Today’s job market is getting more and more competitive, with openings declining to a new three-year low in April, says CNBC. What you need here is a well-crafted job application email to stand out in the crowd and get your dream job.
This will be your first impression with a potential employer. It will give you the opportunity to showcase your professionalism, communication skills, and enthusiasm. In this blog, we will walk through the process of writing a compelling job application email to help you get the perfect job. So, let’s dive in!
1. What is a Job Application Email?
In simple terms, job application emails are formal messages sent to a potential employer to express your interest in a specific position. In most cases, it includes a brief introduction, a summary of your qualifications, and an interview request.
1.1 Understanding the Difference Between a Job Application Email and a Cover Letter
While a job application email might seem similar to a cover letter, there are some key differences between both. People often discuss CVs vs. resumes, and here we will discuss job application emails vs. cover letter samples.
So, let’s take a closer look at these differences to avoid any confusion and get things right.
| Parameters | Job Application Email | Cover Letter |
| Purpose | Helps introduce yourself and attach your resume and cover letter. It is more of a formality to ensure the application reaches the right person. | Tailored document that highlights specific skills and experiences relevant to the job. It complements the resume and convinces the hiring manager to interview you. |
| Content | It includes a brief introduction, a reference to the job you are applying for, and a polite closing. May also mention any specific instructions from the job posting. | Mostly focused on qualifications and how they align with the job requirements. It details your experiences, achievements, and reasons for interest in the position. |
| Format | It is a more casual format, often using a standard email template. It may include a subject line that clearly states the job you are applying for. | This is a formal, standalone document with a standard business letter format. It will include a salutation, body, and closing. |
2. When to Use a Job Application Email?
There is more than one scenario where you might have to use a job application email. These scenarios might vary based on different factors, making it important that you use them accordingly. Some of the most common scenarios when you might have to use a job application email include:
- Responding to a Job Posting: A well-written job application email could be your ticket to stand out in the crowd when responding to a job posting.
- Applying to a Company: Another scenario when you might need a job application email is while applying to a company directly. This can be a very effective and proactive way to express your interest.
- Networking Opportunities: A good network is a must-have for everyone, and a job application email can follow up on your conversation. It can also help express your interest in a specific role.
3. Preparing to Write a Job Application Email
While most people don’t realise this, before you start writing a job application email, preparation is very important. This does not take much but just a couple of simple steps to get started on the right foot. That said, here are some preparation steps that you need to know about:
3.1. Research the Company and Job Role
First, start by researching the company and understanding all the relevant aspects, such as the company’s mission, values, and overall culture. Take time to understand the job description and requirements, tailor the email, and ensure it meets all the requirements.
3.2. Gather All Essential Documentations
The next thing you need to do is prepare all the necessary documentation. This means gathering your cover letter, resume sample, references, certifications, and even portfolio for a better impression.
4. How to Write a Good Job Application Email?
Now coming to the main part, where we will actually dive into the nuances of writing a good job application email. Keeping these simple things in mind is enough to ensure you strike the right chord with your recruiter. So, here are some of the things that will get your job application email the perfect essence.
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4.1. Keep Things Concise
Make sure you avoid unnecessary details and focus on the key points that highlight your qualifications and interest in the position.
4.2. Professional and Polite
You must use formal language and maintain a courteous and respectful tone throughout your email.
4.3. Personalise the Email
Make it a point to tailor each email to the specific job and company you are applying to. This also means that you should not use generic resume templates.
4.4. Proofread and Edit
Always be careful while checking your email for grammatical errors, typos, and clarity. This is very important for ensuring your email is well-written and easy to understand.
4.5. Follow Instructions
You must adhere to any application guidelines provided in the job posting and ensure that you have attached all required documents.
5. Job Application Email Template
A proper job application email is a part of multiple parts coming together to showcase your talent and skills. Therefore, you must understand what these parts are all about and how they come together. So, let’s take a closer look at the structure and specific sections within them:
5.1. Template Overview
In most cases, you will find that a job application email has four primary sections, each of which serves its own purpose. These sections include:
1. Subject Line: This is the most important part of the job application email, where you will need to state your job title and name clearly. Make sure that there is no clutter in this section since this is your way to make a lasting first impression.
2. Opening Paragraph: This is the next and another very important section where you will have to introduce yourself. Here, you can even refer to the job posting and express your interest in the position. Avoid using flowery words in this section and check for grammatical errors or typos.
3. Body Paragraphs: This is the third section where you will need to highlight your relevant skills and relevant experience. Take time to find the right words that best highlight and reflect your competence. Also, mention how your competence, experience, and skills align with the specific needs and requirements of the job.
4. Closing Paragraph: This is the final section where you will conclude your job application email properly. This is the section where you must thank the recipient for their time and also reiterate your interest in the position. Lastly, make sure to provide your correct contact information so that the recipient can reach you.
