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Job Application Email Examples and Writing Tips
How To Apply for a Job via Email
- What To Include in Your Job Application Email
Tips for Writing an Application Email
Job application email examples, frequently asked questions (faqs).
There are several different ways to apply for jobs, including by email. How you’ll apply will depend on the company and the position for which you’re applying. In many cases, you’ll submit your application through an online job site or the employer’s job site. For some jobs, particularly retail and hospitality positions, you may be able to apply in person.
A common way to apply for jobs is by sending an application letter, along with a resume, via email. This is especially the case with smaller employers without automated application systems. If the employer wants email applications, it will be noted in the job posting.
Here’s how to apply for a job when an employer asks you to email your application, including what to send, writing tips, and examples.
- Take the time to write a cover letter and use it to show the hiring manager why you're a well-qualified candidate for the job.
- Add a signature to your email, including your phone number, email address, and LinkedIn URL, so it's easy for the employer to get in touch.
- Be sure to include your name and the job for which you're applying in the subject line of the message, so your email is sure to get opened and read.
What’s the best way to use email to apply for jobs? What’s most important is to follow the application instructions in the job posting and only send a resume and cover letter by email if the employer requests it. If the company requests additional information, be sure to include that as well.
Use a professional email account. The email account you use to send your application should be a professional one. If you’re applying for a lot of jobs, you may even want to set up an email account just for job searching. You will be able to easily keep track of your applications because they won’t be mixed in with your personal email. If you use an online email service (Gmail, for example), you’ll be able to access your messages from any device. When you set up the account, try to use a variation of your name, such as firstname.lastname@example.org.
Have your resume ready. Most employers will ask you to send them a copy of your resume, and some will request a cover letter as well. Microsoft has a free version of Word (Word for the web) that you can use to create documents online.
You can use Google Docs to create and save copies of your application. If the employer requests Word or PDF documents, save your documents as Word documents or PDFs and then attach them to your email message.
Google Docs and Gmail are free for personal use, and you can store your application materials on Google Drive, which provides 15 GB of free storage.
Choose a file name for your resume. When you save your resume, include your name in the title so that the employer will know whose resume it is. For example, CalibraKhan_Resume or MichaelCummingsResume.
Be professional. Just because you’re sending your message via email doesn’t mean you can be casual or sloppy. Take the time to carefully compose your email message and the materials you send with it. Your objective is to get an interview, and you’ll need to make the best impression you can.
Include a cover letter. When you send your resume, it’s a good idea to include a cover letter unless the company specifies not to send one. This can be included in your email message, or you can send your cover letter and resume as attachments. A cover letter highlighting your qualifications for the job will help get your application noticed by the hiring manager.
Attach your documents. Before you click send, remember to attach your documents to the email message. In Gmail or Word, click on the paper clip icon to add your application materials to the message. It’s “Attach Files” in Gmail and “Attach” in Word.
Proofread and test your message. It’s also important to write your correspondence as carefully and accurately as you would a printed letter. Proofread your email and send yourself a test message so that you can be sure that the formatting holds up and your attachments come through.
What To Include in Your Job Application Email
Your email job application letter is a cover letter that accompanies your resume. This means that the intent of the email is to let the recipient know
- Why you are writing
- Which job you are applying for
- What your qualifications are for the job
- What you have to offer the company
- How you will follow up or how the recipient can get in touch with you
When sending an email to apply for a job, it’s important to be concise and to grab the hiring manager’s attention with a well-written message that highlights why you’re a good fit for the job. Your message should include the following:
Subject line: Since hiring managers receive a lot of emails, make it easy for them to filter application emails. Include your name and the job title you are applying for in the message's subject line. If a job has been assigned a posting number, provide this as well. For example:
Subject Line: Margaret Hannon – Social Media Marketing Assistant Position (posting #1234)
Salutation: If possible, address your email to a specific person. If the hiring manager's name is not mentioned in the job listing, you can sometimes discover it by reviewing the company's website. If a name isn't available, you can open with "Dear Hiring Manager," as in the sample letter below, or with the more formal “ To Whom It May Concern .”
First paragraph: In the first paragraph of your letter, it’s important to explain why you're writing. Mention where you saw the job application, the date when it was posted, and how you found the posting (e.g., presented on the company's website, posted on a job board, etc.).
If you were referred by a friend or colleague, mention it at the beginning of your email. A referral can help you secure an interview.
Middle paragraphs: This section of the letter is where you can make a pitch for your candidacy. Why would you be a good fit for the job? What can you offer the company? Highlight your most relevant jobs and responsibilities as well as your accomplishments. Make sure not to copy your resume directly.
Final paragraph: Use this space to thank the recipient for reading your email, and mention that your resume is attached. This is also the place to thank the recipient for considering your application. State when and how you will follow up as well.
Closing: Use a formal close such as "Best" or "Sincerely" to sign off your letter, then type your full name.
