In today’s digital era, emails have become a primary mode of communication in various fields, including job searching. Emails have revolutionized the hiring process, making it easier and faster to reach out to recruiters and hiring managers. However, sending job application emails is not just about hitting the send button. It requires proper email etiquette, especially in the professional world, where every detail matters. Your job application email should not only promote your skills and experience but also showcase your communication skills and professionalism. The way you compose your email can influence whether you get a job interview or not. Therefore, it’s essential to pay attention to email etiquette tips to maximize your chances of success.

In this article, we’ll discuss five email etiquette tips that every job seeker should know while sending a job application email.

Use a Professional Email Address Your email address speaks volumes about your professionalism. Using a funky or informal email address may give a wrong impression to the recruiter, and thus your email could end up in their spam folder. It’s advisable to use a professional email address, preferably comprising of your name and a professional domain.
Write a Clear and Concise Subject Line The subject line is your first communication point with recruiters. Thus, it’s crucial to craft a clear and concise subject line that accurately represents the content of your email. A well-written subject line can catch the attention of the recruiter and ensure that your email is not overlooked.
Begin with a Formal Greeting Starting your email with a polite greeting shows your respect for the recruiter’s time and position. Ensure that you address them formally, using titles such as Mr., Ms., or Dr., followed by their last name. This approach depicts professionalism and sets the tone for the rest of the email.
Write a Customized and Engaging Message Avoid using generic templates to compose your email. Instead, tailor your message to the job posting you are applying for, and include specific details on why you are the best fit for the job. It’s important to engage the recruiter by highlighting your achievements, experience, and skills that match the job requirements.
End with a Professional Signature and Closing End your email professionally, by including a signature with your full name, email address, phone number, and any relevant social media profiles. This information enables the recruiters to easily contact you. Finally, choose a professional closing such as “Sincerely” or “Best regards” and sign off with your name.

By using these email etiquette tips, you can impress potential employers and increase your chances of getting that coveted interview. Remember, job application emails are not just about content, but also how you compose and present yourself.

Choose the right subject line

When it comes to sending a job application email, the subject line is your first impression. It’s the determining factor for whether the recipient will open your email or leave it unopened in their inbox. Hence, it is important to create a clear and concise subject line that stands out.

Importance of a clear and concise subject

A clear and concise subject is critical when sending a job application email. It is the first thing the recipient sees, and it sets the tone for the rest of the email. A subject line that is poorly written or unclear can lead to confusion and could result in your email being overlooked.

Ensure that your subject line accurately reflects the content of your email. It should be straightforward, succinct and specific to avoid getting flagged as spam.

Tips on creating an effective subject line

Here are some tips to help you create an effective subject line for your job application email:

Be specific – Include the job title and your name so the recipient knows exactly what the email is about.
Be concise – Keep your subject line short and sweet, it should not exceed 50 characters.
Personalize it – Use the recipient’s name to make the email more personal and increase the chances of them opening it.
Use action-oriented language – Use verbs like “Apply”, “Request”, “Follow-up” to get the recipient’s attention.
Highlight qualifications – Mention your qualifications, if they’re relevant, to stand out.

Examples of subject lines for different scenarios

Here are some examples of effective subject lines for different job application email scenarios:

For a job opening email:

“John Doe – Application for Sales Representative Position”

For a follow-up email:

“John Doe – Follow-Up on Sales Representative Application”

For a networking email:

“John Doe – Request to Connect and Discuss Potential Opportunities”

For a referral email:

“Referred by John Smith – Application for Sales Representative Position”

For a thank you email:

“Thank You – Sales Representative Job Interview”

The subject line of your job application email is a crucial component that cannot go unnoticed. Make sure that your subject line is clear, specific, and concise to increase the chances of your email being opened and taking one step closer to landing your dream job.

Address the recipient properly

When it comes to job application emails, addressing the recipient correctly is key. First impressions matter, and starting your email with the wrong name or title can leave a bad impression right from the start.

Importance of addressing the recipient correctly

Addressing the recipient properly shows that you have taken the time to research and personalize your email. It also demonstrates respect and professionalism, which are qualities that employers value in potential candidates.

On the other hand, addressing the recipient incorrectly can give the impression that you are careless or not detail-oriented. It can also show that you haven’t done your research and may not be a good fit for the company culture.

