How to write a formal email for your job application

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Posted by FirstNaukri Feb 17, 2022

Does writing an email to prospective hiring managers for your job application seems daunting to you? You are not alone! It looks more complex when most of the recruiters are currently hiring virtually post the pandemic. If as a fresher you need a clear direction on how to write a professional job application email to grab recruiters’ attention, we are here to help you out.

While you can get enough advice on writing a perfect CV, lesser is talked about the importance of sending a perfect communication via a formal email for your job application. Apart from campus placements, directly applying to jobs is one of the common ways of successful job hunting. However, when recruiters get thousands of job emails every day, there is more probability of your job application emails going to the trash, if not written professionally.

When you send your CV to a hiring manager, your email message is the first thing that gets noticed. So, why miss any opportunity to stand out and get a quick response from recruiters!

Also Read: HR Interview Questions and Answers

So, if you are spending several hours in writing your CV, give some time to learn how to write a professional email for your job application.

What to Include in Your Job Application Email? 

It is imperative to understand what a hiring manager wants and looks for in a particular job email. The key purpose of writing an email for a job application is to let the hiring manager know some of the important things, which should be a part of your job email:

  • Your purpose of writing to him/her– This should begin with introducing yourself and sharing professional description.
  • Job you are applying for– Talk about your interest in the job role you are applying for.
  • Do you meet the eligibility criteria shared by a recruiter, such as qualification, skills, etc.- You can also highlight your biggest professional achievements to appear a perfect fit.
  • How the recipient can connect with you– Ask for time to connect over a call and also mention your availability.

Add your resume to your email for recruiters to get detailed information about you after going through the email.

Also Read: 4 Tips to Get Noticed by Top Recruiters

Job Application Email Samples

If you are soon going to graduate or have recently graduated, our templates for writing an email for job application will surely help you to get started in your job search.

Job Application Email Sample: 1

Subject: <Your Name> – Job Title, Job Reference Number (mentioned in Job Description)

Dear Mr./Ms. <Hiring Manager’s Name>,

I recently came across a job on your portal, which I am interested in applying for. The position of Software Engineer at ABC Company (Job Ref. No.) and its requirements completely matches with my skills and qualifications.

I have recently graduated in Software Engineering from XYZ College and I am currently looking to apply my knowledge and skills in an organization of repute like <Company Name>.   

As a qualified Software Engineer, I am adept in application development & enhancement and believe that will prove to be an asset for the company.

Please take a minute to go through the attached cover letter and CV for your consideration. It would be a pleasure if I can hear back from you regarding my job application for <Company Name>.


<Your Name>

<Contact Number>


<Email Address>

Job Application Email Sample: 2

Subject: <Your Name> – Job Title, Job Reference Number (mentioned in Job Description)

Dear Mr./Ms. <Hiring Manager’s Name>,

I am writing to apply for a recent job opening advertised on your website for the position of ‘Software Developer’. The position and responsibilities seem exciting and matching to my interest areas and career goals. I would like to bring your attention to my key strengths for the job role:

## Bachelor of Science in Software Engineering (BSSE)
## Strong command in software engineering & programming principles across different platforms
## Interest and knowledge of designing interfaces, testing and debugging codes
## Knowledge of Languages: C#, AJAX, ASP.Net, XML, HTML and Web Service

For more information, I have attached my cover letter and resume for your consideration.

Thank you for your valuable time. I am always reachable on my email and phone number.


<Your Name>

<Contact Number>


<Email Address>

Also Read: How to Write a Resume for Freshers?

Some Quick Tips to Make Your Email Stand Out

As you have seen in these professional job application email samples, you should stick to a crisp email. Focus more on quality and not quantity. Adding more words in your email doesn’t add value to recruiters.

Here are some more quick tips to write a formal email for your job application:

## Subject Line: Make it succinct and easy to filter job application email
## Salutation: It is advisable to address your mail to HR manager
## Split Paragraphs: Strategically divide your entire information in two or three paragraphs.
## Closing Line: Sign off your email for job application on a polite note, such as “Thank You”, “Sincerely” or “Best”
## Attach Resume: Proof read and attach your cover letter and resume.

All the best!


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