Email signature: You can also include your email signature, which is an easy way to provide contact information to recipients. List your name, phone number, email address, and LinkedIn profile URL, if you have one. For example:
Margaret Hannon email@example.com 555-123-1234 linkedin.com/in/margarethannon
Don't forget about your resume. Attach it to the email message in the format requested by the employer . If a specific format isn't required, send it as a PDF or Word document.
Review sample email cover letters to help you get started. Just remember to customize your message for every job opening.
Sample Email Job Application Message #1
Subject : Assistant Communications Director – Joseph Green
Dear Hiring Manager,
Your job posting on Craigslist for an Assistant Communications Director piqued my interest. Your description of the work responsibilities for the Assistant Director role closely matches my experience, and I am excited to submit my resume to you for your consideration.
In my position as an Assistant Communications Director for ABC Company, I wrote articles for the company website, edited and posted contributed articles, managed the company's social media presence, and wrote and sent out a weekly email newsletter to subscribers. I also implemented an automated email tool that grew the company's subscriber base by 40% within six months.
While Assistant Communications Director for Assemblyperson Janet Brown, I researched, drafted, and amended legislation, wrote press releases, and was responsible for office communications and correspondence.
My resume is attached. If I can provide you with any further information on my background and qualifications, please let me know.
I look forward to hearing from you. Thank you for your consideration.
Joseph Green Joseph.Green@email.com 202-555-5252
Sample Email Job Application Message #2
Subject: Adjunct Instructor Position - Jane Lee
Dear Ms. Smith,
I was keenly interested in reading the job posting for the position of Anatomy and Physiology Professor at Middleburg University. I believe my experience is a strong match for the responsibilities pertaining to this role, and I’m pleased to submit my application for the position.
My most recent teaching position was at Amery University, where I taught both anatomy and physiology as an adjunct professor. In addition, I served on two faculty committees and participated in a research project.
I have attached my resume to this letter. Through it, I hope you will learn more about my background, education, achievements, and awards.
If I can provide you with any further information, please let me know. I look forward to hearing from you about this opportunity.
Thank you for your consideration.
Jane Lee Jane.Lee@email.com 454-555-4653
Do you need to send a cover letter when you email a resume to apply for a job?
If a job listing requests a cover letter, it’s important to write one. If it’s optional, a cover letter can help boost your application, but it’s not required.
What’s the best file format to use for a resume sent by email
Resumes are typically sent as Adobe PDF files or Microsoft Word documents. Some job postings specify the file format the employer wants to receive, for example, an Adobe PDF file or a Microsoft Word document. Many employers don’t have a preference and accept both.
CareerOneStop. " Online Applications ."
CareerOneStop. " Job Applications ."
Microsoft. “ Use Word, Excel, PowerPoint and More for Free With Office on the Web .”
Google. “ Google Docs .”
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Nov 9, 2022
How to write a professional job application email with 6 samples and templates
Your email can make or break your job application. Here we explain the process for writing an effective email for a job application.
Table of contents
So, you’re looking for a job and you know that a critical part of your success will be your email application.
In this guide, we explain the process for writing an effective email for a job application. We don’t stop at the first application but provide examples of several follow-up emails for job applications after no response here .
Follow the advice, and you’ll stand the best chance of getting the job of your dreams (or something to fill the time until that comes along).
How to write an email for a job application
The average recruiter receives 250 applications for each post and spends no more than 7 seconds scanning your message (about the same time it takes to tie your shoes).
The key to success is standing out. That doesn’t mean trying to be witty or wacky, but being a pro is the same process you must use through all job application follow-up emails.
What you need to apply to a job via email
Let’s clarify what a job email is. It’s not a cover letter or a CV but a mechanism to deliver them.
Some people don’t bother to spend much time on an application email but get your application email wrong, and the recruiter may not even bother to read your resume or open your application letter.
Why? Because if they’re dealing with 250 responses, they’re actively looking for reasoning to exclude applications – so don’t let that be you!
Each recruiter has their own application process, but there are some pretty standard things that you’ll need to include with every application, including:
- Cover letter
- Work samples (optional, but a nice extra!)
Here's a brief explainer if you don’t know what these are.
1. Cover letter
Your cover letter is a formal part of the application process where you introduce yourself, describe your skills, why you want the job, and what value you can add for the business.
We’re not going to walk you through how to write a cover letter. However, there are some amazing online resources , so start there.
You can attach your cover letter as a Word document or PDF. It’s essential to use a file that can be downloaded, printed, and shared – so avoid using Google Docs or cloud software.
2. CV (resume)
Your CV is the story of your working life, a snapshot of your skills, and a chance to highlight your achievements. Again, we’re not going to explain how to create a compelling CV , but we recommend using a simple, easy-to-read, and understandable template.
Again, don’t try to be fancy with formats – create a document that can be downloaded, printed, and shared.
