8 Key Elements for Crafting a Job Application Email – with a Guiding Example

Crafting a compelling application email is pivotal in making a positive first impression on potential employers.

From a concise yet impactful subject line to a well-structured body that highlights your qualifications, every element plays a crucial role in showcasing your suitability for the position.

In this guide, we’ll delve into the key components of an effective job application email, providing insights to help you stand out amidst the competition

Here are 8 key elements to include in your properly formatted email:

  1. Subject line
  2. Business salutation
  3. Job position in question
  4. Name of the source you used
  5. Description of why you are an ideal candidate
  6. Closing statement
  7. Email signature
  8. Contact details

Let’s address each point individually for thorough clarification and understanding.

Subject Line

The subject line is important because it tells the recipient what’s in your email, and will determine if the hiring manager will open or delete it. Your subject line should be short and to the point.

If the subject line is not specified in job advertisement, use a statement like ‘John Smith Application‘, or ‘Lauren Roberts Application for Marketing Specialist.’ Do not forget to write your name in the subject line

When specified in job advertisement, use the specified subject line

Business Salutation

The safest salutation to use when writing to employers is the term “Dear” followed by the full name of your recipient.

If you have not been able to find any information regarding a specific name, address the recipient by job title, such as “Hiring Manager.

Job Position in Question

Directly under the salutation, you should include a statement that addresses the job you are applying for. Make sure that you name the position correctly to avoid confusing your reader.

Name of the Source You Used

Following your mention of the job position you are applying for, you should address the source where you learned of the position, for example, “that I came across on”

If your source is a current employee, even better, as this individual can potentially act as an advocate and/or professional reference to the employer.

NB: Highlighting this detail may not be crucial, but it could potentially enhance your credibility, especially if the mentioned source is the company’s current employee.

Description of Why You are an Ideal Candidate

This should be a short but impactful statement that highlights your most relevant qualifications that could be applied to the job position in question.

You can view it as a condensed version of your cover letter, such as the following: “I am a former PR specialist with over five years of experience working in marketing and digital media”.

Closing Statement

Your closing statement should be placed on its own line, below the last sentence of your message.

This should be a forward-thinking statement that expresses enthusiasm for further discussion about the job position with the employer, such as “I look forward to hearing from you at your earliest convenience.”

In your closing statement, you should include a closing salutation such as “Sincerely” or “Best Regards.”

Email Signature

An email signature should be placed directly below your typed full name. You can create an email signature easily by selecting an email signature font and size in your email program’s settings folder. You can save it for use in future professional emails.

Contact Details

Below your email signature, you should include your phone number, email address, general location of residency and the link to your website or professional networking page, if applicable. Doing so, provides employees with readily available access to your contact details

Example of a Properly Fomartted Email


[Subject Line:]👉 Idris Stewart Application for Quality Assurance Coordinator

[Business Salutation:]👉 Dear Hiring Manager,

[Job Position in Question:]👉 I am contacting you to inquire after a job opening for Quality Assurance Coordinator that I learned about from your produce transport manager, Molly Clawson 👈[Name of the Source].

[Description of Why You are an Ideal Candidate:]👉 I have attached my resume and cover letter which outlines my 10+ years of experience in assuring the quality of products and produce in manufacturing plants across the United Republic of Tanzania.

[Closing Statement:]👉 I look forward to hearing from you at your earliest convenience.

[Email Signature:] 👇
Best regards,
Idris Stewart

[Contact Information:] 👇
Idris Stewart
Quality Assurance Specialist
Ilala, Dar es Salaam

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