A step-by-step guide with a real example, vocabulary bank, interactive exercises, and a ready-to-use writing template.
1. What Is a Job Application Email?
Unlike a cover letter, which is a standalone document, a job application email is the first impression a recruiter forms of you. It must be professional, concise, and compelling enough to make them open your attached CV.
Purpose
A well-crafted job application email has three core objectives:
- Introduce yourself professionally — establish who you are and why you are writing
- Highlight relevant qualifications — briefly demonstrate your suitability for the role
- Request a next step — formally ask for an interview or further conversation
2. When to Use a Job Application Email
Send a formal job application email in these situations:
- When responding to an advertised vacancy on a job board, company website, or LinkedIn
- When making a speculative (unsolicited) application to a company with no advertised role
- When a recruiter or headhunter has asked you to submit your CV
3. Key Tone & Style Characteristics
A job application email must balance confidence with professionalism. Follow these four principles:
- Formal and respectful — correct grammar, no contractions (use “I am”, not “I’m”)
- Confident but not arrogant — back every claim with evidence
- Concise and action-oriented — every sentence must earn its place
- Professional vocabulary throughout — no slang, no casual phrasing
4. Full Professional Example
Study this complete, professionally written job application email before attempting the exercises below.
Dear Ms. Thompson,
I am writing to apply for the position of Marketing Manager at NovaTech Solutions, as advertised on LinkedIn on 15 March 2024. With over six years of experience in digital marketing and a proven track record of driving brand growth, I am confident that I would be a valuable addition to your team.
Throughout my career at BrightPath Agency, I have successfully led campaigns that increased client revenue by an average of 35% year-on-year. I hold an MBA in Marketing Strategy from the University of Manchester and possess advanced proficiency in CRM platforms, SEO, and data analytics.
I have attached my CV and cover letter for your review. I would welcome the opportunity to discuss how my skills and experience align with NovaTech’s strategic goals.
Thank you for considering my application. I look forward to hearing from you at your earliest convenience.
Yours sincerely,
Tel: +44 7823 456 789 | LinkedIn: linkedin.com/in/alexandrachen
5. Email Analysis Questions
Answer each question in the space provided. Use the sample email in Section 4 as your reference.
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1
What is the purpose of this email and how is it established in the opening paragraph? Hint: Look at the first sentence — what specific details are mentioned?
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2
How does the applicant demonstrate her suitability for the role? Identify specific evidence. Hint: Look for quantified results, qualifications, and named tools.
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3
Analyse the subject line. Why is it effective compared to “Job Application”? Hint: Consider specificity, the reference number, and searchability.
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4
What tone does the writer use? Find three words or phrases that reflect this tone.
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5
How does the closing paragraph create a call to action? Is it appropriately assertive? Hint: Compare “I look forward to hearing from you” with passive alternatives.
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6
List at least five examples of professional vocabulary used in the email.
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7
How is the email structured? Would you reorganise any part of it? Why or why not? Hint: Evaluate paragraph order, length, and balance of content.
6. Useful Expressions & Vocabulary
These expressions are essential in professional job application emails. Hover over any phrase to highlight it.
✉ Opening Phrases
🙏 Polite Requests
🔗 Formal Connectors
👋 Closing Phrases
📚 Professional Vocabulary
7. Practice Exercises
Complete all three interactive exercises to reinforce what you have learned.
🔗 Exercise 1: Matching
Select the correct function for each expression, then check your answers.| Expression | Your Answer |
|---|---|
| 1 I am writing to apply for… | |
| 2 Proven track record | |
| 3 I look forward to hearing from you | |
| 4 Please find attached | |
| 5 At your earliest convenience | |
| 6 I am confident that I would be… |
✏️ Exercise 2: Fill in the Blanks
Type the correct word or phrase from the vocabulary bank into each blank, then check.🔀 Exercise 3: Sentence Reordering
Drag the word chips into the correct order to form a professional sentence.Sentence 1 — rearrange into a correct sentence:
→ Drop chips below in the correct order:
✅ I am with over six years of experience in marketing.
Sentence 2 — rearrange into a correct sentence:
→ Drop chips below in the correct order:
✅ Please find my CV attached for your review.
Sentence 3 — rearrange into a correct sentence:
→ Drop chips below in the correct order:
✅ I am confident that I would be a valuable addition.
8. Writing Practice Template
Use the template below to write your own complete job application email. Type directly into the fields.
✍️ Your Turn
Write a Job Application Email
Subject Line
Greeting
Opening Paragraph — State purpose & where you found the role
Body — Your Qualifications & Achievements
Closing & Call to Action
Sign-off & Signature
9. Frequently Asked Questions
What should I write in a job application email?
Include: a specific subject line with role title and reference number; a formal greeting with the recruiter’s name; an opening sentence naming the exact role and where you found it; a paragraph on your qualifications and quantifiable achievements; a reference to your attached CV; a polite call to action requesting an interview; a formal sign-off and your full professional signature.
How long should a job application email be?
Keep it under 250–300 words across three to four short paragraphs. The detail belongs in your CV and cover letter. The email’s job is to intrigue the recruiter enough to open your attachments.
What is the best subject line for a job application email?
Include: the job title, reference number (if available), and your name. Example: “Application for Marketing Manager Position – Ref: MM2024-07 – Alexandra Chen.” This makes it easy for the recruiter to identify, search, and file your email.
Should I say “Dear Sir/Madam” if I don’t know the recruiter’s name?
Always try to find the correct name first — check the job posting, LinkedIn, or the company website. If you genuinely cannot find one, use “Dear Hiring Manager” rather than the outdated “Dear Sir/Madam.”
What is the difference between “Yours sincerely” and “Yours faithfully”?
In British English: use “Yours sincerely” when you know the person’s name (Dear Ms. Thompson). Use “Yours faithfully” when you do not (Dear Hiring Manager). In American English, “Sincerely” covers both situations.
Can I reuse the same email for different companies?
No. Always customise the company name, job title, reference number, and at least one sentence that references something specific about the company. Generic emails are spotted immediately and significantly reduce your chances of a reply.
Ready to Master All 36 Email Types?
This guide is Chapter 1.1 of the complete Mastering Professional Emails training programme — covering formal, semi-formal, informal, business, and academic emails with full exercises.
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