How to Write an Email for Job Application

If I talk numbers, you compete with an average of 118 candidates for every job you apply for. This number only increases for graduate-level jobs, corporate-level jobs, and specific industries. This is why it’s important to set yourself apart from the competition.

But how do you do that?

One way to differentiate yourself from other job candidates is simply by making your job application email stand out. Honestly, the majority of the candidates just go to ChatGPT and ask it to “write a job application email for this job” and give it the job description.

The result?

Hundreds of similar robotic emails flooded to the employer’s inbox.

So, how do you make your job application email unique and grab the attention of potential employers?

Here’s a guide on how to write an effective job application email that will set you apart from the competition.

But first –

When Is It Appropriate To Send A Job Application Email?

Not every job post that you come across requires you to find the employer’s email and send them a separate email to apply for the job. Most of the time, you will be required to fill out an online application form or send your resume and cover letter through a company’s career portal.

However, there are certain circumstances when sending a job application email can benefit you:

• When a direct contact is provided: Some job postings may include the direct contact information of the hiring manager or HR personnel. In this case, it is appropriate to send them a personalised job application email.
• When following up on a previous conversation: If you have already had an informational interview or networking event with someone from the company, it is appropriate to follow up with a personalised job application email.
• When applying for a referral-based position: If you were referred to the job by someone within the company, it is always a good idea to send a job application email mentioning your referral.
• When there are no specific application instructions: In some cases, a job post may not include any specific instructions for applying. In this case, sending a well-written job application email can showcase your initiative and professionalism.
• When you’re sending an application for a job that is not posted: If you are interested in working for a particular company and there are no job postings available, sending a job application email with your resume and cover letter can help create an opportunity for yourself.

Once you understand when it is appropriate to send a job application email, now let’s take a look at how to write one.

The Structure of a Job Application Email

To make sure your job application email stands out, it’s important to structure it in a professional and organised manner. Here is the basic structure that you can follow:

• Subject: It’s the one sentence preview of what your email is about. The employer sees it before they even open the email.
• Salutation: The first line of your email where you address the person you are sending the email to. Use their name, if possible.
• Introduction: It’s the opening paragraph of your email where you introduce yourself and mention the job you are applying for.
• Body: This is where you can showcase your relevant skills, experiences, and qualifications that make you a suitable candidate for the job. Keep it concise and focused on what the employer is looking for.
• Closing: This is where you thank the recipient for their time and consideration, reiterate your interest in the position, and include a call to action such as requesting an interview or meeting.
• Signature: You end your email with a professional signature that includes your full name, contact information, and any relevant links (such as LinkedIn profile).
• Attachments: Often, along with the email, you also need to send your resume and cover letter as attachments.

Steps To Write Your Job Application Email

As you would with any job application, you need to study the job posting and understand what the employer is looking for. Then do a thorough research on the company to get a better idea of their values, culture and mission. This will help you tailor your job application email accordingly.

So, let’s dive into the steps:

Fill Up The Reciepient

First thing’s first, make sure you have the correct email address of the recipient. If it’s not provided in the job posting, do your research to find out who will be receiving your email.

Also, while it’s possible to send email to multiple recipients individually using a cold emailing SAAS, I recommend focusing on one recipient at a time when it comes to job application emails.

This way, you can personalise and tailor your email to the specific job and company, increasing your chances of standing out.

For example, if you send the same email to multiple recipients, you might miss mentioning a specific skill or experience that is mentioned in one job posting but not in another. This could make your email seem generic and lack attention to detail.

Also, some people make a mistake of adding different recipients in same email in “CC” or “BCC”. This is a red flag for employers as it shows a lack of discretion and professionalism.

Start With A Strong Subject Line

The subject line is the first thing that an employer sees when they receive your email.

It’s the one sentence that they read before deciding whether to open your email or not.

So, avoid using generic subjects such as “Job Application” or “Resume for [Position]”. Instead, try to incorporate something unique about yourself or the job posting in the subject line. For example, you can mention a specific skill or experience that makes you stand out from other candidates.

Examples:

• Experienced Digital Marketer Applying for [Position]
• Passionate Writer with 3 Years of Experience – Interested in [Position]
• Referral from [Name] – Application for [Position]

Also, if possible, keep your subject lines between 6-10 words as it has a proven 21% open rate compared to 14% for those with 11-15 words.

Begin With A Greeting

When addressing the recipient, use their name if possible. This shows that you have taken the time to research and personalise your email.

If you are unsure of the recipient’s gender or name, you can always use “Dear Hiring Manager” or “Dear [Company Name] Team”.

Avoid generic greetings such as “To Whom It May Concern” or “Hello, Sir/Madam” as they lack personalisation and may come across as lazy.

One good way of finding out the recipient’s name is by researching on LinkedIn or the company’s website. Some companies’ policies even list the email addresses of HR personnel or recruiters on their websites along with their names.

Write A Strong Introduction

Now, an introduction is your hook to the employer. It’s where you grab the reader’s attention and make them want to read more.

Start off by introducing yourself and mentioning the specific job or position you are applying for. Then, mention how you came across the job posting or referral (if any).

Keep this paragraph short and to the point. Mention your name, educational background (if relevant), and briefly highlight any experience or skills that make you a suitable candidate for the job.

Here’s an example:

“Hello John,

My name is Sarah Jones, and I recently came across the job posting for a Marketing Manager at Feedough. As a marketing professional with 5 years of experience in the digital space, I was immediately drawn to this opportunity. I am passionate about creating effective campaigns and driving results for businesses, making me a perfect fit for this role.”

