How to write a great job application email (with examples)

Jobstreet content team – updated on 20 July, 2023

Since the surge in numbers of the remote workforce, sending out resumés electronically has become not only practical, but essential. Outstanding job application emails are an effective way to express your intent and share your qualifications.

Jobseekers and hiring managers enjoy several benefits when applications for work are submitted via email. First, the convenience is unrivalled. Second, human-resource recruiters can use keywords to filter candidates whose skills and experience match the role. Third, jobseekers can tailor-fit their resumes to company requirements or hiring managers to help them stand out.

But such ease also has its drawbacks, such as wider competition. Why should they click your message amidst the barrage of job application emails? From tone and use to sample applications, here’s a guide to emailing a compelling job application message to get your foot in the door.

What is a job application email?
Before you begin
The body of the email
The closing paragraph
Attaching your resumé and other documents
Proofreading and editing
The follow-up
Job application email template
Conclusion
Frequently asked questions

What is a job application email?

A digitised cover letter is another name for a job application email. It explains your intentions and introduces your background and expertise before you break down the specifics of your resumé.

However, it’s not as simple as converting a hard copy to an electronic format. Numerous studies reveal that people don’t consume hard and soft copies in the same way. The latter requires less energy and focus, which is why you should put your most compelling and role-specific skills and experiences at the top of your email. Moreover, many recruitment professionals depend on software or an Applicant Tracking Systems (ATS) to filter applications.

Importance of a well-crafted job application email

Your job application email should shine, whether it will be read by a human or a computer. Crafting a cleverly worded and properly formatted message is imperative if your goal is to impress any hiring manager and outsmart any software. Understanding the role’s requirements and the company’s ethos and culture vis-à-vis your skills will help you figure out the best way to frame your message.

Why first impressions matter

Your job application email is the first thing the hiring manager will see. More than your qualifications, which will be further detailed in your resumé, your message will convey your character, confidence, and grit. In a few hundred words of text, recruiters can see how well you looked into the role and the organisation, how thorough you were with assessing your skill set, and even how meticulous and detail-oriented you are – so no typos or grammatical errors, please.

It’s the first hurdle you must clear before proceeding with the rest of the application process.

Before you begin

Gone are the days when you could write a single cover letter to send to all companies. Now, you score bonus points for customising your message for each application. Did you read about the organisation’s charitable work? Mention why it resonates with you. Small details can make a massive difference.

So, before you even start composing an email for a job application, do your due diligence.

Research the company

1. Understand the company values and culture.

Millennials and Gen Z currently make up most of Singapore’s workforce. Unlike boomers who prioritise long-term security, the younger generation’s goals include work-life balance, flexibility, and organisational culture. They tend to thrive in companies that support causes that they themselves believe in. The synergy between company culture and personal credo has never been more important than in today’s labour landscape.

Hence, studying a workplace’s values can save you time and effort. If you find a company whose philosophy resonates with you, highlight this in your job application email. For example, if you discover that the organisation underscores mentorship and training programmes, you can connect these with your love for continuous learning.

2. Identify key aspects of the job.

Read the job description thoroughly, and note the traits and technical skills that it mentions. Attention to detail? Proficiency in JavaScript? Background in digital marketing? Briefly explain how you caught a small but significant typo in your company’s press release. Add how you helped design a webpage. Include the number of years you spent in web advertising. Try to work these keywords into your email to get through the ATS. You can also use power words to emphasise your tenacity.

3. Tailor your application to the specific company and role.

Think about how you want the hiring manager to give your email special attention. Try to exercise the same courtesy when you submit your job application. You can create a more meaningful connection with recruiters when you design your application according to the company's needs. Moreover, you can use it to show who you are as a person, not just as a potential employee.

Gather necessary information

1. Contact information for the hiring manager or HR department

Reaching the right person is crucial when applying for a job through email. Get the contact information of the HR department, if not the hiring manager themselves. If someone in the company referred you, mention their name in your message and copy them in the email. According to Harvard Business Review, employee referrals are usually more successful than regular applications by 70 per cent.

2. Relevant job reference number or code

Some agencies or companies, especially ones with a broad range or which are actively hiring, employ job codes to organise the vacancies. Check the job description for a reference number and include it in your job application email. It might be one of the ATS filters, too.

3. Formatting guidelines or specific requirements from the job posting

Nothing proves your thoroughness better than following instructions about the application. Did they specify a file format? Did they detail a file-labelling system? Don't shrug these off. Hiring managers gave these instructions for a reason. They might set aside your application for simply overlooking them.

