How to Write a Job Application Emails (With Samples)

Sending an email for a job application can be daunting, especially when you want to look perfect for the company you’re applying to. We want to make the job easier for you by providing you with these key tips:

We also included six sample emails for different types of job seekers:

Tips for Writing a Job Application Emails

Use a professional email address

You’ve probably heard this one before. You don’t want to be emailing the company of your dreams with your middle school email bigtuna@welovetuna.com. Use a serious email address that includes your name and a credible domain. Here are some examples:

If you don’t know which email domain you should choose, Gmail is the most popular choice for job seekers in the US.

Include your name and the position of interest in the email subject line

First, check if the company you’re applying to has a specific format they would like you to abide by for your email subject line.

For example, they may specify on the job posting to format your subject line as such:

<LAST NAME, FIRST NAME> POSITION TITLE - REFERENCE NUMBER

If there is no requested format, be sure to include your name, the position you are applying for, and the job reference number if available. Here are some examples:

Jane Doe - Marketing Coordinator (F5HW79)
[John Doe] HR Associate Position
Doe, Jane - Front-End Engineer
Application for Lab Assistant (#345) - John Doe
Meeting Follow Up - Jane Doe
Referred by [name] - Data Scientist Position

Address someone in your salutation

Addressing the proper person in your salutation may be confusing. If you find the name of the recipient, then using his, her, or their name would be ideal. However, more often than not, it is difficult to find the name, so it is perfectly acceptable to write “Dear Hiring Manager.” It is also better to address a person or the team rather than writing “To whom it may concern” because that may seem impersonal. Here is our list of appropriate salutations for job application emails:

Dear Hiring Manager,
Dear [Full name of the hiring manager],
Dear Mr./Ms. [Last name],
Dear [Company name] team,
Dear Sir/Madam, (used in some Commonwealth Nations)

Dear [First name of hiring manager] is also acceptable if you know the hiring manager personally or have met them in person and got close enough to be on a first-name basis.

Keep your closing statement formal and neutral

The closing statement is important because you want to end your email on a formal but positive note. You certainly don’t want your first impression with the hiring manager to end with a casual “k thx bye.” Here are some common and acceptable ways to close your email:

I look forward to hearing from you soon.
Thank you for your consideration,
Please keep me informed.
Thank you,
Best regards,
Kind regards,
Sincerely,
Best,
Regards,

Be sure to have an electronic signature

An electronic signature is the name you sign off with after the closing statement, and it can be set up on the emailing service you are using (Gmail, Outlook, etc.). You want to include your full name, email, and phone number in your signature. Some working professionals also include their addresses, but this is not required. Typically, you would also include this information in the header of your resume and cover letter as well. If you are currently working for a company already, you can also include your company name and your position.

Here are some sample electronic signatures:

John Doe
Criminal Lawyer at Law Firm A
Mobile: +1 (555) 555-5555
Email: john.doe@gmail.com

Jane Smith
M: +1 (555) 555-5555
E: jane.r.smith@gmail.com
A: 55555 Fifth Ave
Fivecity, NY 55555

Jimothy Krakowski
Paper Salesman
M: +1 555 555 5555
H: +1 555 555 5556
E: jimothy.krakowski@gmail.com
W: www.jimothykrakowski.com

Pamela Fisher
Graphic Designer
Mobile: +1 (555) 555-5555
E-mail: pamela.h.fisher@gmail.com
Portfolio: www.pamelafisher.com

Name your resume and cover letter files in an intuitive way

We recommend you save your resume and cover letter as PDFs because file types such as .docx (Microsoft Word) may not open properly or in the format you intended depending on what program is used to open them. You can also use either resume or CV when referring to the document that contains your work experience, although it is more common in the US to refer to it as a resume.

Naming your files properly is also critical because your hiring manager will be able to find them easily if they are named in an intuitive way. We recommend you put your name and the type of document in the file name and separate the words with dashes or underscores.

Naming your file:

Lastname_Firstname_Resume.pdf
Lastname_Firstname_Cover_Letter.pdf
Firstname-Lastname_CV.pdf
Firstname_Lastname_CoverLetter.pdf

Feel free to attach any other documents such as certifications or a portfolio that may help back up your qualifications.

Firstname-Lastname-MS-Office-Certification.pdf
Lastname_Firstname_Portfolio.pdf

Use a professional yet positive tone throughout the email

Keep your tone enthusiastic, formal, and confident but not overconfident. You want to convey that you’re excited about the opportunity and that you have what it takes to be better at the job than others. Keeping your writing style formal yet not too impersonal or robot-like is also key to starting off on the right foot.

Sample Emails for Job Applications

For people with work experience

Email subject line: Jane Doe - Marketing Coordinator (#6948)

Dear Hiring Manager,

I came across a job posting for the position of Marketing Coordinator (#6948) at Company A. The position and responsibilities seem to align with my skill set and career, and I think I would be a strong candidate for the job.

Below are some of my key strengths that would make me a great fit for the role:

Bachelor of Digital Marketing
2 years of experience as Marketing Specialist at Company B
Strong command in brand marketing on Instagram, YouTube, TikTok, Facebook, and LinkedIn

I have attached a cover letter and resume for your consideration.

I look forward to hearing from you soon.

