How to write a job application email: best practices and examples

How to write a job application email: best practices and examples

In today’s digital-first job market, your email can be the first impression you make on a potential employer. A well-crafted job application email can help you stand out, show professionalism, and increase your chances of getting noticed. Whether you're applying for a posted role, reaching out speculatively, or responding to a referral, this guide covers best practices, example templates, and key tips for different audiences.

In this guide, you'll learn how to write an effective job application email from subject line to sign-off. We’ll cover best practices, formatting tips, common mistakes to avoid, and include example emails for different scenarios—such as cold outreach, internal applications, and referral-based messages. You'll also find tailored advice for new graduates, career changers, and internal applicants to help you make the right impression in any situation.

What is a job application email?

A job application email is a short, formal message sent to express your interest in a job opening. Typically, it accompanies your resume and (optionally) a cover letter. While many employers use application portals, emails are still widely used—especially by smaller companies, startups, and in referral-based hiring.

The goal of your email is to introduce yourself, highlight your interest and qualifications, and prompt the hiring manager to review your attached documents.

Best practices for writing a job application email

1. Use a professional email address
   Always apply from an email address that includes your name. Avoid informal usernames or outdated addresses.
   Correct: firstname.lastname@email.com
   Incorrect: funnydude42@email.com
2. Write a clear and specific subject line
   Your subject line should help the hiring manager quickly identify your purpose. Include your name and the position you’re applying for.
   Example:
   Application for [Job Title] – [Your Full Name]
3. Keep it concise and focused
   Aim for 150–200 words. Your email should briefly state your intent and qualifications without repeating your entire resume or cover letter.
4. Personalize the greeting
   If possible, address the email to the hiring manager or recruiter by name. If a name isn’t available, “Dear Hiring Manager” is acceptable.
5. Structure your email clearly
   Use this simple structure:
   • Opening: State the role you’re applying for and how you found it
   • Middle: Mention 1–2 relevant strengths or experiences
   • Closing: Refer to your attached documents and express interest in further discussion
6. Attach the right documents
   Attach your resume (and cover letter, if requested). Use clear filenames like:
   [FirstName]-[LastName]-Resume.pdf
7. Proofread before you hit send
   Spelling, grammar, and formatting errors can leave a poor impression. Read it aloud or use a grammar-checking tool.

Job application email examples

Example 1: Applying for a posted job (standard application)

Subject: Application for [Job Title] – [Your Full Name]

Dear [Hiring Manager’s Name],

I’m writing to express my interest in the [Job Title] position listed on [Job Board/Company Website]. With [X years] of experience in [Relevant Field or Skill], I believe I can contribute meaningfully to your team at [Company Name].

I’ve attached my resume and cover letter for your review. I would welcome the opportunity to discuss how my background aligns with your team’s goals.

Best regards,
[Your Full Name]
[Your Email Address] | [Phone Number]

If you're applying actively to multiple roles, it’s wise to streamline your process. Tools like Web Text Expander let you create reusable templates for job application emails and other repetitive texts. With just a few shortcuts, you can save time while still tailoring each message—perfect for staying consistent and efficient during a busy job search.

Example 2: Cold email for speculative job inquiry

Subject: Interest in opportunities at [Company Name] – [Your Full Name]

Dear [Hiring Manager's Name or "Hiring Team"],

I hope this message finds you well. I’m reaching out to express my interest in potential opportunities within [Department/Team] at [Company Name]. I bring [brief summary of relevant experience], and I’m passionate about [relevant industry or company mission].

Please find my resume attached for consideration. I’d be grateful to connect if any suitable roles arise.

Kind regards,
[Your Full Name]
[Your Email Address]

If you’re applying speculatively or networking your way into new roles, check out our Job Inquiry Email Template guide for more ready-to-use examples and structure tips.

