When applying for a job, sending a clear and professional job application email can help you stand out.
Your email should be well-structured, error-free, and to the point, making it easy for the hiring manager to see why you’re a strong candidate for the specific job.
Whether you’re a recent graduate, a career changer, or someone with relevant experience, knowing how to write an email job application the right way can improve your chances of getting noticed.
In this guide, I will cover everything from writing a clear subject line to structuring your email body properly.
7 Strategies on How to Write an Email Job Application
Writing a job application email is one of the first steps in making a strong impression on a potential employer.
Below, we’ll go over step-by-step strategies to help you craft an email that stands out:
Step 1: Use a Professional Email Address
Your email address is the first thing your HR will see, so it should reflect professionalism. Avoid using nicknames, slang, or unnecessary numbers that might make you look unprofessional.
Here's an example of a professional email address: Name.LastName@email.com
Examples to Avoid: coolguy99@email.com or anything that does not have your real name and weird numbers.
Tip: If your full name is unavailable, try adding your initials or a small number. Keep it simple and easy to read.
Step 2: Write a Clear Subject Line
The subject line of your email should immediately tell the hiring manager why you are reaching out.
Since recruiters receive hundreds of job applications, a clear and specific subject line helps ensure your email is noticed and easy to find later.
If you write something like: "Job Application" or "Applying for a Job." It does not work because it’s too vague. The hiring manager won’t know which position you’re applying for, making it easy for your email to get overlooked.
A better approach is to be specific and structured:
- "Job Application – Marketing Assistant – John Doe"
- "Application for Digital Marketing Specialist – Jane Smith"
This works because it includes the job title and your name, making it easy for the hiring manager to identify your application.
If the job posting includes a reference number, be sure to add it. For example: "Job Application – Software Developer – Ref: #12345"
If you would like to read more about subject line ideas, read our article on Email Subject Lines.
Step 3: Address the Hiring Manager Correctly
How you start your email sets the tone for the rest of your application. A polite and professional greeting makes a strong first impression and shows that you’ve taken the time to address the right person.
If the job posting includes the hiring manager’s name, always use it. A greeting like "Hi Name" adds a personal touch and shows that you’ve done your research.
If you don’t know the hiring manager’s name, writing "Hi Hiring Manager" is a safe and professional alternative. It’s better than not addressing anyone at all because it still maintains a formal and respectful tone.
If you send an email that begins with: "Hey there, I’m interested in the job. Let me know if you need anything from me."
It may not work because it sounds too casual and unprofessional. The hiring manager doesn’t know who you are, and this type of greeting makes it seem like you didn’t take the time to research the company.
Other greetings to avoid include "Hey there," which is too informal, "Hi," which lacks professionalism, and "To Whom It May Concern," which feels outdated and impersonal.
Tools like MailTracker will help you track your email in Gmail without the recipient knowing about it. You can see when your hiring manager opens your email and how many times.
You can also check if the email was unopened so you can follow up to get a response.
Step 4: Write a Strong First Paragraph
Your first paragraph should immediately grab HR's attention by clearly stating the job you’re applying for and writing a brief introduction.
If you send an email like this: "Hi, I saw your job posting online, and I am interested in applying. Please find my resume attached."
It may not always work because it’s vague and lacks enthusiasm. The HR team won’t know what role you’re applying for or why you’re a strong candidate.
A better approach is to be clear and direct: "Hi Name, I am writing to apply for the Digital Marketing Specialist position at [Company Name].
I recently graduated with a Bachelor's degree in Marketing from XYZ University and have experience in market research and social media management. I am excited about this job opportunity and believe my skills make me a strong candidate for this role."
This introduction works because it provides more detail upfront, shows enthusiasm, and sets a professional tone for your application.
Step 5: Highlight Your Relevant Skills and Experience
Your second paragraph should show how your skills and experience align with the job. Focus on specific achievements and responsibilities that make you a strong candidate.
