How to Write an Email for a Job Application (and Follow Up)

Use a formal email address and a subject line that states your intent, including the job title and your name. Begin with a polite greeting, ideally addressing the hiring manager by name, and briefly introduce yourself, mentioning the role and any referrals. Highlight key skills or achievements that show why you’re a strong fit, but keep it concise and focused. Attach your resume and cover letter as PDFs with clear filenames, and end with a polite closing that thanks the reader and includes your contact information. 

Ever seen that line at the end of a job posting that says, “Send your resume via email”? Seems simple enough — until you start overthinking. Who do I address this to? What do I even say? Do I just… attach my resume and hope for the best? (Been there.)

It’s completely normal to spiral a little when you’re trying to make a good impression. After all, this email could be the first step toward your next big opportunity. Luckily, it’s not that complicated. It’s really just a short introduction that gives your resume and cover letter a proper stage entrance.

Let’s break down how to write one that’s confident and clear. This guide will cover:

• What to include in a job application email. 
• Examples and templates for inspiration. 
• How to follow up after applying for a job.

And if you need help with the rest of your job application, check out our free AI Resume Builder to create an ATS-friendly and customized resume in minutes. 

What Is a Job Application Email?

A job application email is the message you send to a potential employer to express your interest in a job opening and to submit your application materials. It’s a professional note that says who you are, which position you’re applying for, and why you’re interested. 

The main purpose of a job application email isn’t usually the body of content. What most employers are interested in is your attached resume and cover letter, or a link to your online profile if that’s what they ask for in the job description. 

When should you send a job application email? 

Sometimes, a company will specifically request that you submit your application this way instead of through a job portal. If that’s the case, the job posting will typically explain how to do it, which materials to send, the email address to use, and what to include in the subject line. 

This isn’t the time to skip the fine print. Always check the application guidelines to see if the employer specifies how they want to receive your cover letter or other documents. Following their directions exactly shows attention to detail and plain common sense. 

In simple terms, here’s what a job application email does:

• Introduces you and explains why you’re reaching out.
• Briefly highlight your interest and qualifications (optional). 
• Includes your resume and cover letter.

How to Write an Email for a Job Application?

Here’s a quick summary of what to write in an email when sending a resume:

• Use a formal email address that reflects professionalism, avoiding nicknames, random numbers, or outdated domains.
• Include a direct subject line that clearly states your purpose.
• Start with an appropriate salutation that shows respect and effort. When possible, address the hiring manager by name. 
• Introduce yourself and give reasons for writing, covering your role, experience level, and your desired position. 
• Highlight your interest and professional background in a brief and engaging way to spark the employer’s curiosity.
• Mention your qualifications and skills that directly fit the job. Just avoid repeating your entire resume and cover letter.
  
• Reference the documents and sign off with a polite line like “Kind regards” or “Best regards.”
• Proofread and check your attachments before hitting send.

Let’s explore the details with examples of what to include in your job application email.

1. Use a formal email address

Your email address is one of the first things an employer will see, so make sure it’s clear and professional. Ideally, your email address should include your first and last name (matching your job application documents), such as jason.miller@yahoo.com or emilynguyen23@gmail.com. 

Avoid using nicknames, numbers that don’t add context, or anything overly casual (no “napqueen07” or “gagaforgaga22”). You could also swap your old Hotmail email domain to Gmail or Yahoo to show you’re keeping up with the times. 

2. Include a direct subject line

A strong subject line gets your email noticed in a crowded inbox of spammy sales pitches and last-minute meeting requests. It should immediately tell hiring managers your intent at just a glance (and stop them from sending it to the trash). 

Always include the word “Application,” the job title, and your full name. For example: “Graphic Designer Application – Sarah Lopez.” If the posting includes a reference or job ID number, include that as well.

Hiring managers often filter or search through hundreds of emails, so a specific subject line helps them find your message easily. Avoid vague lines like “Job Opportunity” or “Resume Attached” — they just don’t stand out. 

Learn more about a different type of subject line: 50+ Subject Lines for a Resignation Email 

3. Start with an appropriate salutation

The greeting sets the tone of your email — and yes, employers notice if you get it right. Always try to address your email to a specific person. Use a title and last name, such as “Dear Mr Rivera” or “Dear Ms. Thompson”. It’s always safer to go with Ms. if you’re not 100% certain of their marital status. 

