Sometimes the cover letter, resume, and various application materials simply aren’t enough for hiring managers and recruiters—they want it all sent by email attachments. That means you also need to compose a job application email.
Don’t panic! This can be a good thing. While the response rate of recruiters or hiring managers to job application emails can vary widely, generally, response rates range anywhere from around 10 to 50 percent or higher. Think of sending an email as an opportunity to humanize yourself to a hiring manager or a recruiter. Here, personalization is power.
Of course, the application email and cover letter are two very different beasts. You can’t just copy and paste your cover letter and call it a day. So, we’ve compiled a best practice list: what you should and shouldn’t do to make that job application email as succinct, complete, and polished as the perfect haiku.
5 easy steps for writing a job application email
Step 1: Clean up your email
Before anything else, get a real email address if you don’t already have one. It doesn’t matter how good your job application email is—if the first thing a recruiter sees is that your return email is “beer-chuggin-good-time-lovin@hotmail,” they’ll pass. Maintain your goofy personal email for goofy personal things, not job searching.
Step 2: Follow directions
Next, follow all subject line instructions exactly. If the job ad says to send your resume by email with the word “hamburger” in the subject line, do it. It may seem ridiculous, but the recipient knows that you read the full ad and can follow instructions. It also means they can, at a glance, clear their inbox of those applicants who didn’t.
If no instructions are given for the subject line, Michael Tomaszewski at resume builder platform Zety, says make the most of it. Put Your full name as applicant, the position you’re applying for, the company name and job ID number if applicable.
Step 3: Watch your language
Just because it’s a short email doesn’t mean you shouldn’t be using business format and language. Start with the salutation: Don’t use “Hey!” or a person’s first name when addressing them in a job application email (unless you have a prior relationship with that person). Typically erring on the side of formality (“Dear First Name Last Name”) is better than being too informal. You can reference this guide on addressing a cover letter—the same rules apply here, and read our explainers on “miss vs. ms” and pronouns to understand why honorifics are a no-go.
Step 4: Get to the points—all of them
Similarly to the tone of the email, the body should nod to your professionalism by checking off all of the boxes: Include the reason for the email, what’s attached, and a thank you with an appropriate sign-off and signature that contains your full name and contact information.
A sample job application email from the University at Albany reads:
Dear Ilene Fernandez:
I am writing to apply for the position of Marketing Assistant which was posted on your website. I have attached my cover letter and resume for your review and I believe that you will find that my qualifications meet all of your requirements. Please contact me at (518) 555-1212 or at rw123456@albany.edu if you have any questions. I look forward to hearing from you about scheduling an interview.
Sincerely,
Ronald R. Weasley
Another, slightly less formal cover email comes from career strategist Jenny Foss. It serves as a letter of interest and reads:
I’ve learned you are seeking a senior project manager with ecommerce experience and knowledge of Jira. That’s me. My attached resume and cover letter outline my qualifications for the role. Thank you very much for your consideration. I hope to hear from you soon!
And from Harvard Law School, the sample job application email reads:
Dear Ken Johnson,
I am writing to apply for a summer internship with [EMPLOYER]. Attached please find my resume, cover letter, and writing sample. Please let me know if you need any additional information. Thank you for your time and consideration.
Sincerely,
Julia Richards
Step 5: Add attachments first and the email recipient last
Don’t be that person who is perfect for the job, but blows it by forgetting to attach their cover letter and resume to their email. When writing your job application email, the first thing you should do is add all your attachments and the LAST thing is to insert the email address of the recipient.
Plus, 10 templates for job application emails you might need to send
Job application email example 1: Applying for an advertised position
Subject: Job Application for [Position Title]
Dear [Hiring manager's name],
I hope this email finds you well. I am excited to apply for the [position title] advertised on [job board/company website]. Attached to this email, you will find my resume and a cover letter outlining my qualifications and enthusiasm for the role.
Thank you for considering my application. I look forward to the opportunity to discuss how my skills align with your company's vision and contribute to its success.
Best regards,
[Your full name]
[Contact number]
[LinkedIn profile URL (if applicable)]
Job application email example 2: Cold email for potential opportunities
Subject: Inquiry for Potential Opportunities
Dear [Hiring manager's name],
I trust this email reaches you in good spirits. I am reaching out to express my interest in potential job opportunities at [company name]. I have attached my resume for your reference and to showcase my background and skills.
