Writing a Job Application Email: 7 Tips to Make You Stand Out

Since not all companies have embraced ATS (applicant tracking systems), jobseekers may need to keep honing their email writing skills. In this guest post, Jenna Bunnell of Dialpad reveals seven tactics for writing a job application email that hiring managers will likely notice.

The days of walking into a store or business with your printed-out resume are almost completely behind us. Nowadays, you will likely send your resume to potential employers via the internet. You will find many companies or agencies, particularly those that are already well-established, will use automated application systems. It’s easy for jobseekers to become accustomed to these sorts of interactions and panic when they have to do the work themselves. 

But if you’re browsing the job market, it’s almost a given that you will have to apply for a job via email at some point. Instances when you might have to write a job application email, include:

Email applications can feel like a lot more pressure is put on you as the applicant. And the lack of an automatic application system with applicant tracking software means you miss out on reassuring updates such as hearing that your application has been downloaded. Don’t despair! Below are seven top tips for writing a job application email that will boost your job prospects.

1. Write a Subject Line That Will Get Your Job Application Email Read

A positive of applying for a job over email is that a robot won’t filter out your application. However, humans still use filters, especially recruiters. Your email subject line should follow the format that the job description instructs. Otherwise, you can simply put your name plus the title of the position you’re applying for. 

Recruiters and hiring managers are bombarded with emails every day. To make their job easier, they might filter their inbox only to show those that include the name of their open position. So if you don’t have this in your subject line, you’ll end up filtered out. Also, if the role you are applying for includes a reference number on the listing, be sure to copy it into the subject line too. 

2. Include Your Full Name and Contact Information in the Email

Yes, your full name and contact details will be on your resume and any other documents you attach. However, including these in the body of the email is both professional and helpful. If you make the shortlist for interviews, or the company would like to request further information from you, it will be easier for the outbound contact center to get in touch if they can search your name in their inbox and find your number instantly. They will be grateful, and this will paint you in a positive light. 

3. Address the Recruiter Personally

Job listings often include the recruiter or hiring manager’s name at the end of their description. Alternatively, the email address you’re asked to send your application to may feature somebody’s name. It can be safely assumed they’re the target recipient. Dear *Name* might seem like a minor detail in an email, but it will show the recipient you read the job listing carefully or have remembered their name from a friend telling you about the job and who you should speak to.

Think of the job rejection emails you have received — or any emails for that matter. When the email addresses you personally, it feels more genuine, honest, and like the sender put effort into contacting you. You should strive for the same with your job applications.

Unfortunately, it’s not always possible to find the name of the recipient. There may be multiple recruiters, or they just haven’t disclosed their name. In these instances, opt for ‘Dear Hiring Manager’ or the more formal ‘To Whom It May Concern’. Get a feeling for the level of formality this workplace uses to select the right salutation. 

4. Summarize Your Reason for Writing in the First Paragraph

In the first paragraph of your email, you should state the job you are applying for and where you saw the listing. If you found the job on LinkedIn, it’s a good idea to include a link to your own LinkedIn profile. Such instances are why it is crucial you know how to fully utilize your LinkedIn profile. Making sure that it is up to date is a good start. This opening paragraph is also the place to mention you were referred to this job by a friend or colleague if that is the case. 

5. Highlight Your Digital Skills

When writing your job application email, ensure that your computing and digital skills are evident. Many companies will now be training employees remotely, and knowing this will not be an issue for you will help your application stand out. 

Order management systems, for example, can be complex. Hence, employers will want the reassurance that they can trust you to pick up these skills quickly. Smaller businesses, in particular, will be keen to hire tech-savvy employees. It will be harder work for them to get equal digital coverage than their better-established competitors, and thus, they’ll be desirous of digital helpers.

Feel like your digital skills are not particularly great? Then, familiarize yourself with the top 10 productivity tools for small businesses — free and paid — so you can showcase your awareness of how these platforms work.

6. Use the Email to Expand Your Resume

A mistake many jobseekers make is regurgitating their resumes during a job application. Your resume will be attached to the email, so you don’t need to repeat it. Instead, see this as an opportunity to explain any skills or experience you have that didn’t make it onto your resume. One of the key things you should know about resume writing is that the document should not be more than two pages long, if avoidable.

It can be hard to fit everything you want to show off on those two pages. Use your job application email to highlight everything you had to leave out. A good tip is highlighting your in-demand soft skills, which are often harder to include on a resume. Getting a sneak peek at your skills and experience will also make the recruiter more interested in downloading your resume.  

7. Confidently and Gratefully End the Email

It might sound obvious, but remember to end your email by thanking the recipient for taking the time to consider your application. You should also let the recipient know when you will be able to either discuss the application further, attend an online interview, or participate in any job simulation tasks they may want applicants to complete. 

No matter how eager you are for this job, don’t lie to the recruiter by saying you will always be available if you won’t be. Often online interviews or tasks will have a deadline, or your application is withdrawn. Like with the opening salutation, the ending of your email will depend on the formality of the business you’re applying to. Choosing something such as ‘Best wishes’ or ‘Sincerely’ will likely be suitable. Finally, sign off with your full name and contact details if these were not provided further up the email. 

Conclusion 

Although submitting a job application email can be daunting at first, perfecting the skill will boost your prospects massively. These seven top tips should help you land your desired role. Moreover, it can grow your confidence in your ability to write a successful job application email.

We will also leave you with one final tip if the response email is a rejection. Using a CRM system for market segmentation is becoming popular among businesses. These systems make it easy for emails to be tailored to the right people. They’re often used for marketing campaigns.

They can be helpful in your job search too. If you’re rejected by a business, it’s worthwhile asking for your data to be kept on record and for their recruitment team to contact you again when a similar role is available. The business can then store your information, so you’re marketed specifically with new job vacancies. Just remember to check your spam folder! 

Author Bio

Jenna Bunnell is the Senior Manager for Content Marketing at Dialpad, an AI-incorporated cloud contact center software unified communications system. Hosted VoIP services that provide valuable call details for business owners and sales representatives. She is driven and passionate about communicating a brand’s design sensibility and visualizing how content can be presented in creative and comprehensive ways.