Taking the time to find the hiring manager’s name (often listed in the job posting or on LinkedIn) shows initiative and respect. But if you truly can’t find a name, you still have options:

• Dear Hiring Manager
• Dear Human Resources Team
• Dear [Department] Department (e.g., Dear Sales Department)

What you don’t want to do is open with outdated phrases like “To Whom It May Concern” or “Dear Sir/Madam.” Those just feel stiff, impersonal, and lazy. A thoughtful greeting shows you’re paying attention and not just sending out the same application to everyone.

Find out how to start your attached cover letter: How to Address a Cover Letter

4. Introduce yourself and give reasons for writing

After your greeting, jump straight into your purpose. Briefly introduce who you are and why you’re reaching out. Mention the job title and company name clearly to reinforce your intent and to keep things organized for the recruiter.

Here’s an idea of what to mention in those first lines: 

My name is Olivia Chen, and I’m a project coordinator with over four years of experience managing small teams. I’m excited to apply for the Operations Associate position at Landscape Logistics. 

If somebody referred you, mention it here too: “Alex Turner, who works on your business development team, referred me to this opportunity.” That small connection gives you more credibility (unless Alex just dramatically quit, in which case, bold move). 

And for extra brownie points, show you’ve done your homework about the company. You could mention something you admire about their mission, culture, or recent achievements. It’s a subtle way of showing genuine interest rather than sending a generic email.

Learn more about tailoring your application: How to Use AI to Tailor a Resume to the Job Ad

5. Highlight your interest and professional background

Adding these extra details is usually optional. Some job descriptions just instruct you to send your resume and cover letter with a simple subject line, while others ask for more detail in the main body of the email. When in doubt, adding extra information can’t hurt; just keep it concise. 

Express your enthusiasm for the role and share a snapshot of your relevant experience — just enough to get the hiring manager interested in your attachments. For example:

In my current position at Nova Digital, I’ve led several high-impact campaigns that increased client engagement by over 30%.

You’re not rehashing your resume or cover letter here; you’re giving them a teaser.

You can also mention what drew you to the company. Maybe you admire their innovation, community focus, or reputation for growth. Here are a few quick examples of what you can include:

• A sentence about what excites you most about the role or company.
• A brief mention of a standout project or achievement.
• A note about how your background aligns with the company’s goals.

6. Mention your qualifications and skills

This is your chance to connect your background to the job requirements. But again, keep it brief — your resume and cover letter should do the heavy lifting in this department. Check the job ad and highlight the most relevant qualifications or experiences that directly support the role. 

Here’s what that could look like: 

With over five years of experience in data analysis and proficiency in SQL, Python, and Tableau, I’m confident I can contribute to your analytics team’s goals.

You can also add a few concise achievements here if you want to emphasize key skills or what you can contribute to the company. For example: 

• Managed multiple projects, meeting all deadlines and budgets.
• Developed customer service protocols that improved response time by 25%.
• Certified in [relevant software or training].

If you’re a recent graduate, you can shift the focus to your education or certifications (just keep it relevant). But if you’ve been working for a while, your resume should cover those details. The main goal is to focus on what the employer gains from hiring you, not what you hope to gain.

Find out how to include in-demand skills on your resume: 

• Skills Section for a Resume
• Best Soft Skills on a Resume
• Best Hard Skills for a Resume

7. Reference the documents and sign off

As you wrap up your email, remind the reader what you’ve attached (the most important part) and restate your interest. Something like: 

I’ve attached my resume and cover letter for your review. I would welcome the opportunity to discuss how my experience, skills, and enthusiasm could contribute to your team.

Finally, thank them for their time and consideration. Politeness and professionalism always go a long way. Your closing line might look like this:

• Thank you for considering my application.
• I appreciate your time and look forward to hearing from you.

Follow this with a professional sign-off, such as “Sincerely,” “Best regards,” or “Kind regards.” Beneath that, include your full name, phone number, and email address, so the employer can easily reach you (you should also add these details to your resume). 

Learn more about signing off on your attached cover letter: How to End a Cover Letter

8. Proofread and check your attachments

I’ve lost count of the number of times I’ve focused so much on the actual email that I’ve forgotten to include the attachments. When applying for a job, it’s not a good look. So before you hit “Send,” take a minute to double-check everything. 

Spelling mistakes, missing attachments, or formatting errors can make hiring managers question an otherwise strong application. Read your email out loud (even if it feels awkward) to spot odd-sounding phrasing. Or, better yet, ask a friend or family member to give it a quick once-over.

