How to write outstanding job application emails (with examples)

Sending your resume through email is one of the most common ways to apply for a job. Many companies consider it as the main mode of accepting job applications. So, if you send your resume to a hirer, make an excellent first impression. Writing an effective job application email is the best way to do this.

• What is a job application email?
• Before you begin
• Crafting the perfect subject line
• The greeting
• The opening paragraph
• The body of the email
• The closing paragraph
• Attaching your resume and other documents
• Proofreading and editing
• The follow-up
• Job application template
• Job application email samples
• Summary
• FAQs

What is a job application email?

A job application email is what you write in the body of your email message when sending a resume. Don't just send an attachment to a hirer without saying anything else. That isn't how to email a job application; it would be considered unprofessional and could be a reason for the hirer not to look at your resume.

A well-crafted job application email can set the right tone for the rest of your application. Think of it as a digital handshake. If the hirer likes your introductory message, you increase your chance of getting your dream job.

Before you begin

To know what to write in an email when sending a resume, you must first do all the necessary preparation. Here are the most important things to know to write an effective email job application.

Research the company

You need to familiarise yourself with the company you’re applying for to craft a message that aligns with its corporate culture and values. “The best way to know corporate culture is through corporate websites but also speaking to people working within the company,” says Cyrene Kong, Head of Digital Strategy and Innovation at RHB Banking Group. 

Connect with people already working in the company through relatives and friends. This way, you can better understand how to write your email application. Another way to get an inside scoop on a company’s work culture is to check online reviews or any mentions or comments about the company on social media.

You should also tailor your message to the specific job or role you're applying for. This means paying attention to all the details in the job description. Find out what they're looking for to know what to highlight in your email.

Gather all the necessary information

Pay attention to other pieces of information written in the job ad. Look for the company's contact information to know the correct email address where you will send your application and the person to whom you will address it. Check for a job reference number or code; you might need to indicate it in your email. Make sure you read the other application requirements before writing your email application.

Crafting the perfect subject line

Your email subject line should be clear and concise to avoid being overlooked. At one glance, the hirer should immediately see your name, the job title you’re applying for and, if applicable, the reference number. You can also add a little personal touch by adding a short description next to your name, such as ‘experienced IT professional’ or ‘Gen Z creative with fresh ideas’.

The greeting

It’s essential to address the hirer by their name. Like looking a person you’re talking to in the eye, addressing someone by their name is a sign of respect and an act that commands attention. If there’s no name available, you can go with other accepted formal alternatives such as ‘Dear hiring manager’ or ‘To whom it may concern’.

The opening paragraph

Start by introducing yourself and telling the hirer where or how you learned about the job opening, i.e., online job posting, referral, job fair, etc. Then, write a strong statement that immediately hooks the reader's attention. Think of this opening paragraph as your elevator pitch – a short and quick introduction of who you are and why you should be hired. 

With an attention-grabbing opening paragraph, you're virtually putting your foot in the door, and the hirer is more inclined to look at your application. Express your enthusiasm for the role right out of the gate. Tell the hirer what you're passionate about, then highlight all your relevant skills and experience that prove your passion. As your opening salvo, it's crucial to mention your best traits and accomplishments immediately.

The body of the email

In your main message, you should be able to do these three essential things:

1. Showcase your skills

This is the meat of your email application, so make it count. Your skills are your main selling point for the job. Showcasing them immediately in your email application allows you to flex your qualifications early on. By doing this, you can already grab the hirer's attention before they even see your resume.

However, you should only write a short description of all your skills. You want to avoid repeating everything that is already indicated in your resume. Instead, give a brief overview of your most relevant skills to the job. 

You should also cite experiences that can bolster your claims. The best way to showcase your skills is to describe how you have used them and how they've helped produce results in the past. If some of these experiences led to awards or recognitions, mention these as well.

2. Demonstrate company fit

Another vital thing to remember is that every hirer is looking for who fits their culture best among all candidates. Skills are essential, but how these skills can benefit the team is what ultimately matters.

If you've researched the company properly, you should be aware of its corporate culture. Highlight your skills, traits, and experiences that align with their culture and values. Does the company share your passion for innovation? Do you share the same values when it comes to the industry you are in? Can you cite experiences where you demonstrated this?

3. Explain employment gaps or career transitions (if applicable)

If you have gaps in your resume, the body of your email job application is a good place to address them. Hirers, especially the most conscientious ones, will review every item of your resume and will inevitably notice these gaps. Set the narrative early by explaining gaps in your resume immediately so that any concerns will be addressed by the time of your interview. 

Don’t be afraid draw attention to the gaps in your resume, even if it is due to being let go from your previous work. “Nearly everyone has challenges and gaps during their career path,” says David George, Managing Director at Michael Page Australia. “Showing how you dealt with any adversity in a positive way can work in your favour.”