Build A No Yapping Body

The body of your job application email is where you can elaborate on your skills, experiences, and qualifications. But remember to keep it concise and focused.

Avoid repeating information already mentioned in your resume, cover letter, or even introduction. Instead, use this space to highlight specific achievements and how they align with the company’s values or mission.

You can also mention any relevant projects or initiatives you have worked on that showcase your capabilities for the job.

But most importantly, make sure to tie everything back to why you are a perfect fit for the job and how you can contribute to the company’s success.

You can even mention your research on the company and how that made you even more determined to join them. This shows your genuine interest in the company and can make a great impression.

For example, the continuation of the above example could be:

In my previous role at XYZ Company, I successfully led a digital marketing campaign that resulted in a 20% increase in website traffic and a 15% increase in online sales. I am confident that with my experience and skills, I can help Feedough achieve similar results and further establish itself as a leader in the industry.

I even researched a bit about Feedough’s recent initiatives such as the “Startup Spotlight” series, and I strongly believe I can add value and contribute to the company’s mission of empowering entrepreneurs. In my last job, I spearheaded a similar initiative, which received positive feedback and helped increase brand recognition for my company.

I am excited about the opportunity to join Feedough and be part of its dynamic team.”

Close With A Strong Call To Action

In your closing paragraph, express your enthusiasm for the job and thank the recipient for considering your application.

You can also mention any attachments that you have included such as your resume, cover letter or portfolio. Remember to proofread these documents before attaching them to avoid any typos or errors.

Finally, end with a strong call to action. This could be asking for an interview or further information on the next steps in the hiring process.

Here’s an example:

“Thank you for considering my application. I have attached my resume and cover letter for your review. I look forward to discussing further how my skills and experience align with Feedough’s needs. Please let me know if you require any additional information from me.

Best regards,

Sarah Jones”

Never Forget Your Signature

Your signature is like your virtual business card. It includes your name, contact information, and any relevant links, such as your LinkedIn or professional portfolio.

Having a professional signature that is easy to read and visually appealing is important. You can use email signature templates available online or create one using HTML.

Make sure to include:

• Your Full Name
• Email Address
• Phone Number (optional)
• Relevant Links (LinkedIn, Portfolio, etc.)

You can even create email signature on iPhone, Outlook or Gmail to make it easier to add your signature every time you send out a job application email. There are several online free tools available for this purpose.

Add The Attachments

You usually attach your resume and cover letter with the job application email. However, if you have a portfolio or any other relevant documents that showcase your work, make sure to include them as well.

Remember to mention these attachments in your email so that the recipient knows what they are opening. You can also name the files clearly so it’s easy for the recipient to identify them.

Also, it’s important to name these attachments properly. Instead of using generic names like “Resume 4” or “Cover Letter 2”, use your full name and the job title to make it more personalised and easier to track.

For example: SarahJones_Resume_MarketingManager_Feedough.pdf

Keep It Professional

Lastly, it’s important to maintain a professional tone throughout your job application email. Avoid using slang, contractions or emoticons as they can come across as unprofessional.

Also, proofread your email for any spelling or grammatical errors before hitting send. You want to make sure you are presenting yourself in the best light possible.

Do’s And Don’ts Of Writing A Job Application Email

Now that we have discussed the key elements of a job application email, here are some do’s and don’ts to keep in mind while writing one:

Do’s:

• Personalise your email for each job application: One of the important things to remember is that each job application should be personalised and tailored to the specific job and company you are applying for. This shows your genuine interest in the role and can help you stand out from other applicants.
• Use a professional email address: Ensure to use an email address that looks professional and not something like “[email protected]”. Your email address can create a first impression, so it’s important to keep it simple and easy to read.
• Keep it concise: Your email should be brief, ideally no longer than a page. Recruiters receive hundreds of emails daily, so they don’t have time to read lengthy emails. Stick to the main points and avoid repeating information that is already mentioned in your resume or cover letter.
• Use proper formatting: Use bullet points and subheadings to make your email easy to read and navigate. This will also help you highlight important information and make it stand out.
• Follow the instructions: If the job posting has specific instructions on how to apply, make sure to follow them. This could include mentioning a specific subject line or attaching certain documents.

Don’ts:

• Use informal language: Avoid using slang, contractions or emoticons in your email. These can come across as unprofessional and may hurt your chances of getting called for an interview.
• Send a generic email: While sending the same email to multiple companies may be tempting, avoid doing so. Each job application should be personalised and tailored to the specific role and company you are applying for.
• Include irrelevant details: Stick to relevant information in your email. Your hobbies or personal interests may not necessarily be important for the job, so avoid mentioning them unless they are directly related to the role.
• Use fancy fonts or formatting: Stick to simple, easy-to-read fonts like Arial or Times New Roman. Using fancy fonts or formatting can make your email difficult to read and may come across as unprofessional.
• Send without proofreading: Make sure to proofread your email before sending it. Spelling or grammatical errors can make a bad impression and hurt your chances of getting called for an interview. Remember, your job application email is the first point of contact with a potential employer. Make sure to take the time to craft a professional and personalised email that showcases your skills and qualifications in the best possible way.

Also, always follow up on your job application emails, if you don’t hear back within a week or two, send a polite follow-up email enquiring about the status of your application. Thank them again for considering you and reiterating your interest in the role.