Writing an email to apply for a job

Does writing an email to prospective hiring managers for your job application seems daunting to you? You are not alone! It looks more complex when most of the recruiters are currently hiring virtually post the pandemic. If as a fresher you need a clear direction on how to write a professional job application email to grab recruiters’ attention, we are here to help you out.

While you can get enough advice on writing a perfect CV, lesser is talked about the importance of sending a perfect communication via a formal email for your job application. Apart from campus placements, directly applying to jobs is one of the common ways of successful job hunting. However, when recruiters get thousands of job emails every day, there is more probability of your job application emails going to the trash, if not written professionally.

When you send your CV to a hiring manager, your email message is the first thing that gets noticed. So, why miss any opportunity to stand out and get a quick response from recruiters!

So, if you are spending several hours in writing your CV, give some time to learn how to write a professional email for your job application.

What to Include in Your Job Application Email? 

It is imperative to understand what a hiring manager wants and looks for in a particular job email. The key purpose of writing an email for a job application is to let the hiring manager know some of the important things, which should be a part of your job email:

• Your purpose of writing to him/her– This should begin with introducing yourself and sharing professional description.
• Job you are applying for– Talk about your interest in the job role you are applying for.
• Do you meet the eligibility criteria shared by a recruiter, such as qualification, skills, etc.- You can also highlight your biggest professional achievements to appear a perfect fit.
• How the recipient can connect with you– Ask for time to connect over a call and also mention your availability.

Add your resume to your email for recruiters to get detailed information about you after going through the email.

Job Application Email Samples

If you are soon going to graduate or have recently graduated, our templates for writing an email for job application will surely help you to get started in your job search.

Job Application Email Sample: 1

Subject:– Job Title, Job Reference Number (mentioned in Job Description)

Dear Mr./Ms.,

I recently came across a job on your portal, which I am interested in applying for. The position of Software Engineer at ABC Company (Job Ref. No.) and its requirements completely matches with my skills and qualifications.

I have recently graduated in Software Engineering from XYZ College and I am currently looking to apply my knowledge and skills in an organization of repute like.   

As a qualified Software Engineer, I am adept in application development & enhancement and believe that will prove to be an asset for the company.

Please take a minute to go through the attached cover letter and CV for your consideration. It would be a pleasure if I can hear back from you regarding my job application for.

 Sincerely,

Job Application Email Sample: 2

Subject:– Job Title, Job Reference Number (mentioned in Job Description)

Dear Mr./Ms.,

I am writing to apply for a recent job opening advertised on your website for the position of ‘Software Developer’. The position and responsibilities seem exciting and matching to my interest areas and career goals. I would like to bring your attention to my key strengths for the job role:

## Bachelor of Science in Software Engineering (BSSE)
## Strong command in software engineering & programming principles across different platforms
## Interest and knowledge of designing interfaces, testing and debugging codes
## Knowledge of Languages: C#, AJAX, ASP.Net, XML, HTML and Web Service

For more information, I have attached my cover letter and resume for your consideration.

Thank you for your valuable time. I am always reachable on my email and phone number.

Sincerely,

Some Quick Tips to Make Your Email Stand Out

As you have seen in these professional job application email samples, you should stick to a crisp email. Focus more on quality and not quantity. Adding more words in your email doesn’t add value to recruiters.

While you can jazz up your resume with an eye-catchy design and personalised font, an email job application relies solely on the content to catch the recruiter’s eye.

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The gradsingapore Team

It’s easy to get used to the “EasyApply” button on LinkedIn. Without so much of a second thought, you can easily send your resume, profile and contact information with the click of a mouse. But what if you come across a job post telling you to send your resume via email? It’s going to take you more effort to apply and make a good impression.

Remember, first impressions last forever. No matter how impressive your resume or cover letter may be, you may not get a second glance if your email looks like this:

Before you continue reading any further, give yourself 10 seconds and test yourself if you’re able to pick out all the “don’ts” in the above email example.

All done?

I think we can all agree that such off-the-cuff response isn’t likely going to make the cut, but do you know how the email should have been written instead?  Let’s see how many of them you guessed right!

1. Use an appropriate email address

If you don’t have a professional-sounding email address hosted on a credible domain, it’s time to create a new account. The new email address will need to contain your initials, either your surname or full name, and be free from references to your favourite puns, cartoons or games. Limit the use of numbers if possible in case they have unprofessional correlations.

2. Write a clear subject line

It’s good to write the subject line first since it’s easy to forget. A good subject line states the purpose of the email with the recipient in mind. An ideal subject line will be “Application for (Role) – (Your Name)”.

Make sure you do not have typos in the subject line – that will make a very bad first impression! A typical inbox reveals about 60 characters of an email’s subject line, while a mobile phone shows 25 to 30 characters, so keep it to about 6 to 8 words.

3. Address your email to the right person

You can find out online who you should address the email to, instead of stating “Dear Sir/Madam” or “To whom it may concern”.

Take note that the name of the hiring manager is often on the job description and hiring notice. If it isn’t, you can look it up on LinkedIn or the online directory of the organisation you are applying to. Use salutations when possible.

Alternatively, you can also make a phone call to enquire about who you should be addressing the email to before sending it out.

4. Keep it brief and professional

Your email should be succinct and not lengthy. Avoid smileys, emojis and exclamation marks in your emails to recruiters and prospective managers even though you may be excited about applying for your dream job.

Keep the note brief, respectful and professional. Be sure to avoid using acronyms like “btw” and “fyi” as well. While some experts say a conversational tone is fine, it’s safer to err on the side of caution and stay formal.

5. Check for errors

Don’t just rely on autocorrect to spot your typos. Always re-read your email draft for grammatical mistakes, and read it out loud and put yourself in the recipient’s shoes. Take note that the recruiter’s name may be accidentally autocorrected, so double-check that!

6. Take note of your email attachments

Don’t forget to enclose your attachments, whether they are your cover letter, resume or other documents requested for! When it comes to sending out a few large attachments, you can place them in a zip folder, or create links for downloads.

7. Follow up promptly

Besides replying to emails from prospective employers swiftly, you should send them a follow-up note if you haven’t heard from them within the stated period in which you are expecting a reply. The general expected response is about a week. Employers and recruiters also generally prefer it if you reached out over email, so try to avoid calling them up if possible.

Remember to always be polite and courteous in your correspondence. Additionally, don’t forget to check your inbox. You don’t want to miss out on an interview opportunity or potential job offer because of this!

8. Craft an effective signature

Lastly, your email signature should not only contain a link to your LinkedIn profile or portfolio if it’s online, but also your mobile number. This is especially crucial for your first email to any professional contact.

If you’re tearing out your hair trying to differentiate between an email job application and a cover letter, don’t. Honestly, it won’t make or break your application.

Keep in mind that if you’re going to write your cover letter as the body of the email, that’s fine. It will give you the opportunity to quickly make a good first impression without waiting for the recruiter to open your cover letter attachment (occasionally they don’t!). If you prefer to attach your cover letter instead, then just include a short introduction in the email body.

What’s important is that you maintain a certain level of professionalism and formality in every aspect of your email job application. Once you have that down pat, you’ve passed the first hurdle!

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