How to Write a Professional E-mail for a Job?

E-mail is a very important communication tool in business. It is the most efficient and cost-effective tool for advertising. It is one of the oldest and most popular means of communication due to its attributes like simplicity, accessibility, versatility, security, personalization, interactivity, and high ROI. It is very important to ensure that the e-mails are readable to our recipients. Writing professional e-mails is very crucial to avoid misunderstandings, enhance credibility, project a professional image and build and maintain relationships in a business. Inappropriate and unprofessional e-mails can tarnish the image of the brand. There are also certain email etiquettes which one should follow on “How to write a professional e-mail for a job”. Before we get into the details, let’s first get acquainted with the term.

What is Professional E-mail?

The tone and words used in an email can make or break a relationship in a business. A professional e-mail for a job is a formal email written to a Human Resource executive or a hiring authority for a particular vacancy. The elements of “How to write a professional e-mail for a job” include a proper greeting, a concise subject line, an email body with all the important information, proper grammar, and a clear closing.

The email should have proper spaces between the paragraphs, no grammatical errors, shorter sentences and should be brief and to the point. Protocols related to the structure and style of “How to write a professional e-mail for a job” will enable one to write professionally. 

Why Write Professional e-mail for a Job?

Applications via professional email have to be sent to employers without having automated Application Systems. The email message serves as a cover letter which helps to get noticed by the hiring authority. Writing professionally while applying for a job is very important as one has to portray that one would be a good fit for the organization. As one needs to capture the hiring authority’s interest, one has to be professional and affable.

Do’s and Don’ts of “ How to Write a Professional e-mail for a Job”

Do’s

• One should use formal sentence structure and vocabulary.
•  One should use a clear and concise mail format.
•  One should proofread the email twice or thrice.
•  One should mention the purpose of writing.
•  One should mention the role applied for and the reason for interest in the job.
•  One should mention Qualifications, Education, and skills specific to the job.
•  One should properly label the attachments e.g-name_resume and convert the documents into PDF  format.
•  One should not use a complex email structure.
• The candidate should sound excited and confident about the job opportunity.
• One should intimate the recipient about one’s availability for any further information or assistance.
• If the applicant is planning to follow –up, the date of the follow-up should be mentioned in the e-mail.
•  The applicant should mention one’s contact information.
• An experienced professional should make mention one’s professional experience and how the organization can benefit from it.
• Freshers can make a mention of the knowledge gained in their internships and their education and how they can benefit the company.
• One should mention recent job duties.
• One should read all the directions for applying for a job carefully.
• A follow-up after two weeks should be done after sending out the first email.
• One should customize messages for every job opening.
• One should use a professional e-mail id for sending out e-mails.
• One should send out appreciation for considering your application.
• One should thank the hiring concern for taking out time to read your mail.
• One should frame a concise email with only essential information.
• One can also mark themselves in bcc so that they have a record of the e-mail message.
• One should send a test e-mail to oneself before sending out the final email to the concerned person to see that nothing looks out of place.
• One should reply within 24 hours after receiving an email.

Don’t’s

• One should not use contractions.
• One should not write in capital letters.
• One should not use slang or emojis.
• One should avoid gendered titles if one is not sure of the title.
• One should avoid lengthy and complicated sentences.
• One should not forget to attach the resume, cover letter, and other necessary documents required for the position.
• One should sound over–dramatic.
• One should avoid playful and colored fonts and the use of bold and italics should also be avoided.
• One should not write in uppercase.
• One should avoid the vague subject lines to avoid the chances of the e-mail getting ignored.
• One should never use all caps.

Here are the Best Practices for E-mail Writing

How to Write a Professional e-mail for a Job

Before writing a professional e-mail, one should determine the purpose of the e-mail and the recipient’s call to action. The tone of the e-mail should be concerning the audience for whom the mail is meant. One should address only one subject at a time and only the information relevant to the subject should be mentioned thereof.

Proofreading an e-mail plays a very crucial role in professional e-mail crafting. Proper etiquettes should be used while drafting a professional e-mail. A friendly follow-up e-mail should be accompanied if the recipient hasn’t replied to the main e-mail. 