Tips on how to address in a professional manner

Use the correct name and title: Research the name and title of the recipient before writing your email. Address them using their full name and the appropriate title (e.g. Mr., Ms., Dr., etc.). If you’re not sure about their title, it’s better to err on the side of formality and use a title rather than addressing them by their first name.
Avoid using generic greetings: Avoid using generic greetings like “To whom it may concern” or “Dear Sir/Madam”. These can come across as impersonal and lazy. If you don’t have the name of the recipient, try to find out who you should address your email to.
Consider the company culture: Consider the company culture when addressing your email. If the company is more relaxed and informal, you may be able to address the recipient by their first name. However, if the company is more formal, you should stick to using titles and last names.
Check for spelling and typos: Double-check for spelling and typos in the recipient’s name and title. Make sure you get it right, as it can be embarrassing to have to correct yourself or apologize for getting their name wrong.

Examples of proper salutations and greetings

Here are some examples of proper salutations and greetings:

Dear Ms. Williams,
Hello, Dr. Lee,
To John Smith, Hiring Manager,

Remember, addressing the recipient correctly is important for making a positive first impression. Take the time to research the correct name and title, and tailor your greeting to the company culture. It may seem like a small detail, but it can make a big difference in how your email is received.

Use a Professional Email Address

When it comes to job applications, your email address can make a significant impact on your chances of success. With so many aspects of the hiring process being conducted online, your email address is often the first point of contact employers have with you. A professional email address gives off a good impression and can signal to potential employers that you are serious about the job.

Guidelines on Creating a Professional Email Address

Creating a professional email address is essential for job seekers. Here are a few guidelines to help you create a professional email address that will make a positive impression on potential employers:

Use your full name: Try to use your full name as your email address. This makes it easier for hiring managers to remember your name and locate your email in the future.
Keep it simple: Keep your email address simple and straightforward. Avoid adding numbers, underscores, or unusual characters that can create confusion.
Use a professional email provider: Choose an email provider with a professional reputation, such as Gmail or Outlook.
Avoid personal references: Avoid using email addresses that reference personal interests or hobbies. For example, an email address like “[email protected]” may give off the wrong impression to potential employers.
Keep it short: Try to keep your email address short and sweet. Shorter email addresses are easier to remember and less likely to be misspelled.

Examples of Professional Email Addresses

Here are a few examples of professional email addresses that follow the above guidelines:

Creating a professional email address may seem like a small detail, but it can have a big impact on your job search. By following these guidelines and creating a professional email address, you can increase your chances of success when sending out job applications via email.

Personalize the body of the email

When it comes to sending a job application email, personalization is key. A personalized email can make a huge difference in whether your application is accepted or rejected. This is especially true in a competitive job market where employers receive hundreds if not thousands of applications.

The importance of personalizing the email to the company and job description

One mistake that many job seekers make is sending out a generic email that does not speak to the specific company or job they are applying for. This is a big mistake as it shows a lack of effort and care on the part of the job seeker. It is important to research the company and the job description and tailor your email accordingly.

A personalized email shows that you have done your research and are genuinely interested in the company and the job. It also allows you to show how your skills and experience align with the company’s values and goals.

Tips on how to tailor the email to the recipient

To personalize your email, start by addressing the recipient by name. Avoid using generic salutations like “To Whom It May Concern” or “Dear Hiring Manager.” If you are unsure who will be reading your email, you can always do a quick search on LinkedIn or the company’s website.

Next, mention the company and the specific job you are applying for. This shows that you have taken the time to research the company and understand the role. You should also highlight your relevant skills and experience and explain how they align with the company’s goals.

Finally, be sure to proofread your email and avoid any spelling or grammar errors. A well-written and error-free email shows that you have put effort into your application and care about the impression you make.

Examples of personalized emails

Here are a couple of examples of personalized emails:

Example 1:

Dear [Recipient Name],

As a longtime admirer of [Company Name], I was thrilled to see an opening for the [Job Title] role on your website. I am confident that my experience in [Relevant Skills] and passion for [Company’s Goals] make me an ideal candidate for this position.

I am excited about the opportunity to join such a dynamic and innovative team and contribute to the continued success of [Company Name]. Thank you for considering my application. I look forward to the possibility of speaking further about how I can make a positive impact at [Company Name].

Best regards, [Your Name]

Example 2:

Hi [Recipient Name],

I came across the [Job Title] role at [Company Name] on LinkedIn and was immediately drawn to your company’s commitment to [Company’s Values]. As an experienced [Related Profession], I am confident that I can contribute to your team’s success.

In my previous role at [Previous Company], I was responsible for [Related Achievements]. These experiences have given me the skills necessary to excel in the [Job Title] role and help [Company Name] achieve its goals.

