How to write a job application email that wins interviews

Shoot the hiring manager a well-crafted email and you might land your dream job!

Email is the preferred medium of professionals around the globe. We live in a digitalised world. From TikTok and Instagram to YouTube and Google, our entire life is powered by the Internet. So, it should come as no surprise that you can apply for a job via email. 

While typing up a quick message and pressing “send” may seem tempting, this should not be a short task. There's a certain finesse to crafting a well-thought-out job application email. Get it right and you could wow the recruiter in a matter of seconds. Not sure where to start? Luckily, we've got you covered. Let's take a look at how to write the perfect email.

Speculative emails vs. replies to adverts

Before we delve deep into the realms of writing a job application email, let's talk about the two main types: speculative emails and replies to existing job adverts. Understanding the difference will help you along the way. Here's what you need to know about each of them: 

Speculative emails

Let's say there's a company you really want to work for. But they aren't advertising any vacancies. There's nothing wrong with sending a quick speculative email. 

Forbes Magazine reports that 80% of jobs are never formally listed or advertised. You could luck out by sending the right email at the right time. Sharing your availability, your interest in working for the company, and your expertise won't do you any harm. 

Worst case scenario: there are no openings available. If that's the case, you might find that the hiring manager keeps your CV on file to get in touch if something comes up soon. Be sure to look up the manager's name and contact details when sending this type of email.

Replies to adverts 

The next type of job application email is more common. You see an opening advertised online and the listing says to apply via email. You should know the drill by now. 

Often enough, the listing will include specific requirements. For example, it may say that you need to apply with an attached file of your CV. You might find that you need to write and attach a cover letter separately. Or, on the other hand, that you can include your cover letter in the body of your email. Be sure to pay close attention to the original job posting.  

Keep in mind that the HR manager or recruiter will likely get a flurry of replies to the advert. For that reason, you're going to have to work hard to make your application stand out from the crowd. Hooking their attention - and keeping it - is the key to success. 

Writing the perfect subject line

Let's start with the basics. The first thing you need to write is the subject line. You don't have much space here. Ideally, your job application email subject line should be no more than 30 characters. That will allow it to be read quickly and easily on a smartphone. 

For a speculative email, you should include your name, your profession, and/or your area of expertise. For instance, you might write “Donald Grange, SEO Specialist”. In less than 30 characters, you've told the recipient who you are and what you bring to the table. 

On the other hand, if you're replying to a job posting, you should put your name, the word “application,” the job advert title, and the reference number. So, your email subject line may read “Maria Potts application, Content Manager 092212”. While that goes a tad over the 30-character limit, it's important to get the reference number in there. That way, the hiring manager will be able to search for your application in their inbox.   

Email introduction: dos and don'ts

You don't have long to grab the hiring manager's attention. That's why writing a catchy and intriguing email introduction is so important. Check out our dos and don't here: 

What to include in your job application email 

Next up, it's time to get to the meat of your job application email. So, what elements do you need to include? Here are the bones of this email: 

• Introduction: who you are and why you fit the job opening 

• Body: what specific skills, education, and expertise make you right for the job? Where possible, add examples of how you have previously used your skills

• Call to action: a line encouraging the employer to get in touch with you 

• Sign-off: a quick “Yours sincerely,” and your full name will do the trick 

When writing your job application email, you should tick all of the above boxes. Using this structure will help you to steer clear of rambling. The hiring manager's time is precious. You need to get as much detail across as succinctly as you can. Don't waste any words. 

The body of the email needs to contain the most important information. Here, you should include any experience you have that will help you within this new role. Don't make the mistake of regurgitating your CV in a new format - you will be attaching it to the email. Instead, relate your education and experience back to the requirements of the opening. 

You can also strengthen your email by quantifying any successes you list. For example, “I helped to increase company sales by 33% last quarter” is stronger than “I helped increase company sales.” The more specific you are about your accolades, the better. 

When signing off, you can use the standard “Yours sincerely,” approach. If you have an email signature, let it do the work and don't duplicate your full name. Your signature may include your name, phone number, other contact details, portfolio, or LinkedIn profile link.

Email example for a job application 

If your creative juices are running dry, we've got just what you need. Take a look at our job application email example for some inspiration. The following email sample gives you an idea of how to structure and write this snappy email. Here's what you need to know: 

Tips to remember before pressing “send”

• Check the spelling and grammar of your job application email

• Make sure you have the hiring manager's name right 

• Attach your CV to the email - and mention it! 

• Make sure you've used the same font and size throughout

• Don't duplicate your name if it's in your email signature

The takeaway 

Spending time and energy on your job application email is important. This is the first correspondence you will have with the hiring manager. Making the right first impression will help you to get off on the right footing. Ensure that the body of your email gets your point across while adopting a professional, yet approachable, tone. 

Before you send that job application email, you need to make sure that your CV is spick and span. Don't stress. TopCV's professional CV writing service can help you to iron out any kinks. Armed with a keyword-optimised application written by a professional, you may be able to land more interviews and get hired faster than ever. Why not check it out today?

Recommended reading:

• How to Write a Professional Summary for your CV

• How Long Does It Take to Find a Job?

• How to Update Your CV - Even If You're Not Job Hunting

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