How to Write and Send a Job Application Email (2021)

a picture of business person and job application email

A job application email is the email message and body that accompanies your job application. While it's more common for a job application to happen through a corporate portal. Or through the company website. Sometimes employers ask you to submit your application through an email address.

job application email

When do you need to email an application?

You should email a job application (your resume, cover letter, and references), when the job description lists an email address to submit your resume.

In the job description, usually toward the bottom of the job ad or job posting, you'll see instructions that tell you to submit your job application to a hiring manager or email.

Here is what that message might look like at the bottom of the job description:

To submit your resume, please send your resume and cover letter to [email protected]

Remember, most job applications will ask you to apply for a job through their company hiring portal. Important! If they ask you to do that, do not submit your job application to another email.

For example, do not think that it will make you stand out by emailing the hiring manager directly with your job application.

What to include in your email application

Hiring managers want to see a short job application message along with your application attachments. Your application attachments should include the one or more of the following:

  • Your resume.
  • Cover letter.
  • References.
  • Or recommendation letters.

Is it okay to paste your cover letter?

In some cases, it's okay to make your cover letter the job application email. How do you know? If your cover letter is short, less than a few paragraphs. And is extremely targeted to the business.

If that is the case, then copying and pasting your cover letter into the email body is okay. Though, it may still be beneficial to include your cover letter as an attachment within the email, too.

How to email your job application

Here's how to email your job application.

Check your application attachments

The attachments within the email are the most important. First check that the attachments are present.

Second, check that the attachments are the correct files and versions of the file.

Lastly, check that the attachments are named properly. Use this file format:

first-last-resume-job-title.pdf

first-last-cover-letter-job-title.pdf

This format helps the hiring manager. Hiring managers receive thousands of applications. And when they download or view these files, if they aren't named properly, they could get lost.

Make sure to read the job application requirements. And ensure that the proper assets are included. This could be reference letters, links to projects, or other requirements of the application.

job application email guidelines

Write your email

Always address the hiring manager by name. Usually, on the job description, the hiring manager's name is going to be mentioned.

When the hiring manager's name is mentioned, start your email like the following:

Dear Mr. Smith,

When the hiring manager's name is not mentioned, it's okay to address the letter like the following:

Dear Hiring Manager,

In the first part of your email, mention the job title you're applying for. And why you'd be a strong fit for the role.

This is the first introduction of yourself that hiring manager's and recruiters are going to see. Key points to discuss could be the following:

  • Career achievements that fit the job description.
  • The years of experience you have in the job.
  • Technical skills and soft skills that make you a good fit for the job opening.

Here is a good example of a job application emails body/message:

I'm applying for the position of Software Engineer. When I came across the job opening, I was immediately drawn to the opportunity. After reading the job description, I noticed there was reference to working cross functionally with marketing teams and sales teams. With my 10 years of professional experience in the software industry, I've worked cross-functionally in 8 of those years. I'm attaching my resume and cover letter below.

I'm including my contact information below. And I'm available to interview as soon as possible.

job application email

Pick a clear subject line

Picking a clear and concise email subject line is very important. Although, it's best not to use a subject line that seems too unique. It's best to keep this subject line functional.

For example, don't make the subject line a sales pitch. Like the following:

Increase your sales by 4X

Use a clear subject line like this, instead:

John Henry applying for Software Engineer

Here's a simple template to use for your subject line:

[First and Last Name] applying for [Job Title]

Sign the email

Ending the email is important. A professional signature and salutation is a great way to ensure proper business correspondence is made. Remember, anyone reading the email is going to judge your written communication skills.

Sign the email professionally, using your full name at the end.

Don't forget to include application attachments

Triple check that the proper attachments are included in the job application. Failure to include the attachments could result in the hiring manager having to contact you to send them again.

Proofread and send

Proofread the email once more before sending. And double check that the cover letter and resume don't have any spelling or grammar issues.

Send the email to the email address mentioned in the job posting. Remember, never send a job application email to an unsolicited email address.

How to write a job application email

Here's how to put it all together.