If you were unemployed for a certain period, tell them how you spent that time by getting better or learning new skills. Mention everything you did, whether personal passion projects or formal training and how it turned you into a better person and professional. 

The closing paragraph

When closing your email, make sure you use a tone of gratitude. The entire email is, after all, an invitation or request to be considered for the job. Thanking the reader for taking the time to evaluate you or give you an opportunity adds a positive feeling.

Before giving your formal close, it helps to reiterate your enthusiasm for the job and suitability for the role. Lastly, give the hirer a call-to-action at the end to prompt them to respond. Mention the files you've attached in your email. You can also indicate your contact information below your signature, including your phone number and a link to your portfolio or any relevant work that can be found online.

Attaching your resume and other documents

Finally, don’t forget to attach the required documents. Most important of all is your resume. Before you attach any files, make sure that they are labelled clearly to avoid confusion.

Name your resume file in a professional manner. Avoid leaving any personal references ('new version', 'final version', 'for marketing jobs only', etc.) that may only confuse hirers. Just indicate your full name with the word 'resume' or 'CV'. Only include information that hirers will need.

Also, make sure to double-check any attachment requirements that were mentioned in the job ad. Are you sending files that are in the right format? Is there any file size requirement, and is your file within the limit? No matter how minor they may seem, not following these directions can create a negative impression among hirers.

Proofreading and editing

To ensure the quality and accuracy of your application, proofread your email and make any necessary edits. Sending a polished and error-free email application is important in showing your professionalism. It's a subtle way of telling the hirer that you paid special care and attention to your application, which signals your enthusiasm for the position.

Review your email for any errors. You can even tap a friend or a professional to give you feedback and advice. Ensure you use the proper formal tone without sacrificing a certain human touch. You can do this by sounding sincere, honest, and grateful.  

Check for a better way to phrase some of your statements: look out for any signs of improper tone. Do you sound too arrogant in highlighting your skills? Are you coming off as over-confident? Make the necessary changes.

The follow-up

Obviously, your application doesn't end once you hit 'send' on your email. Often, following up with the company on your application is warranted. Many hirers go through so many applications that they may overlook some, including yours. Other times, the hiring process may take a considerable amount of time and making a follow-up can be useful in finding out which part of the process you are currently in.

At the very least, a follow-up expresses your desire and enthusiasm for the position. It lets hirers know that you're determined to get the job. Plus, showing determination and eagerness always adds up. Sending a follow-up email or calling the company are effective ways to follow up on your application. 

The accepted time period before making a follow-up is one to two weeks after your application. “If I hadn’t heard back in 10 days, I would be picking up the phone,” advises Colin Mathieson, managing director at Alpha Recruitment, on what to do when you do not hear back on a job application. 

The same goes for a follow-up email. Keep it short: ask if your application was received and what its status is. Whether by phone or email, ensure you're contacting the person in charge of hiring.

Avoid making repeated follow-ups, as this could turn off some hires. Many HR departments are typically busy handling several applications, so give them a few days to respond to your follow-up query. If you still haven't heard back, it may be time to move on and explore other job opportunities. The important thing is that you never lacked effort and that persistence can be carried over in future applications.

Job application template

Subject line: <position/job title> <your name>

Dear <hiring manager>,

<Opening paragraph where you introduce yourself, mention how you learned about the job opening, and a short elevator pitch of what you can bring to their organisation>

<Showcase your skills, cite relevant experiences that flesh out those skills>

<Demonstrate your company fit, your strengths and characteristics that align with their corporate culture and values>

<Explain gaps in your resume or career transitions if applicable>

<Closing paragraph that reiterates your main points – qualifications, fit, your enthusiasm for the role, while thanking them for the opportunity>

Sincerely,

<Your full name>

<Contact number>

<Email address>

<Home address>

Job application email samples

1. For job seekers with experience

Subject: Senior IT Manager position – Stephanie Zhang

Dear Mr. Xiao,

In response to the job ad posted on your website, I would like to submit my application for the Senior IT Manager position. I’m an IT Manager with over 6 years of experience holding leadership roles in software delivery, technical project development, IT service management, and web development. I’m passionate about finding tech solutions to organisational problems, and my problem-solving skills make me a great fit for your company.

Like your company, I, too, value efficiency. With my LEAN Six Sigma training (black belt certified), I have improved project delivery time by as much as 70% in my previous work. I also value synergy and teamwork, which are part of your corporate values. As a Certified Agile coach, I am committed to developing highly effective IT teams by building cultures and systems of transparency, open communication, and accountability.

Attached is my resume for your perusal. Hoping for your consideration. If you need further information, you can reach me through my mobile number or email.

Thank you for this opportunity. Looking forward to hearing from you soon.

