Resumes & Cover Letters

How to Write a Job Application Email

May 27, 2021

There are several ways of applying for a job. You can submit your application through an email system or fill one out by hand and submit it in person. Hospitality and retail positions usually require candidates to submit their applications in-person.

The most common job application medium, however, is email. While many companies use an online system for job applications, smaller companies that don't have automated application platforms often use the email system. In this article, we detail how you can craft an impressive job application email.

When should you email an application

Ideally, you should submit your job application via email if:

  • The listing specifically requires candidates to submit their applications and other work-related documents via email.
  • You are applying for a position that doesn't have a formal listing.
  • There is no online system to use for your resume submission.
  • The recruiter requests you to submit your resume via email, and not by any other means.

Before you submit your application to the company, ensure it is the preferred submission method for the organisation.

What to include in your email

Below are some elements that should appear in your email application:

  • Your reason for writing
  • The job title you wish to apply for
  • Your contact details and full name
  • Your qualifications and any other relevant information that would make you the perfect fit for the company and position you're applying for
  • Your cover letter and resume
  • Any other documents that the listing requires

If you choose to write your email as a cover letter, then you don't need to attach it.

Read more: How to Write a Cover Letter

Steps to email a job application

Below are some steps you should follow when composing and sending in your job application through email:

Prepare your documents

The first step in writing your application is to prepare the documents you will include in the email. These include your cover letter, resume and any other relevant documents required by the company.

Submit your documents in either PDF or MS Word format to make them easy to view. Also, include your full name and the title of every document so that the recipient can easily see the documents' owner.

Read more: What Is a CV? Curriculum Vitae Definition, Template and Example

Write your application email

Next, compose the email you're going to send alongside the documents. You may choose to write the email as your cover letter or attach a copy of your cover letter with the job application email. You can also include salutations and greetings that address the recipient directly. In this section, you can include two paragraphs to explain why you're writing.

The paragraphs can also describe your qualifications. Add a closing paragraph that has your contact details and thank the recipient for their time. You may also include additional information about how you heard about the listing and when you will follow up.

Select a clear and brief subject line

Your application's subject line is crucial as it allows recruiters to get a glimpse of what the email is about. Since recruiters usually receive several emails from applicants, keeping your subject line brief and concise increases your chances of catching the hiring manager's attention.

Your subject line can include key information such as your name and the position you're applying for. This will ensure that the recruiter knows exactly what your email entails.

Complete the email with a signature

When concluding your email, you can include your signature. Email signatures typically include your full name, contact details like phone number, social media profiles you wish to share with the hiring manager and email address.

Include your attachments

Attach your resume, cover letter, and other additional documents to your email before you send it. You should send the documents as file attachments.

Proofread, edit and send your application

Before you tap the send button, you should proofread and edit your email to ensure correct spelling and grammar. You can also submit a test email to yourself to ensure that the email has all the appropriate attachments. Once you are certain that the email is ready, you can submit it to the recruiter.

Related: 10 Best Skills to Include on a Resume

Tips for writing a job application email

Below are a few things to remember when writing a job application email:

  • Include the recipient's name in the salutation.
  • Don't repeat the phrases you used in your resume in your email.
  • Ensure you've let the recipient know if someone referred you to the organisation.
  • Include any information about how you came across the listing, including the date and location where you found out it.
  • Send your documents as PDF or MS Word files to help the recipient easily open and view them.

Tips for sending a job application email

Below are the tips to follow before sending a job application email:

Identify the right recipient

Before you get to writing your email, read the company's website to determine the department supervisor's or recruiter's name. This approach will tell the employer that you've done the proper research about the organisation and job position. It also demonstrates that you're enthusiastic about the job.

Use a proper email address

Ensure that you use the right email address. Avoid emails such as "animallover123@email.com" to appear professional. Consider sending an email that has your first and last names or one with your initials only.

Add the recruiter's email last

Typing in the recipient's email last will ensure that you don't hit the send button before you've proofread your document for mistakes. Add the email address once you've checked that the message is indeed free of any spelling and grammar mistakes and has the proper documents attached.

Confirm your attachments' names

Always ensure that your attachment file names are appropriate and correctly labelled. You can place your last name before the document title, such as "Stone_Resume" and "Stone Cover Letter". This will give your email a more professional look. It will also help employers reference if they download and save your job application for any further review.

Convert any attachments to PDF

When you convert your documents to PDF, you give the recruiter an easy way to open and view your application. It is imperative that you do this as the recruiter may be using a different software program to view the document, altering how your documents appear when they open it on their computer.

Related: 7 Powerful Ways to Start a Cover Letter (With Examples)

Email template

Here is a email template you can use to help you structure your email:

  • Subject line: Your name and the job title. You may also include the job's reference number if it's available.
  • Salutation: Avoid using salutations such as Mrs. or Miss, unless you're sure about how the female recipient wants to be addressed. If unsure, always stick to using Ms. If the recipient has a medical degree or doctorate, address them in the abbreviated form Dr. If they have other titles such as Judge, use the full title. If you could not find the recruiter's name on the company's website, use a general term such as hiring manager.
  • First paragraph: Let the recruiter know who you are and which position you're applying for. Ensure that the title is named correctly so that you don't confuse the recruiter. You can add a few lines here letting the recruiter know where you found out about the listing or if someone referred you to the company.
  • Second paragraph: Mention specific qualifications that make you the perfect fit for the job. You can view this as your condensed cover letter. This section can help you make an impactful statement that highlights your qualifications. Mention your experience, educational qualifications and one or two relevant skills.
  • Third paragraph: Let the recruiter know that you've attached the required documents and inform them that you would be happy to give them any further information if they need it. Thank them for their time and consideration in reading your application. If you want to follow up, include when you will do it.
  • Conclusion: Thank the hiring manager again and add a polite salutation such as "Yours Truly" or "Sincerely." Also, add your signature and contact details such as your phone number, email address, residence location and any links to your website or networking page. Providing the recruiter with your contact information allows them to reach you easily for an interview.

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