3. Samples of work (optional)
As the experts say, “show, don’t tell.” You can use your application email to showcase your skills and previous results. You can attach a portfolio, photos, or videos or provide a link to your website or social media in your email.
Some tips from us are to introduce examples and explain the impact. Who cares if you designed a great-looking poster? But if that poster boosted sales by 50%, that’s a different matter.
The second piece of advice is only to include a few examples (3 is a great number). Too many appear desperate.
Thirdly, only share work that’s 100% yours. If you worked as part of a team or an organization, make your role clear. Never claim other people’s work as your own.
Finally, be prepared to answer questions on these examples at your interview – including what you did in the process.
Best job application email tips
We’re all about providing information, advice, and terrific tips to help you get ahead of the competition and secure that essential interview.
Here are 7 job application email tips. (Why 7? Because that’s the world’s favorite number , and we couldn’t think of 10.)
1. Send your application email and CV for review
Tip number 1 is the most critical. After proofreading at least twice (or eight times), send your job application email and CV to a friend, colleague, parent, or mentor – or all of them – and ask for feedback, comments, and suggestions.
Your email will give the first impression, so make sure it’s personal, professional, formal, friendly, and favorable.
2. Make a convincing pitch in the email body
Remember that hiring managers, executives, and founders are busy and will not often open or read your full CV. So you’ll need to convince them in the email body that it’s worth their time to read further.
Think of your email as an advert for you:
- A persuasive subject line gets the attention (and may result in opened email)
- A compelling email body makes the recipient want to learn more (and may result in opened CV)
- Convincing CV makes the recipient want to contact you (and may result in an interview)
The most important thing is to reflect the language in the job spec. The recruiter has been straightforward about what they want and who they’re looking for. Using their language can help to establish that the person to fit the slot is you!
3. Make it easy to contact you
Even though you might have all the necessary contact information in your CV, please include them in the email. This reduces the steps between clicks and contact.
Here are some of the things you should include in every job application email: Use this
- phone number
- social media links (LinkedIn and Twitter)
- portfolio links (optional)
4. Use a professional email address
Sure, the email address you created when you were 12 or first started college was funny then but is it today? Unfortunately, the chances are it isn’t!
Make sure you have an appropriate email address for a job application. Creating a new email address doesn’t cost anything, and setting up alerts on your phone is simple, so why jeopardize your chances with [email protected] ?
(Don’t email this, we don’t know who owns it!)
5. Check the name of your resume file name
We’ve touched on the importance of using the correct formats for cover letters and CVs.
When you create your CV, give the file (Word document, PDF, or whatever) a professional name that can also be identified with you.
You never know where it might end up.
Here’s a formal naming convention: “Name - CV - Position,” for example:
- Arthur Shelby - CV - Binman at Shelby Company Ltd.
6. Use references if you can
Do you know someone who works or used to work at the company? Or do you know someone who knows someone who works or used to work at the company?
Warm connections are always better than cold emailing (even if it’s unfair). As the saying goes, your network is your net worth, so try to leverage it to your advantage.
7. Include social proof
Have you already done similar work for someone else? Show it!
Social proof is powerful and backs up the statements you may have made in your application email, cover letter, and resume.
Social proof also includes social channels. LinkedIn is used worldwide, so don’t be afraid to drop in a link to your profile. It also creates a connection, so even if you don’t get this job, you’ll be the first to know of the latest opportunities.
Job application email format
Job application emails aren’t the time to get creative or buck the trend. However, there’s an accepted format for all job application emails, which we break down below.
1. Subject line for job application email
What’s a suitable email title for a job application? You could go crazy and say, “I’m perfect for this job!!!” but that would be silly. Instead, the subject line for your job application email should be simple to read and easy to understand.
The traditional (and still best) approach is to state your name and the job you’re applying for (or a combination of that). Here are a few examples:
Applying for a job probably is the best place to get creative, so stick to a simple subject line for your job application emails.
2. Email greeting for job application
Your email greeting should be polite and professional. Examples of that include:
- Dear (an oldie, but a goodie!)
If you know the recruiter's name, then use it. People always love to receive emails addressed to them. One thing to avoid is the phrase “Dear Sir/Madam” or using formal titles such as Mr, Mrs, or Ms. We’ve got a whole world of possibilities, so it’s time we all moved on from traditional (old-fashioned) titles.
3. How to start a job application email
First up, state the purpose of your email.
- I am applying for the post of (job name)
Doing this means the person understands what the message is about – which will save them time. Also, in many cases, the person receiving the email won’t be the recruiter, so they can file it away and share it with the person (or persons) who need to see it.
After that, you’ll need to explain what you’ve included with the email (your resume, cover letter, and examples). It’s always worth providing at least a few positive sentences on the opportunity. Finally, you’ll need to include any requested information, such as salary expectations.
4. How to end an email job application
There are conflicting opinions on how to end an email job application. We recommend asking for information on the next steps. Here’s how this can work:
- Please can you provide me with details on the next steps in the process?