Keep it concise

When it comes to sending emails for job applications, it’s important to keep it short and straightforward. Recruiters and hiring managers receive countless emails per day, and they don’t have the time or patience to read through a lengthy email. Keep your message concise and to the point, highlighting your qualifications and relevant experience.

The optimal word count for a job application email is around 250 words. Anything longer than that might cause the reader to lose interest or potentially overlook important information. Use clear and concise language, avoiding unnecessary jargon or filler words.

Below are some examples of concise job application emails:

Hi [Hiring Manager’s Name], I hope this email finds you well. I’m writing to express my interest in the [Job Title] role at your company. I’m a recent graduate with a degree in [Major] and have [relevant experience or skills]. I believe I would be a great fit for your team and am excited for the opportunity to contribute to [Company Name]’s success. Thank you for considering my application. Best regards, [Your Name]
Dear [HR Manager’s Name], I am writing to apply for the [Job Title] position at [Company Name]. I have [relevant experience, skills, or qualifications] and am eager to bring my expertise to your team. I have attached my resume and would be happy to provide additional information or answer any questions you may have. Thank you for your time and consideration. Sincerely, [Your Name]

Remember, your email is your first impression, and you want to make it count. Keep it concise, professional, and tailored to the specific job you’re applying for.

Proofread for Errors

As a job seeker, the job application email is your first impression to a potential employer. One of the biggest mistakes job seekers make is not proofreading their email for spelling and grammatical errors. Spelling and grammatical errors can make you appear unprofessional, careless, and unqualified for the job.

According to a survey conducted by CareerBuilder, 58% of employers would dismiss a candidate’s job application due to poor grammar and spelling errors. Therefore, it’s crucial to ensure that your job application email is error-free.

Here are some tips on how to proofread effectively:

Take a break and come back later

After writing the email, take a break and come back to it later. When you come back, you will have a fresh set of eyes, making it easier to spot mistakes that you may not have noticed before.

Read it out loud

Reading the email out loud can help you catch any awkward sentences or errors. When you read out loud, you can hear how the email flows and better identify any errors.

Use spellcheck

Don’t rely solely on spellcheck, but use it as a tool to identify obvious errors. Spellcheck won’t catch everything, so make sure to read through the email yourself as well.

Here are some common errors and how to fix them:

Incorrect homophones

Homophones are words that have the same pronunciation but different meanings and spellings. Examples include “their,” “they’re,” and “there.”

To avoid this common error, make sure to double-check the correct spelling and usage of the homophone before sending the email.

Misuse of apostrophes

Apostrophes are often misused in job application emails, such as using them for plural words or not using them when indicating possession.

To avoid apostrophe errors, double-check that you are using them correctly, especially when indicating possession.

Run-on sentences

Run-on sentences are a common error in job application emails. To fix this error, ensure that each sentence is clear, concise, and not overly long.

Proofreading your job application email may seem like a small task, but it can have a significant impact on your application’s success. By taking the time to proofread, you can increase your chances of making a good impression on a potential employer.

Follow-up politely

After sending a job application email, it’s important to follow up with the potential employer in a professional yet polite manner. This is because following up can show your persistence and interest in the position, while also keeping you at the top of the employer’s mind.

Here are some guidelines on how to follow up in a professional yet polite way:

Wait at least one week after sending your initial email before following up. This gives the employer enough time to review your application and potentially reach out to you.
In your follow-up email, be sure to express your continued interest in the position and thank the employer for considering your application.
Keep your email brief and to the point. Avoid sending lengthy emails that could overwhelm the employer.
If you haven’t heard back after your first follow-up email, consider sending one more follow-up after another week or two has passed. Keep in mind that some employers may have a longer hiring process, so be patient.

Now, let’s take a look at some examples of effective follow-up emails:

Example 1:

Dear [Employer],

I just wanted to follow up on my recent job application for [position]. I am still very interested in this position and would love the opportunity to discuss it further with you.

Thank you for your consideration, and I look forward to hearing back from you soon.

Best regards, [Your Name]

Example 2:

Hello [Employer],

I wanted to check in and see if you had any updates regarding the [position] job opening. I remain very interested in this opportunity and would appreciate any further information you can provide.

Thank you for your time, and I look forward to hearing from you soon.

Best regards, [Your Name]

By following these guidelines and using these examples, you can effectively follow up after sending a job application email in a polite and professional manner. Remember to remain patient and persistent, and you may just land your dream job!

