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Candidates, Hiring Managers, Recruiters, and Applicant Tracking Systems are common entities involved in the professional email exchange for job applications. To attract the hiring manager’s attention, candidates should craft emails that showcase their interest in the position while recruiters can guide candidates to write professional emails to increase their chances of getting an interview. Additionally, applicant tracking systems filter emails, so knowing how to get past them is crucial. This article provides tips on email formatting, subject lines, and content to help candidates create the best possible email for submitting a job application.
Breaking Down the Perfect Job Application Email
Landing a dream job often starts with a well-crafted email application. Here’s a breakdown of the best structure to make a strong impression:
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Subject Line
- Keep it brief and attention-grabbing.
- State the position you’re applying for and your name.
Greeting
- Use a formal greeting. Avoid generic “To whom it may concern.”
- If possible, address the hiring manager by name.
- If you don’t know the manager’s name, try to find it through company research.
Body
Paragraph 1: Introduction
- Express your interest in the position and state the job title you’re applying for.
- Mention how you learned about the opportunity.
- Highlight any relevant skills or experience that align with the job requirements.
Paragraph 2: Value Proposition
- Quantify your accomplishments and demonstrate how your skills can benefit the company.
- Use specific examples and data points to support your claims.
- Emphasize how your qualifications match the job description.
Paragraph 3: Call to Action
- State your interest in interviewing for the position.
- Be clear about your availability for an interview.
- Thank the hiring manager for their time and consideration.
Attachments
- Attach your resume and cover letter as separate PDF files.
- Name your attachments appropriately to make them easy to find.
- If you have any additional supporting materials, mention them and explain where they can be found.
Closing
Professional Closing
- Use a formal closing, such as “Sincerely” or “Respectfully.”
- Type your full name underneath.
Signature
- Include your email address and phone number for easy contact.
- Consider adding a professional headshot to your signature block.
Formatting
- Use clear and concise language.
- Proofread carefully before sending.
- Follow the company’s instructions for application if specified.
Other Tips
| Do’s | Don’ts |
| – Keep it brief and to the point. | – Don’t send multiple emails to the same person. |
| – Tailor your message to the specific job description. | – Don’t use attachments that are not relevant to the position. |
| – Be professional and polite. | – Don’t write in all caps or with excessive exclamation points. |
Professional Email Samples for Job Applications
Example 1: Expressing Interest in a Specific Position
Dear [Hiring Manager Name],
I am writing to express my keen interest in the [Position Name] position that I discovered advertised on [Website or Platform]. With my extensive experience in [Relevant Skills and Expertise], I am confident that I possess the necessary qualifications to excel in this role.
In my previous position at [Company Name], I was responsible for [Responsibilities and Accomplishments]. I have a proven track record of [Quantifiable Results and Successes]. I am also highly proficient in [Technical Skills], which I believe would be a valuable asset to your team.
I am eager to contribute my skills and enthusiasm to [Company Name]. I am available for an interview at your earliest convenience.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Example 2: Applying for a Position Based on Referrals
Dear [Hiring Manager Name],
I am writing to apply for the open [Position Name] position at [Company Name]. I was referred to this position by [Referrer’s Name], who highly recommended your company and believes I would be a great fit for this role.
I have been working in the [Industry] industry for the past [Number] years and have a strong track record of [Relevant Skills and Experience]. In my previous position, I [Responsibilities and Accomplishments].
I am eager to learn more about this opportunity and how my skills can benefit your team.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Example 3: Applying for a Position with Little Experience
Dear [Hiring Manager Name],
I am writing to express my interest in the [Position Name] position advertised on [Website or Platform]. Although I may not have extensive experience in this specific field, I am a highly motivated and quick-learning individual with a strong foundation in [Relevant Skills and Interests].
Throughout my academic and personal experiences, I have developed a keen interest in [Industry or Field]. I have actively sought opportunities to gain knowledge and skills in this area, including pursuing [Courses, Workshops, or Projects].
