A professional email is often the first interaction a potential employer has with a candidate, offering a window into their professionalism and communication abilities. The quality of this initial contact can influence a hiring manager’s perception of an applicant’s attention to detail. A well-crafted message also demonstrates respect for the recipient’s time and sets a positive tone for future correspondence.
Crafting the Subject Line
The subject line is the first element a hiring manager sees and determines whether your email is opened. It must be clear and professional to stand out in a crowded inbox. Generic phrases like “Job Application” are often overlooked, so a specific subject line should convey the email’s purpose and your identity.
For direct applications, a formulaic approach like “Job Application: [Job Title] – [Your Name]” works best. If a job posting includes a reference number, be sure to include it: “Application for [Job Title] # [Reference Number]”. This helps the recruiter organize applications. Keep the subject line under 50 characters to ensure it is fully visible on mobile devices.
Writing the Email Body
The body of your email should be structured logically, beginning with a professional salutation. Whenever possible, address the hiring manager by name, such as “Dear Mr. Smith” or “Dear Ms. Jones.” If the name is not available, use a professional greeting like “Dear [Company Name] Hiring Team.”
The first paragraph should state your purpose directly. Mention the specific job title you are applying for and where you saw the advertisement. If you were referred by a mutual connection, this is the place to mention their name, as it can immediately capture the reader’s attention.
Subsequent paragraphs should connect your most relevant skills and experiences to the job requirements. Instead of repeating your resume, highlight one or two key accomplishments that align with the job description. For instance, “My experience in managing social media campaigns, which led to a 25% increase in engagement at my previous role, aligns with the responsibilities you’ve outlined for the Digital Marketing Manager position.”
Conclude the email body with a clear call to action. A simple and effective closing would be, “I have attached my resume and cover letter for your consideration.” You can follow this by expressing your enthusiasm for the opportunity, for example, “I am eager to discuss how my background in [Your Field] can benefit your team.”
Choosing the Right Closing and Signature
Select a standard professional closing such as “Sincerely,” “Best regards,” or “Respectfully.” Avoid overly casual options like “Cheers,” or “Thanks!” which can undermine the professional tone you have established. The closing should be consistent with the formal nature of a job application.
Your email signature should function as a digital business card, providing contact information at a glance. It must include your full name, phone number, and a professional email address. It is also standard practice to include a clickable link to your LinkedIn profile.
Handling Attachments Correctly
Proper handling of attachments demonstrates attention to detail. Always name your files professionally before attaching them. A standard format is “FirstName-LastName-Resume.pdf”. This step prevents your document from being lost among generically named files on a recruiter’s computer.
The file format you choose is also important. It is strongly recommended to send your resume and cover letter as PDFs. This format preserves the document’s formatting across different devices and operating systems. Finally, always reference your attachments in the body of the email with a phrase like, “Please find my resume attached for your review,” to ensure the hiring manager knows to look for them.
Finalizing and Sending Your Email
Before you send your email, a final review is necessary to catch any errors. Proofread the entire message carefully, checking for spelling and grammatical mistakes. It can be helpful to read the email aloud to catch awkward phrasing. Double-check that you have spelled the recipient’s name and their email address correctly.
Also, confirm that you have attached the correct versions of your resume and cover letter. Sending a test email to yourself is a good way to see how the message and attachments will appear to the recipient. The timing of your email can also influence its visibility. Sending your application during business hours, between 8 a.m. and 10 a.m. on a Tuesday, Wednesday, or Thursday, is recommended.
Professional Email Examples for Job Seekers
Initial Job Application
Subject: Job Application: Marketing Coordinator – John Smith
Dear Ms. Davis,
I am writing to express my interest in the Marketing Coordinator position at [Company Name], which I saw advertised on LinkedIn. With over three years of experience in developing and executing marketing campaigns, I am confident that my skills align well with the requirements of this role. In my previous position, I was responsible for a project that increased lead generation by 15% in six months.
My resume is attached for your review. I am enthusiastic about the opportunity to contribute to your team and would welcome the chance to discuss my qualifications further. Thank you for your time and consideration.
Sincerely,
John Smith
(123) 456-7890
john.smith.email@email.com
linkedin.com/in/johnsmith
Post-Interview Thank You
Subject: Thank You – Marketing Coordinator Interview
Dear Ms. Davis,
Thank you for taking the time to speak with me today about the Marketing Coordinator position. I enjoyed our conversation and learning more about the innovative projects your team is working on at [Company Name]. Our discussion about the upcoming product launch reinforced my enthusiasm for this role and its alignment with my background in campaign strategy.
I am very excited about the possibility of joining your team. Please do not hesitate to contact me if you need any additional information. I look forward to hearing from you soon.
Best regards,
John Smith
(123) 456-7890
john.smith.email@email.com
linkedin.com/in/johnsmith
Following Up on an Application
Subject: Following Up: Marketing Coordinator Application
Dear Ms. Davis,
I hope this email finds you well. I submitted my application for the Marketing Coordinator position on [Date of Application] and wanted to politely follow up on its status. I remain very interested in the opportunity to bring my skills in digital marketing and content creation to your team at [Company Name].
Please let me know if there is any additional information I can provide to support my application. Thank you for your time and consideration.
Sincerely,
John Smith
(123) 456-7890
john.smith.email@email.com
linkedin.com/in/johnsmith
Networking or Informational Interview Request
Subject: Informational Interview Request – Aspiring Marketing Professional
Dear Mr. Johnson,
My name is Jane Doe, and I am a recent marketing graduate from [University Name]. I am reaching out because I have been following your career and greatly admire your work in the tech industry, particularly your recent projects at [Company Name]. I am currently exploring career paths in marketing and would be grateful for the opportunity to learn from your experience.
Would you be open to a brief 15-minute informational call in the coming weeks? I am keen to hear any advice you might have for someone starting out in the field. Thank you for considering my request.
Best regards,
Jane Doe
(987) 654-3210
jane.doe.email@email.com
linkedin.com/in/janedoe