Sending Application Through Email Sample: Tips and Examples

Are you feeling overwhelmed by the prospect of sending your job application through email? It can be a daunting task, but with some guidance and a few helpful templates, you can make a lasting impression on your potential employer.

Sending an application through email has become increasingly common in today’s digital world. It offers a convenient and efficient way to introduce yourself and your qualifications to potential employers without the hassle of traditional mail or in-person drop-offs.

But where do you start? And how do you make sure your email stands out among the countless others flooding your potential employer’s inbox?

Fortunately, there are plenty of sending application through email samples available online, and with a few tweaks, you can make them your own. In this article, we’ll explore the best practices for crafting an effective job application email, along with some examples to get you started.

So, if you’re ready to make a strong first impression and land your dream job, read on and take notes.

The Best Structure for Sending Job Applications through Email

Sending job applications via email has become the norm in today’s digital age. A well-crafted email can increase the chances of getting noticed by recruiters and potential employers. However, knowing how to structure your email can make a significant difference in whether your application stands out or gets lost in a sea of other emails. Here are some tips on the best structure for sending job applications via email.

1. Use a clear subject line.

Your subject line should indicate what the email is about, so the recipient knows exactly what they are opening. A good subject line will grab the recruiter’s attention and help them prioritize your email. Use straightforward and informative language, such as “Application for [Position] – [Your Name].” Avoid generic phrases like “Job Application.”

2. Start with a professional greeting.

Avoid using informal language such as “Hey” and “Hi” in your email greeting. Instead, go with more formal language like “Dear [Hiring Manager’s Name]” or “To Whom It May Concern” if you don’t know the recruiter’s name. The tone should be respectful and professional, as you are introducing yourself to a potential employer.

3. Introduce yourself briefly.

Your email should briefly introduce yourself and express interest in the job position. Keep it concise and to the point, as recruiters receive numerous applications daily, and you don’t want to waste their time with irrelevant information. Additionally, you can mention where you found the job posting and how you are a good fit for the position you are applying for.

4. Highlight your qualifications.

Use this section to highlight your qualifications and experience related to the job position. Providing a brief summary of your skill set and experience can interest the recruiter in further exploring your application. Include keywords from the job description to show the recruiter that your skills match their requirements.

5. Close politely and thank the recipient for their time.

In your closing paragraph, thank the recruiter for taking the time to review your application. Express interest in speaking or meeting with them regarding the job, and let them know you are available for further discussion. Close the email with a professional sign-off, such as “Sincerely” or “Best regards,” followed by your name and contact information, including your phone number and email address.

By following these guidelines, you can craft a professional, well-structured email that showcases your qualifications and stands out in the inbox of a recruiter. Remember to keep it concise, informative, and professional, and you’ll increase your chances of landing your dream job.

7 Samples of Sending Application through Email

Sample 1: Inquiry about Job Posting


I am writing to express my interest in the recently posted job vacancy for the position of Marketing Manager at ABC Company. I believe my skills and experience align with the requirements of the job description and I am excited to apply for the said position.

As stated in the job posting, the ideal candidate should have at least 5 years of experience in marketing management, a strong knowledge of digital marketing and excellent communication skills. I meet and exceed these qualifications, having worked for more than 7 years in the marketing industry, specializing in digital marketing. In fact, I have already spearheaded several successful campaigns that have generated significant revenue for my previous employers.

Thank you for considering my application and I look forward to hearing back from you soon.


[Your name]

Sample 2: Request for Informational Interview

Dear [Hiring Manager’s name],

I came across the job opening for the position of Content Writer in your organization and I am very interested in learning more about the company culture and work environment. I am hoping to schedule an information interview with you or any team member that can give me valuable insights into the company’s operations and expectations.

I strongly believe in constant learning and development, which is why I would appreciate such an interview. I am also hoping to find out more about the application process for the said position and any other projects or work that the organization might need additional assistance with.

Thank you for your time and consideration.

Best regards,

[Your name]

Sample 3: Thank You for the Interview

Dear [Hiring Manager’s name],

Thank you for taking the time to meet with me to discuss the open position of Digital Marketing Specialist. I appreciated learning more about the company and its operations, and the opportunity to share my own skills and experience with you and the hiring committee.

The job opening is an excellent match for my professional background and goals, as it exemplifies my passions and digital marketing skills. I believe my experience with data analysis, social media marketing, and ad campaign development would bring valuable contributions to the company’s vision and growth.

Once again, thank you for the chance to showcase my qualifications and I hope to hear from you soon.

Best regards,

[Your name]

Sample 4: Follow-Up After Application Submission

Dear [Hiring Manager’s name],

I hope this message finds you well. I am following up on my recent application for the Digital Marketing Associate position at XYZ Company to express my continued interest in the said position. I am enthusiastic about the position, given my experience and qualifications, and I am very curious to learn more about the next steps in the process.

If there is any additional information needed from my end, please let me know. This job opportunity aligns with my professional goals and experience, and I would love to contribute value to your digital marketing team.

Thank you for the chance to apply, and I hope to hear from you soon.