Salutation

• The job application or the company’s website should be read carefully for the recipient’s address.
• The salutation should be “To Whom It May Concern” when the e-mail is written to someone one doesn’t know by name.
• The salutation should be “Dear Hiring Manager” when applying for a job or Hello” Name of the Recipient” or Good Morning/Afternoon “Name of the Recipient’ should be used.
• The recipient’s first name should not be used.
• Informal greetings should be avoided; a simple Hi or Hello should be used.
• Gendered Language should be avoided.
• Exclamation marks and casual language should be avoided.

Subject Line

• The subject line should summarize the reason for the e-mail and the goal of the communication.
• The exact title of the job being applied for should be mentioned.

Body Paragraph

• The body paragraph should be concise.
• The opening statement should be a Greeting. The opening paragraph should mention where one saw the job posting and on which date. Also, the details of the job one wishes to apply for should be mentioned thereof. One should always try to write simple sentences which are easy to comprehend.
• The middle paragraph should highlight the accomplishments making the applicant a good fit for the job. The achievements of the applicant should support the job description.
• Each paragraph should explain a single point.
• The end of the last paragraph should contain a thank you or a call to action. The applicant can request to schedule an interview. A mention of the follow-up should also be there in the final paragraph.
• The e-mail should be tailored according to the job.
• A mention of the documents being attached like enclosing a resume, cover letter, and other documents required for the job should be there in the email.
• The e-mail body should highlight one’s intention to work in the company.
• Any previous conversation should be given a reference in the email.

Closing

• Closing of the e-mail should contain Thank you, Best Regards, Best, All the Best, kind regards, Sincerely; yours followed by full name, job position, phone no., LinkedIn profile, link to portfolio, etc.
• Also, one can mention things like looking forward to hearing from you, etc. 
• An electronic signature consisting of Name, e-mail address, address, and phone no. should be included at the ending.

Formatting

• The components of the e-mail should be left-justified.
• The information should be provided in the order of the main point followed by background and closing paragraph including action items and closing.
• White space and bulleted points should be used to be information easier to access.

You may also want to know about Writing Business E-mails

Examples of the Wrong and Right Practices of “How to Write a Professional e-mail for a job”

Subject:-

Salutation:-

Tone

E-mail Body Templates of “How to Write a Professional e-mail for a Job”

For Fresher’s

Subject: Name of the Applicant, Name of the Position

Dear Mr./Mrs. Last Name,

I came across the job posting at (xxx) on (xxx). I am interested in applying for the position of (xxx) job reference no. xxx at (xxx) company. My experience and qualifications will help me prove a valuable asset to the company. My (xxx) skills would prove beneficial for the xxx company for the xxx position.

I have attached my xxx documents as per the job’s requirements.

Looking forward to hearing from you.

Thanks in anticipation.

Sincerely

Name

Address

Phone no.

Email Address

Experienced Professional

Subject: Name of the Applicant, Name of the Position

Dear Mr./Mrs. Last Name,

I have xxx years of experience as an xxx at the xxx company. My xxx company is an xxx. I did xxx and my job duties were xxx. My skillsets acquired through the xxx job make me a valuable asset to your company.

I have also worked with Xxx Company for xxx years. I was into xxx job duties. My educational background is xxx.

I have attached the xxx documents for your reference.

I would like to discuss the XXXX. Do let me know a specific time suitable for you.

Thank you for your time. Look forward to hearing from you.

Sincerely

Name

Phone

Email address

Must consider the Online Content Writing Courses to learn the art of crafting a compelling E-mail.

Reference

Subject: Name of the Applicant, Name of the Position

Dear Mr./Mrs. Last Name,

My xxx who is an xxx at your company has recommended me to apply to the xxx company for the position of xxx.

I have xxx years of experience as an xxx at the xxx company. My xxx company is an xxx. I did xxx and my job duties were xxx. My skillsets acquired through the xxx job make me a valuable asset to your company.

I have also worked with Xxx Company for xxx years. I was into xxx job duties. My educational background is xxx.

I have attached the xxx documents for your reference.

I would like to discuss the XXXX. Do let me know a specific time suitable for you.

Thank you for your time. Look forward to hearing from you.

Sincerely

Name

Phone

Email address

Change in Industry

Subject: Name of the Applicant, Name of the Position

Dear Mr./Mrs. Last Name,

I have xxx years of experience as an xxx. I am looking for a new challenge. I know the xxx field and I have been practicing it for a while now. I want to apply for the position of xxx and promise to deliver exceptional results.

