Effective job applications: Writing emails that get noticed

Applying to jobs comes with no shortage of tasks. You pore over your résumé with a fine-toothed comb, tweak your cover letter just so, practice interview questions, then rinse and repeat.

The email that carries all your hard work to a hiring manager’s inbox might seem insignificant compared to the rest of it. However, it’s your foot in the door. And a great email could keep the door open.

How do you write a job application email that doesn’t end up buried in the hiring manager’s inbox?

A job application email is a formal message you send to an employer or recruiter to apply for a job. It typically includes a short introduction, a brief summary of your interest and qualifications, and attachments like your résumé and cover letter.

While hiring demand increased over the course of 2024, so did applicant volume. According to research from Workday, the number of applicants was up 31% in the first half of 2024, compared to the same time period one year prior.¹

And with such a tall stack of applicants, you might only have moments to make an impression. An eye tracking study shows that recruiters spend about seven seconds on average looking at a résumé.²

There are also the nuances of applicant tracking systems (ATS), which is software that manages and automates parts of the hiring process.³ At a more involved level, it can scan résumés for certain keywords and recommend a smaller cohort of candidates among applicants.

Applying via email can circumvent traditional job portals, automated submission forms, and ATS, all while potentially helping you stand out. 

A strong email can show that you:

• Pay attention to detail
• Value the hiring manager’s time
• Communicate effectively in a business context

Continue reading to learn more about what to include in a job application email, tips for standing out in a crowded inbox, and to see examples.

Components of a job application email

To write a strong job application email, you need to include four main elements: a subject line, greeting, body, and attachments.

 

Subject line

The first step is to write a strong headline for your email. A clear subject line makes it obvious what your intent for reaching out is and can protect you from the spam or trash folders. It can also help HR teams filter and search through applications.

What to do:

• Include the job title you’re applying for
• Mention your full name
• Keep it clear and searchable
• Avoid vague subjects like “Job Application” or “Résumé”

Examples:

• Application for Marketing Manager – Jordan Taylor
• Graphic Designer Position – Cameron Smith Résumé Attached
• Data Scientist II Application, Riley Parker

 

Greeting

A personalized greeting can separate you from the stack even more. Using a specific name shows attention to detail and a little extra effort on your part.

What to do:

• Use the hiring manager’s name, if you have it
• If you can’t find a name, refrain from using generic openers like “To Whom It May Concern”
• Avoid courtesy titles that are associated with marital status, like “Mrs.” or “Miss”

Examples:

• Dear David Johnson,
• Hello Ms. Thompson,
• Dear Hiring Team,
• Dear [Company Name] Recruitment Team,

 

Body

The body of your email should be brief, but compelling. You can think of it as a mini cover letter that will encourage the hiring manager to open your attachments and see if you’re a good fit for the position. Keep this section professional, error-free, and under 200 words.

Opening line

State your name, why you’re writing, and which position you’re applying for. Referencing where and when you saw the posting can also help HR stay organized.

Example:

My name is Morgan Davis and I’m applying for the Senior Web Designer position listed on Indeed on April 18.

Summary of qualifications

Include a few sentences briefly outlining your experience and what makes you a strong fit for the position. You could also include a line specific to the employer — what excites you about this opportunity or the organization’s mission? This not only demonstrates enthusiasm, but shows that you did your research and aren’t forwarding an identical message to 20 other people.

Example:

With five years of experience designing intuitive user interfaces and a portfolio that includes Fortune 500 clients, I’m confident in my ability to contribute to your team. I admire your recent work in sustainable packaging and would be excited to contribute to a company that values environmental impact.

Call to action

Mention that your résumé and cover letter are attached and express interest in an interview.

Example:

I’ve attached my résumé, cover letter, and portfolio for your review. I would welcome the opportunity to discuss how my background aligns with your goals. Thank you for your time and consideration.

