A good job application email has a subject line naming the role, any reference number from the posting, and your name, then a greeting, two or three short paragraphs of about 100 to 200 words in total, a line saying your resume is attached, and a sign off with your phone number. Attach your resume as a PDF named with your name. That is all the recruiter needs to open it, decide in a minute, and forward it.
As a recruiter I opened hundreds of these a week. The ones I acted on said which job they were for right in the subject, got to the point in the first sentence and had a file I could open on a phone. Use the writer above, then shape the result with the samples on this page.
Quick answers
Subject
Application for [Job title], Job ID [number], [Your name].Length
About 100 to 200 words in the body.Attachment
Resume as a PDF, named like Firstname_Lastname_Resume.pdf.Greeting
Dear Ms or Mr [Surname], or Dear Hiring Manager if no name is given.Sign off
Kind regards or Best regards, your full name and phone number.From address
A plain address based on your name, not a nickname.
How to use the job application email writer
It asks for the same seven details as the letter writer: the role, the company, the place you found the opening, a line on experience, two strengths, a start date and your name. It returns three things you can copy:
- A subject line built from the role and your name (add the job ID yourself if the posting has one).
- A short email body with an opening line, your proof, an attachment line and a sign off.
- A follow up version for when a week goes by in silence.
Worked example. Daniel types: Job title, Junior Data Analyst. Employer, [Company name]. Seen on, the company careers page. Experience, eight months of reporting work as an intern. Strengths, clean dashboards and careful checking. Availability, can start in two weeks. Name, Daniel. The writer gives him:
Subject: Application for Junior Data Analyst, Daniel [Surname]
Dear Hiring Manager,
I am applying for the Junior Data Analyst role listed on the [Company name] careers page. During an eight month internship I built weekly sales reports for three regional teams and caught a data entry error that had been inflating returns.
I build clear dashboards and I check every number twice. My resume is attached as a PDF, and I can start within two weeks of an offer.
Thank you for your time.
Kind regards,
Daniel [Surname]
[Phone]
The writer keeps nothing. Copy the text into your email app before you leave the page.
Job application email format, line by line
| Part | What to write | Tip |
|---|---|---|
| Subject | Application for [Job title], Job ID [number], [Your name] | Keep it short enough to read on a phone screen. |
| Greeting | Dear Ms [Surname], or Dear Hiring Manager | Avoid "To whom it may concern" if you can find a name. |
| Opening line | The post and where you saw it | This is how to start a job application email: with the job, not with your life story. |
| Proof | Two or three sentences of relevant experience | Include one number or result. |
| Attachment line | My resume is attached as a PDF. | Mention every file you attach. |
| Closing line | Availability and thanks | This is how to end a job application email: a clear next step. |
| Signature | Full name, phone, city, a profile link if you have one | No quotes, images or banners. |
If the employer asked for a formal letter as well, attach it as a PDF and keep the email to two lines. The letter layout is in job application letter.
Simple job application email sample for an advertised job
Subject: Application for Customer Support Associate, Job ID 5120, Grace [Surname]
Dear Ms [Surname],
I saw your opening for a Customer Support Associate on a large job board and I am keen to be considered.
For two years I have answered calls and chats for an electronics repair shop, closing most tickets on the first contact. I keep calm with upset customers and write short, clear replies.
I have attached my resume as a PDF. I am free for a call any weekday after 2 pm.
Best regards,
Grace [Surname]
[Phone] , [City]
Short email for job application when you send a resume
Sometimes the posting only says "send your CV to" an address. A very short email is fine then.
Subject: Resume for Warehouse Associate, Sam [Surname]
Hello,
Please find my resume attached for the Warehouse Associate post at your [Area] site. I have a year of picking and packing experience and can work night shifts.
Thanks,
Sam [Surname]
[Phone]
Email for a job that has not been advertised
A cold email to a company you admire should explain why you chose them and ask a small question, not demand a job.
Subject: Graphic designer interested in your studio, Lina [Surname]
Dear Mr [Surname],
Your studio's packaging work for local food brands is the reason I am writing. I am a graphic designer with three years of print and packaging experience, and I would like to know whether you expect to need a designer in the coming months.
I have attached my resume and a two page PDF of recent work. I would welcome a short call if that is useful.
Kind regards,
Lina [Surname]
[Phone]
How to reply to a job application rejection email
A rejection email needs no answer, but a two line reply keeps the door open for the next role.
Subject: Re: Your application for Marketing Coordinator
Dear [Name],
Thanks for the update, and for taking the time to consider me. I enjoyed learning about your team and would be glad to hear about future openings.
Best wishes,
[Your name]
If you have heard nothing at all, send a polite nudge instead, using one of our follow up samples.
Professional email habits that recruiters notice
Do
- Send from an address made of your name.
- Attach a PDF, not a document that can open with broken formatting.
- Write the body in the email itself, not only inside an attachment.
- Send one email per job.
Do not
- Leave the subject blank or write only "Job".
- Send to twenty employers in one email with everyone visible in the To field.
- Attach photos of documents taken at an angle.
- Include your ID numbers or bank details.
For the subject line in more depth, see subject for a job application.
Questions people ask
How do I write an email for a job application?
Write a subject with the job title and your name, greet the reader by name, say which post you want in the first sentence, give two or three sentences of proof, mention your attached resume and close with your phone number. Keep it under about 200 words.
How do I start a job application email?
Start with the greeting and then the post: "Please consider me for the Sales Assistant role advertised on your website." Skip openers such as "I hope this email finds you well".
How do I end a job application email?
End with your availability for an interview, a thank you and a sign off such as Kind regards, followed by your full name and phone number.
Should the resume be attached or pasted into the email?
Attach it as a PDF unless the posting asks you to paste it. A PDF keeps your layout and opens on almost any device.
How do I send a job application by email from my phone?
Save your resume PDF to your phone first, then write the email in your email app, attach the file from your downloads or files folder and send a test to yourself to check that the file opens.
What is the best format for a job application email?
Subject line, greeting, one opening sentence, one short proof paragraph, an attachment line, a closing line and a signature. Plain text with no colours or images.