This leaves the recipient in no doubt that you’re serious about your application. If they reply, you’ll be reassured that they’ve received your application. Finally, you’ll know the timescales for decision-making, which removes the need to send a follow-up.
Always ask for the next steps in the process at the end of every email job application.
5. Email signature for job application
Sign off with your full name, phone number, and social media links (LinkedIn and Twitter), and attach your CV. Provide all information the recipient will need to contact and connect with you.
Job application email samples
We’ve talked a lot about the process; now, let’s put it into practice! These job application email samples cover 7 common situations you might experience when searching for a job. You’ll get a simple job application email sample, some application follow-up emails, and even how to withdraw an application if needed.
Use these job application email examples to start your job search, but edit and update them to suit your specific circumstances.
1. Simple job application email sample
This simple job application email sample can be cut, pasted, edited, and amended for pretty much any opportunity. It’s not exciting or innovative, but it provides a structured way to communicate the critical points you need to.
2. Email introduction for job application sample
The previous email sample covered how to apply for a job, this one is similar, but it’s about introducing yourself to the recruiter. This introduction approach is a great way to make a personal connection and can work well for several situations.
3. Job application status email sample
We’re clear that you should always ask for details on the next steps in the recruitment process, but as we all know, real life doesn’t always follow rigid plans. This job application status email sample is a way to politely push the recruiter to let you know what’s happening in the recruitment process.
4. Withdraw the job application email sample
Yes, there are some occasions when you might need to withdraw a job application, in most cases because you’ve got another job.
You don’t need to explain why you’re removing yourself from a recruitment process, but most people usually do (and we have in this withdraw job application email sample).
5. How to email HR for a job application update
When emailing the recruiting managers, you’ll need to be formal as they decide your destiny. On the other hand, HR teams deal with large volumes of applications, so this short message is fine. Here’s how to email HR for a job application update.
6. How to write an email to accept a job offer
Hooray, you’ve been offered a job; now it’s time to say yes. Here’s how to write an email to accept a job offer.
Job application email template
Flowrite's email template for job application.
There is no 100% right or wrong way to send a job application. But having an effective email template, using proper grammar, and email format will help, as you need to most likely send many, many emails to land your dream job.
This is where Flowrite comes in. Flowrite's AI-powered smart templates can help you craft better emails.
Our tool turns your words into ready-to-send emails, like this:
Final words on job application emails
In reality, you’ll need to send many job emails, follow-ups , and reminders to get a position.
It’s the way the world of recruitment works, and we know it can be frustrating.
But trust us, by investing some time crafting high-quality job application emails and persuasive follow-ups, you’ll stand the best chance of getting a perfect position.
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What to Say When Emailing a Resume (with Examples)
10 min read · Updated on January 11, 2024
Introduce yourself professionally when you email your resume
You've written the perfect resume and tailored it to the role you're aspiring to. What should you do next? A few years back, you'd have printed it off on some quality paper, addressed an envelope in your best handwriting, posted it off, and settled in to wait for a response. These days, though, it's more common to email your resume. It's faster, it's more professional, and it's easier to share a file than a printout.
But if you're going to email your resume, what should you say? Should you attach a cover letter? How much detail should you include?
So many questions!
But fear not, TopResume is here to help you decide what to say when emailing a resume, and we have answers to all these questions and more. Settle in as we guide you through it.
Should I email my resume?
Yes! It's absolutely fine to email your resume when you apply for a job. In fact, it's usually preferred to printed correspondence these days. Of course, the most important point is that you should follow the instructions on the job posting. If it requests a printed resume or a resume uploaded via an online portal, you should definitely apply in line with those instructions. However, if there are no specific instructions, an email application is advisable. Just make sure you're addressing it to the right person!
General rules for emailing your resume
Before we get into the specifics, let's refresh on some general guidelines for emailing your resume to a company. After all, first impressions count, so using proper email etiquette is important.
Use a professional email address. “ HotLips69@...” may have seemed cool and funny when you set up the account, but does it really convey that you're a credible professional? If necessary, set up a new email account to use for job applications – and remember to check it regularly for responses!
Add a clear subject line. Make the point of your email clear with a logical subject line – you could include the job title of the vacancy you're applying for, for example, or refer to the fact that the email is a job application or resume.
Choose a professional greeting. Think “Dear [name],” or even just “[name],” rather than “Hiya” or “Greetings.” While email is less formal than a letter, you still need to keep the tone professional.
Be concise. Short, snappy paragraphs are easier to read on a screen, and no one wants to trudge through pages of waffle to find the information they need. Respect the reader's time by keeping it simple.
Add a formal sign-off. A version of “thank you” and your name is sufficient – you may also want to add your professional title, a contact number, and a link to your portfolio if you have one.
