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 the main mode of accepting job applications. So, if you send your resume to a hirer, you’re going to have to make an excellent first impression.
One way to do this is by writing an effective job application email. If you're unsure how to structure it, looking at an example email for a job application can help you craft a professional and compelling message.
Here’s what we’ll cover in this guide:
What is a job application email?
A job application email is the message you write in the body of your email when submitting your resume to a hirer. It’s more than just a formality—it’s your first opportunity to make an impression. Simply attaching your resume without a proper message can come across as unprofessional and may even cause the hirer to overlook your application.
A well-crafted job application email sets the stage for the rest of the hiring process. Think of it as a digital handshake that introduces you to the employer. A strong introduction increases your chances of making a positive impact and landing your dream job.
How to write an example email for job application?
Writing a job application email requires a clear structure, professionalism, and a compelling introduction. Your email should briefly highlight your qualifications, express enthusiasm for the role, and encourage the hirer to review your attached resume. Let’s go through this step-by-step:
1. 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.
2. Gather 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.
3. Craft 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’.
4. Include a 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’.
5. Prepare 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.
6. Write the body of the email
In your main message, you should be able to do these two essential things:
Showcasing your skills
Your skills are your main selling point, so use this part of the email to showcase them effectively. The best way to do this is by directly matching your skills to the job description. Identify the key qualifications the employer is looking for and highlight the ones you possess. This approach immediately shows that you are a good fit for the role.
However, avoid simply listing your skills like a checklist. Instead, provide concrete examples of how you’ve applied them in past roles. Briefly describe experiences that demonstrate your expertise and how your contributions led to positive outcomes.
If possible, quantify your achievements to give them more weight. For example, mention specific results such as “increased sales by 20%,” “managed a team of five,” or “improved efficiency by streamlining a key process.”
If any of your experiences have led to awards or recognition, be sure to mention them. These details can further validate your qualifications and make your application stand out. Keep this section concise but impactful, giving the hirer a strong reason to consider your resume.
Demonstrating company fit
Employers aren’t just looking for candidates with the right skills—they want someone who aligns with their company culture and values. Demonstrating that you’re a good fit can set you apart from other applicants. While your skills prove you can do the job, your values and mindset show how well you’ll integrate into the team.
If you’ve researched the company thoroughly, you should have a good understanding of its culture and mission. Use this knowledge to highlight the traits, experiences, and values you share with the organization. Does the company prioritize innovation, collaboration, or customer-centric solutions?
If so, provide specific examples of how you’ve embodied these principles in your past roles. For instance, if the company values teamwork, mention a time when you successfully collaborated on a project to achieve a common goal.
Beyond alignment, express genuine enthusiasm about joining the company. Explain why you’re excited about this opportunity and how you see yourself contributing to their success. Showing that you’re not just looking for any job but are specifically interested in this role at this company can leave a strong impression on the hirer.
7. Explain employment gaps or career transitions (if applicable)
If you have employment gaps or career transitions in your resume, the body of your job application email is a good place to address them. Hiring managers will likely notice these gaps, so it’s best to take control of the narrative upfront. A well-explained gap can reassure employers and show that you used that time productively.
Rather than seeing gaps or transitions as weaknesses, frame them as opportunities for growth. If you were unemployed for a period, highlight how you used that time to improve yourself—whether through learning new skills, taking relevant courses, or working on personal projects. This shows initiative and a commitment to professional development.
However, keep your explanation concise and professional. Provide enough context to clarify the gap without oversharing personal details. The goal is to assure the hirer that your time away from formal employment was not wasted but rather contributed to making you a stronger, more capable candidate.
8. End with a 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.
9. Attach 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.
10. 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.
11. Follow-up email
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. Looking at examples of follow-up emails can give you a better idea of how to communicate professionally and effectively.
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 email template
Below is a structured format and example email for a job application you can follow that effectively presents your qualifications and enthusiasm for the role.
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>
Example email for various job application
Below are some sample emails tailored to different applicant scenarios. Each example follows a structured approach, ensuring clarity, professionalism, and relevance to the role.
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]
4. For an intern job application
Subject: Application for Marketing Intern – Daniel Tan
Dear Ms. Lee,
I am excited to apply for the Marketing Intern position at Nexa Digital. As a third-year Marketing student at Universiti Malaya, I have developed a strong foundation in digital marketing, consumer behaviour, and brand strategy. I am eager to apply my academic knowledge in a real-world setting and contribute to your team’s marketing initiatives.
During my studies, I gained hands-on experience managing social media accounts for my university’s business club, where I helped increase engagement by 35% through strategic content planning. I have also completed coursework in SEO and content marketing, which has enhanced my ability to analyze trends and create impactful campaigns.
I am a proactive learner with a keen eye for detail, and I am eager to bring my creativity and enthusiasm to Nexa Digital. I have attached my resume for your review. I would welcome the opportunity to discuss how my skills can support your team. Please feel free to reach out via email or phone at your convenience.
Thank you for your time and consideration. I look forward to your response.
Sincerely,
Daniel Tan
Mobile number: 013-4456789
Email: [email protected]
5. For a job seeker with no experience
Subject: Application for Customer Service Associate – Maria Lopez
Dear Mr. Lim,
I am excited to apply for the Customer Service Associate position at Bright Solutions. Although I do not have formal work experience, I am highly motivated, adaptable, and eager to learn. With strong communication skills and a passion for helping people, I believe I would be a great fit for your customer service team.
Throughout my studies, I have developed excellent problem-solving and teamwork skills. As the head of my university’s events committee, I managed communications with students and vendors, resolving issues efficiently while ensuring smooth event execution. Additionally, my part-time volunteer work at a local community centre allowed me to assist individuals with inquiries and provide support, reinforcing my ability to handle customer interactions with patience and professionalism.
I am eager to bring my enthusiasm and strong work ethic to Bright Solutions. Please find my resume attached for your review. I would love the opportunity to discuss how I can contribute to your team. Feel free to contact me at your convenience.
Thank you for your time and consideration. I look forward to your response.
Sincerely,
Maria Lopez
Mobile number: 016-7894563
Email: [email protected]
Conclusion
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.
Remember that 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
- 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. - 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. - 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. - 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. - 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.
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