Spencer Lanoue
Writing a job application email might seem straightforward, but crafting one that stands out can be a challenge. You want to grab the hiring manager's attention without coming off as too pushy or, worse, too generic. In this guide, we’ll explore the nuances of creating an effective job application email that not only gets read but also leaves a lasting impression.
1. Start With a Strong Subject Line
The subject line is your email's first impression, and it's more important than you might think. It’s like the headline of a news article—if it doesn’t catch your eye, you might skip the whole story.
Be Specific and Direct: Avoid vague language. Instead of "Job Application," try "Application for Marketing Manager Position — Jane Doe." This immediately tells the recipient the email's purpose and who sent it.
Include Keywords: If the job posting mentions specific skills or qualities, try to incorporate them. For instance, "Experienced Marketing Manager Application — Jane Doe" speaks directly to the job's requirements.
Keep It Concise: Remember, your subject line is a quick glance at what’s inside. Keep it short and sweet, ideally under 50 characters.
Example subject lines:
- "Graphic Designer with 5 Years Experience – John Smith"
- "Sales Associate Position Application – Emma Brown"
2. Use a Professional Email Address
Nothing says "I’m serious about this job" like a professional email address. If you’re still using that quirky email handle from high school, it’s time for an upgrade.
Your Name Is Best: An email like "john.doe@example.com" is straightforward and professional. If that’s not available, consider variations like "john.doe123@example.com."
Avoid Unprofessional Handles: Handles like "partyanimal82@example.com" or "soccermom4life@example.com" might be fun among friends but won’t do you any favors in a job search.
Consider a Dedicated Job Search Email: If your current email is cluttered with newsletters and personal messages, setting up a dedicated email for job applications can help keep things organized.
3. Greet Appropriately
Your greeting sets the tone for your email. A professional yet personable greeting can go a long way.
Do Your Research: Try to find the name of the hiring manager or recruiter. "Dear Mr. Smith" or "Dear Ms. Johnson" is much more personal than "To Whom It May Concern."
Use a Professional Greeting: "Dear" is always a safe bet. If you’re unsure of the recipient’s gender or title, "Dear Hiring Manager" works well.
Example greetings:
- "Dear Hiring Manager,"
- "Dear [Name],"
4. Craft a Compelling Opening
The opening of your email needs to hook the reader. You want them to be intrigued enough to keep reading.
State Your Purpose Clearly: Begin by stating why you’re writing. "I am writing to express my interest in the Marketing Manager position listed on your company’s careers page."
Mention a Connection: If you have a mutual connection or met someone at a company event, mention it. "After speaking with John Doe at the recent marketing conference, I was inspired to apply for the open position at your company."
Show Enthusiasm: Employers want to hire people who are excited about the role. Convey your enthusiasm early on.
Example opening:
I am writing to express my interest in the Marketing Manager position listed on your company’s careers page. With a background in digital marketing and a proven track record of increasing sales, I am excited about the opportunity to contribute to your team.
5. Highlight Relevant Experience and Skills
This is the meat of your email, where you get to showcase why you’re a perfect fit for the job.
Tailor It: Customize this section for each job application. Highlight experiences and skills that are most relevant to the job description.
Be Concise: You want to provide enough detail to pique their interest, but not so much that it feels like your life story. Aim for a few key points.
Use Quantifiable Achievements: Numbers stand out. "Increased sales by 20% in one year" is more impactful than "responsible for increasing sales."
Example body:
In my previous role as a Marketing Specialist at XYZ Corp, I successfully launched a campaign that increased engagement by 30% in the first quarter. My experience in digital marketing, coupled with my skills in content creation and analytics, makes me a great candidate for this position.
6. Close With a Strong Ending
Your closing should reinforce your interest in the role and invite the hiring manager to contact you.
Express Gratitude: A simple "Thank you for considering my application" goes a long way.
Include a Call to Action: Encourage further contact, such as "I look forward to discussing how I can contribute to your team."
Sign Off Professionally: Use "Sincerely," "Best regards," or "Thank you," followed by your full name.
Example closing:
Thank you for considering my application. I look forward to the possibility of discussing this exciting opportunity with you. Please feel free to contact me at your convenience.
Sincerely,
Jane Doe
7. Attach Your Resume and Cover Letter
Attaching your resume and cover letter is crucial, but there’s a right way to do it.
Label Your Documents Clearly: Use your name and the document type. "Jane_Doe_Resume.pdf" and "Jane_Doe_Cover_Letter.pdf" make it easy for the recipient to find your documents later.
Mention the Attachments: In your email, note that you’ve attached these documents. "I have attached my resume and cover letter for your review."
Check File Formats: PDFs are usually a safe choice, as they preserve formatting across different devices.
8. Proofread Thoroughly
Before hitting send, make sure your email is polished and free of errors.
Check for Typos and Grammar Mistakes: A single typo can make a bad impression. Tools like Spell can help you catch errors you might miss.
Read It Aloud: This can help catch awkward phrasing or missing words.
Double-Check Names and Titles: Ensure you’ve spelled the recipient’s name and title correctly.
9. Follow Up Appropriately
Knowing when and how to follow up can be tricky, but it’s an important part of the application process.
Wait a Week or Two: If you haven’t heard back, it’s okay to send a follow-up email.
Be Polite: Keep your tone friendly and professional.
Reiterate Your Interest: Restate your enthusiasm for the role.
Example follow-up:
Dear Mr. Smith,
I hope this message finds you well. I wanted to follow up on my application for the Marketing Manager position. I am very enthusiastic about the opportunity and would love to discuss how my skills and experiences align with the needs of your team.
Thank you for your consideration.
Best regards,
Jane Doe
Final Thoughts
Writing a job application email doesn’t have to be daunting. By focusing on clear, professional communication, you can make a strong impression. Whether you’re just starting or tweaking your approach, tools like Spell can help streamline the process, ensuring your application stands out with polished precision.