Don't forget the attachments! Make sure that you've actually attached your resume (and your cover letter, if required). Ensure they have sensible file names, too: “Jay Miller – Resume” or “J Miller – Sales Executive Resume” is more professional and easier to retrieve than something like “JM 010224 v3” or simply “Resume.” Also, double-check the file type that you're sending – check out our article Word vs PDF if you're not sure.
What to say when emailing your resume – the detail
So now we've reviewed the basics of email etiquette, let's get down to business. You need to know what to say when emailing a resume. Well, the exact wording will vary depending on the situation, the role, and your personality, but you'll certainly need to include the following:
Why you're emailing
Your reader may have a ton of open vacancies and is likely to receive many resumes for each one. Make their life easier by clearly stating the role you're interested in applying for. If you have a reference number for the vacancy, you can include that too.
Your elevator pitch
Briefly explain who you are , what you do, and why you're the right person for the open role. This doesn't need to take up a lot of space or be very detailed – the key thing here is to be convincing enough for them to want to open your resume document to find out more. Include whatever information is most pertinent to the role – that could be your academic qualifications, your industry experience, awards and accolades, or particular skills. Refer to the job posting to find out what the company wants to see in a successful candidate and ensure the requirements are reflected in your email.
A call to action
Encourage the reader to open your resume, reach out with further questions, or schedule an interview. This one little line can show your enthusiasm for the role, emphasize your professionalism, and prompt your reader to take the next step in progressing your application.
What to say when emailing a resume – sample messages
Do you need a bit more inspiration to craft your message? Take a look at these sample emails and use them as a frame for your own resume email. Remember, the job advert is your cheat sheet when it comes to deciding what details to prioritize here.
What to say when cold emailing a resume
To: Katie French
From: Matthew Cole
Subject: Sales resume
I've long admired XYZ Inc. as a leading supplier of home tech solutions and have heard many positive reviews about your company as an employer. To that end, I am attaching my resume in the event that a sales vacancy may soon arise.
As you can see, I have enjoyed a successful 10-year career in technology sales and am a committed user and advocate of your products. This year, I am on track to exceed my sales target by 46%. I would bring an extensive network of industry contacts and a proven ability to motivate sales teams to surpass expectations.
If there are no suitable vacancies at the moment, please feel free to keep my resume on file for future reference. I look forward to hearing from you soon.
Sales Manager, Acme Products
What to say when emailing a resume in response to a job posting
Subject: Sales Executive vacancy (Ref: ABC123)
In response to your advertisement for a Sales Executive, I am attaching my resume. As you can see, I combine eight years of sales experience with a degree in Marketing and three awards for excellence in sales roles.
The advertised role is particularly interesting to me, as it will allow me to leverage my expertise in technical sales, provide the opportunity for international growth, and establish trusted relationships with your clients to open new avenues for revenue and increased sales.
Please don't hesitate to reach out to me if you have any questions; I look forward to discussing my suitability further with you at an interview.Thank you for your consideration,
Sales Executive, Acme Products
What to say when emailing a resume to a recruiter
Subject: Healthcare Roles
I saw on JobBoard.com that you are recruiting for several healthcare roles, and would like to submit my resume for your consideration. I combine 10 years' experience as a Healthcare Assistant with numerous industry certifications and consistently receive positive patient feedback.
I look forward to hearing from you,
What to say when emailing a resume to follow up on a conversation
Subject: Finance Manager follow-up
Following our phone discussion earlier today, I would like to reiterate my interest in the Finance Manager position and attach my resume for your consideration.
As you can see, I am currently fulfilling the Finance Manager role at XYZ Company and am looking forward to developing my career within a global organization. I have a master's degree in Business Administration, as well as extensive experience in managing the finance function within a security business. I look forward to bringing my leadership skills to your team of finance experts.
Please reach out to me at 555-555-5555 when you have had a chance to review my attached resume.Regards,
Finance Manager, XYZ Company
What to say when emailing a resume following a referral
Subject: Events Manager vacancy
Dear Ms French,
Please find attached my resume. I have been referred to the Events Manager position by one of your colleagues, John Day, who I previously worked with at ABC Inc. Having delivered many successful events with John as my manager, I'm flattered that he has now asked me to apply for your open role.
I've recently delivered a conference for 800 international delegates and a team building event for 5 national teams, both of which were very well received and were completed within challenging budgets. I am confident that I can bring a similar level of client satisfaction to DEF Inc. and look forward to discussing the position further with you.
Please don't hesitate to get in touch to schedule an interview at your convenience,
Should you attach a cover letter when emailing a resume?
Now we've covered what to say when emailing a resume, it's time to consider the cover letter. As you can see, we recommend that the body of the email be kept short and concise. If you feel the need to include more detail, you can consider attaching a cover letter as well as a resume. There's no obligation to do this unless a letter is specifically requested as part of the application instructions, but it does give you the opportunity to expand on key points of interest.