Craft the perfect subject line

The subject line is the first touchpoint for any job application email. It has to be catchy yet concise, and must relay your intention in 41 characters – the optimal length for a subject line.

Check if the job description specifies a subject line format. If it doesn’t, indicate your purpose, the vacancy, and your name. For example, you can write, "Job Opening_Data Scientist_Mark Huang." If the role has a reference ID, you can write, "Job Applicant_Data Scientist #4545_Mark Huang." Your name is also in the “sender” slot, so don't worry if it gets cut. It goes without saying that you should use a professional-sounding email with your actual name when sending out job applications online.

Depending on the company culture, you can also personalise the subject line. Add the hiring manager's name to catch their attention. You may want to show your edge up front, like writing "Summa Cum Laude in Creative Writing for Copy Editor Job."

The greeting

Always address the hiring manager by name if you know it. This shows your effort and confirms that your message isn't a generic template. Include titles, such as Ms, Mr, or Dr if necessary. You could also add university or professional degrees, such as MBA, MSc, or PhD. If the company is more casual, you may skip formal titles – ask a current employee how it’s done, if you can. As a general rule, go for politeness.

If you are unsure of the hiring manager's gender identity, opt for gender-neutral titles or skip them altogether.

If you cannot find the hiring manager's name, avoid resorting to sweeping salutations, such as "To whom it may concern." Be as specific as possible. Some alternatives include:

Dear ABC Company's Hiring Manager
For XYZ Organisation's Recruitment Department
Good morning, Talent Acquisition Head of 123 Corp.

The opening paragraph

When writing an email for a job application, always remember that it should be snappy. Think of it as a great cover letter, an elevator pitch. It should not be a paragraph version of your resumé, so don't start narrating your history. Start with a strong hook – and remember to throw in those job description keywords. Include the position you're interested in, and explain why you are the most suitable person for the job by mentioning relevant experience and skills.

Adding these crucial details at the beginning tells the hiring manager why they should be reading your email, and demonstrates your enthusiasm for the role.

The body of the email

Now that you have the hiring manager hooked, reel them in. The body of your job application email should validate why you are the best fit. The rest of your message should accomplish one or all of the following, depending on the company and your reasons for applying:

1. Showcase your skills

Scattering adjectives that match the job description in your email is easy enough, but take it a step further: Show, don't just tell! Instead of saying you're a terrific problem solver, briefly discuss a concrete situation where you demonstrated your critical thinking and crisis management skills. Instead of saying you led your team to victory, explain how your agile social media strategy increased your website's page views by 125 per cent.

Always quantify your accomplishments when possible.

2. Demonstrate company fit

Did you know that 31% of Singaporean companies rank personality and company fit among their top three reasons for offering candidates a job? Based on JobStreet’s Hiring, Compensation, & Benefits Report (2022–2023), your attitude is a crucial factor in your hireability, just after work experience and salary expectations.

Match the tone of your letter to the vibe of the company. For example, expect to be more traditional with a bank or financial enterprise, whereas a creative agency would respond better to a witty email. Get a feel of the company by checking its website, social media, employee reviews, and even the office. Did its Instagram page post about the weekly team quiz night? Add a sentence about your love for trivia and competition.

Mention that your optimism and love for challenges match the organisation’s positive and motivational approach to projects.

3. Explain employment gaps or career transitions (if applicable)

Most cover letters and resumés usually gloss over any perceived weaknesses. If a proverbial elephant in the room is in your application, however, you may want to tackle it head-on. The recruitment manager may even commend your transparency and willingness to work on anything you lack. Here are some situations that may require a brief explanation:

Employment gaps – Did you take a long break? Why? How did it help you?
Career transitions – Are you shifting industries? Why are you doing so now, and how could you be an asset in your next potential one?
Retrenchments – Did you get laid off? Clarify the reasons.
Lack of specified skills – Is there a skills gap in your resumé? State why and how you’re willing to work on it. Turn it into a strength.

The closing paragraph

The goal is for the hiring manager to read through to the end of your email – an achievement in itself. A strong final statement is an opportunity to underscore your suitability and excitement for the role. The closing paragraph should also include an expression of gratitude and a call to action (or CTA) for the next steps.

Reiterate your contact information, even your email, and let the hiring manager know you’re open to discussing anything regarding your application. You could also include a reminder that you’ve attached pertinent documents to your email.

