Job Application Email Tips, Template and Examples

Updated July 31, 2023

While job applications are often submitted online on company websites or job sites like Indeed, many times you’ll be asked to send your application via email. When applying for a position through email, it's important to compose a professional and concise application letter to ensure you are noticed by potential employers. 

In this article, we discuss when you should send an application via email, what to include in your email application and how to compose an attractive email application letter to gain recruiter attention.

What to include in your email application

an illustration of a resume template

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 include in your email application:

  • 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 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 email a job application

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

1. Prepare your documents

The first step in composing an 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 a PDF 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 application email

The next step is to compose the email you will send with your application documents. You can either use the email as your cover letter or include a copy of your cover letter with the email. 

Include a salutation that addresses the recipient, one or two paragraphs that describe why you are writing and your qualifications and a closing paragraph that includes your contact information and thanks for the recipient's time. 

You should also include mention of the documents attached to the email. Additional information to put in the email is how you heard about the job opening and if/when you will 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 that consists of your full name and contact information such as your phone number, email, online portfolio and any 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.

6. Review, proofread and email your application

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 an email application

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.

Related: Sending Your Job Application by Email: Tips and Examples

Job application email template

The following is a template you can use as a guide when structuring your job application email:

[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. unless you know their gender.]

[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.]

Related: ​​How To Address Someone in an Email

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 position

Dear 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.

Amy Little
(505) 876-0921

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 #8495

Dear 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.

Walter Black
(786) 941-8922

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.

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