Job Application Email to the Hiring Manager: Find Samples, Writing Tips & More

For many individuals, writing a job application email is the most worrisome aspect of a job search. But, sending a job application email is also the first step to getting a job. And this step is anything but easy.

Most of us have wondered how to write an email for a job application at one time or another, with questions on what to write, what format to use, etc., flooding our minds. However, you can draft the perfect job application email for yourself, and it can be an easy process. How? Let's find out.

What Is A Job Application Email?

Employers use many ways to accept job applications. The most common technique is the traditional system of putting a job listing on the company website, accompanied by a standard application form that the candidates need to fill out. The hiring process in some companies may even require the job seeker to apply for the role in person, though it’s rare in the digital age.

However, nowadays, many companies also accept applications by email. Irrespective of what the job application process looks like, you’re likely to benefit from knowing how to write an email for a job application.

An effective and professional job application email is essentially a cover letter written in a professional email. The purpose of this email message is to demonstrate that the job seeker is a good fit for a certain position. 

A simple job application email can make or break your chance of securing that job. Thus, use the email to demonstrate that you have the necessary experience, talents, and skills to contribute to their team.

Pro Tip: If you copy and paste this email into a Word document, it should be about a page long. Because your space is restricted, you should only include information relevant to the position you are applying for, i.e., write a crisp email.

Also Read: How you can tackle the classic question “Why should we hire you?” during an interview

What To Include In An Application Email?

It's easy to get an application email wrong. Thus, candidates should ensure their application email contains all the key components. 

The following are the 10 key elements that should be present in a professional email for a job application:

S.No.	Components
1.	Subject Line
2.	Business Salutation
3.	Job Position (or Job Title)
4.	Name of the source from where you found the job posting
5.	The intent for joining the position
6.	Description: What makes you an ideal fit
7	Mention of Cover Letter and CV
8.	Closing Statement
9.	Email Signature
10.	Contact Details

Candidates should keep these points in mind when sending their job application via email or handing it in person.

Job Application Email: Components

Let's study these components in detail: 

1. Subject Line

The job application must start with a clear subject line. The hiring managers or talent acquisition heads receive thousands of job emails per day. So, it is of the essence that your email stands out from the crowd. The subject line should be short and to the point. The hiring manager should be able to read this one go itself without even moving an eye. Your subject line format can be like this:

[Name]- [Job Title] Application

Ex: Ketan Srivastava- Area Sales Manager Application at ABC Company

2. Business Salutation

The job application must include a formal salutation. The format of writing this should be: Dear [Hiring Manager’s Name].

You should properly search the job posting and the company’s website to find out the name of the hiring manager or may even reach out to the company to find the name. If still, you do not find the name, then, use the format, Dear Hiring Manager.

You should also be careful while writing the email address to which you are sending the email. You should write the correct email address. You may even add a generic greeting in the email. 

Also Read: Cover Letter That Will Surely Get You Hired at JP Morgan! (With a Free Sample)

3. Job Position

This is the very first line after the salutation. This line must explain your purpose for writing the email. You must clearly mention the job title or position you are applying for.

Pro Tip: Briefly introduce yourself in the first line when mentioning the job position you’re applying for.

4. Name of the source from where you found the job posting

Companies post their job positions on specific websites, on a job board, or on their own website. So, you must clearly state where you found the job opportunity. It is even better when your source is an internal employee who is working in the company. This gives an added advantage as hiring managers prefer when someone is suggested by a current employee for a job role.

5. The intent for joining the position

The intent should explain what makes you excited about the current job role. It should be crisp and not exceed a couple of lines.

Here's a sample with the salutation: 

Dear Hiring Manager

I am writing in order to submit my resume for the position of Computer Engineer. With a Bachelor’s degree in Computer Engineering and two years of experience as a Computer Engineer, I have the skills I need to be a valuable member of your team.