Sincerely,

Stephanie Zhang

Mobile number: 013-4408633

Email: [email protected]

2. For fresh graduates

Subject: Graphics Designer position – Jeffrey Lau

Dear Mr. Chan,

I saw your job posting at my alma mater, Universiti Malaya. I feel that I will be a great fit for your creative team as Graphics Designer. I’m a graphics artist and 2D animator with a passion for thought-provoking illustration.

I believe that my skills and sensibilities will be a great match for your company which provides news, information, and insight. As layout artist and creative director for our school publication, I’ve had experience in designing insightful illustrations, such as editorial cartoons, as well as visually-stunning infographics. I’m also currently an active member of the Artists Freedom Collective, which stands for freedom of expression – a right that you, as an organisation, value as well. With my culture fit and specific skills, I feel that I can be a valuable member of your team.

Please see my attached resume for a more detailed look at my qualifications.

Thank you for giving me the time and consideration. Hope to hear from you soon.

Sincerely,

Jeffrey Lau

Mobile number: 013-5125509

Email: [email protected] 

3. For job seekers with gaps in their resume

Subject: Senior IT Manager position – Devi Khalid

Dear Ms. Phoebe Chau,

In response to your job ad posted on your social media account, I would like to apply for the Social Media Manager position. I’m a Social Media Specialist with 4 years of experience in content creation and social media engagement. Social media and fashion are two of my biggest passions, which is why I believe that a Social Media Manager role for your esteemed brand is the ideal fit for me.

I've gained significant experience in both content creation (as a video and graphics editor) and social media engagement for two companies, none of which were in the fashion industry, but both helped me sharpen my skills nonetheless. The volume of engagement increased by as much as 48% in my previous stops, and this allowed me to learn valuable content insights as well as refine my strategies.

After the online publication I previously worked for shut down two years ago, I have been busy taking advanced social media and graphic animation courses to further improve my skills. If hired, I am looking forward to applying my new knowledge to help boost your brand online.

Please feel free to go over my attached resume for a more complete and detailed list of my skills and experiences. Do not hesitate to contact me through my mobile number or email if you have any questions. For now, I just want to thank you for taking the time to consider my application. Looking forward to hearing from you soon.

Sincerely,

Devi Khalid

Mobile number: 075-8207583

Email: [email protected] 

Summary

To write an effective job application email, you should do the proper background research on the company first. Get to know their corporate culture and see how your skills and experiences fit before you even start an email for a job application. From there, you just need to follow the classic structure of a job application email.

Address the proper hiring manager and start your message with an attention-grabbing paragraph. Your email body will then be all about your qualifications and relevant skills and experiences that make you a great fit for the role and the company. Finally, end your email with gratitude and an expressed willingness to be contacted for an interview.

Writing a professional and well-polished application email is the best first impression you can leave before the interview. Follow our tips, get inspiration from our email application template and examples, and let your passion and skills do the rest. Best of luck to all of you job seekers!

FAQs

1. What if I can't find the hiring manager's name?
   ⁠If the company's hiring manager is unavailable anywhere, using "dear hiring manager" or "to whom it may concern" is typically acceptable as your email greeting. Just ensure you use the correct email address, as indicated in the job posting.
   ⁠
2. How long should my job application email be?
   ⁠Around four to five short paragraphs should be enough to highlight your key selling points for the job and give a brief overview of your resume. Remember: this is only your introductory message to the hirer, so it should not take up too much of their time to read.
   ⁠
3. Is it okay to use humour in my job application email?
   ⁠Yes, but only in very specific cases. For example, suppose you have a particular history with the organisation or the hiring manager. In that case, you can establish rapport by making a funny reference that both can relate to. Other instances where it may be accepted are if you're applying in the entertainment industry, where a light and humorous tone will not necessarily be frowned upon. 
   ⁠
   ⁠In either case, use light and appropriate humour and avoid making off-coloured jokes and anything else that may be deemed offensive.
   ⁠
4. How do I write a job application email if I have no experience?
   ⁠You can still highlight skills you have acquired through school and other training. You can mention any certifications you may have or awards and recognitions you have received. Even if you have no work experience, you can highlight your experiences in accomplishing projects in school, student organisations, or even within your local community.
   ⁠
5. Can I use the same job application email for multiple applications?
   ⁠No. Your job application email should be tailored precisely to the job and company you are applying for. Every new application requires background research, so it follows that every new job application email you are going to write should be unique. If you send the same generic application letter to multiple companies, they can tell the lack of effort and care it took for you to write it.

Find more job application tips and insights from our Career Advice page. #SEEKBetter jobs at your fingertips by downloading the JobStreet app from the App Store or Google Play to get instant access to the latest job opportunities from the top companies in Malaysia.