10 Professional Mail Samples for Job: A Guide to Writing Perfect Job Emails

Are you struggling to write a professional email for a job? Do you find yourself staring blankly at the screen, unsure of what to say or how to say it? You’re not alone. Crafting an email that catches the attention of potential employers, showcases your skills, and sets you apart from other candidates can be a daunting task.

But fear not, dear reader. In this article, we’ll provide you with professional mail samples for job applications that you can use as a starting point or customize to fit your unique situation. By the end of this piece, you’ll have a better understanding of how to effectively communicate your qualifications and enthusiasm for the job.

Whether you’re a recent graduate, changing careers, or simply looking for a new opportunity, a well-written email can make all the difference in getting your foot in the door. So sit back, relax, and let’s dive into the world of professional email writing.

The Best Structure for a Professional Job Application Email

If you’re planning to apply for a job, it’s crucial to craft a professional email that catches the attention of the employer and highlights your skills and experience without sounding too formal. Here’s the best structure to follow:

Subject line

The subject line of your email plays a critical role in whether the reader will open the email or not. Your subject line should be crisp, confident, and targeted to the job you’re applying for. Avoid generic subject lines like “Job Application” or “Resume” and consider being more specific and creative.


Open your email with a professional greeting such as “Dear [Hiring Manager’s Name]” or “Hello [Company Name] Recruitment Team.” If you’re not sure who the hiring manager is, do some research online or call the company to ask for the information.


In the first paragraph, introduce yourself and state the position you’re applying for. Mention where you learned about the job posting and express your enthusiasm for the opportunity. If you have a mutual contact in the company, it could be a good idea to mention their name.

Your qualifications

In the second paragraph, highlight your relevant qualifications and skills. Explain why you’re a perfect fit for the job and provide specific examples of your past achievements that align with the job requirements. Use bullet points or numbered lists to make your points stand out.

Closing paragraph

In the final paragraph, thank the reader for considering your application and express your interest in learning more about the position and the company. Provide your contact information and indicate your availability for an interview.


End your email with a professional closing such as “Sincerely” or “Best regards” followed by your name. If you’ve attached your resume or any other documents, mention that in the email and double-check the attachments before hitting send. Lastly, proofread your email for any errors or typos, and ensure that the tone is professional and confident throughout.

By following this structure, you can create a professional email that stands out and increases your chances of landing the job. Good luck!

Sample Cover Letter for Job Application

Dear Hiring Manager,

My name is John Doe and I am excited to apply for the open position of Marketing Manager at XYZ company. With my experience in the marketing industry and my passion for creativity, I am confident that I can bring new energy to your team.

In my current role as Marketing Coordinator at ABC Inc, I have developed valuable skills such as creating engaging content, managing social media campaigns, and analyzing data to evaluate marketing performance. I am eager to apply these skills to a more senior role at your company.

Thank you for considering my application. I am excited about the opportunity to contribute to your team and help drive your marketing success forward.


John Doe

Sample Follow-Up Email After Job Interview

Dear [Hiring Manager Name],

Thank you for taking the time to meet with me yesterday to discuss the [Job Title] position. It was a pleasure learning more about the role and your company’s culture. I wanted to send a quick note to express my continued interest in the position.

I was impressed with the amount of passion your team has for their work. During our conversation, I also had several ideas on how I could help your team achieve some of its goals, especially with my experience in project management and my strategic thinking approach.

Thank you again for the interview yesterday, and for considering me for the role. I look forward to hearing back from you soon.

Best regards,

[Your Name]

Sample Recommendation Letter for Colleague

Dear [Recipient’s Name],

I am writing to recommend [Colleague’s Name] for the position of [Job Title] at [Company]. As a colleague of [Colleague’s Name] at [Current / Previous Company], I have had the privilege of observing his professional growth over the years. It is without hesitation that I recommend him for this position.

[Colleague’s Name] is an extremely hardworking and dedicated professional. His commitment to achieving his goals and going above and beyond expectation is exemplary. During his time working with us, he has consistently demonstrated leadership skills, consistently met or exceeded his performance and set excellent examples for others in the team.

Without a doubt, [Colleague’s Name] would make an exceptional addition to your team at [Company].

Best regards,

[Your Name]

Sample Resignation Letter

Dear [Manager’s Name],

It is with mixed emotions that I submit my resignation from my position as [Job Title] at [Company]. My time here at [Company] has been incredibly rewarding, and I’m grateful for all the opportunities and growth that I’ve experienced over the years. However, I have decided to pursue new opportunities in my career and have accepted a new position at another company.

I am confident that my replacement will inherit a great team and a great set of responsibilities; I will be available over the next two weeks to help provide a smooth transition. Please let me know how I can best support the team during this transition period as well.

Thank you again for all of the support and guidance you’ve provided me during my time here at [Company]. It has been an incredibly rewarding experience, and I wish you and the team all the best for the future.

Best regards,

[Your Name]

Sample Apology Email for Late Submission

Dear [Recipient’s Name],

I am writing to apologize for the late submission of my project, [Project Name]. Due to unforeseen circumstances, I have been having trouble completing the project by the deadline, and I understand that this has put a great deal of pressure on you and the team. I take full responsibility for the situation, and I apologize for any inconvenience caused.

I am committed to submitting the project as soon as possible—specifically, within the next week. I understand that you are expecting to receive this project by now, and I want to assure you that I am doing everything in my power to expedite its completion.