Thank you for your time and consideration. I would greatly appreciate the chance to discuss how my expertise can be an asset to your team.
Sincerely,
[Your full name]
[Contact number]
[LinkedIn profile URL (if applicable)]
Job application email example 3: Referral from a current employee
Subject: Job Application with Referral from [Referrer's Name]
Dear [Hiring manager's name],
I hope this message finds you well. I am excited to apply for the [position title] at [company name], referred to me by [referrer's name]. Please find my resume attached, highlighting my experience and achievements.
Thank you for considering my application. I am grateful for the referral and look forward to the opportunity to discuss how I can make a positive impact at [company name].
Kind regards,
[Your full name]
[Contact number]
[LinkedIn profile URL (if applicable)]
Job application email example 4: Follow-up email after applying
Subject: Follow-Up on Job Application for [Position Title]
Dear [Hiring manager's name],
I hope this email finds you well. I recently applied for the [position title] at [company name] and wanted to follow up on my application. I have attached my resume and cover letter once again for your convenience.
Thank you for reviewing my materials. I am enthusiastic about the opportunity to contribute my skills to [company name] and would appreciate any updates on the hiring process.
Best regards,
[Your full name]
[Contact number]
[LinkedIn profile URL (if applicable)]
Job application email example example 5: Expressing gratitude for an interview
Subject: Thank You for the Interview - [Position Title]
Dear [Interviewer's name],
I sincerely appreciate the opportunity to interview for the [position title] at [company name]. I thoroughly enjoyed our conversation and am even more excited about the potential of joining your team.
Thank you for considering my application. Please find attached any additional documents you may need. I look forward to hearing back about the next steps.
Warm regards,
[Your full name]
[Contact number]
[LinkedIn profile URL (if applicable)]
Job application email example 6: Withdrawal of job application
Subject: Withdrawing Job Application for [Position Title]
Dear [Hiring manager's name],
I hope you are doing well. After careful consideration, I have decided to withdraw my application for the [position title] at [company name]. I am grateful for the opportunity to be considered for the role.
Thank you for your understanding, and I wish you and your team all the best in finding the perfect candidate for the position.
Sincerely,
[Your full name]
[Contact number]
[LinkedIn profile URL (if applicable)]
Job application email example 7: Requesting feedback on application
Subject: Seeking Feedback on Job Application
Dear [Hiring manager's name],
I trust you are doing well. I recently applied for the [position title] at [company name]. While I understand that my application might not have been successful, I would greatly appreciate any feedback you could provide to help me improve my future applications.
Thank you for considering my request, and I look forward to any insights you can share.
Best regards,
[Your full name]
[Contact number]
[LinkedIn profile URL (if applicable)]
Job application email example 8: Application submission with portfolio
Subject: Job Application with Portfolio for [Position Title]
Dear [Hiring manager's name],
I hope this email finds you well. I am excited to apply for the [position title] at [company name]. Along with my resume, I have attached a link to my portfolio, showcasing my relevant work and accomplishments.
Thank you for considering my application. I am eager to discuss how my contributions align with [company name]'s goals.
Kind regards,
[Your full name]
[Contact number]
[LinkedIn profile URL (if applicable)]
Job application email example 9: Application for internship or entry-level position
Subject: Application for [Internship/Entry-Level Position] at [Company Name]
Dear [Hiring manager's name],
I hope you are having a wonderful day. I am writing to express my strong interest in the [Internship/Entry-Level Position] at [company name]. Enclosed, you will find my resume, highlighting my academic achievements and relevant experiences.
Thank you for considering my application. I am enthusiastic about the opportunity to learn and grow with [company name].
Sincerely,
[Your full name]
[Contact number]
[LinkedIn profile URL (if applicable)]
Job application email example 10: Application for remote or freelance role
Subject: Job Application for Remote/Freelance [Position Title]
Dear [Hiring manager's name],
I hope this email finds you well. I am excited to apply for the Remote/Freelance [position title] at [company name]. Attached to this email, you will find my resume and a link to my online portfolio.
Thank you for considering my application. I am eager to discuss how my skills and dedication can be an asset to [company name]'s projects.
Best regards,
[Your full name]
[Contact number]
[LinkedIn profile URL (if applicable)]
Remember to tailor each email to the specific situation and position you are applying for, and always maintain a professional and courteous tone throughout. Good luck with your job applications!