Attaching your resumé and other documents

Recheck the job description at each step of the process to see if there are explicit instructions regarding your submission. Are there other documents you must present, such as a portfolio, transcript, or recommendation letter? Did the company indicate a font type and size for your resume? File type? File-naming format?

If there is no direction, be as straightforward as possible with these tips:

Choose PDF as your default file format. It’s flexible enough to be readable on most devices, yet set enough to keep your documents’ layouts in place.
Name your files with your last and first names, then describe the contents. For example, “Singh_Benjamin_Resumé.”
Be clear, clean, and specific with your naming system. Avoid submitting documents named “resumé,” “cover letter,” or “portfolio_final_FINAL.”
As much as possible, don’t give the hiring manager a link to access your documents. Present them right then and there. You can make an exception for portfolios or other large files. However, make sure the file-hosting service you use does not require sign-ups or any cumbersome steps to access.

Also, make sure to double-check every document before attaching. You wouldn’t want to send a resume to ABC Company with a job objective that states, “To be the sales manager of XYZ Corp.”

Proofreading and editing

The 2023 PLOS One study reveals that a resumé with two typos can reduce your chances for an interview by seven per cent, while a resume with five typos can make those odds drop by as much as 18.5 per cent! These seemingly minor mistakes create an impression of poor mental faculties and lack of conscientiousness.

To make sure you’re submitting a squeaky-clean job application email, do the following:

Have a friend look at your documents for grammar, spelling, and tone. If you know someone working in the company to which you are applying, have them do the checking.
Enlist the help of apps, such as Grammarly, Quillbot, or Hemingway Editor.
Don’t just check for grammar and typos. Review the details you added, too, and make sure they align with the job description and company culture.

The follow-up

SEO_batch1_job application emailImage2-min.jpg

What do you do when you don’t hear back about your job application? Should you follow up? The hiring process can take a while, so an update request could express your enthusiasm for the role. It shows you are proactive and have a take-charge personality.

The hiring team may be sifting through many jobseekers, so give them time. Wait around two weeks before doing a follow-up. Be polite and professional, not pushy. Send an email introducing yourself, including the role for which you’re aspiring, and indicating when you sent your application. Ask if it was received, and type a quick summary of what you wrote in your original message. Finally, finish your message with a CTA, and leave the conversation open for discussion. You can also take inspiration from some of these sample emails to follow up on your job application.

If you want a more prompt reaction, call the company. However, do this only when you know the person in charge of recruitment. Otherwise, the person on the other line might not know what you’re talking about.

When should you move on?

Some hiring managers will be upfront about rejecting you, but others will remain quiet. Give yourself a deadline to get a response, based on personal needs and your determination to get into that specific company. You should also consider the opportunity cost of your anticipation. Be productive while waiting. If you get a straight “no,” don’t hesitate to ask for feedback on what you could have done better.

Job application email template

Subject: Job Application for [Position, Job Reference Number]_[Full Name]

[Name of Hiring Manager]

[Hiring Manager’s Official Designation]

[Name of Company]

Dear [Name of Hiring Manager]

Good day! My name is [your name], a [your most recent role]. I learned about an opening for a [vacancy] through a [where you found out about the opening]. I believe I have the skills and personality you are looking for from my experience at [add your background and accomplishments].

I am proficient in [add your technical skills], which I’ve mastered after [narrate a specific situation]. My background has also taught me to be [add your transferable skills], which I think is necessary for the role and for the company to thrive. My experiences in [cite a specific project] have made me a better collaborator, leader, and critical thinker.

I saw in your Facebook post that you support environmental sustainability, which is something close to my heart as well. I am a regular volunteer at Green Nudge and I participated in the recent Earth Day Fun Run.

I believe I have the qualifications you are looking for to fill the [job opening]. I have also attached my resumé and portfolio to this email. Please refer to them for more information. Also, please do not hesitate to contact me for any questions or clarifications.

Thank you for this opportunity. I enclose my contact information below.

