Crafting the Perfect Email
Sending your resume and cover letter via email is often the first impression you make on a potential employer. A well-crafted email can significantly increase your chances of landing an interview, while a poorly written one can send your application straight to the digital trash bin. This guide breaks down the essential components of a professional and effective email, ensuring your application stands out for all the right reasons. From the subject line to the closing, every detail matters in making a positive impression and securing your dream job. Let’s explore how to make your email a winning introduction.
Subject Line Secrets
The subject line is the first thing a recruiter or hiring manager will see, so it needs to be concise, clear, and attention-grabbing. Avoid generic phrases like “Resume” or “Job Application.” Instead, clearly state the position you are applying for and your name. For example, “Application for Marketing Manager - Jane Doe” is much more effective. If you were referred by someone, mention their name in the subject line to increase the chances of your email being opened. Keep it brief, professional, and relevant to the job.
Creating a Compelling Opening
Your opening paragraph should immediately grab the reader’s attention and make them want to learn more about you. Start by stating the position you’re applying for and where you found the job posting. Briefly mention why you’re interested in the role and the company. Personalize your email by mentioning something specific that caught your eye in the job description or on the company’s website. Show enthusiasm and demonstrate that you’ve done your research. Avoid generic openings like “I am writing to apply for the position.” Instead, aim for something more engaging and tailored to the specific opportunity.
Highlighting Your Key Skills
In the body of your email, briefly highlight your key skills and qualifications that align with the job requirements. Don’t just repeat what’s in your resume. Instead, provide a brief overview of your most relevant experience and accomplishments. Quantify your achievements whenever possible. For example, instead of saying “Managed social media accounts,” say “Increased social media engagement by 40% in six months.” This helps demonstrate the value you can bring to the role. Keep it concise and focus on the most important aspects of your profile that will catch the recruiter’s attention.
Attaching Your Documents
Always attach your resume and cover letter as PDF files. PDF format ensures that your formatting remains consistent across different devices and operating systems. Name your files clearly with your name and the document type, such as “Jane Doe - Resume.pdf” and “Jane Doe - Cover Letter.pdf.” Verify that both documents are attached before sending the email. If the job posting requests specific file names or formats, make sure to follow those instructions carefully. A minor oversight here could make you look unprofessional.
Professional Closing & Call to Action
Your closing should be professional and include a call to action. Thank the hiring manager for their time and consideration. Express your enthusiasm for the opportunity and reiterate your interest in an interview. Provide your contact information again, including your phone number and email address, to make it easy for them to reach you. End with a professional closing, such as “Sincerely,” or “Best regards,” followed by your name. Proofread your email one last time before sending it to ensure there are no typos or errors.
Common Email Mistakes to Avoid
Even the most qualified candidates can sabotage their chances with a poorly written email. Being aware of common mistakes can save you from a lot of job application setbacks. Here are some common pitfalls to steer clear of.
Typos and Grammatical Errors
Typos and grammatical errors are a major turn-off for hiring managers. They suggest a lack of attention to detail and professionalism. Always proofread your email, cover letter, and resume thoroughly. Use spell check and grammar check tools, but don’t rely on them entirely. Read your email out loud to catch any awkward phrasing or mistakes. Having a friend or family member review your application materials can also provide a fresh perspective and catch errors you might have missed.
Generic and Uninspired Content
Sending a generic email that could apply to any job is a sure way to get lost in the crowd. Customize each email to the specific job and company. Research the company, understand their values, and tailor your email to show how your skills and experience align with their needs. Demonstrate your interest by referencing specific aspects of the job description or company culture. Personalize your email to make it memorable and show the hiring manager that you’ve taken the time to understand the opportunity.
Incorrect Formatting
Poor formatting can make your email difficult to read and can create a negative impression. Use a clear, easy-to-read font and maintain consistent formatting throughout the email. Avoid long blocks of text; break up your content into short paragraphs with clear headings and subheadings. Ensure that your attachments are properly formatted and easy to open. Consistent formatting helps showcase your professionalism and attention to detail. Also check your email on various devices (desktop, mobile) to ensure the format is consistent.
Using the Wrong Tone
The tone of your email should be professional and appropriate for the workplace. Avoid using slang, emojis, or overly casual language. Maintain a polite and respectful tone throughout the email. Make sure your language reflects your professionalism and respect for the hiring manager’s time. Be enthusiastic, but avoid sounding desperate or overly eager. Strive for a balance of professionalism and personality to make a positive impression.
Email Sending Best Practices
Beyond the content of your email, several best practices can increase your chances of success.
Timing Your Email
Consider the timing of your email. Research when the hiring manager is most likely to be checking their emails. Sending your email during the week is generally better than on weekends. If the job posting specifies a deadline, make sure to submit your application well before the deadline. Aiming to send your application during business hours can demonstrate professionalism, too. Early mornings or mid-afternoons can be opportune times to send your email, but avoid extremely early or late hours.
Following Up
If you haven’t heard back within a reasonable timeframe (usually one to two weeks), it’s acceptable to follow up. Send a brief, polite email to the hiring manager, reiterating your interest in the role and inquiring about the status of your application. Keep your follow-up email concise and professional. Avoid being pushy or demanding. A simple, well-written follow-up can show your enthusiasm and remind the hiring manager of your application.
Tracking Your Email
Many email providers offer read receipts or tracking options that can let you know when your email has been opened. While some people find this helpful, others find it intrusive. Use tracking with discretion. It can be helpful for understanding if your email has been received, but don’t rely on it as your sole indicator of progress. If you choose to track your email, use it to inform your follow-up, but don’t make it the basis of your entire strategy.
Sample Email Templates
Here are a few sample email templates to get you started. Remember to customize these templates to fit your specific situation and the job you’re applying for.
Template 1 Standard Application
Subject Application for [Job Title] - [Your Name]
Dear [Hiring Manager Name],
I am writing to express my interest in the [Job Title] position at [Company Name], as advertised on [Platform]. With [Number] years of experience in [Relevant Field], I am confident I have the skills and experience necessary to excel in this role.
In my previous role at [Previous Company], I was responsible for [List 1-2 Key Responsibilities/Achievements]. I am particularly drawn to [Company Name]’s [Mention something specific you admire about the company].
Please find attached my resume and cover letter for your review. Thank you for your time and consideration. I look forward to hearing from you.
Sincerely, [Your Name] [Your Phone Number] [Your Email Address]
Template 2 Referral Application
Subject Referral Application for [Job Title] - [Your Name] - Referred by [Referrer’s Name]
Dear [Hiring Manager Name],
[Referrer’s Name] recommended that I apply for the [Job Title] position at [Company Name]. I have been very impressed by [Company Name]’s work in [Specific Area] and am excited about the opportunity to contribute.
As a [Your Profession], I bring [Number] years of experience and a proven track record in [List 1-2 Key Skills/Achievements]. [Referrer’s Name] can speak to my skills and work ethic.
Please find my resume and cover letter attached. Thank you for considering my application. I look forward to the possibility of discussing this role further.
Sincerely, [Your Name] [Your Phone Number] [Your Email Address]
Template 3 Follow-Up Email
Subject Following Up Application - [Job Title] - [Your Name]
Dear [Hiring Manager Name],
I hope this email finds you well. I am writing to follow up on my application for the [Job Title] position, which I submitted on [Date]. I am very enthusiastic about the opportunity to contribute to [Company Name].
My skills and experience in [Key Skills] align well with the requirements of this role. I have attached my resume for your convenience. Please let me know if you need any further information.
Thank you for your time and consideration. I look forward to hearing from you soon.
Sincerely, [Your Name] [Your Phone Number] [Your Email Address]