Imagine you're surfing a job board and you finally see it: your dream job.
The adrenaline kicks in, but so does the realization that your first contact with the company sets the stage for your professional relationship. This is your initial greeting, and you need to draft a convincing job application email that shows off your experience and ultimately secures that all-important interview.
In the digital age, a simple email carries the weight of a first impression. Think of it as your digital handshake — firm, confident, and memorable. Crafting that perfect email is an art that opens doors to opportunities and sets the stage for your next career move.
First things first: Collect your candidate information
Your email for job applications isn’t just a platform to showcase your professional development. It’s about giving a holistic view of who you are and how that aligns with a company's core values, even though you have limited space.
But the ultimate goal is to send in your application, and that means collecting all necessary documents and information the job posting asks for. Before penning your thoughts, make sure you have these essentials:
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Cover letter: According to a survey from recruiting software Jobvite, 31% of job seekers want companies to remove cover letters from the hiring process. But even if you fall into this group, cover letters are an important step. Consider them your elevator pitch in document form.
You’ll accentuate your strengths while expressing your enthusiasm for the role. Double-check your cover letter to tailor it to the job description, highlight your accomplishments, and make it more than a regurgitation of your resume.
- Resume: Your resume represents your professional journey, showcasing your work experience, skills, and educational background. Make sure it’s free from typos and informative without including too much. Remember to choose the right type of resume and rename the file when you attach it, preferably with your full name and the position title.
- Portfolio or work samples: If you're venturing into fields like graphic design, writing, or any other creative domain, make a portfolio that speaks louder than words. It should encapsulate your style, versatility, and expertise. Make sure it’s up-to-date and mirrors the requirements of the job listing. A website-based portfolio might work for some positions, but others could ask for a PDF.
- Additional information: Job postings sometimes come with unique demands. They may want to know about certifications, years of experience, or even niche skills. If the job posting lists any specific asks, provide them. This showcases that you’ve read, understood, and met the criteria, demonstrating attention to detail.
How to write a job application email in 6 steps
According to an eye-tracking study from job aggregate Ladders, recruiters only spend 7.4 seconds looking at each resume. If you want to make a lasting impression and stand out in the job search, every detail counts. Here’s a guide to ensuring recruiters and hiring managers notice you:
1. Include a clear and concise subject line
Your subject line sets the tone. It's the first thing a recruiter sees and often determines whether they’ll even open the email at all. Make it concise and relevant, incorporating the job title and your name, like “Graphic Designer Role — Alex Smith.” This straightforward approach shows you respect the hiring manager's time and helps you stand out in a sea of vague “job application” subject lines.
Beyond the basic info, consider the things that make the role unique. If the job posting emphasizes a specific skill or requirement, try incorporating it, like “Digital Marketing Expert with SEO Specialization — Jamie Carter.” Remember, clarity trumps creativity in this space, so when in doubt, keep it simple.
2. Write the body of your email
Kick off with a professional yet approachable salutation. “To whom it may concern” works if you don’t have the hiring manager or recruiter’s name. But if you do, personalize it to let them know you’re paying attention.
The opening paragraph should be your hook. Instead of a generic introduction, dive straight into the reasons why you're the candidate they’ve been searching for. Link your experience and skills with the job description to show you've done your homework. Something like “I am a growth expert with 10+ years of experience” is much more effective than “I am interested in the job you posted.”
After the salutation, it's all about engaging the reader. Share a short, relevant anecdote that connects you to the company's mission or the specific role. If it emphasizes innovation, talk about a time you thought outside the box to pioneer a new method or strategy. Prove you’re not looking for any job: you’re looking for this job.
3. Make a pitch
A pitch isn’t about bragging. It’s about succinctly conveying what makes you unique. Use the body of your email to highlight a couple of key achievements or experiences that align with the role. Maybe you boosted sales by 30% in your last job or led a team that executed a successful project.
After your initial pitch, tie it back to the company. Explain how your work accomplishments will directly benefit the team. If you boosted those sales by 30%, explain how that experience will transfer over to this new position. Connect your past victories to their future successes.
You don’t have to write a full cover letter in the body of your email (unless that’s what the posting asks for). Just use the space to further explain your candidacy and motivation.
4. Provide your contact information
Ensure potential employers can easily reach you. Even if you’ve included your contact information in your resume, your email should have your phone number, professional email address, and your LinkedIn profile.
Beyond the basics, make yourself available for follow-up questions or discussions. Offer a time frame when you’re most reachable, like “Available for calls between 2 PM and 4 PM on weekdays.” It not only shows initiative but subtly communicates respect for their time by eliminating back-and-forth scheduling.
5. Rename your resume files
This might sound like a minor detail, but your file names are more important than you think. A resume with a title like “Resume1” or “MarketingCV_final” doesn’t scream professionalism and makes it harder for recruiters to keep track of your docs. Keep it simple with a format like “AlinaJones_ProjectManager” to make your resume stand out.
If you're submitting multiple documents, like a cover letter or a list of references, ensure they all follow a consistent naming pattern. This looks more professional and helps recruiters organize your materials. Think “AlinaJones_CoverLetter” and “AlinaJones_References.” It’s clean and shows attention to detail.