I have launched xxx in my previous company and helped them attain their xxx goals. I have the required expertise to take the organization to a higher level.

I have attached the xxx documents for your reference.

I would like to discuss the XXXX. Do let me know a specific time suitable for you.

Thank you for your time. Look forward to hearing from you.

Sincerely

Name

Phone

Email address

Follow –Up Email

Subject: Name of the Applicant, Name of the Position

Dear Mr./Mrs. Last Name,

This is concerning the conversation dated xxx. We had a discussion regarding the goals of the company and how my skillsets and qualifications could help the company achieve its goals. 

As discussed earlier, I have worked with Xxx Company for xxx years. I was into xxx job duties. My educational background is xxx.

I have attached the xxx documents for your reference.

Thank you for your time. Look forward to hearing from you.

Sincerely

Name

Phone

Email address

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Follow-up After an Interview

Subject: Name of the Applicant, Name of the Position

Dear Mr./Mrs. Last Name,

Thank you for your time on xxx. It was a pleasure meeting you and learning more about the job responsibilities and the company. My interest to serve the company has strengthened after our conversation.

Do let me know if any additional information is required from my side.

Look forward to hearing from you.

Sincerely

Name

Phone

Email address

Also Read: Email Marketing Strategy

Best Practices for ” How to write a professional e-mail for a Job”

• All the documents like Resumes and cover letters to be sent to the employer should be converted into PDF and properly named. The documents should be sent as file attachments in the e-mail.
• The e-mails should contain a salutation addressing the recipient, paragraphs describing the reason for writing, and qualifications. Also, there should be a mention of when and where the job listing was found. In case there is a reference from somebody, the reference should also be mentioned in the e-mail. The closing paragraph should include contact information and a thank you. The documents attached to the email should also be mentioned in the email.
• The subject line should entail the name and the position one is applying for.
• The signature at the end of the e-mail should include full name, and contact details like phone no., e-mail, online portfolio, and social media profile.
• E-mail should be proofread.

FAQ’s

Q1. How to write a professional e-mail for a job interview response?

Dear Mr./Mrs. Xxx,

Thank you for the invitation to interview for the xxx position. I look forward to meeting you on xxx at xxx in your xxx office.

Do let me know if you need any information before the interview.

Sincerely

Name

Phone

Email address

Q2. How to write a professional e-mail for a job inquiry?

Dear Mr./Mrs.xxx,

My name is xxx. I have great interest in the work your company xxx is doing. I wish to enquire about career opportunities in your company.

I have xxx years of experience as an xxx at the xxx company. My xxx company is an xxx. I did xxx and my job duties were xxx. My skillsets acquired through the xxx job make me a valuable asset to your company.

I have also worked with Xxx Company for xxx years. I was into xxx job duties. My educational background is xxx.

I have attached the xxx documents for your reference.

Do let me know if you have any questions.

Sincerely

Name

Phone

Email address

Q3. How to write a Professional e-mail for a job asking if the job is still available?

Dear Mr./Mrs. xxx,

I am writing to follow up on the status of a job opening in xxx. I ha applied for xxx position xxx days ago via xxx.

I am still very much interested in the position.

For your kind reference, kindly find attached my resume.

Sincerely

Name

Phone

Email address

Q4. How to write a Professional e-mail for a job, if you get an email indicating the job has been filled?

Dear Mr./Mrs. Xxx,

Thank you for your prompt response. I would love to be a part of your prestigious company.  Do let me know if there is an opportunity in the future for which my candidature fits. I would love to be considered again for the company.

Sincerely

Name

Phone

Email address

Conclusion

The article illustrates the templates one can very well use under different circumstances for writing an email for a job. These templates would fit the applicant’s requirement for “How to Write a Professional email for a job”. One should follow the Do’s and Don’t’s of writing a professional email for a job as mentioned above. One should also not repeat whatever is in the resume and the cover letter.

One should only attach documents that are relevant to the subject. Creating an electronic signature would also be very helpful. One just needs to be clear and concise with the email; there is no need to create beautiful sounding words and complex vocabulary. The tips and templates discussed in the above article would help candidates draft an easy to read and understand emails for the hiring managers.