How to Write a Job Application Email (With Examples and Template )

Written by
Jennifer Herrity
Updated September 10, 2024
Show Transcript

Video: Make Your Job Application Email Stand Out and Land the Job!
Follow the tips in this video and make your email application stand out to potential employers!

While job applications are frequently submitted through company websites or job boards like
Indeed, you may often be required to send your application via email. When applying through email,
it’s useful to write a professional and concise job application email to stand out to potential
employers. In this article, we explain when to use a job application email, what to include, and how
to write an engaging job application email that will attract the attention of recruiters.

What to include in your job application email

It’s important to always follow the application instructions in the job posting—only send a resume
and cover letter by email if the employer requests it. The following are components to consider
including in your job application email:

 Your full name and contact information

 The reason you are writing

 The title of the job you are applying for

 The qualifications that make you a good fit for the position

 Your resume

 Your cover letter

 Additional documents that the job listing specifically asked for

 How you will follow up

If you choose to write your job application email as a cover letter, you don’t need to attach an
additional cover letter with your email application.Related: How to Write the Best Cover Letter
(With Template and Sample)

How to send a job application email

Here are the steps to take when composing and sending a job application via email:

1. Prepare your documents

The first step in composing a job application email is to get the documents you will include in the
email ready to be sent. These will likely include your resume and cover letter as well as additional
documents requested for the position such as examples of your work. You should send your
documents as PDFs to ensure the recipient can open and view them. Include your full name in the
title of each document so the viewer can easily see who the documents belong to.Related: How To
Send an Email Cover Letter (With Example)
2. Compose your job application email

The next step is to compose the email to accompany your application documents. You can either use
the email as your cover letter or attach a separate cover letter.Start with a salutation addressing the
recipient, followed by one or two paragraphs explaining why you are writing and highlighting your
qualifications. Conclude with a closing paragraph that provides your contact information and
expresses gratitude for the recipient's time.Be sure to mention the documents attached to the email.
Additionally, you might include details on how you learned about the job opening and indicate if and
when you plan to follow up.Related: 20 Ways To Start an Email

3. Choose a concise and clear subject line

The subject line of your application is important as it quickly allows hiring managers to see what the
email entails. Since hiring managers receive so many emails for job positions, keeping your subject
line as clear and concise as possible increases your chances of catching the attention of the
viewer. Consider a subject line such as "Your Name – Position you are applying for" or something
similar to ensure the recipient knows exactly what your email is about.

Read more: How To Write a Subject Line for a Job Application

4. Finish the email with your signature

Include a signature at the end of your email with your full name and contact details. This should
encompass your phone number, email address, online portfolio, and any relevant social media
profiles you wish to share with the recruiter. Related: How to End an Email (With Closing Examples)

5. Include your attachments

Attach your resume, cover letter and any additional documents to the email before you send it. Send
these as file attachments in the email. Related: How To Write an Email With an Attachment (With
Examples)

6. Review, proofread and send your job application email

Before hitting send, it's important to review and proofread your email to ensure accuracy,
professionalism and correct grammar and spelling. Consider adding an online writing assistant like
Grammarly to your browser to catch mistakes and make suggestions for improvement. It’s also a
good idea to send a test email to yourself to ensure your email looks good and has all the
appropriate attachments. Once you are sure your application is perfect, you can send the email to
the recruiter. Related: Guide to Writing a Business Email

Tips for writing a job application email

Here are a few tips to keep in mind when sending a job application email:

 Include your name and the job title you're applying for in the subject line of the email.

 Include the name of the recipient in the salutation whenever possible.

 Include details about how you found the job listing, including the date and website you
found it on.

 Don’t repeat the exact phrases used on your resume in your application email.

 Be sure to mention if you were referred by someone.

  Send your documents as PDF files to ensure the recipient can open them.

You may also streamline your job search process by using resources like Indeed profile, which
centralizes your resume, job preferences and qualifications.Related: What Is a Resume Profile? 12
Examples of Strong Profiles

Job application email template

The following is a template you can use as a guide when structuring your job application email: The
model shown is for illustration purposes only, and may require additional formatting to meet
accepted standards.