Mention referral or mutual connections

Mentioning a referral or mutual connection in your job application email can significantly increase your chances of getting noticed, landing an interview, and ultimately getting hired. Hiring managers often prioritize candidates who come recommended by someone they trust or respect.

Here are some benefits of mentioning a referral or mutual connection in your application email:

It shows that you have connections within the industry, and you’re not just blindly applying for jobs.
It can help you stand out from other applicants who may not have any personal connections to the company.
It can help build trust with the hiring manager, who may be more likely to interview someone who has been vouched for by a mutual acquaintance.
It provides an opportunity for you to learn more about the company and the job you’re applying for from someone who has insider knowledge.

However, it’s important to mention a referral or mutual connection in a respectful and appropriate manner. Here are some guidelines to follow:

Only mention the referral or mutual connection if you have their explicit permission to do so.
Make sure you have a genuine relationship with the person you’re mentioning, and not just a distant acquaintance.
Briefly explain your connection with the person and how they’ve recommended you for the position in question.
Avoid name-dropping excessively or coming across as entitled, as this can turn off the hiring manager.

Here are some examples of how to mention a referral or mutual connection in your application email:

Example 1:

Dear [Hiring Manager],

I am excited to apply for the [Job Title] position at [Company], where I believe my skills and experiences align perfectly with the needs of the company. I recently had the pleasure of speaking with [Referral/Mutual Connection’s Name], who provided some valuable insights into the company culture and departmental goals. They mentioned that there may be an opportunity for me to contribute to [Specific Project or Initiative] within the team. I would be grateful for the chance to discuss this opportunity further with you.

Thank you for considering my application.

Best regards, [Your Name]

Example 2:

Dear [Hiring Manager],

I am writing to express my interest in the [Job Title] position at [Company], and to thank you for the time you spent speaking with me on the phone last week. As recommended by my former colleague and mutual connection, [Referral/Mutual Connection’s Name], I would be an excellent candidate for the position.

As you may already know, I have extensive experience in [Relevant Skills or Industry], and I’m excited about the prospect of bringing that experience to [Specific Project or Initiative] at [Company]. I believe that I could make a valuable contribution to your team and help your company achieve its goals.

Thank you again for your time and consideration of my application. I look forward to hearing from you soon.

End with a Professional Closing

As much as the main body of your job application email counts, the closing paragraph is just as important. It can make or break your chances of landing an interview, so it’s important to get it right. A professional closing can cement your positive impression on the recruiter, highlighting your attention to detail and professionalism. In this section, we’ll discuss the impact of a professional closing on job applications and provide tips on how to wrap up your email in a professional manner, complete with examples of effective email closings.

The Impact of a Professional Closing on Job Applications

A well-crafted closing paragraph can help you stand out from the sea of applicants. It shows that you have taken the time to carefully compose your email and that you value the recipient’s time. A professional closing also leaves a good final impression, which can make the difference between getting shortlisted or landing in the “no” pile. On the other hand, an unprofessional or overly casual close can undermine all the hard work you’ve put into your application.

Tips on How to Wrap Up Your Email in a Professional Manner

Here are some tips for crafting a professional closing for your job application email:

Express gratitude: Thank the recruiter for their time and consideration. It shows that you acknowledge the effort they’ve put into reviewing your application.
Restate your interest: Reiterate your enthusiasm for the role and your confidence in your suitability for it. This can remind the recruiter why you’re a good fit for the position.
Provide contact information: Include your phone number, email address, and/or LinkedIn profile link to make it easy for the recruiter to get in touch with you.
Use a polite and professional tone: Keep your language and tone polite and professional, avoiding slang or emojis.
Proofread: Check your closing paragraph for typos, misspellings, or grammatical errors. A sloppily written closing can leave a negative impression on the recruiter.

Examples of Professional Email Closings

Here are some effective examples of professional email closings that you can use as a template for your job application email:

Best regards,
Sincerely,
Respectfully,
Thank you for your time and consideration,
Warm regards,
Kind regards,
Yours truly,
Best,
Cheers!

Remember, the goal of a professional email closing is to express gratitude, restate your interest, and leave a positive impression on the recruiter. Choose a closing that reflects your personality and feels authentic to you, but make sure it’s appropriate for the situation.

A professional closing can have a significant impact on your job application. It can reinforce your positive impression on the recruiter and increase your chances of getting shortlisted. Use the tips and examples provided in this section to craft a closing paragraph that reflects your professionalism and attention to detail.