Top tip: You may like to read our article on how to write a cover letter to make sure you get this part of your application bang on!
How long does it take to hear back after emailing a resume?
Don't panic if you don't hear back immediately! While email is a speedy way to apply, recruiters and hiring managers receive many resumes for every open role and need time to sift through them, create shortlists, and schedule interviews. That said, certain recruiters have a reputation for ghosting unsuitable candidates, or your application may simply have been overlooked, so there's no harm in following up after a week or two if you haven't heard anything.
What to write in a follow-up email
Subject: Communications Assistant vacancy (ref: 12345)
I emailed my resume to you last week in response to your advertisement for a Communications Assistant. I just wanted to check that you'd received it, and to reiterate that I remain very interested in the role.
If you didn't receive the resume or have further questions regarding my application, please do get in touch with me either via email or by phone at 555-555-5555.
Email with confidence
Now you know what to say when emailing your resume in any situation, you're ready to apply for your dream job! Use this checklist to make sure you've nailed it before you hit the send button:
Correct email address and personalized greeting
Appropriate subject line
Clarification of the role you're applying for
Call to action
If you feel that your resume isn't quite ready to be unleashed upon the world, why not get an expert opinion? Our free resume review will explain which areas need further work before you submit your application.
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How To Write The Best Job Application Letter
Application letters, or cover letters, are requested when applying for a job. Almost every job listing you see will require an application letter to be sent along with your resume.
The cover letter is a personal yet professional way to persuade recruiters to consider you as the best candidate. In the application letter, you’re expected to briefly talk about your experience and mention a few things from your resume but also explain why you’d be the best fit for the role or what you can bring to the company.
Below you can learn everything you need to know about application letters, including what to include in them, what format to follow, specific words to use, and more.
What Is A Job Application Letter?
If you’re looking to apply for a specific role in a company or business, it is very likely that you’ll be asked to write an application letter for that job.
A job application letter or cover letter as some people call it too is expected to be uploaded with your resume when applying for a job. In simple words, an application letter explains why you’re qualified for that role and what you can bring to the new team.
Your resume will show recruiters your previous work experience and education which will help them determine if you’re a good fit for the job, and the application letter will reinforce that information and convince them to consider you for the position.
You probably have one resume you sent to recruiters, therefore adding a simple application letter for a job will help them see you’re interested and invested in their specific proposal. In the application letter, you should talk briefly bout some of the information present in your resume to emphasize your skills and why you’re qualified for that role.
What’s great about application letters is that they give you a chance to expand your resume and “talk” directly to the recruiter. But, there are a few things that you should and shouldn’t include or write in your application letter.
Although they are a great way to present yourself as a great candidate, it is very easy to make a mistake and end up with the exact opposite result. In the following parts, we dive deep into what you should include in your application letter and how to easily write yours.
What To Include In An Application Letter For Jobs
There are many application letter formats for jobs you can find online, but before choosing one we consider fundamental talking about what you must include in yours.
In this part, we’ll focus on the format aspects of your application letter rather than the information, which you can find in the rest of this article.
The first thing a recruiter should read is your contact information at the top of the job application letter. This includes your name, address, email, and phone number.
You can also include the recruiter’s contact information if you have it. Include only what you have and what they display on their LinkedIn profile or database.
A polite greeting is fundamental, and you can include a traditional “Dear Mr./Ms” and the recruiter’s last name or anything similar. Remember that application letters are your first encounter with recruiters, and no matter the type of job you’re applying to, keeping the letter respectful will always speak greatly of you.
There are three sections in the body of your application letter for a job.
The first paragraph should be used to mention the position you’re interested in and where you found the job listing.
The second paragraph should be used to describe how you meet the company’s needs and what you can bring to the table. In this part, you can incorporate information about your experience and skills that appears in your resume.
The third paragraph will be your “goodbye” paragraph, in which you can thank the recruiter for their time and consideration. You can provide an email address or phone number where they can contact you for any news on your application process.
We recommend you include a polite close, like “Sincerely”, “Best”, or “Kind Regards” and your name.
Apart from what to include, it is essential to learn about the general guidelines of application letters. In the next paragraphs, we share key details about this we recommend you have in mind next time you write an application letter.
Best Application Letter Format For Job Guidelines
If you’re looking to write an application letter you should know that they require a bit of time, in comparison to writing an email. Just as you spent time perfecting your resume, you should dedicate time to assembling the best application letter for a job.
Plus, once you’ve done it, you’ve created your own application letter template you can use on multiple job listings.
To begin, let's talk about the length of your application letter should have. Typically, cover letters are no more than one page long, and contain up to four paragraphs.
When it comes to the format of your job application letter, it is recommended that is single-spaced with 1” margins. The text should be aligned to the left for a cohesive and professional look.
You’re probably wondering which font to use, and it is all about keeping it simple. Arial, Calibri, or Times New Roman are excellent choices, and keeping the font size between 10 and 12 is recommended as well.