[Subject line: Your name – Job title, reference number for job listing if applicable]

[Salutation: Greet the recipient with "Dear [hiring manager's first and last name]" or simply “Dear
hiring manager(s)" if you don’t know the recipient at all. Avoid gendered titles such as Mr. and Ms.]

[First paragraph: Introduce yourself as well as the job position you are applying for and where you
found the job listing. Include if you were referred by someone as well as why you are interested in
the position.]

[Second paragraph: Include specific qualifications that make you a good fit for the job. Mention your
education and experience if applicable as well as one or two skills that are relevant to the position.]

[Third paragraph: Mention the attached documents and let the recipient know you would be happy
to provide further information if needed. Thank the recipient for their time and consideration. If you
plan on following up, include when you will follow up in this paragraph.][Closing: Thank the recipient
again and include a polite closing salutation, such as "Sincerely," and include your signature and
contact information.]

Download Cover Letter Template With Example

To upload the template into Google Docs, go to File > Open > and select the correct downloaded
file.Related: How To Address Someone in an Email

Get interview-ready with tips from Indeed

Prepare for interviews with practice questions and tips

Examples of job application emails

The following are examples of job application emails for different situations:

 Inexperienced or newly graduated job application email

Here is an example of an application email for someone who has recently graduated:

Subject line: Amy Little – Junior Marketing Associate positionDear Henry Linus,I came across
the junior marketing associate position you currently have available at DE Marketing Firm. I found
this listing on Indeed and feel that I am a great fit for it after reading the job description and
requirements. I am a recent graduate from New York Community College with a bachelor’s in
marketing. I am eager to put my knowledge and experience to work in a well-known marketing firm
such as yours. During my time at New York Community College, I participated in several marketing
internships with companies throughout the city and have gained the necessary skills to be successful
in my first in-house marketing role.

Attached you will find my cover letter, resume and marketing samples for your consideration. Please
do not hesitate to reach out if you would like additional information.

Thank you so much for your time and consideration for this position, and I look forward to hearing
from you soon.

Sincerely,
Amy Little
(505) 876-0921
amylittle@email.com Related: How To Write a Follow-Up Email After Submitting Your Application

 Experienced professional job application email

Here is an example email application for someone who is an experienced professional in their
field:Subject line: Walter Black – Director of Marketing position, reference #8495Dear Randy Grady,I
recently came across your job opening at Sawmill Marketing Firm (reference #8495) on your website
and feel that I would be a great fit as your next marketing director. My skills, education and
experience would make me a valuable asset to your company.With more than 10 years of experience
in both traditional and online marketing, I have gained extensive knowledge and expertise in the
most important marketing strategies used today. In my previous position, I created and implemented
a marketing program that increased sales by 30% in only three months. Using this skill set, I feel that
I could bring similar results to your organization.My cover letter, resume and certifications are
attached for your review. If you would like more information regarding my qualifications for this
position, please do not hesitate to reach out.I look forward to hearing from you soon about this
opportunity, and I thank you for your time and consideration in this matter.Sincerely,
Walter Black
(786) 941-8922
walterblack@email.com

Frequently asked questions

What if I can't attach all the documents to one email?

If you're unable to attach all your required documents in a single email, inform the hiring manager in
your first email that you're sending them two emails with the attached documents. Once you send
your first email, reply with additional attachments or links. This ensures that they're able to receive
all your information.

Where can I find the hiring manager's name?

Learning the hiring manager's name can help you personalize your email and potentially increase
your chances of the person reviewing it more quickly. You may locate their name on any
correspondence they previously sent you or on the company's website. The original job posting
might also list the hiring manager's name and primary contact information.

Is it always better to attach files as PDFs?

Unless the hiring manager explicitly requests that you submit your application in another format,
convert your files to PDF format for every application you submit. This ensures that your documents
retain the proper formatting, regardless of the application that opens them. Before submitting your
application materials, review the job posting to determine if they have any specific preferences.
Some employers may prefer that you convert your files into a single document for easier review.