6. Description: What makes you an ideal candidate

This is the most important part of your email body which can make or break your chances of success in getting an interview call. This is where you can show why you're the perfect candidate for the current role. So, this part of the email must be impactful.

Mention the relevant previous role, certification, and project that relate to the current position you're applying for. Try to bring out the impact you created in your previous experiences instead of just mentioning the work that you used to do. This will help in highlighting what makes you a valuable contribution to the company and can have a lasting impact on the hiring manager.

Example: I am an Area Sales Manager with over 3 years of experience in field sales and marketing.

Here's a sample: 

I have worked with [company name] for two years as a computer engineer. In this role, I was responsible for overseeing the production of wireless routers, circuit boards, and CPU motherboards, and quality assurance was my top priority.

The following are some of my key skills and achievements:

• Developed and implemented a quality assurance standard operating procedure
• Developed a regular testing and maintenance program for all production components
• Knowledge of the latest hardware trends and an ability to apply this knowledge to product development

7. Mention of Cover Letter and CV

You should mention that you have attached your cover letter and CV in the mail. This is required so that if the manager by any chance misses opening your CV, he/she will remember it when reading the email.

Pro Tip: Attach the cover letter and CV or resume files in a PDF format in the email.

8. Closing Statement

The closing statement is the last line of the email message after you have expressed your intent and why you would be a good fit for the role and the company. This statement should reflect a forward tone. The standard statement that is written across all emails is-

Example:

• Looking forward to hearing from you.
• I look forward to hearing from you at your earliest convenience.
• I look forward to hearing from you and discussing the opportunity in detail.

Here's a sample: 

I believe I would make an excellent fit for your organization. Please feel free to reach out if any further clarification is required. Thank you in advance for your consideration.

9. Email Signature

The email signature can be put directly below your full name. You can create an email signature easily by selecting an email signature font and size in your email program's settings folder and can use it for your future job emails too.

10. Contact Details

You must write your contact details at the end of the email. This may include your contact number, professional email address, and social media links, like your LinkedIn profile URL.

These are the essential components for drafting a compelling email for a job application.

Apart from these, candidates should also study the application instructions clearly, to ensure they do not miss out on any necessary application materials (like an email cover letter) or relevant documents. At times, an application process may require additional registration or details - which must be mentioned in the job posting.

The posting also specifies if applications by email are not accepted. Candidates must take note of all these application guidelines. Moreover, studying the job requirements in detail can also help candidates understand the relevant skills required for the role - and the same should be highlighted in the cover letter and CV. 

Job Application Email Sample

Simple job application email sample for freshers

Here’s a sample job application email for a fresher, applying for the role of a software testing engineer

Dear Hiring Manager,

I am writing to apply for the position of software testing engineer at your esteemed IT consulting firm. I recently graduated in 2024 with a degree in Computer Science and have completed several projects during my internship that have equipped me with the necessary skills and experience for this role.

As an intern, I had the opportunity to work on various projects that involved software testing and quality assurance. This experience has given me a solid foundation in understanding the intricacies of software testing and has honed my problem-solving abilities.

I am confident that my academic background, combined with my internship experience, has prepared me to contribute effectively to your team. I am eager to bring my passion for software testing and my dedication to delivering high-quality results to your firm.

Thank you for considering my application. I am looking forward to the opportunity to discuss how my skills and experiences align with the needs of your team.

Sincerely,

[Your Name]

Job application email sample for experienced professionals

Here’s a sample application email for the role of graphic designer at a digital marketing firm:

Dear Hiring Manager,

I am writing to express my strong interest in the Graphic Designer position at your organization. With a Bachelor's degree in Graphic Design and three years of professional experience, I am confident in my ability to contribute effectively to your team.

In my previous role, I honed my skills in using Adobe InDesign, Adobe Illustrator, and Adobe Photoshop to create visually stunning and effective designs for various marketing campaigns. I have a keen eye for detail and a passion for creating compelling visual content that resonates with target audiences.