How To Write An Impactful Application Letter
Now onto the fun part, writing the best and most impactful application letter. In this part, we’ll break down key steps and information should include that you can letter utilize to create a sample application letter you can recycle.
1. Know The Company You’re Interested In Joining
This step is fundamental. Prior to start writing your application letter is important that you research the company/business that published the job listing and the position they’re looking to fill.
Learning more about the company will allow you to personalize your application letter, which is always great.
Look for details such as:
Size of the company
Name of the hiring manager and their title
Recent awards or accomplishments the company has received
Skills or certifications that are required for the role
2. Stick To A Professional Format & Guidelines
Although you’re writing a personalized cover letter, professionalism should always be present. Stick to a professional format and general guidelines, which we included above, to create the best application letter format for a job.
Address recruiters with respect and formality, such as “Mr./Mrs.” and finish your application letter with a polite closing like “Best, (your name)”, “Kind Regards”, and similar.
Pro tip: search for synonyms and alternatives to the traditional salutations to create a unique application letter that can be distinguished from the rest.
3. Mention The Role You’re Interested in & Why You Qualify
If there’s something we consider absolutely crucial when it comes to writing your application letter is mentioning the role you’re interested in and why you qualify.
Include the name of the company and where you saw the job listing as well. This will allow recruiters to seriously consider your application since you displayed a true interest in the position and their company.Here you can mention a few skills or brief information on your resume to show them why you’re qualified for the role.
4. Summarize Your Skills
You don’t need to name every single skill and education you have in your resume, thus they’re going to read it later. But, it is recommended that you do a summary of your skills, such as what you’re most qualified in, areas/industries you’ve worked in, and similar.
It will give recruiters an idea of what they’ll find when they read your resume. Plus, it is si always best to highlight certain things on both your resume and cover letter.
5. Include A Personal Statement Regarding Your Application
You can include a personal statement explaining why you want the job, and it could be about personal growth, your interest in the company chosen, the challenges and responsibilities the job requires, etc.
This part is highly advised and will allow recruiters to see the passion and interest you have to be part of their team.
6. Add A Professional Closing Statement
After all the previous steps we mentioned, it is time to close your application letter with a professional closing.
Thank the recruiter for their time and add your contact information so they can update you on your application process if needed. Address hiring managers and recruiters with “Mr.Mrs.” and finish your application letter with a polite word like the ones we mentioned (“Sincerely”, “All The Best”).
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Tips For Writing An Online Application Letter Sample For A Job
We want you to nail your application process, which is why we gathered the best tips for writing an application letter for any job listing you want.
Use an online application letter format for jobs. If this is your first time writing an application letter and you’re afraid it won’t come out as you expected, don’t worry, you can use a simple application letter template for jobs online. WPS Academy has free office suit tutorials and application letter formats for jobs you can download and use.
Write ONE application letter only. You might want to write multiple application letters to share your excitement and talk about your skills and qualifications, but, unless the job description asks for several application letters, we recommend yous tick with only one. Plus, check out if there are certain requirements for the cover letter they ask for, such as sending it attached to your resume in an email, uploading it to their application system, etc.
Don’t be afraid to advertise yourself. Just as you’d sell a product to clients, pitch yourself as the best choice and investment a company can make.
Use your skills and experience as strong points and how you can benefit a company or business. What’s more, if you found the company is struggling with a specific area related to the job listing, feel free to include a brief solution you think will be best.This will show leadership and commitment, even before you’re part of the team.
Use keywords found in the job listing. This is an incredible tip that can help your application process a lot. Pay attention to the keywords used in the job listing you’re applying to and use some on your application letter. This will make you a fit candidate that the company begins being interested in since you use similar or the same terms they use.
Simple Application Letter Templates You Can Use
WPS Academy has a wide catalog of free editable templates you can easily download and use for any situation you might need. Some of our favorites include:
Beautiful Free Word Cover Letter Template
Top Most Cover Letter For Job In Word Format
Editable & Printable Sample Cover Letter for Job Application Word Format
You can follow the tutorial and easily customize the template on your computer or phone and create the best application letter for jobs of your life.
The Best Application Letter Sample For Jobs Final Words
In this article, we talked about how to write the best application letter template for jobs, including key information and guidelines you should know about.
It is essential to keep your application letter professional and polite, no matter what the job listing is. Apart from this, we recommend you carefully read the requirements of the application letter (if there are any) to follow them and make a great first impression.
The application letter will be your first encounter with recruiters and can benefit your application process if done correctly. And, with the tips we mentioned in the post, you’re guaranteed a successful application letter every time.
About WPS Academy
WPS Academy offers free office suite tutorials you can easily check out here . We strive to make quality tutorials you can use in your personal and professional life.
We have plenty of writer, spreadsheet, PDF, and presentation office tutorials you can follow and create job application letters, resumes, and more.
