Sending a job application through email is often your first direct interaction with a potential employer. A thoughtfully composed email signals professionalism and a genuine interest in the role. It serves as a brief pitch that can distinguish you from other candidates. This message sets the tone for how a hiring manager perceives your attention to detail before they view your attached documents.
Prepare Your Application Materials
Before you begin writing the email, prepare your application documents. Your resume and cover letter should be saved in PDF format. This ensures the layout remains unchanged and prevents compatibility issues that can arise with word-processing documents.
A clear and consistent file naming convention is also a mark of professionalism. Name your documents using a standard format, such as “FirstName-LastName-Resume.pdf” and “FirstName-LastName-Cover-Letter.pdf.” This helps the recruiter easily identify and organize your files.
Craft the Subject Line
The subject line is the first element a recruiter sees and it heavily influences whether your email gets opened. It must be clear, concise, and informative. Vague subjects like “Job Application” or overly casual phrases can appear unprofessional and may cause your email to be overlooked.
For an effective subject line, state the position you are applying for followed by your name. For example, a strong subject line would be: “Application for Marketing Specialist – Jane Doe.” If the job posting includes a specific reference number, be sure to include that as well, such as: “Application for SEO Analyst, Job ID 4521 – John Smith.” This clarity helps the hiring manager categorize and quickly locate your application.
Write the Email Body
The body of your email should be structured and professional. Begin with a formal salutation. If you know the hiring manager’s name, address them directly (e.g., “Dear Mr. Smith,”). If the name is not available, use a professional greeting like “Dear Hiring Team,” or “Dear [Department Name] Team.”
In the opening sentence, state the position you are applying for and mention where you saw the job posting. For instance, “I am writing to express my interest in the Marketing Specialist position advertised on LinkedIn.” The following paragraph should be a concise summary of your most relevant qualifications, highlighting one or two key skills that align with the job description.
Conclude the email with a professional closing statement, such as “Thank you for your time and consideration.” Your signature should include your full name, phone number, and a link to your LinkedIn profile or a relevant online portfolio. This provides the recruiter with easy access to more information.
Attach Your Documents and Send
Before you click send, perform a final check. Double-check that you have attached the correct versions of your resume and cover letter. Accidentally sending the wrong file can appear careless and undermine the professional image you have built.
Take a moment to proofread the entire email one last time. Read through the subject line, the body of the email, and the recipient’s email address to catch any spelling or grammatical errors. Consider sending a test email to yourself first to confirm that the attachments open correctly.
Follow Up Professionally
After submitting your application, it is important to exercise patience and professionalism regarding follow-ups. Review the original job posting for any specific instructions about their follow-up policy. Some companies explicitly state that candidates should not follow up, and you should respect these guidelines.
If the job posting does not provide any instructions, a general rule is to wait about one week after the application deadline before sending a follow-up email. Keep your follow-up message brief and polite, reiterating your interest in the position and inquiring about the status of your application.