If you write something like this: "I worked in marketing before and have done some research and social media work. I am a fast learner and hope to get this job."
It does not work because it’s too vague and doesn’t highlight any specific skills or accomplishments. The hiring team won’t see how you can contribute to the company.
A better approach is to provide clear examples: "In my previous role as a Marketing Assistant at [Company Name], I conducted market research, created content for social media, and helped increase engagement by 30%. My ability to analyze trends and create strategic campaigns aligns with the needs of your team."
This version works because it’s specific, highlights measurable success, and directly connects your skills to the job requirements.
If you don’t have direct work experience, mention internships, volunteer work, or projects that demonstrate relevant skills.
Step 6: Mention Your Attached Documents
Before closing your email, let the hiring manager know what documents you’ve attached, such as your resume, cover letter, or portfolio.
This ensures they don’t miss any important files and relevant documents. Also, make sure your files are in PDF or Word Document format and are properly named, like John_Doe_Resume.pdf, to maintain a professional appearance.
If you simply write: "Here’s my resume." It may not work because it’s too abrupt and lacks professionalism.
A better approach is to be polite and clear: "I have attached my resume and cover letter for your review. Please let me know if you need any additional information."
This works because it shows professionalism and makes it easy for the hiring manager to check your files. Always double-check that you’ve attached the right documents before hitting send.
If you are interested in sending a thank you letter after your interview, here’s a great article on Post-Interview Thank You Email Examples for Any Situation
Step 7: Add Your Contact Information and Closing Statement
A strong closing statement leaves a positive final impression. It should express enthusiasm for the job and provide your contact information so the hiring team can easily reach you.
If you write something like: "Let me know if you’re interested."
It may not work because it’s too casual and does not show professionalism. The hiring manager might not feel compelled to follow up.
A better approach is to be polite and professional while reinforcing your interest in the role: "I would love the opportunity to discuss how my skills can benefit your team. Thank you for your time, and I look forward to hearing from you.
Saludos cordiales,
John Doe
Phone: (123) 456-7890
Email: johndoe@email.com
LinkedIn: linkedin.com/in/johndoe"
Here are some email signature examples you can use for your next email.
Do’s and Don’ts When Emailing a Job Application
Here are some important things to do and avoid when sending a job application email.
Do:
- Research the job and company. Read the job description carefully and learn about the company name before applying.
- Use a professional email address. Avoid casual or unprofessional email names.
- Address the hiring manager by name. If possible, personalize your greeting instead of using a generic salutation.
- Tailor your email to the job. Write your email based on the specific job and highlight why you’re a fit for the role.
- Keep your email short and to the point. Use a brief introduction and get straight to the purpose.
- Use clear and professional language. Avoid slang and keep your tone formal but natural.
- Highlight relevant skills and experience. Provide examples that show why you’re a strong candidate.
- Be polite and respectful. End your email professionally with best regards or warm regards.
Don’t:
- Send your email without proofreading. Check for grammatical mistakes and typos before sending.
- Use a generic template. Avoid sending the same job application email to different companies without making it relevant.
- Include unnecessary details. Stick to the relevant information related to the job.
- Be too casual. Avoid greetings like "Hey" or using an informal tone.
- Forget to attach your documents. Always check that your resume, cover letter, and relevant documents are included.
- Sound desperate or arrogant. Be confident but professional.
- Mention negative experiences. Do not include complaints about past employers or sensitive content.
- Send emails outside business hours. The best time to send an email is during standard work hours.
- Spam the recruiter. If you don’t hear back, follow up politely instead of sending multiple emails.
Track Your Emails with MailTracker for Free
When applying for a job, knowing if your job application email has been opened can make all the difference.
Did the HR read your email? Have your resume and cover letter been seen? With MailTracker, you’ll get real-time insights so you can follow up at the right time.
MailTracker lets you track your emails, see when your emails are opened, and ensure your required documents reach the right person. This helps you stay ahead in your job search and improve your chances of landing an interview.
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