 

Attachments

Attachments are where the rest of your application lives. Make sure all your files are complete, specific to the posting, and properly labeled.

Files to include:

• Résumé
• Cover letter 
• Portfolio or work samples, if relevant
• Documents required in the job posting, such as transcripts, references, or certifications
  

What to do:

• Double-check file sizes (under 10MB is likely safe)
• Send files like your résumé and cover letter as a PDF
• Mention each attachment in your email so the recipient knows what to expect
• Clearly name files using a format like NAME_FILE.pdf. For example, Beth_Simon_Resume.pdf or Marcus_Grant_CoverLetter.pdf.

More tips for a job application email

These best practices will help your message look polished, professional, and get the attention it deserves:

Use a professional email address

If your email address includes an old username like gamerboy22, it’s time for a change. Stick to variations of your name, such as FirstInitial.LastName@gmail.com.

Include a signature

End your email with a professional signature that includes your full name, contact information, and a link to your portfolio, personal website, or LinkedIn profile, if you have one.

Keep formatting clean

Do not include stylistic choices like emojis, bold colors, or fancy fonts in your email. Stick to black text, a simple font (like Arial or Calibri), and a standard font size (11–12 pt.).

Write in a respectful tone

Your tone should be similar to how you would speak in a professional conversation: polite, confident, and respectful. Avoid slang and informal greetings like “Hey there.” 

Proofread before sending

Typos and easily avoidable errors can sink your credibility. Read your email aloud or have someone else review it before clicking Send, with special attention toward proper nouns and names. You should also double check that all your files are attached and you have followed all instructions included in the job posting.

Follow up

If you go 7–10 days without a response from the hiring manager, it could be worth it to send a follow-up email for job application submissions. Write a short message that reiterates your interest in the position and ask if there is a hiring timeline update.

Simple job application email sample

Still wondering what a good job application looks like? Below are examples of simple job application emails that demonstrate an attention to detail and are tailored to hypothetical jobs. 

Example #1

Subject: Application for Marketing Coordinator — Sarah Lee

Body:

Dear Hiring Team,

I am writing to express my interest in the Marketing Coordinator position at Stellaris Systems, as advertised on LinkedIn. My name is Sarah Lee and I bring two years of experience in social media marketing, content creation, and campaign analytics, and I am eager to contribute to your team. I was particularly impressed by your recent “Launchpad Learners” campaign to engage young students in space exploration — I’d be excited to support similar projects with my focus on data-driven strategy.

Attached are my résumé and cover letter for your review. I would appreciate the opportunity to further discuss how my skills align with your marketing goals.

Thank you for your time and consideration.

 

Best regards,
Sarah Lee
sarahlee@email.com
(123) 456-7890

Example #2

Subject: Multimedia Designer Application — Alex Park

Body:

Hi Claire Bennett,

My name is Alex Park and I’m excited to apply for the Multimedia Designer role at Pixel17. My background in animation, video editing, and graphic design spans over five years, and my portfolio (attached) includes work for brands like Spotify and Adidas.

I’ve also included my résumé and a cover letter. Looking forward to the chance to bring bold, fresh visuals to your team.

 

Best,
Alex Park
alexpark@email.com
Portfolio: alexpark.design

Example #3

Subject: Junior Data Analyst Position, Nicole Benson

Body:

Dear Ms. Rodriguez,

My name is Nicole Benson, and I’m a recent graduate with a B.S. in Data Science and a strong foundation in Python and SQL. I’m excited to apply for the Junior Data Analyst position at Pivot Data. During my internship at DataWave, I contributed to a project that increased dashboard efficiency by 15%. I’m especially drawn to Pivot Data’s mission to make data more accessible and actionable for social justice organizations; it’s a purpose I’d be proud to support through clear, insightful analysis.

I’ve attached my résumé and cover letter, and I look forward to discussing how I can grow with your team.

 

Sincerely,
Nicole Benson
nbenson@email.com
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