I am confident that my eagerness to learn and contribute, combined with my existing skills, would make me a valuable asset to your team.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Example 4: Applying for an Entry-Level Position
Dear [Hiring Manager Name],
I am excited to apply for the entry-level [Position Name] position at [Company Name]. With my recent graduation from [University Name] with a degree in [Major], I am eager to begin my career in [Industry].
As a dedicated student, I have excelled in [Relevant Courses and Skills]. I have a strong foundation in [Technical Skills], and I am proficient in [Software or Tools].
I am a highly motivated individual with a strong work ethic. I am confident that I can quickly learn and adapt to the demands of this role. I am eager to contribute my skills and enthusiasm to your team.
Thank you for considering my application.
Sincerely,
[Your Name]
Example 5: Applying for a Position After a Layoff
Dear [Hiring Manager Name],
I am writing to express my interest in the [Position Name] position that I saw advertised on [Website or Platform]. I was recently laid off from my position at [Previous Company Name] due to [Layoff Reason].
During my time at [Previous Company Name], I held a variety of responsibilities, including [Responsibilities]. I have a strong track record of [Accomplishments and Results].
I am eager to return to work and contribute my skills and experience to a new organization. I am confident that my abilities would be a valuable asset to your team.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Example 6: Applying for a Part-Time or Flexible Position
Dear [Hiring Manager Name],
I am writing to inquire about the possibility of a part-time or flexible work arrangement for the [Position Name] position. I am particularly interested in this role because of [Reasons for Interest].
I have worked in [Industry] for [Number] years and have a proven track record in [Relevant Skills and Experience]. I am proficient in [Technical Skills] and have a strong understanding of [Business Concepts or Processes].
I am flexible with my schedule and am available to work [Preferred Days or Hours]. I am also open to a remote work arrangement if necessary.
I am eager to learn more about this opportunity and how my skills can contribute to your team.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Example 7: Applying for a Position with a Cover Letter and Resume
Dear [Hiring Manager Name],
I am writing to express my interest in the [Position Name] position at [Company Name]. I have attached my resume and cover letter for your review.
In my cover letter, I have included additional details about my skills and experience, as well as why I am particularly interested in this opportunity. I have highlighted my key strengths and how they align with the requirements of the position.
I am confident that my qualifications and enthusiasm would make me an ideal candidate for this role. I am eager to learn more about this opportunity and how I can contribute to your team.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Professional Emails for Job Applications
What are the key elements of a professional email for a job application?
A professional email for a job application should include:
-Subject: Concisely state the purpose of the email, such as “Application for [position name]”
-Salutation: Use a formal greeting, such as “Dear Hiring Manager.”
-Body:
– First paragraph: Briefly introduce yourself and express your interest in the position.
– Second paragraph: Highlight your relevant skills and experience that align with the job requirements.
– Third paragraph: Explain why you are a suitable candidate for the role and the company.
– Fourth paragraph: Thank the hiring manager for their time and consideration.
– Closing: Use a professional closing, such as “Sincerely.”
– Signature: Include your full name, contact information, and any relevant links, such as your LinkedIn profile or portfolio.
How can I personalize my professional email for a job application?
To personalize your email:
– Address the hiring manager or recruiter by name, if possible.
– Tailor your content to the specific job requirements and the company’s culture.
– Showcase your unique strengths and how they align with the company’s needs.
– Highlight any connections you may have with the company or industry.
– Proofread your email carefully for any errors.
What should I avoid in a professional email for a job application?
Avoid:
– Using informal language or slang.
– Including unnecessary attachments.
– Being overly verbose or redundant.
– Making typos or grammatical errors.
– Sending the email without spell-checking.
Hey, thanks for hanging with me on this crash course in email etiquette. I know job hunting can be a bit of a drag, but nailing that professional email is like unlocking the secret handshake to the working world. Keep these tips in mind, put your best foot forward, and remember to smile (through your email, of course). Catch you again soon for more job-hunting gems!