How to Write a Job Application Email – Format, Examples, Samples, Templates & Best Practices: A Comprehensive Guide

how to write a job application email

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Once upon a time, in the busy world of job hunting, job seekers faced a challenge: how to write an effective job application email that would stand out from the crowd and land them their dream job. This blog post will be your magical guide through this challenging process, revealing the secrets of crafting the perfect job application email.

Format of a Job Application Email

Before we begin our journey, let’s learn the basic structure of a job application email. Like a castle, our email has several important parts:

  1. Subject line
  2. Salutation
  3. Introduction paragraph
  4. Body of the email
  5. Closing paragraph
  6. Sign-off

Job Application Email Format

Section Description
Subject line Clearly state the purpose of your email
Salutation Properly address the recipient
Introduction Introduce yourself and the job position you’re applying for
Body Highlight relevant experience and qualifications
Closing Express enthusiasm and mention attachments
Sign-off Use appropriate closing and include contact information

Now, let’s explore each section in more detail.

A. Subject line

The subject line is like the gateway to your email castle. It must be clear and concise, inviting the reader to explore further. Here are some tips for crafting a winning subject line:

  • Include the job title and your name
  • Avoid using all caps or excessive punctuation
  • Keep it short and sweet (around 8-10 words)

B. Salutation

Once our reader has entered the castle, we must greet them with respect. Address the recipient by their name and title, if possible. Here are some tips:

  • Use “Dear [First Name]” or “Dear [First Name] [Last Name]” if you know their name
  • If unsure, use “Dear Hiring Manager” or “Dear [Department] Team”

C. Introduction paragraph

In the grand hall of our castle, we must introduce ourselves and explain our purpose. In the introduction paragraph:

  • Mention the job position you’re applying for
  • Briefly explain how you found the job listing
  • Introduce yourself and your background

D. Body of the email

Now, we venture into the heart of our castle, where we showcase our treasures. In the body of the email:

  • Share your relevant experience, skills, and achievements
  • Explain why you’re a good fit for the company and its culture
  • Use bullet points or short paragraphs for easy reading

E. Closing paragraph

As we approach the end of our castle tour, it’s time to wrap things up. In the closing paragraph:

  • Express your enthusiasm for the opportunity
  • Mention any attachments, like your resume or cover letter
  • Invite the recipient to contact you for further discussion

F. Sign-off

Finally, we bid farewell to our reader. To sign off your email:

  • Use a professional closing, like “Sincerely” or “Best regards”
  • Include your full name, email address, and phone number

Examples, Samples, and Templates

In the land of job application emails, there are many different castles, each unique and beautiful. Let’s explore a few examples and a basic template to guide you in building your own:

Example 1: Entry-level job application email

Subject: Application for Junior Graphic Designer Position – Jane Doe

Dear Hiring Manager,

I hope this email finds you well. I am writing to apply for the Junior Graphic Designer position I found on [Job Board Name]. As a recent graduate from [University Name] with a Bachelor’s degree in Graphic Design, I am eager to contribute my skills and passion to [Company Name].

During my time at [University Name], I gained valuable experience in:

  • Creating visual content using Adobe Creative Suite
  • Collaborating with diverse teams on design projects
  • Developing strong time management and organizational skills

I am particularly drawn to [Company Name] because of its reputation for innovative design and commitment to sustainability. I believe my enthusiasm for creative problem-solving and eco-friendly design would make me a great fit for your team.

Please find my resume and portfolio attached for your review. I would be grateful for the opportunity to discuss my application further and show you how I can contribute to [Company Name]’s success. Thank you for considering my application.


Jane Doe

(555) 123-4567

Example 2: Experienced professional job application email

Subject: Senior Marketing Manager Application – John Smith

Dear [Recipient’s Name],

I hope you are doing well. I recently came across the Senior Marketing Manager position on [Company Name]’s career page, and I am thrilled to submit my application. With over eight years of experience in digital marketing and a proven track record of driving growth for companies like [Previous Employer], I am confident in my ability to contribute to [Company Name]’s continued success.

My key achievements include:

  • Increasing online revenue by 35% for [Previous Employer] through targeted marketing campaigns
  • Leading a team of 10 marketing professionals to achieve key performance indicators consistently
  • Developing and implementing successful SEO strategies that resulted in a 50% increase in organic search traffic

I have always admired [Company Name] for its customer-centric approach and emphasis on innovation. I am excited about the opportunity to apply my expertise and passion for marketing to help [Company Name] reach new heights.

