Updated on October 11, 2023

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How to write an email for a job application

How to write an email for a job application

When you're applying for a job, sending an email introducing yourself and including information about your qualifications is a must for putting the right foot forward. In a world where impersonal online applications are the norm, taking the time to do a little more can set you apart from others. Because email communication can be crucial in making first impressions, you may be apprehensive about what to include in yours. In this article, we’ll teach you how to write an email for a job application that will make a positive impact. Check out our email templates to get started, and learn a little about AImReply, an email writing assistant.

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How to write a professional job application email with examples | AImReply

What to Include in an Email for a Job Application

The first step to how to write an email for a job application is to make sure you include everything that’s necessary. Keep reading to learn about the various parts of this important communication.

  • The subject line: The subject line is the first thing the hiring manager sees. Make it count by directly stating the purpose of the email.
  • A formal greeting: If possible, always address the hiring manager by name. This may take a little research on your part, but it’s infinitely better than opting for a generic “Dear Hiring Manager”.
  • The introduction: The first paragraph of your job application email should briefly introduce yourself and explain the reason for the email.
  • The body: Discuss your experience, qualifications, and skills, using bullet points if necessary for easier reading. This is also where you inform the recipient that you have attached your resume and cover letter for their review.
  • The call to action: Politely prompt the hiring manager for next steps, such as an interview or a hiring timeline.
  • The signature: Always sign your emails in a professional manner, including your first and last name. This is also a good place to list additional contact details, such as your phone number or professional social networking webpage.
How to write a professional job application email with examples | AImReply

What to Attach to an Email for a Job Application

Unlike many other types of emails you would send in a professional setting, job application emails are somewhat unique because they won’t ever be complete unless you also attach the following:

  • Cover letter
  • Resume
  • Portfolio (if necessary)

Cover Letter

Though some job postings may state that a cover letter is optional, including one can offer you just another opportunity to sell yourself. A cover letter is a great way to show your enthusiasm for the job and highlight soft skills that may not be clear in your resume.

How to write a professional job application email with examples | AImReply

Resume

Your resume is undoubtedly the most critical attachment in your job application email. It provides an overview of your work history, skills, and educational background. A very good resume will be specifically tailored to the job you're applying for, so don’t hesitate to create different versions for different jobs.

Portfolio

If you’re applying for a job in certain creative fields like graphic design or web development, including samples of your work can make your application stand out. If you're going to attach portfolio samples directly, ensure they’re relevant to the job and not too large. If possible, it’s better to attach one or two samples and then link to an online portfolio.

How to write a professional job application email with examples | AImReply

Job Application Email Sample Templates

Below are a few sample job application emails. Each is tailored to a specific situation, but you can easily change up any of these to fit your needs.

How to Write an Email for a Job Application for a Recent Graduate

As a recent college graduate, you may not have a lot of experience to list on your resume. However, there are plenty of companies looking for new talent and the opportunity to mold a young mind. When writing a job application email, be sure to lead with your recent graduation and detail the skills you picked up in school.

Dear [Hiring Manager's Name],

My name is [Your Name], and I’m a recent graduate from [University Name] with a degree in [Major]. I’m writing to apply for the [Role] position at [Company's Name], as advertised on [Job Listing].

During my time at university, I gained valuable experience in [Skills], and I’m convinced that my skills and enthusiasm make me a good fit for this role.

I have attached my resume and cover letter for your review. I would love the opportunity to further discuss my suitability for this position with you in an interview.

Thank you for considering my application, and I look forward to the possibility of contributing to your organization.

Best regards,
[Your Name]

How to write a professional job application email with examples | AImReply

How to Write an Email for a Job Application to Advance Your Career

If you’re interested in advancing your career, it’s often necessary that you test the waters to see if bigger and better opportunities exist. One way to do this is to send a job application email inquiring about possible roles at a different company. In this kind of email, you’ll want to express your interest in the company and briefly discuss your skills and qualifications, and then ask for a follow-up should there be a role that you could fulfill.

Dear [Hiring Manager's Name],

My name is [Your Name], and I’m currently employed as a [Role] at [Your Current Company's Name]. I’ve been following the developments at [Company's Name], and I’m excited about the possibility of joining the team.

With over [Number] years of experience in [Role], I have [Accomplishments]. I think this makes me a good fit to help your company advance its objectives.

Attached you will find my resume and cover letter detailing my professional history and achievements thus far. I would greatly appreciate the opportunity to discuss this further in an interview should an appropriate position be available.

I look forward to the possibility of working together to achieve even greater success.

Best regards,
[Your Name]

How to write a professional job application email with examples | AImReply

How to Write a Job Application Email for a Specific Job

Even if you’ve filled out an application for a specific job, it’s a good idea to follow up via email to show initiative. These emails can be brief as the hiring manager will already be receiving your information via the application, but they are a good way to highlight your skills and reiterate interest.

Dear [Hiring Manager's Name],

I’m writing to apply for the [Job Title] position at [Company's Name] as advertised on [Job Listing]. With a background in [Field], I’m excited about the chance to bring my skills and experience to your company.

Attached are my resume and cover letter for your review. I am keen to discuss my  application with you if you have some time. Thank you for your time, and I look forward to hearing from you soon.

Best regards,
[Your Name]

How to write a professional job application email with examples | AImReply

Writing an email to land a new job can be stressful, even if you use templates. Every word counts, and you want to be sure that you send the right message. Rather than leave your future to chance, consider getting a little extra help by way of an AI email writing tool like AImReply.

A tool like this is infinitely better than using a template because it customizes your response to match your exact situation. Provide a few details, and the power of AI takes over, crafting an effective, highly relevant message with perfect grammar and spelling to help  you advance your career.

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