Best regards,

[Your name]

Sample 5: Request for Salary Negotiation

Dear [Hiring Manager’s name],

Thank you for the offer of the position of Marketing Manager at ABC Company. I am very excited about the job opportunity and I would like to discuss some options regarding the salary offer.

In light of my experience, industry standards and other job offers, I would like to request a salary negotiation. I believe I am qualified for a higher salary that duly compensates my broader range of skills and extensive experience in the industry. I am ready to present my case and provide evidence to support my salary appraisal.

Please let me know if this is possible and we can set up a call to discuss the matter in more detail.

Thank you for your time.

Best regards,

[Your name]

Sample 6: Referral of a Candidate

Dear [Hiring Manager’s name],

I hope this message finds you doing well. I am writing this email to recommend [candidate name] for the open position of Account Manager in your organization. I have known [candidate name] for over four years during our work at XYZ Company, where [he/she] served as a Sales Manager. [He/she] has excellent communication skills and [is] adept in handling customer relations and closing deals.

I believe [candidate name] would be able to make significant contributions to your team and align with the organizational culture and values. [He/she] has shown great professionalism and expertise in handling key accounts, and [I am] confident that [he/she] would excel in the role of Account Manager.

Please let me know if you have any questions or need additional information regarding [candidate name].

Thank you for considering [him/her], and I hope to hear back from you soon.

Best regards,

[Your name]

Sample 7: Decline Job Offer Politely

Dear [Hiring Manager’s name],

Thank you for offering me the position of Marketing Specialist at ABC Company. I appreciate the time, effort, and consideration extended to my application. While the position aligns with my professional goals and experience, I have made the difficult decision to decline your offer.

My current circumstances compel me to take up an opportunity in my existing organization that aligns with my long-term goals. I want to assure you that this has been a well-thought decision, and I take no pleasure in turning down such an excellent opportunity.

Thank you again for considering me, and I wish the organization all the best in its future endeavors.

Best regards,

[Your name]

Tips for Sending Job Applications via Email

Sending job applications via email can be an effective way to apply for a job. However, with so many applicants vying for the same position, it is important to make sure that your email stands out. Here are some tips to help increase your chances of getting noticed:

  • Customize your email: Avoid sending generic emails to prospective employers. Instead, take the time to customize the email to show that you have done some research about the company and the position. Address the email to the right person and make sure that you have spelled their name correctly.

  • Use the Right Subject Line: The subject line should be clear and concise, letting the recipient know what the email is regarding. It should include your name along with the position you are applying for.

  • Stick to a Professional Format: Avoid using fancy fonts and colors in your email. Keep the format simple and professional. Use a standard font like Arial or Times New Roman, and make sure that the email is easy to read.

  • Include a Professional Email Signature: Your email signature should include your name, phone number, and email address. You may also consider adding a link to your LinkedIn profile, website, or relevant social media accounts.

  • Attach the Right Documents: Double-check that you have attached the right documents, such as your cover letter, resume, and other supporting documents. Make sure that the file names are clear and concise.

  • Proofread Your Email: Typos and grammatical errors can be a major turn-off for prospective employers. Proofread your email thoroughly to ensure that there are no errors. You may also want to ask a friend to read over your email to get a fresh perspective.

  • Follow Up: Consider sending a follow-up email a week or two after your initial email if you have not heard back. This shows that you are interested in the position and committed to getting the job.

By following these tips, you can increase your chances of getting noticed by prospective employers when sending job applications via email.

FAQs about Sending Application through Email

What should I include in the email subject line when sending my application?

It is recommended to include the job title and your name in the email subject line to make it easier for the recruiters to identify your application and prioritize their response.

What file format should I use when sending my application?

The preferred file format for sending your application is PDF, as it preserves the formatting and ensures that your resume and cover letter appear professional and consistent across all devices and software.

Should I attach my resume and cover letter separately or in one document?

You should attach your resume and cover letter as separate PDF files, labeled with clear and descriptive names such as “JohnSmith_Resume.pdf” and “JohnSmith_CoverLetter.pdf”.

When is the best time to send my application through email?

You can send your application through email during regular work hours on weekdays, usually from Monday to Friday between 9 AM and 5 PM, to make sure that the recruiters receive it at a convenient time and can respond promptly. Avoid sending it during weekends or holidays.

Should I personalize my email message when sending my application?

Yes, you should always personalize your email message when sending your application, addressing the recruiter by their name and referencing the job title and company to show that you have done your research and are genuinely interested in the position.

What should I do if I do not receive a response after sending my application?

If you do not receive a response after sending your application through email, you can follow up with a polite email message after a week or two to inquire about the status of your application and express your continued interest in the position.

Can I send my application through email to multiple recipients?

If you are applying for a job that has multiple recruiters or departments involved in the hiring process, it is acceptable to send your application through email to multiple recipients, as long as you personalize each email message and avoid spamming or sending mass emails.

Happy emailing!

Thanks for taking the time to read this article about sending applications through email samples. We hope you’ve learned something and have some great insights to help you with your next job search. Remember, persistence and a strong email can often make the difference between landing your dream job or getting passed over. So, keep trying, keep practicing, and keep pushing forward. And remember, we’re always here to help with more tips and tricks in the future. Until then, happy emailing!