Here is our application letter page with many different tutorials so you can choose the best one for you.
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This CEO wants to kill the résumé
- Khyati Sundaram, CEO of Applied, doesn't think the résumé should be central to getting hired.
- Applied and other companies use skills tests to determine who's a good fit for a job.
- Other companies also use tests to find candidates who might not have traditional qualifications.
For about eight months in 2018, Khyati Sundaram spent much of her day at a desk in a corner of her London flat, applying for jobs.
Sundaram had attended top universities in the UK and the US. She had an MBA, JPMorgan on her résumé, and had run a startup for six years. Yet after pumping out more than 500 applications, Sundaram had landed only a few dead-end interviews.
Eventually, a recruiter told her her résumé didn't fit anywhere because her experience was too varied. That led Sundaram to a company called Applied that tries to make brief skills tests — and not the résumé — the thing that gets people a shot at a job.
Sundaram, now CEO at Applied, is making it her mission to kill the résumé — or at least diminish its role in hiring.
"We don't look at anyone's résumé, ever," she told Business Insider, referring to how she hires at Applied. Sundaram wants other leaders to follow suit because our work bios — and even job experience — aren't always good predictors of who will succeed in a role. And résumés can leave candidates exposed to bias in the hiring process.
Yet, for all the frustration about résumés and the need to tinker with them to make it past seemingly impenetrable software employers use to sift through applicants, there's likely little chance — for now, at least — that résumés will go the way of paper paychecks. But a move toward screening for skills could, advocates hope, result in a demotion for the CV.
Show us what you can do
One buzzy idea floating around HR departments is the concept of "skills-based hiring." It would have employers focus on a candidate's abilities and less on traditional qualifications like college degrees or formal experience in a role. One way to measure skills is to do what Applied and other companies do: have you take a test.
Sundaram said the approach of testing can help make hiring fairer. The company might use only five or six questions per test to help identify suitable job candidates. In a statistical analysis, Applied found that 60% of the approximately 25,000 hires made through its platform would have been overlooked based on their résumés.
In one small study, the approach resulted in two-thirds more women getting into STEM roles. And, in another larger review, Black candidates getting jobs in finance and consulting increased by nearly 80%, according to the company.
When employers do want to see a résumé, Applied can use AI to strip away information about gender and ethnicity. That makes it more likely a variety of candidates will get a look, she said.
Finding candidates who don't look the part
Applied isn't alone in seeing tests as a better way to identify the best candidates. SHL , a global talent screening company, offers a 15-minute assessment that employers can give to job seekers. The test measures 96 soft skills — things like how someone communicates or how consultative or persuasive a candidate is. SHL has also developed hundreds of tests that examine specific business and technical abilities, including coding simulations in more than 50 languages.
Marlene Dunne, chief talent advisor at SHL Americas, told BI that assessments are consistent across candidates and are designed to be relevant to a job. The tests can help identify candidates who might not have certain experience listed on their résumés but might be a good fit, she said.
"Organizations are willing to place bets on people where they feel like they at least have the potential to demonstrate or be aligned to some of the skills that they need — even if they haven't had work experience around those things," Dunne said.
Focusing on the results of an assessment rather than a candidate's pedigree can make it less likely those hiring will make assumptions based on things like where a person might have gone to school, Dunne said.
Researchers have found that when indications of gender or ethnicity are stripped from résumés, people from various backgrounds get a better shot at landing a job. That can make it more likely, for example, that women will find jobs in tech .
Deploying tests early in the process can help ensure people getting interviews aren't wasting anyone's time, Dunne said.
"Oftentimes, there are a lot of man hours that get eaten up interviewing people that really shouldn't be getting interviewed," she said.
A test might be a turn-off for some candidates
Aaron Cleavinger, managing partner at Murdoch Mason Executive Search Group, told BI he's often not a fan of testing applicants because he doesn't see assessments as good predictors of someone's success in a job.
Cleavinger added that tests or tasks can turn off top-tier workers who don't want to be bothered. "You're going to anger the most qualified candidate," he said. Tests can be appropriate, Cleavinger said, when a role depends largely on how well someone can complete a particular technical task on a computer, for example.
He sees value in the résumé as "the artifact you leave behind." It's a way for an interviewer to remember what stood out about a candidate, Cleavinger said.
"I hope for the world where a résumé is no longer needed, and you can simply and easily assess candidates based on their capability and qualifications for a role," he said, adding that he doesn't expect we'll soon be able to ditch our CVs.
For her part, Sundaram expects AI will change how so many people work that job candidates' employment histories might often reflect a smorgasbord of experiences. That means detecting workers' abilities, not just what they've done, will be more important than ever.
"It will hit us in the face," she said. "The divide at one point will be there are so many jobs out there that the job description — the skills required — do not match the résumés that exist in the world."
Watch: A dean of MBA admissions who's read thousands of applications shares what makes a candidate stand out
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