5.2. Sample Template
Now that you have a better idea of the different sections in a job application email, it is time to make things clearer with a sample template and CV sample Malaysia. So, here is a generic job application email template for your use:
| Subject: [Job Title] Application – [Your Name] Dear [Recipient’s Name], I am writing to express my keen interest in the [Job Title] position, as advertised on [Job Board]. With [Number] years of experience in [Industry], I am confident in my ability to contribute significantly to your team and foster long-term prosperity. [Body Paragraph 1: This is the section where you will need to highlight your relevant skills and experience.] [Body Paragraph 2: Here, you must explain how your qualifications align with the job requirements and why you will be the right fit for it] Thank you for considering my application. I have attached my resume for your review and would welcome the opportunity to discuss my qualifications further in an interview. Please feel free to contact me at [Your Email] or [Your Phone Number]. Sincerely, [Your Name] [Your Contact Information] |
6. Sample Job Application Emails
With a better understanding of what a proper job application email looks like, it is now time to check out some samples. These samples will give you a better insight into different types of job applications based on experience level. So, let’s check them all out:
6.1. Entry-Level Position
| Dear [Hiring Manager], I am writing to express my interest in the [Entry-Level Position] role at [Company Name], as advertised on [Job Board]. As a recent graduate of [University] with a degree in [Major], I am eager to apply my academic knowledge and skills to a dynamic work environment. Throughout my studies, I gained valuable experience in [Relevant Skills]. I am particularly drawn to [Company Name] because of your commitment to the right values. I am confident that my enthusiasm, combined with my strong work ethic, will make me a valuable asset to your team. Thank you for your time and consideration. I have attached my resume for your review and would welcome the opportunity to discuss my qualifications further in an interview. Sincerely, [Your Name] |
6.2. Experienced Professional
| Dear [Hiring Manager], I am writing to express my interest in the [Experienced Position] role at [Company Name], as advertised on [Job Board]. With [Number] years of experience in [Industry], I have developed a strong foundation in [Relevant Skills]. I am particularly impressed by [Company Name] ‘s commitment to [Company Values]. I believe my skills and experience align closely with the requirements of this position, and I am confident in my ability to contribute meaningfully to your team. I have attached my resume for your review, which provides further details about my qualifications and accomplishments. I would welcome the opportunity to discuss how my skills and experience can benefit your team. Thank you for your time and consideration. Sincerely, [Your Name] |
6.3. Creative Industry Job
| Dear [Hiring Manager], I am writing to express my keen interest in the [Creative Position] role at [Company Name], as advertised on [Job Board]. With a passion for [Creative Field] and a strong portfolio of work, I am confident in my ability to contribute creatively to your team. My attached portfolio showcases my skills in [Specific Skills] and my ability to [Creative Achievements]. I am particularly drawn to [Company Name] ‘s commitment to [Company Values] and believe that my creative vision and collaborative approach would be a valuable asset to your team. Thank you for your time and consideration. I would welcome the opportunity to discuss my qualifications further and share my portfolio in more detail. Sincerely, [Your Name] |
7. Common Mistakes to Avoid
You are now familiar with different types of job application emails based on your experience and industry. But even so, we are all still human, and our mistakes are what makes us unique. However, a mistake in your job application email can cost you dearly, and this is why we will look at some of these mistakes you must avoid.
7.1. Generic Emails
This is the most common mistake that people make with job application emails, where they end up sending generic emails or resume format. You must avoid sending the same email to multiple companies or recruiters and take a personalised approach instead.
7.2. Spelling and Grammar
No matter how well-versed you are with the English language, spelling and grammar mistakes are something you need to double-check. So, make it a point to proofread the email properly, detect any errors, and correct them properly.
7.3. Attaching Incorrect Documents
Always make it a point to cross-check your documents before you send them to the company or recruiter. You must ensure that you have the latest resume and a compelling cover letter that convinces people to hire you over others.
7.4. Overly Long Emails
Another important thing that you need to be careful about is using long, unnecessary emails. You must keep your job application email to the point and concise with the relevant information on the focus.
7.5. Unprofessional Language or Tone
The final mistake that you need to worry about is using the right tone and language in your job application email. This means maintaining a respectful and formal tone throughout the email and using proper professional language.
8. In Conclusion
It is no secret that a proper job application email with the right tone and language can be your ticket to your dream job. The guidelines and tips on this blog create a compelling and professional email that showcases your qualifications. You must leverage this information to create the perfect job application email and make a positive impression on the employer. Remember, a strong application email can have a long-lasting impact on your career opportunities.
9. FAQs on Job Application Email
Q1: How long should a job application email be?
A1: The perfect job application email should be focused and concise and preferably not longer than a single page.
Q2: How do I personalise my job application email?
A2: You must research the company and job role thoroughly and customise your email to highlight the qualifications that are most relevant to the position.
Q3: Should I add my contact information to my job application email?
A3: Yes, you must add your contact information to your job application email.
Q4. What should I include in my closing paragraph?
A4: You must thank the recipient for their time, reiterate your interest, and provide your contact information.
Q5. Can I use generic emails for my job application email?
A5: You should always avoid using generic emails on my job application email.
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