A few quick reminders:

• Make sure your resume, cover letter, and any requested materials are attached.
• Save them as PDFs so they open correctly on any device.
• Name your files clearly, like “Ella_Brown_Resume.pdf” and “Ella_Brown_CoverLetter.pdf.”

A well-formatted email shows you’re organized and serious about the opportunity, not just sending dozens of emails a day on the off-chance you’ll get lucky. 

Make sure your resume is worth reading with our expert tips: 

• The Best Resume Format
• How to Use AI to Write a Resume
• How to Write a Resume to Win a Job Interview

And don’t forget about your cover letter: 

• Best Cover Letters
• What Should a Cover Letter Include
• How to Use AI to Write a Cover Letter

Job Application Email Examples

No matter your experience level or industry, there’s one golden rule for job application emails: keep them concise and purposeful. Your resume and cover letter do most of the work, so the email doesn’t need to tell the whole story. But concise doesn’t mean careless — every sentence counts when you’re competing for a job. 

Below are five example emails tailored to different situations that you can adapt to fit your background and desired role.

Professional Job Application Email

Student Job Application Email

Entry-Level Job Application Email

Junior Job Application Email

Experienced Job Application Email

Job Application Email: Do’s and Don’ts

I’ve broken down the job application email section-by-section. Now, let me give you some general tips and red flags to keep in mind before sending. Feel free to use it as a checklist to make sure your email is impossible to ignore. 

Here’s everything you need to do (and avoid) when writing a job application email:

How to Follow Up on a Job Application Email?

You sent your application. It’s now been two weeks, and there’s been no reply. Yes, you could move on to the next opportunity, but if you really want the job, it doesn’t hurt to send a follow-up. 

Here’s a quick overview of how to do it:

• Consider your timing when following up, making sure you don’t seem impatient but also not waiting so long that they could fill the position. 
• Reach out to the hiring manager or recruiter using their name when possible.
• Keep your follow-up straightforward, using one paragraph to state your purpose, politely ask for an update, and optionally attach your resume or cover letter again.
• Remind them of your interest in the role, including the position title, the date you submitted your application, and a brief sentence highlighting your fit or enthusiasm.
• Manage your expectations regarding replies, understanding that you may not always get a response due to high application volumes or internal processes. 

Check out this example of a follow-up email for inspiration: 

Here’s a deeper breakdown of how to write your own follow-up job application email: 

1. Consider your timing

I’ll admit I’m not the most patient person, but my inner people-pleaser is always a good reminder that nobody likes to be pushed. Following up on a job application email too early can make you seem impatient, but waiting too long might mean the position has already been filled. 

Here are some general tips on when to bite the bullet and follow up: 

• Wait at least one (but no more than two weeks) after submitting your application before reaching out. This gives HR enough time to review applications without feeling rushed.
• Follow the timeline mentioned in the job posting. For example, if it says, “We will review applications before the end of the month,” wait until after that period to follow up.
• Send your follow-up midweek. Tuesday, Wednesday, or Thursday are ideal because Mondays are busy catching up from the weekend, and Friday afternoons are typically less productive.

2. Reach out to the hiring manager

We all like a personal touch, and hiring managers are no exception. Sending your follow-up directly to the person responsible for hiring shows you care enough to do your homework. And if you don’t know the exact contact, there are ways to figure it out without going full stalker-mode.

Here’s how to find that all-important name:

• Check the job ad to see if it mentions the recruiter or hiring manager by name or within the contact email, then address your email directly to them. For example, “Dear Ms Milligan”. 
• Use LinkedIn or the company website to identify the recruiter, HR staff, or department head responsible for the position.
• When in doubt, use a professional, neutral greeting such as “Dear Hiring Manager.” It’s polite and beats the impersonal “To whom it may concern” any day. 

3. Keep it concise and straightforward

Your follow-up is essentially a quick reminder or check-in — keep it short, polite, and easy to digest. While persistence can reflect genuine interest, there’s a fine line between showing enthusiasm and sounding desperate. 

Here’s how to maintain that balance:

• One short paragraph is usually enough. State your purpose, remind them of the position you applied for, and politely ask if there’s an update. Avoid adding unnecessary details or repeating your last email.
• Attach your resume or cover letter again if you suspect your original email got lost. This makes it easy for them to locate your application without searching their inbox.
• Avoid any language that could be interpreted as pushy, demanding, or frustrated. A concise, polite email is far more effective than a longer, emotional one.