I am eager to bring my creativity and technical expertise to your organization and contribute to the success of your digital marketing initiatives. I am confident that my skills and experience make me a strong candidate for this role, and I am excited about the opportunity to potentially join your team.

Thank you for considering my application. I look forward to the opportunity to discuss how my background, skills, and enthusiasm for design can contribute to the success of your team.

Sincerely,

[Your Name]

Job Application Email: Why Do You Need It?

Knowing how to draft email applications is important because it will most likely be the hiring manager's first impression of you.

You should be able to showcase your professionalism by writing a clear, concise, and error-free application letter by email that encourages the recruiter to examine your CV and cover letter attachments more closely.

Still wondering why it’s important to know how to write a job application email? Here are the five key benefits that a compelling job application email can provide:

• Demonstrating Initiative: Taking the time and effort to write a personalized email indicates your genuine interest in the position and commitment to the application process. This proactive approach can be favorably viewed by potential employers. It can also help you stand out in a competitive job market.
• Effective Communication: A well-written email allows you to tailor your message to the specific requirements of the job and company. You can demonstrate your understanding of the role and highlight how your skills and experience make you a perfect fit.
• Conveying Enthusiasm: Your email should convey your genuine enthusiasm for the opportunity and the company. A positive and professional tone can leave a lasting impression and create a strong connection with the potential employer.
• Preparation Tool: Writing a well-crafted email allows you to prepare for the potential interview by articulating your skills and experiences in a concise and organized manner. This can boost your confidence and help you present yourself effectively during the interview stage.
• Control over Message: Compared to simply submitting your resume, a well-written email allows you to control the initial narrative and highlight your most relevant qualifications. This empowers you to present yourself in the best possible light and influence the direction of the application process.

When Should You Send A Job Application Email?

There is no fixed time for sending a job application email. However, there are a few things to keep in mind when sending an email that can improve your chances of being considered for the role:

• Job posting timeframe: If the job posting specifies a deadline for applications, follow it diligently. Early submissions can demonstrate enthusiasm while waiting until the last minute might risk your email getting lost in a flood of late applications.
• Strategic timing for visibility: It is appropriate to send a job application email during regular business hours, typically between 9 am and 5 pm, on weekdays. Avoid sending emails late at night or on weekends, as it may give the impression that you do not respect the recipient's work-life balance.
• For inquiries: If a company has stated that it’s open to receiving email applications, then you may send a job application email for a role that may not be advertised on the company’s careers page.

Pro Tip: Consider the company's specific work hours and time zone when sending your application - especially if the company you’re applying to operates in a different timezone.

Top Tips On How To Write An Email For Job Application

Here are the top tips to keep in mind when sending a job application email:

• Use a professional email address: Make sure your email address is appropriate and reflects your name or initials, rather than using a personal or unprofessional email address.
• Use a clear subject line: The subject line should clearly indicate the purpose of the email, such as "Job Application: [Position Title]."
• Address the recipient properly: Use the recipient's name and proper title if known, such as "Dear Mr. Sharma" or "Dear Hiring Manager."
• Keep it concise: Your email should be brief and to the point, highlighting your qualifications and interest in the position.
• Customize the email for each application: Tailor your email to the specific job and company, avoiding generic or mass-sent emails.
• Include relevant attachments: Make sure you attach an updated CV in the email. Additionally, if the role requires a portfolio, be sure to include that as well. Professionally name all attachments.
• Proofread before sending: Check for any spelling or grammar errors, and ensure the email is well-written and professional in tone. Always proofread!

In conclusion, when writing a job application email, it's essential to be professional, concise, and tailored to the specific job and company. Highlight your relevant skills and experience, express your enthusiasm for the position, and always proofread for any errors before hitting send. A well-crafted email can make a strong impression on potential employers.

Get started on the journey to land your dream job. And if you’re looking to upskill for that role, check out these courses on interview prep, aptitude, and more.

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