Sincerely,
Jane Doe
Email: janedoe@gmail.com
Phone: +1 (555) 555-5555

For fresh graduates with no experience

Email subject line: [Doe, John] HR Associate Position

Dear Company C team,

I am writing to apply for the position of Human Resources Associate with Company C. I came across the job listing on LinkedIn, and I found that the position matches my interests and career path.

I recently graduated from University D with a Bachelor of Communication for which I delved deep into interpersonal human relations and effective written and oral communication. I think this would make me a great fit for the position of Human Resources Associate, which strives on strong people skills and clear, ethical communication.

Attached is my resume and cover letter for your reference. Let me know if there is any additional information you would like to see.

I believe my values and vision align with the company mission statement, and I would be love becoming part of the team.

I look forward to hearing from you about this opportunity.

Regards,
John Doe
johndoe@email.com
+1 (555) 555-5555

For soon-to-be-graduating undergrads with internship experience

Email subject line: Application for Front-End Engineer - James Smith

Dear Jessica Smith,

I am writing in interest of the position Front-End Engineer (P893) at Company E. I am graduating in August with a Bachelor of Computer Science at the University of G, and I would like to share my key qualifications that would make me a strong fit for the position:

Experienced in the following languages: Java, HTML, Python, Ruby, C++
Interned with Boeing and shadowed Social Media Network Front-End Developer
Developed my own data scraping app, which is available for both iOS and Android devices

I believe my experience and qualifications would make a valuable asset to the team, and I hope to contribute to the growth and success of the company.

You can find my resume, cover letter, and certifications attached to this email.

Thank you for your time and consideration.

Best regards,
James Smith
M: (555) 555-5555
E: james.smith@gmail.com
W: www.jamessmith.io

For if you previously met the hiring manager in person

If you know the hiring manager personally or met them at, say, a job fair where you got comfortable enough with them to be on a first-name basis, then you can structure your email in a more familiar tone.

Email subject line: Meeting Follow-up - Suzy Bleu for Office Administrator position

Hi Jessica,

We met at the job fair yesterday, and I am writing to apply for the position I mentioned I was interested in, Office Administrator with Company H.

I’m familiar with the company because, as I brought up yesterday, I currently work in one of the subsidiary enterprises of Company H, so our policies and methods of operation are vastly similar.

I just wanted to highlight some of the skills that would make me the person you are looking for:

Comfortable with Slack, Notion, Trello, Google Suite, Zoom
Microsoft Office Specialist Certification (Word, Excel, Powerpoint)
Highly organized with sharp attention to detail

I also attached my resume and cover letter below. Feel free to call or write back if you have any further questions about my experience or anything else!

Thanks so much, and I hope to hear back from you soon.

Best,
Suzy Bleu
suzy.c.bleu@gmail.com
+1 (555) 555-5555
5555 Blue Ave
Blucity, CA 55555-5555

For an academic position with a letter of recommendation

Email subject line: Joe Doe - Biological Technician (F5HW79)

Hi Professor X,

I am currently a lab assistant at the Biology Department of the University of J, and I was interested in the job opening for a Biological Technician position (F5HW79) at the University of K. I graduated magna cum laude from the University of J last year with a Bachelor of Biochemistry and Molecular Biology.

I have worked as a lab assistant at the University of J for two years: one year during my undergraduate studies and one year post-graduation. I extensively researched the side effects of genetic manipulation in rodents, and I think my knowledge would make me a strong candidate for the position because of the many overlapping areas of research with the Biology Department at the University of J.

I attached my resume, cover letter, and recommendation letter from my current laboratory director Professor Sebastian Pierce, who is also the head of the Biochemistry and Molecular Biology department. As the most experienced lab assistant, I work right alongside him and also draft all the conclusive findings.

I believe my expertise and experience will help further progress the research on the analysis of animal tissue changes due to genetic manipulation at the University of K.

I look forward to hearing back from you.

Kind regards,
Joe Doe
M: (555) 555-5555
E: joe.doe@gmail.com

For if you have a referral

Email subject line: Referred by Michelle Scarn - Dwayne Wilson for International Sales Manager

Dear Mr. Smith,

I was recommended by my friend Michelle Scarn, Sales Manager at Company L, to forward you my resume. Michelle and I previously worked together at Company M before we both moved on to becoming salespeople in different companies. She is familiar with my work style and ethics and believes that my sales experience would make me a great fit for the job opening of International Sales Manager.

I am currently a salesman at Company N, where I’ve been the top salesman for two out of the four years I’ve been with the company. I have been in the sales industry for 11 years and counting. I think my expertise and people skills would be a valuable asset to your company and its growth.

I have attached my resume and cover letter and would appreciate it if you took the time to review it. I would also like to mention that I speak Spanish fluently which I believe would be a great strength for the position of International Sales Manager.

I hope to speak more with you about this opportunity soon.

Thank you,
Dwayne Wilson
Sales Manager at Company N
dwayne.k.wilson@companyn.com
+1 555 555-5555

Remember to write professionally, earnestly, and enthusiastically, and you will be on track to be a job application email expert. Good luck with all your endeavors, and enjoy the process!

Is English not your native language? Check out our free grammar checker Engram that will help proofread your text for grammatical mistakes and help you write more natural English.