Email format

Your job application email should contain three paragraphs. An introduction paragraph, a body paragraph (your "sales pitch"), and a closing paragraph.

Subject line

Choose a very clear subject line that lists your full name and the job you're applying for.

Here is what that should look like:

John Smith applying for Software Engineer

Greeting

Address the hiring manager by name. Make sure your cover letter and job application email addresses the hiring manager properly.

Use Mr/Ms as the primary prefixes for addressing the manager.

It will be more common that you don't know the marital status and gender preference of the recipient. Then you can use "Mx" as a gender-neutral prefix.

First paragraph

The first paragraph of the email should suggest why you're applying for the position. And what makes you a unique fit for the role.

Consider this a type of "sales pitch," where the manager is enticed to wanting to open your resume and cover letter.

job application email

Body of the email

The body of the email should reinforce the reasons for why you applied. Use career achievements, soft skills, technical skills, or other experiences to help suggest why you're passionate for the job.

If applying to an internship

When sending an internship application by email, it's okay to suggest what skills you have learned from other jobs that might fit the job requirements.

In addition, it's okay to mention what skills you'll gain from the opportunity, too.

Job application email template

Dear Mr/Ms Hiring Manager's Name —

I'm submitting my application for the role of [Job Title]. I have a strong history of helping businesses of this nature achieve the goals mentioned in the job description. And the company ethics resonate with my personal passions, which is my reason for applying for a job at [Company].

In the past 12 years I have achieved [Metric], [Metric], [Metric]. And I look forward to walking you through those achievements.

I look forward to hearing from you soon regarding this opportunity. I can be reached at [Phone Number] at your earliest convenience. I've attached my resume and cover letter for your review.

Sincerely,

Your Name

(630) 777-8746

[email protected]

Job application email sample

Dear [Name / Hiring Manager] —

I’m applying for the position of Sales Associate because I noticed your software tools fill a need in the market that I haven’t seen before. Your social media monitoring tools are something special and need the right Sales Associates to sell it. I have a strong track record of driving 4X sales per year for 3 companies.

I look forward to speaking with you,

Sam

(630) 777-8746

[email protected]

Tips for Writing a Job Application Email

Tips for sending a job application via email.

Proofread the email

Read the email for any spelling errors, grammar errors, and general tone. Make sure not to use any unique font styles or font sizes in the email. This is not an area where you want to stand out for creativity.

A job application email is entirely functional. And should suggest why the manager should open any of the attachments included in the email.

Make the email impactful

Consider why the manager should open the email to begin with. Is there something unique that you can bring to the company? Something unique you can bring to the role? What do you do well? And what do other candidates not do well.

The email should be a type of sales pitch.

Don't make it too long

Your email shouldn't be too long. Try to make the email include three paragraphs. A short opening paragraph, a body paragraph, and a closing statement that provides your contact information and availability.

Favorite Resources

Our favorite resources are included below.

Job interview resources

Resume and cover letter resources

Job search resources

free interview question and answer full guide

Interview Question and Answer Guide (PDF)

Get our full interview preparation guide. Complete with common interview questions and example answers. Free. No email required.

Grab the PDF
author: patrick algrim
About the author

Patrick Algrim is a Certified Professional Resume Writer (CPRW), NCDA Certified Career Counselor (CCC), and general career expert. Patrick has completed the NACE Coaching Certification Program (CCP). And has been published as a career expert on Forbes, Glassdoor, American Express, Reader's Digest, LiveCareer, Zety, Yahoo, Recruiter.com, SparkHire, SHRM.org, Process.st, FairyGodBoss, HRCI.org, St. Edwards University, NC State University, IBTimes.com, Thrive Global, TMCnet.com, Work It Daily, Workology, Career Guide, MyPerfectResume, College Career Life, The HR Digest, WorkWise, Career Cast, Elite Staffing, Women in HR, All About Careers, Upstart HR, The Street, Monster, The Ladders, Introvert Whisperer, and many more. Find him on LinkedIn.

Share

Help us by spreading the word