How to Write a Job Application Email: Subject Lines, Body Text and Follow-Up

Many jobs are applied for by email, especially at smaller companies, through recruiters and for direct approaches. The email is the first thing the reader sees, so a clear subject line and a short, specific message make your application easier to open and easier to say yes to. A messy one can get skipped before anyone reads your resume.

This guide covers subject lines, the message itself, attachments and a follow-up. It cannot guarantee a reply, but it removes the common reasons applications get ignored.

Before you write: read the instructions

Check the posting for anything specific: a required subject line, a reference number, the documents to attach, a named contact, a deadline. Following instructions exactly is part of the application. If the posting says "Send your resume and a 200-word note on why you are suitable", do exactly that.

The subject line

The subject line should let someone file and find your email in seconds. Good formats:

• Role and name: Application for Customer Support Executive, Rahul Mehta
• With a reference: Application: Data Analyst (Ref DA-204), Priya Nair
• For a referral: Referral from Sana Khan: Application for Operations Associate

Avoid vague subjects such as "Job", "Resume attached" or "Hello", and avoid all capital letters or exclamation marks.

Who to address

Use the name of the hiring manager or recruiter if the posting or the company website gives one. If not, "Dear Hiring Team" is fine. Check the spelling of any name you use.

The body of the email

Keep it to three to five short paragraphs or sentences:

1. Why you are writing: the role you are applying for and where you saw it.
2. Why you fit: one or two sentences linking your most relevant experience to the main requirement.
3. What is attached: name the documents.
4. A simple close: thank them and say you would be glad to talk.
5. Your details: full name, phone number and a link to a portfolio or professional profile if relevant.

A template you can adapt

Subject: Application for [Role], [Your Name]

Dear [Name or Hiring Team],

I am writing to apply for the [Role] position advertised on [where you saw it]. With [one line about your relevant experience or skill], I believe I could contribute to [specific goal or area of the team].

I have attached my resume [and cover letter] for your review. In my current role at [company], I [one specific achievement relevant to the job].

I would welcome the opportunity to discuss the position. Thank you for your time and consideration.

Kind regards,

[Full name]

[Phone] | [Email] | [Link if relevant]

Attachments

• Use PDF unless told otherwise, so formatting does not change.
• Name files clearly, for example "Firstname-Lastname-Resume.pdf", not "Resume final v3 (2).pdf".
• Keep the total size small, ideally well under a few megabytes.
• Do not paste your resume as an image inside the email, since it cannot be searched or parsed.
• Mention the attachments in the body so the reader knows to look for them, and check they are actually attached before you send.

Which email address to send from

Use a professional address, ideally with your name. If your current address is informal, create a new one for job applications. If you are applying while employed, avoid using your current employer's email account.

Following up

If you have not heard back, send one polite follow-up about a week after the closing date, or one to two weeks after applying if there is no date. Keep it short:

Subject: Following up: Application for [Role], [Your Name]

Dear [Name],

I wanted to follow up on my application for the [Role] position submitted on [date]. I remain very interested and would be glad to share any further information.

Thank you for your time.

[Name]

Do not send repeated messages every few days, and do not phone unless the posting invites it.

Common mistakes

• Sending a blank email with only an attachment.
• Forgetting to attach the resume, or attaching the wrong version.
• Leaving another company's name from a reused template.
• Writing a long email that repeats the whole resume.
• Using informal language or text-message style.
• Sending from an inappropriate or hard-to-read email address.

Final check before pressing send

• The subject line names the role and your name.
• The greeting spells the recipient's name correctly.
• The email body is under about 150 words.
• The right files are attached and open correctly.
• Your phone number and email are in the signature.

Your resume still does the heavy lifting. Check it with our free ATS resume check first, and read our full cover letter guide if the role asks for a letter. If you are starting out, see our guide for freshers.