Sincerely,

[Your Full Name]

[Contact Number]

[Email]

You can also use this checklist to ensure you’re presenting enough about yourself:

A properly formatted subject line
An address, including the name of the hiring manager, their exact title, and the company name
An appropriate salutation
A catchy introduction that includes your skills and experiences that match the job description
Body text that gives specifics on your abilities
A closing statement that includes your contact details and an open-ended invitation to discuss the details of your application further
An appropriate signature
Properly formatted supportive documents, such as your resumé and portfolio

Job application email examples

Sample email for a job application to a traditional company

Subject: Applying for Sales Associate_Job ID 1234_Goh, Aaron

Ms Hazel Chu

Head of Talent Acquisitions

Acme Insurance Agency

Dear Ms Chu:

Good day! My name is Aaron Goh, a BSc Information Systems graduate from Singapore Management University. I recently came across an article in DollarsAndSense about your nomination as the Best Insurance Agency in Singapore. I believe your commitment to excellence makes your company a place I can thrive in, which is why I am interested in the open Sales Associate position. I graduated Cum Laude and was treasurer of the Young Leaders Association.

While I am a fresh graduate, I do have experience in entrepreneurship, marketing, and innovation. My thesis, which was nominated as the university’s best project, involved creating a new, healthy brand of kaya jam and developing an effective marketing strategy for Gen Z. Despite a time crunch, the results exceeded projections by 200 per cent. I am determined and hardworking, with practised time management skills and a passion for collaboration.

But more than the job itself, I saw how much Acme Insurance Agency fosters teamwork and training. As a potential employee just about to join the workforce, these factors are important to me. I am inspired to work in an organisation that prioritises employee growth.

I have attached my resumé as well as a recommendation letter from my college professor to this email. Please refer to them for more information. Do not hesitate to contact me for any questions or clarifications. I’ve listed my contact details below for your reference.

Thank you for considering my application.

Sincerely yours,

Aaron Goh

+65 1234 5678

[email protected]

Sample email for a job application to a more casual company

Subject: Graphic Artist Opening_Young, Jaycee

Mr Raymond Jai

HR Executive

Creative Solutions Co.

Dear Mr Raymond Jai:

I hope this message finds you well. I got your contact details from a college friend, Benjamin Chia, who currently works at Creative Solutions Co. as the marketing manager. I am interested in the position of graphic artist. I’ve been working freelance for the past five years, and my work has been featured in award-winning campaigns. I’ve collaborated with award-winning agencies, such as Ogilvy and Leo Burnett. I’m comfortable using Adobe Photoshop, Illustrator, and InDesign, as well as Sketch, Procreate, and Blender 3D.

My experience as a freelancer has taught me how to work with tight deadlines and different personalities, and to understand the needs of various brands. I once completed a brand book in two weeks, carefully addressing the client’s builds and preferences. The client was so satisfied with the final product that they expanded the project’s creative scope.

To know more about me, I’ve attached my resumé as well as a zip file of my best work. Should you have any more questions, please do not hesitate to contact me via the details I listed below. Thank you so much for your consideration. I hope it’s not presumptuous of me to say that I am excited at the potential to work at Creative Solutions Co.

Sincerely yours,

Jaycee Young

+65 1234 5678

[email protected]

Conclusion

The point of a job application email is to encourage the hiring manager to learn more about you, and to demonstrate your enthusiasm for the role. Just put your best foot forward, highlight your skills based on the job description, and make sure to proofread your documents and appear professional. You might want to try JobStreet’s Interview Practice Tool while you wait for the next steps.

Frequently asked questions

What if I can’t find the hiring manager’s name?
⁠
⁠It happens, especially if the recruitment email is a bit generic. Be as specific as possible even without the name. Check the company website to see how they address their recruitment department, and use that instead.
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How long should my job application email be?
⁠
⁠Keep your job application email brief. Try not to go beyond 300 words, but focus more on conciseness and comprehensiveness than word count. Concentrate on the requirements in the job description. After all, your goal is to keep them interested; very long prose might make them lose their attention.
⁠
Is it okay to use humour in my job application email?
⁠
⁠Get a feel for the company you wish to join. Check their website and social media pages. If they’re more casual and engage in witticisms, go on and turn up the fun. However, make sure your diction and jokes are appropriate and not offensive.
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How do I write a job application email if I have no experience?
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⁠Most fresh graduates don’t have official work experience, but you may have developed some soft or even hard skills at university. You can still get a job even with no experience. Focus on your outstanding traits, and the projects you did in school.
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Can I use the same job application email for multiple applications?
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⁠Having a template for your job application email is okay, but customise it per company. After all, being as specific as possible can only work for you. For example, change the addressee. Revise the terms you use based on what the company mentions in the ad. Add particular situations that only refer to the company. These show your attention to the finer points, as well as your determination. Check every application before sending it to make sure you’ve provided the right details.