Attached, you will find my resume for your consideration. I would be grateful for the chance to further discuss my qualifications and how I can contribute to [Company Name]. Thank you for your time and consideration.

Best regards,

John Smith

(555) 987-6543

Example 3: Job application email for a remote position

Subject: Remote Customer Support Specialist Application – Mary Johnson

Dear [Recipient’s Name],

I hope you are doing well. I am writing to express my interest in the Remote Customer Support Specialist position I discovered on [Job Board Name]. With five years of experience in customer support roles, including two years as a remote support agent, I am confident in my ability to provide exceptional service to [Company Name]’s customers.

My professional experience includes:

  • Resolving customer issues efficiently and professionally via phone, email, and chat support
  • Consistently achieving a customer satisfaction rating of over 95%
  • Training and mentoring new support team members

Having researched [Company Name], I am impressed by your dedication to providing top-notch products and services to your clients. I believe my strong communication skills and passion for helping others make me an excellent fit for this remote position.

Please find my resume attached for your review. I would appreciate the opportunity to discuss my qualifications further and demonstrate how I can contribute to [Company Name]’s customer support team.

Thank you for your time and consideration.

Kind regards,

Mary Johnson

(555) 321-7890

Template: Basic job application email template

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

Dear [Recipient’s Name or Hiring Manager],

I hope this email finds you well. I am writing to apply for the [Job Title] position I found on [Job Board Name or Company’s Career Page]. As a [Brief description of your background], I am eager to contribute my skills and passion to [Company Name].

During my [Experience or Education], I gained valuable experience in:

  • [Skill or Achievement #1]
  • [Skill or Achievement #2]
  • [Skill or Achievement #3]

I am particularly drawn to [Company Name] because of [Reason for your interest in the company]. I believe my [Key trait or skill] would make me a great fit for your team.

Please find my resume [and cover letter/portfolio, if applicable] attached for your review. I would be grateful for the opportunity to discuss my application further and show you how I can contribute to [Company Name]’s success. Thank you for considering my application.

[Professional Closing],

[Your Full Name]

[Your Email Address]

[Your Phone Number]

Feel free to use these examples and the template as a starting point for crafting your own unique job application emails. Remember to customize each email based on the specific job and company you’re applying to, showcasing your relevant experience, skills, and enthusiasm for the position.

Best Practices

To ensure our job application email castle is strong and impressive, we must follow these best practices:

  1. Proofreading and editing: Just like polishing the castle’s walls, proofread your email for any grammar or spelling errors.
  2. Customizing your email: Make each email unique, like a snowflake, to show your genuine interest in the specific job and company.
  3. Using a professional email address: A professional email address, like “,” sets a mature tone and helps you make a good impression.
  4. Following up on your application: If you haven’t heard back after a week or two, send a polite follow-up email to show your continued interest in the position.
  5. Maintaining a positive online presence: Keep your digital footprint clean and professional, as employers may look you up online.

Frequently Asked Questions (FAQs)

In our magical land, there are common questions asked by many job seekers. Let’s answer them!

Should I include a cover letter with my job application email?

Yes, it’s usually a good idea to include a cover letter, especially if the job listing requests one or if you have additional information that isn’t included in your resume.

How long should my job application email be?

Keep it concise, aiming for about 150-250 words. The email should be a brief introduction, with more details provided in your resume and cover letter.

Can I use emojis or informal language in my job application email?

No, it’s best to maintain a professional tone and avoid using emojis or informal language.

How do I handle not knowing the recipient’s name or gender?

If you cannot find the recipient’s name, use a neutral salutation like “Dear Hiring Manager” or “Dear [Department] Team.”

When is the best time to send a job application email?

Aim to send your email during regular business hours, ideally between Tuesday and Thursday. This increases the likelihood of your email being read promptly.


And so, dear friends, we’ve reached the end of our magical journey. We’ve explored the enchanting world of job application emails, learned the secrets to crafting the perfect message, and answered some burning questions. Now, it’s time for you to go forth and create your own captivating job application email castle. Good luck, and may your job search be successful and rewarding!

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