When applying for a job, the email you send is your first interaction with a potential employer. A well-constructed email demonstrates your professionalism and attention to detail, influencing whether your attached resume gets opened.
Structuring Your Email Application
Crafting a Professional Subject Line
Your subject line must be clear and informative. It should include keywords from the job posting, your name, and the job title. For instance, a subject line like, “Application for Marketing Manager Position – Jane Doe” is direct. If the job posting includes a reference number, add that as well, for example: “Application: Project Manager, Job ID #7890 – John Smith.”
Using the Correct Salutation
Address the hiring manager by name to add a personal touch. Use a formal salutation such as “Dear Mr. Smith,” or “Dear Ms. Jones.” If you cannot find the hiring manager’s name, you can use a general but professional greeting like, “Dear Hiring Manager,”.
Writing a Compelling Opening
The first paragraph of your email should state your reason for writing. Clearly mention the specific job title you are applying for and where you saw the position advertised. You can also briefly express your enthusiasm for the position to show genuine interest.
Highlighting Your Value in the Body
The body of your email is your opportunity to briefly showcase your qualifications. This section should consist of one or two short paragraphs that connect your most relevant skills and accomplishments to the job description’s requirements. Instead of just listing skills, provide specific examples of how you have used them. For instance, you could mention a key achievement from a previous role, such as, “In my previous position, I led a project that resulted in a 15% increase in sales.”
Creating a Clear Call to Action in the Closing
Your final paragraph should guide the hiring manager on the next steps. Express your enthusiasm for the opportunity and state that your resume and any other requested documents are attached for their review. Include a clear call to action, inviting them to contact you for an interview. A polite and confident closing could be, “I have attached my resume for your consideration and welcome the opportunity to discuss my qualifications with you further.”
Formatting Your Signature
Your email signature makes it easy for the hiring manager to contact you. It should include:
- Your full name
- Your phone number
- A link to your LinkedIn profile
- A link to a professional website or online portfolio, if applicable
Keep the signature clean and concise, avoiding unnecessary graphics or quotes.
Preparing Your Attachments
Save your resume and cover letter as a PDF, as this preserves the document’s formatting across different devices. If an employer specifies a different format, like a Word document, always follow the instructions in the job posting. Use a clear naming convention that includes your name and the document type, such as “Jane-Doe-Resume.pdf.” You can also include the job title, for example, “John-Smith-Project-Manager-Resume.pdf.”
Final Steps Before Sending
Before you click send, a thorough review can prevent simple mistakes. Read through the subject line, body, and signature to check for any spelling or grammatical errors. Reading your email out loud can help you catch awkward phrasing or typos. Double-check that you have the correct email address for the recipient and have attached all requested documents. Sending a test email to yourself first is a reliable way to ensure your attachments are correctly formatted and the email appears as intended.
Common Mistakes to Avoid
Avoid using an unprofessional email address, such as “partyanimal21@email.com.” Instead, use an address that is a variation of your name, like “firstname.lastname@email.com.” Another pitfall is sending a generic email. When using a template, always change the company name and tailor the content to the specific job. Also, avoid being overly casual or informal in your tone.