Thank you for your patience, and I deeply regret any inconvenience my delay has caused.


[Your Name]

Sample Letter of Intent for Graduate School

Dear [Admissions Committee’s Name],

I am extremely excited to submit this letter of intent for the Master’s program in [Program Name] at [University]. As a recent graduate with a Bachelor’s in [Major] from [College], I have developed a strong passion for [Field], and I am confident that [University] offers the optimal opportunity to pursue this interest.

Throughout my academic career, I have developed a broad set of skills in [List Key Skills] that will undoubtedly help me excel in the program. Furthermore, I have been a part of several [Extracurricular or Professional Achievements] that have showcased my commitment to excellence in both academic and non-academic pursuits.

Thank you for considering my application. I am eager to explore the opportunities and experiences that [University] has to offer as I continue to develop my skills and pursue this passion of mine.

Best regards,

[Your Name]

Sample Request for Salary Increase

Dear [Manager’s Name],

I am writing to request a salary increase after [Number of Years] years of service at [Company]. During this time, I have had the opportunity to contribute significantly to [List Key Achievements] and have played an integral role in the team’s overall success.

Considering the increase in the cost of living in [Location], I am finding it increasingly difficult to continue to meet my financial obligations and maintain my quality of life. Based on my experience and the value I bring to the company, I believe a salary increase is justified.

I would be more than happy to discuss this matter further with you and I am open to negotiation. My passion for working at [Company] is as strong as ever, and I am committed to working with the organization for years to come.

Best regards,

[Your Name]

Tips for Writing a Professional Mail Sample for a Job

Writing a professional mail sample for a job is one of the most critical aspects of finding employment. The email you send to a potential employer should be well-crafted, concise, and engaging enough to make them want to invite you for an interview. Below are some essential tips for creating a professional mail sample for a job:

  • Customize your email: Do not send a generic email that you use for every job application you send out. Take the time to research the company and the position you are applying for and tailor your email accordingly. Mention why you are interested in working with the company and how your skills are suitable for the job.
  • Be professional: Your email should be written in a professional tone, and it should be free of errors and typos. Address the recipient by their name and avoid using casual or inappropriate language. Also, choose an appropriate email address that reflects your professionalism.
  • Be clear and concise: Employers receive numerous job applications, so they do not have the time to read lengthy emails. Keep your email short and to the point, highlighting your qualifications, experience, and why you are the ideal candidate for the job.
  • Showcase your personality: While your email should be professional, it should also reflect some of your personality. Be warm, friendly, and express genuine interest in the company. This will help the employer get a sense of who you are as a person.
  • Include a call to action: End your email with a call to action that encourages the employer to reach out to you. Ask for an interview or offer to provide more information if needed. Also, be sure to thank the employer for considering your application.

In conclusion, writing a professional mail sample for a job requires careful thought and attention to detail. By customizing your email, being professional, clear, and concise, showcasing your personality, and including a call to action, you could increase your chances of landing your dream job. So, take your time, follow these tips, and submit your best email yet!

FAQs on Professional Mail Sample for Job

What is a professional mail sample for a job?

A professional mail sample for a job is a formal email that an individual sends to a potential employer while applying for a job position. It is usually written in a polite tone and is used to represent the candidate’s skills, education, qualifications, and experience as well as why they are the best fit for the job role.

What is the importance of a professional mail sample for a job?

A professional mail sample for a job is important because it represents the candidate as a potential employee to the employer. A well-written mail can leave a lasting impression on the employer and can possibly increase the chances of the candidate being selected for the job interview. It also displays the candidate’s communication skills, professionalism, and attention to detail.

What should be the structure of a professional mail sample for a job?

A professional mail sample for a job should have a clear and concise structure, including an appropriate subject line, salutation, introduction, body, conclusion, and a closing statement. The body should include relevant skills and experiences that highlight the candidate’s abilities and their suitability for the job role.

What are some dos and don’ts of writing a professional mail sample for a job?

Some dos of writing a professional mail sample for a job include following proper formatting, including a clear subject line, having a polite tone, and showcasing relevant skills and experiences. Some don’ts include having spelling or grammar errors, using casual language, and including unnecessary details. It is also essential to avoid any negativity or false information.

What should be the tone of a professional mail sample for a job?

A professional mail sample for a job should have a formal and polite tone. It should not include any colloquial language, slang, or inappropriate humor. The tone should be professional, while also showcasing the candidate’s personality and enthusiasm for the job role. It is essential to remain polite and courteous throughout the mail.

What should be the length of a professional mail sample for a job?

A professional mail sample for a job should be concise and to the point. It should not be longer than a page, preferably consisting of 3-4 short paragraphs. It is important to include all essential information without rambling or adding unnecessary details that can make the mail appear unprofessional.

Should a professional mail sample for a job be customized for every job application?

Yes, a professional mail sample for a job should be customized for every job application to highlight the candidate’s suitability for the specific job role. The mail should be tailored according to the job requirements, the company’s values, and the role’s responsibilities. It is also essential to address the recipient by their name and to not use generic salutations.

Get Those Job Offers Rolling With Professional Email Samples

Hope you found these samples of professional emails for job applications useful. Making a good first impression is key, and a well-crafted email is where it all begins. Remember, follow the guidelines and tailor your email to the specific job and company you’re applying to. Don’t forget to proofread! Lastly, good luck with your job search. Thanks for reading and feel free to visit our website again soon for more career advice and tips!