6. Add your portfolio
For jobs where showing beats telling, the quality of your portfolio is critical. Include your portfolio as an attachment or as a link, depending on your preference and what the job posting asks for. Just ensure that whatever you share represents your best work.
5 email templates for job applications
In a 2019 study, Mailchimp found that the average email open rate is only 21% — meaning recruiters might not read your email at all. That’s why your application needs to rise above the noise. Save time and write the best application possible with these tailor-made job application templates:
1. Entry-level job application example
You're at the starting line of your professional journey, but that doesn’t mean you don’t have value as an applicant. Your motivation and educational experience can still be enough to show employers you’re a good candidate.
This sample letter can help you express your enthusiasm for the role you’re applying for and showcase the skills and experiences that make you the perfect fit:
Subject line: [Full name] – [Position]
To whom it may concern,
I’m [full name], a passionate [field of interest], writing to express my interest in the entry-level [position] at [company name]. I discovered the role on [job board/company website] and am drawn to it because of [company's mission/vision/reputation].
My educational journey equipped me with [relevant skills], further enhanced by my [previous job] at [other company name]. This experience instilled a passion for crafting innovative solutions that align with [company mission].
I am attaching my resume detailing my qualifications. Thank you for considering my application.
Sincerely,
[Full name]
[Contact information]
2. Mid-career job application example
You have a wealth of experience under your belt and are ready for a new challenge. This sample letter will help you articulate your accomplishments and how they align with the new role you’re seeking:
Subject line: [Full name] – [Position]
Dear [hiring manager’s name],
I am an accomplished [job title] with [number] years of professional experience. I came across the position at [company name] on [job board/company website], and I'm excited about the possibility of contributing to [company’s project or goal].
My journey in [industry] involves [relevant skills and responsibilities], with significant contributions to companies like [other company names]. I feel confident that my expertise can bring valuable insights to your team.
My resume, attached for your review, provides more detailed information about my qualifications and achievements. I look forward to discussing our mutual goals and aspirations.
Sincerely,
[Full name]
[Contact information]
3. Change of field sample job application
Making a career change is daunting, but that doesn’t mean it’s impossible. Your diverse background brings a unique perspective to the table, so use this chance to explain your transferable skills and experience. This sample email will help you highlight your expertise and express your eagerness to enter a new field:
Subject line: [Full Name] – [Position]
Hello [hiring manager’s name]
My name is [full name], and I’m applying for the [job title] opening at [company name]. I saw this role on [job board/company website] and it immediately stood out to me because [company or position details].
Having served as a [previous role], I deeply understand [relevant skill or specialty]. This foundation, combined with my recent experience with [relevant skill or specialty], equips me to [listed job requirement]. I’m ready to offer a unique perspective to your team.
Please refer to the attached documents for a comprehensive look at my qualifications. I'm available for a call this week or next to delve deeper into how my background can be an asset to your projects.
Sincerely,
[Full name]
[Contact information]
4. Return to workforce
Taking a break from your career is sometimes necessary, and that doesn’t make you a lesser candidate when you decide to return. You don’t have to go into detail about your career break in your application, but it is good to mention so hiring managers know you’re honest and transparent.
This sample letter will help you communicate your readiness to get back to work and your enthusiasm for the role or industry you’re re-entering:
Subject line: [Full Name] – [Position] Re-entering the [Industry] Scene
To whom it may concern,
I’m an experienced [job title] interested in the open role at [company name]. With a decade's worth of experience with [skill], notably at [other company name], I have a proven track record in executing, delegating, and prioritizing tasks efficiently. I'm prepared to merge my prior expertise with fresh insights for your upcoming projects.
Over the past few years, I took a break in my career, and I’m eager to re-enter the workforce. During this time, I stayed up-to-date on the industry, [subject] in particular, and I’m also [note any accomplishments from your break].
I've attached my resume detailing my journey and accomplishments. Please let me know if you need further information.
Sincerely,
[Full name]
[Contact information]
5. Recent graduate application letter example
If you've recently graduated and are ready to embark on your career journey, don’t be afraid to state that in your application. Your knowledge is fresh, and that’s an asset. This sample letter will help you highlight your academic achievements and relevant experiences as you express your excitement for the role:
Subject line: [Full Name] – [Degree]
Dear [hiring manager’s name],
I am [full name], a [year] [degree] graduate, and I’m reaching out regarding the role at [company name], which I found on [job board/company website].
My academic achievements and internship at [previous company] gave me a robust foundation in [relevant skill or specialty]. I'm eager to apply these skills to enhance brand engagement at [company name] while continuing to grow my expertise.
Enclosed, please find my resume and relevant documents. I look forward to discussing how I can contribute to [company project/goal].
Sincerely,
[Full name]
[Contact information]
Your email’s first impression
Navigating the job market is no easy task, but a compelling job application email can be your ticket to standing out. Remember, it's all about showcasing your strengths, experiences, and passion — so, put your best foot forward and make every word count.
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