Example 3: Referral-based application

Subject: Application for [Job Title] – referred by [Referrer's First Name]

Dear [Hiring Manager’s Name],

I’m writing to apply for the [Job Title] position at [Company Name], as recommended by [Referrer’s Full Name]. With my background in [relevant skill or field], I’m confident in my ability to bring value to your team.

Attached are my resume and cover letter. I’d appreciate the chance to speak further about this opportunity.

Sincerely,
[Your Full Name]
[Your Email Address]

Example 4: Applying internally for a new role

Subject: Internal application – [Job Title or Team]

Hi [Manager’s First Name],

I’d like to express my interest in the [Job Title] opening on the [Team Name] team. Over the past [X months/years], I’ve enjoyed contributing to [mention a relevant project or responsibility], and I’m excited by the opportunity to grow in a new role.

Please find my resume attached. I’d be happy to discuss this further at your convenience.

Thanks,
[Your Full Name]
[Your Internal Contact Info]

Example 5: Following up after a networking event

Subject: Following up on [Job Title] – [Your Full Name]

Dear [Hiring Manager’s Name],

It was a pleasure meeting you at [Event or Conference Name]. After learning more about [Company Name] and the [Job Title] opening, I’d like to formally apply for the role.

I’ve attached my resume and portfolio for your review. I look forward to staying in touch and hope we can connect further.

Best,
[Your Full Name]
[Your Email Address]

Common mistakes to avoid

Even a well-intended email can fall flat if you overlook small details. Avoid these common pitfalls:

• Using generic or vague language (e.g., “I’m interested in any job”)
• Forgetting to attach documents or attaching the wrong file
• Typos or grammar errors that could be caught with proofreading
• Overloading the email with too much information or resume content
• Using casual tone or emojis (“Hey there 😊 just checking in!”)
• Failing to customize your message to the company or role
• Writing an unclear subject line (e.g., “My CV” or “Job”)

Can a job application email be a cover letter?

Yes, but only in some situations. A job application email can serve as a cover letter if:

• The job posting doesn't specifically ask for a separate cover letter.
• You're applying informally (e.g. via a cold email or through a referral).
• You’re keeping things brief, like for a startup or small company.

In these cases, your email should follow the structure and tone of a short cover letter—introducing yourself, explaining why you're a good fit, and inviting the reader to review your resume.

When not to use your email as your only cover letter

Your email shouldn’t replace a formal cover letter if:

• The job posting specifically requests a cover letter attachment.
• You’re applying through a more formal channel, like HR at a large organization.
• You need more space to explain career changes, gaps, or specific qualifications.

In those cases, keep your email short and professional, and refer to the attached cover letter for the full story.

Job application email tips for specific audiences

While the core structure of a job application email stays the same, tailoring your message based on your background and goals can make a big difference. Whether you're entering the workforce for the first time, transitioning into a new field, or applying internally, the following tips will help you present your experience with clarity and confidence.

For new graduates

• Highlight internships, class projects, or leadership roles
• Show enthusiasm and a willingness to learn
• Mention relevant coursework or certifications
• Keep it professional, even if applying for entry-level roles

For career changers

• Focus on transferable skills like communication, organization, or leadership
• Explain briefly why you’re making the switch and what excites you
• Show how your experience is still valuable
• Avoid long explanations—stay forward-looking and positive

For internal applicants

• Mention your current role and contributions within the company
• Express your appreciation for internal growth opportunities
• Keep the tone respectful and professional
• Don’t assume your internal status means you can skip formalities

Wrapping up

A strong job application email can open the door to your next opportunity—sometimes even more than a perfectly polished resume. By keeping it clear, customized, and professional, you make it easy for a hiring manager to say, “Let’s interview this person.” Use the templates and tips above to craft your message with confidence, and tailor it to your audience and industry.

Final tips before hitting send

• Double-check recipient names and job titles
• Read your email aloud for tone and clarity
• Make sure attachments are correctly named and included
• Consider using a text expander to speed up personalized applications
• Send a polite follow-up email after 5–7 business days if you haven’t heard back