements the hiring manager has shared with you, such as your resume, cover letter, proof of qualifications and reference letters. Make sure your documents are in a format that your recruiter can easily access, such as a Microsoft Word Document or PDF. Clearly label each file with the title of each document and your full name.

2. Choose a clear and concise subject line

Since hiring managers receive so many applications and emails, it's important that your subject line is clear and concise to ensure it gets read. The desire to make a memorable impression may tempt you to write a catchy or humorous subject line, but it's best to keep it generic and professional instead. Consider a subject line such as "Your name - Job title" or something similar that clearly communicates your purpose of writing.

3. Address your recipient directly

When writing a job application email, taking the time to do your research about your potential employer shows your determination to get to the next stage in the hiring process. Identify the name of your email's recipient and address them directly in the opening of your message. Since this is a business style letter, use a formal salutation such as "Dear Ms. First name." If a specific person isn't available, use a respectful greeting such as "Dear Sir/Madam" or "Dear Hiring Manager."

4. Introduce yourself

The first paragraph of your job application letter should introduce who you are and why you are writing. Your goal in this section is to secure the recipient's attention with the relevance of your message. Keep this section short at one to two sentences maximum. This way you can concentrate the bulk of your email on the more important points.

5. Answer recruiters' key questions

The main body of your job application email should answer the two key questions your potential employer wants to know about you:

What makes you the best fit for the role?
Why do you want to work for their company?

To answer the first questions effectively, you need to describe the skills you possess and the experience you have accumulated that qualify you for the role. The most powerful way to get a recruiter's attention is by exemplifying your abilities using statistics and sharing brief stories of your learnings.

As for why the company interests you, to answer this question you need to do some in-depth research. Find out interesting facts, such as a new merger or recent takeover. Use this information to share how you can be useful to them in the current environment. Making the extra effort can guarantee you a future interview.

6. Conclude your email politely

When you wrap up your job application email, remember to thank the recipient for their time. Leave them your contact details, including your email address and phone number, so that they can reach you easily. This is also a good place to ask any additional questions. Being inquisitive is a good sign because it also keeps the lines of communication open.

7. Include your attachments

Attach your resume, cover letter and any additional documents to the email before you send it. Send these as file attachments in the email.

8. Review, proofread and send your email

Before you send your application email, review it thoroughly for errors, mistakes and missing attachments. Check for spelling and grammatical mistakes and read your writing out loud to fix any points that sound wordy or repetitive. If you struggle to edit your own work, ask a close friend or family member to help you proofread it too. Taking the time to review your work shows a recruiter that you are detail-oriented and organised.

Related: How To Write a Cover Letter

Job application email template

Here's a template that you can use as a guide to help you write your job application email:

[Subject line: Your name – Job title, reference number for job listing if applicable]

[Salutation: Dear [Hiring Manager's name],]

[First paragraph: Introduce yourself, name the job position you are applying for and where you found the job listing. Include if someone else referred you.]

[Second paragraph: Include specific skills and experiences that make you a good fit for the job.]

[Third paragraph: Share your research about the organisation to explain what interests you about the role and their company.]

[Closing: Mention the attached documents and let the recipient know you would be happy to provide further information if needed. Thank the recipient for their time and consideration.]

[Signature: Sincerely,]
[Your name]
[Phone number]
[Email address]

Job application email sample

Here's an example of a job application email that you can make your own:

Subject line: Terry Dwyer – Marketing Manager, Reference #1234

Dear Ms. Jane,

I recently came across your 'Marketing Manager' job opening at ABC Hotels (reference #1234) on indeed.com and feel that I would be a great fit for this position.

With more than 5 years of experience in the industry, I have gained extensive knowledge and expertise in the most important marketing strategies used today. Here is a brief list of my accomplishments that I believe will give me a solid foundation for the role:

Launched an impressive portfolio of eight bespoke hotel concepts in my career
Managed a team of four marketing executives in my previous position. Our combined efforts resulted in a 20% increase in guest bookings within 10 months.
Executed projects that won major accolades in the industry, including "Sydney's Best Hotel 2019".

As for why I'm interested in your company, it's certainly because I thrive in a fast-paced learning environment. My experience in marketing new hotel concepts will be of substantial support as you launch two new hotels next year.

I have attached my resume for your review. If you would like more information regarding my qualifications for this position, please do not hesitate to reach out. Thank you for your time and consideration.

Sincerely,
Terry Dwyer
(02) 9876 9876
terrydwyer@email.com

Please note that none of the companies, institutions or organisations mentioned in this article are affiliated with Indeed.