How to write an email for a job: 6 things you should know while writing a job application email

You must have spent several minutes on the internet, finding out how to write an email for a job. But, looking out for jobs can be a little bit difficult in this competitive world. Everyone's trying their best to stand out from others.

Being a fresher, it can be challenging to deal with this prospect. As you’ve just graduated, you don’t know the basics of writing a job application email.

One must research thoroughly to draft a well structured, on-point resume and email cover letter that can well fit the company’s demands you’re applying to. Now that you’ve structured your professional resume, it’s time to email it to the company. But, it’s not easy as it appears to be. A thorough knowledge about the format/template and how to properly organize your mail contents is needed.

Nobody is going to spend several minutes reading your mail; it’s not feasible. Recruiters generally receive thousands of emails daily. Screening out the best candidate by looking at every mail for hours is not an easy task for them. Many of the emails are so poorly written that recruiters don’t even bother to open them. You need to create such an email cover letter that it can impress the recruiters in one go! 

So, you obviously want to know- how to write an email for a job that can stand out from others.

In this article, I’ve shared all the tips, strategies, and techniques I’ve personally used to draft an extraordinary email.

Let’s begin by knowing when you should write an email for a job.


1. When should you write a job application mail?

It’s not necessary to submit an email for a job every time. There are a certain set of conditions, and I’ve listed them down below.

  • You’re applying for a job that is not asking for a formal job list.
  • The recruiter has asked you to send the resume via mail, not by the other means.
  • You’re applying to a smaller firm that does not have the facility of automated application systems.
  • There is not any such portal online where you can submit your resume.
  • The recruiter has asked the candidates to submit their resume via mail.
  • There is any specific set of conditions you need the recruiter to be seen.


2. How to write an email 

Here are some steps to take before composing a perfect email.

  • Gather and prepare the documents.
  • Write an application email.
  • Write a clear and to the point subject line.
  • End the email with the salutation and your signature.
  • Attach the documents.
  • Proofread and check for corrections.


A. Gather and prepare the documents.

The primary purpose of writing an email is to present your CV, certifications, etc. in front of the recruiters. The main things required to include are- resume, cover letter, or any other document requested by the recruiter. 

It’s advised to send the document either as a PDF or Microsoft Word Document format so that the recipient can easily view it. Make sure to include your full details with up to date information.

There are several sites on the internet like, which helps the candidate to design their resume professionally. You can also find thousands of jobs which suit your qualifications for free!


B. Write an application email.

Of course, that’s the motive of this whole article, right? You can use the email as a cover letter or attach the cover letter with your email. 

  • Put salutation first, addressing to the receipt.
  • Describe the purpose of writing the email and your qualifications in 1-2 paragraphs.
  • Mention your email, contact number so that the recruiter can connect with you later if they like your work.
  • Thank the receipt with a proper salutation.
  • Don’t forget to mention the documents attached to your mail.
  • TIP: You can add extra information like where you hear about the job and how you will approach it.


C. Write a clear and to the point subject line.

It is the first thing that the recruiter will notice, so make sure it is impressive. A recruiter receives thousands of emails daily, making the subject line as clear and precise as possible will increase your selection chance.

The subject line can be in the following format- “Your name- the position you will be applying for.” 


D. Terminate the email with a salutation and your signature.

Terminate the email with your signature and full name, contact details like social media handles you wish to share with the recruiters.

E. Attach the documents.

Attach the following- resume, cover letter, and other additional information to the email before sending it. Title these as file attachments in email.

F. Proofread and check for corrections.

Don’t rush to click the send button right away. Make sure there are no grammatical mistakes, spelling mistakes, and ensure accuracy and professionalism. Once you’ve checked it all, then you can send the email.


3. Components to include in your email.

  • The reason why you’re writing.
  • Title of the job
  • Full details and contact details
  • Qualifications and certifications
  • Resume
  • Cover letter
  • Additional documents


4. Format of an email for a job:

 Here is the template you can use for drafting an email for a job:

[Subject line: Your full name, job title, the reference number for a job application if there is any]

[Salutation: Dear {Sir/Mam Recruiter’s name}]

[First paragraph: Basic introduction about yourself, the job position you’re aspiring for, where did you find that job listing. Also, include the details if someone recommends you.]

[Middle paragraph: Write your qualifications, certifications, and areas you’re specialized in. Mention your education and experience and skills relevant to the position. This paragraph is going to set the pitch. Mention your most relevant jobs and accomplishments.]

[Final paragraph: Don’t forget to mention the documents attached at the end of your email. Thank the receiver for their time.]

[Closure: Thank the receipt and include a salutation like sincerely, faithfully, etc. following by ‘yours.’ Add signature and contact details.]


5. Tips while writing an email for a job:

 Here are some tips you can use to make your email presentable, well-structured, and stand out of the others.

  • Make sure to send your attached documents in PDF and Word document. It will be easy for the receipt to view it.
  • Mention details like how you come to know about the job, who referred you with the proper date and time.
  • Don’t use informal language.
  • Don’t be in a hurry to send the email. Make sure you check grammar and spellings before hitting the send button.
  • Don’t repeat the same phrases again and again.
  • Don’t forget to mention the name of the recipient.
  • Be clear and straight to the point.
  • Don’t capitalize words.


6. Example for better understanding.

Dear Mr. Kumar,

I’m a regular reader of your esteemed newspaper I came to about this position. It has been my dream to work with you. I’d be glad if you acknowledge my application for the position of chief editor.

As you can look at my resume, I have passed journalism masters and have strong writing skills knowledge. I have worked for The Times of India for three years and worked as a content writer. I’ve attached a document containing all my works so far at the end of this application.

I’d be happy if you take out some time to interview me so that you come to know my skills and work personally.

I shall look forward to hearing from you.

With regards,

Yours sincerely,

Shrija Mishra

October 12, 2020.

So, writing an email for a job is easy. You just need to be clear about the rules while writing one, and it should be professional and well structured so. Recruiters can select or reject you based on this letter. A well-structured resume with crisp and clear details can help the chances of your selection even more! is a perfect website for you, where you can build your resume depending if you’re a fresher or experienced candidate just for free! Also, you can find thousands of jobs matching your skills and qualifications there. What are you waiting for? Visit today!

Just follow the steps I’ve mentioned above and get ready for your dream job!

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Shrija Mishra is currently doing pursuing her bachelors and loves creative writing. She loves to put in her emotional through words which can be liked by the readers. She’s currently working in marketing and content team for

Disclaimer: The views, thoughts, and opinions expressed in the article have been curated for our audience and does not warrant a 100% accuracy. All the information mentioned in the article is subject to change according to the changing viewpoints. Feel free to reach us at [email protected] for any change or copyright issues.

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Shrija Mishra
Shrija Mishra is currently doing pursuing her bachelors and loves creative writing. She loves to put in her emotional through words which can be liked by the readers. She’s currently working in marketing and content team for

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