4. Remind them of your interest

The fact that you’re even taking time out of your day to send another email shows employers you’re serious about the opportunity. But you can take it a step further by gently reinforcing your enthusiasm for the role while making it easy for the hiring manager to find your application. 

Here’s what you can include: 

• Include the position and submission date. For example: “I submitted my application for the Marketing Coordinator role on October 10 and wanted to follow up to see if there’s any update on the hiring process.”
• A single sentence highlighting your fit or enthusiasm reminds them why your application is worth considering. For instance: “I’m very excited about the opportunity to contribute to your team’s digital marketing initiatives.”
• Don’t assume they lost your application (at least not on paper). Phrase your follow-up in a neutral, helpful way rather than implying blame or oversight.

5. Manage your expectations

Here’s the reality: even the most perfectly timed, polite follow-ups might not get a response. Hiring managers get large volumes of applications, so it’s not always possible to personally contact every applicant. Yes, it’s disheartening, but staying frustrated won’t help you land that next job. 

Here’s my advice for managing your expectations:

• Don’t take it personally if you get ghosted. A lack of response often has nothing to do with your qualifications and everything to do with workload, internal processes, or plain disorganization.
• Don’t put all your eggs in one basket and continue applying elsewhere. Treat following up as one part of your broader job search strategy, not a guarantee of a reply or an offer.

Summary

Here’s an overview of everything you need to know about writing a job application email: 

• Always use a professional email address that includes your first and last name and matches the details on your resume, avoiding nicknames or casual references.
• Write a clear and direct subject line that includes the word “Application,” the job title, and your name, and include any references if mentioned in the posting.
• Begin your email with an appropriate salutation, ideally addressing the hiring manager by name, or using a neutral greeting such as “Dear Hiring Manager”. 
• Introduce yourself in the first paragraph by stating your name, relevant experience, and the position you are applying for, including any referrals or connections.
• Keep the body of your email concise and focused on your qualifications, highlighting one or two key skills or achievements that show your fit for the role. 
• Attach all requested documents, such as your resume, cover letter, or portfolio, using PDFs and professional file names that include your full name and document type. 
• End your email with a polite closing that thanks the reader for their time and consideration, using a professional sign-off such as “Sincerely” or “Best regards.”
  
  
• Proofread your email carefully for grammar, spelling, and formatting errors, and double-check that you have included all attachments. 
• Send a concise follow-up email after waiting at least a week to reaffirm your interest. 

FAQ

How to email someone about a job?

When emailing someone about a job, start with a professional greeting and address the person by name if possible. Introduce yourself briefly, mentioning your current role or background, and explain the purpose of your email, such as inquiring about job openings or expressing interest in a specific position. 

Keep your email concise, highlighting one or two relevant skills or experiences. Close with a thank you and include your contact details. Attaching a tailored resume is a must, but you should also focus on sending a clear message that encourages the recipient to respond.

How can you make your email stand out?

To make your job application email stand out, focus on personalization. Address the hiring manager by name and show that you’ve researched the company by mentioning a specific project, value, or achievement that excites you. You can also mention one or two key skills or accomplishments relevant to the role without repeating your entire resume. End with a polite, enthusiastic closing that leaves a positive impression.

How to attach a resume to an email? 

When attaching a resume, you first need to save it as a PDF with a professional filename that includes your full name, such as Cynthia_Hobbes_Resume.pdf. In your email, select the attachment button and search for the document in your files. Mention the attachment in the email, for example: “Please find my resume attached for your review.”

Avoid sending multiple formats unless requested, and keep the email body concise and professional. Using a PDF ensures the formatting remains intact and can be opened on any device.

How to send a follow-up interview email?

After an interview, send a follow-up email within 24–48 hours to express appreciation for the opportunity. Begin by thanking the interviewer for their time and mentioning the specific role you discussed. Briefly reiterate your enthusiasm for the position and highlight one key point from the interview that reinforces your fit. 

Keep the email concise, professional, and positive, avoiding over-explaining or making demands. End with a polite sign-off and your contact information. A thoughtful follow-up email demonstrates professionalism, reinforces your interest, and keeps you top of mind with the hiring manager.

What to write in an email when sending a CV?

When sending a CV, open with a polite greeting and briefly introduce yourself. State the position you are applying for and highlight one or two relevant experiences or skills. Mention that you’ve attached your CV and express enthusiasm for the opportunity. Keep the message concise, avoiding unnecessary details or repeating your CV verbatim. Close with a courteous thank you and include your full contact information. 

Learn more about creating a standout CV: How to Write a CV for a Job 

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