How to write an email for a job application (with samples)
If you’re used to applying to jobs using third-party apps like LinkedIn or Indeed, you’re not alone. According to a report from recruitment tech company Appcast, 67% of job applications were submitted through a smartphone in 2021. While there isn’t an official statistic on how many people use job board apps to find a job, all it takes is a quick scan of any one of these websites to see that people are using them in record numbers.
That begs the question, is anyone still sending job application emails? The answer is yes, and it could actually help you stand out among a sea of applicants.
A well-written job application email can make a special and personable first impression, while many job board applications don’t.
If you’re ready to learn how to write a professional email for a job application, or are looking for job application email samples, you’re in the right place.
In this article, we’ll cover the fundamentals of applying for a job by email, including tips, things to avoid, and three samples you can customize for a job application that’s sure to get you noticed.
- How to write an email for a job application and what to include
- Tips for writing an effective email for job applications
- Sample job application emails for common scenarios
- Common job application mistakes and how to avoid them
- Tailor your job applications with Proton
How to write an email for a job application— and what to include
There are a few key things you should always write in a job application email. Some of these are common elements you already add in day-to-day correspondence, while others specifically pertain to job application emails. These include:
- A clear and concise subject line.
- A friendly but professional greeting.
- An opening line that mentions the position you’re applying for, and how or where you found the job listing.
- The body of your email message, containing a brief summary of your qualifications and any relevant career details.
- Attachments, including your resume and cover letter.
- A portfolio, especially if asked for.
- A proper closing statement with a signature that includes your contact information.
Tips for writing an effective email for job applications
A good job application email can really help you stand out, so being intentional about anything that you add in it is key. Here are a few best practices to keep in mind:
- Don’t fall into the trap of submitting the same application for different jobs. Instead, tailor your resume and cover letter for the individual position you’re applying for. That extra bit of effort can go a long way if the hiring manager is used to reading generic emails before they get to yours.
- Make sure attachments are appropriately named and formatted. It’s customary to make multiple edits to a resume or cover letter, but make sure you change your title from "Resume Edit Number 12" to something more professional, like "[Your name] – Resume – Company name and position."
- Use spell check to avoid typos and grammatical errors. Those can make an otherwise strong application appear sloppy and even get your email ignored.
- Keep your message concise and professional. Your email shouldn’t be so long that it’s a chore to read, and it should have a consistent tone from beginning to end.
Sample job application emails for common scenarios
Here are a few samples you can use for your next job application email, but remember to personalize them and adapt them to the job you’re applying for.
1. Just out of college/entry-level job
Subject line: Application for [job title] – [Your name]
Dear [hiring manager’s name],
My name is [your name] and I’m writing to apply for the [position] at [company name], as advertised on your company’s career page. I recently graduated with a degree in [your degree] from [your university], and I’m excited to contribute my skills to your team.
During my internship at [company name], I worked on [projects like social media, data analysis, etc.] and learned how to work in a team environment and hone my [marketing or other field] skills — things I’m excited to continue full-time. I’ve attached my resume and cover letter for review.
Thank you for considering my application. I look forward to the opportunity to be a part of your team.
Best regards,
[Name]
[Signature with contact information]
2. Applying with a referral
Subject line: Referred by [name] – Application for [title]
Hi [hiring manager’s name],
My name is [your name] and I’m reaching out to express my interest in the [position] at [company]. Your colleague, [referral name], recommended I apply after I expressed interest in [your field].
With years of experience in [your field], I’ve managed [list relevant projects and other ways you’ve led your team in your current career]. At my current company, I led the development of [another project] that [increased sales or another statistic] by [percentage].
I’ve attached my resume and cover letter for your reference. I’m available at the phone number below to discuss how I can add value to your company.
Best regards,
[Name]
[Signature with contact information]
3. Cold email introduction
Subject line: Job inquiry – [Include a brief explanation of your skills here, like, "Freelance marketing consultant"]
Dear [hiring manager’s name],
My name is [your name] and I’m a freelance marketing consultant [or other title]. I’m reaching out as a consultant with [number] years of experience in the [marketing] field. I’ve been admiring the work coming out of [company name], especially with regards to [a recent campaign or launch, or something specific to the company.]
I didn’t see any open careers on your website, but I hope you consider me for any opportunities in the future. I’ve attached my resume and portfolio for your review.
Thank you for your time.
Best regards,
[Name]
[Signature with contact information]
[Link to portfolio]
Common job application mistakes — and how to avoid them
At Proton, we receive a lot of application emails. Here are some of the most common mistakes we see, along with our tips on how to avoid them:
- Being too informal. Remember, you’re talking to a possible future employer. Use language that reflects your desire for the job, and always keep it professional.
- Using the same email body for different applications. Make sure your message is tailored to the job you’re applying for.
- Not being specific. Always include details about specific roles you’ve played in previous careers.
- Leaving out results or achievements. Any tangible number that can directly show how you’ve improved or solved a problem for your company is something you should mention.
- Forgetting attachments. Don’t forget to add your resume and cover letter.
- Not formatting your attachments as PDFs. This format ensures that the hiring manager can read your resume on any device.
- Using an unprofessional email address. Use an email address that reflects your professional identity, or, even better, create a custom email domain. (Or, if you apply at Proton, a proton.me email address might be a good idea).
- Not proofreading. Make sure you spell check and proofread your email and your attachments before you send. Need assistance? Proton Scribe can help with the tone, format, and spelling of your email.
- Repeating yourself. Using the same language in your email that you use in your resume and cover letter can appear lazy. Cross check your attachments to make sure your email sounds like a fresh, new message that’s distinct from your attachments.
Tailor your job applications with Proton
You’ve got the basics on how to write a job application email covered. Now you just have to write it.
Still stuck? Get started using one of our job application email templates above, and then tap Scribe, Proton Mail’s privacy-focused writing assistant, to help you set the tone and improve your first draft.
Built right into Proton’s email composer, Scribe can proofread and shorten your message for the right audience — all without sharing any of your personal data.
Or, if you’d like to do a few iterations, you can use Lumo, our fully encrypted, privacy-first AI assistant(new window).
If you’re ready to apply to the job of your dreams, Proton can help. Sign up for a free email account and experience the many ways Proton’s suite of privacy-forward products can help your professional career today.
Frequently asked questions
Yes. Unless the job application explicitly states not to include one, you should always include a cover letter and attach it as a PDF in your email.
Your job application email should bequick and professional — no more than two or three short paragraphs. Remember, the email is just your introduction. Let your resume and cover letter do the talking.
We’d advise against it. When you customize your emails to the specific job and company, your message can really shine. A personal email shows authenticity, and most hiring managers can tell when you hit copy and paste.
Try to find the hiring manager’s name on the company website or a similar networking profile like LinkedIn. If you still can’t find it, you can use a general phrase like "Dear hiring manager" or address the company directly.
PDF is the most professional format, and it’s the least likely to get corrupted across different email servers, devices, and operating systems.
Yes. It’s a good rule to wait about a week before sending a polite follow-up email that restates your interest and inquires about any updates.