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Applying for a Job: Formal Email Writing Techniques & Samples

There is nothing more personal and engaging than a carefully-thought through & beautifully worded email that you can invest your time to draft. This rule applies for all emails you will ever send personally or professionally. Even more so when you are applying for a job. You have the contact details and Email ID of the Recruiter & you wish to send them a job application request. What are the Formal Email Writing Techniques that you can adopt to ensure to catch their attention? Here are some of the most successful techniques followed by a few samples that you can use as templates to customise. 

Formal Email Writing Techniques:

1. Formal & Professional Email ID: 

Begin your professional journey by creating a relevant, to the point, meaningful and user-friendly Email id. We all know how we have created humorous email ids to converse with our friends or to login to Social Media accounts. But this is a different ball game! Create an apt Email ID to send out professional emails to employers and recruiters and that is how you instantly stand out from the crowd. After all, an email ID is your “Digital Face” that will showcase your talent! 

SAMPLE OPTION 1: Name + Initial Letter + Special Characters @Gmail.Com (*If available)

SAMPLE OPTION 2: Name + Surname + @Gmail.Com (*If available)

SAMPLE OPTION 3: Name + City + Special Characters @Gmail.Com (*If available)

2. The Subject Line: Subject line is the first thing that the recipient sees & can determine whether or not they open your email to read. If it looks like a spam-like subject line which is way too generic and with words and phrases that are commonly associated with forwarded messages or confusing long lines of description, chances are that your email may never be read. So, it is the all-important line that you will draft. Let the recruiter know immediately the ‘intent’ of the email. 

SAMPLE OPTION 1: (Your Name**) – For the Position of (Position Name**) in (Company Name**) 

SAMPLE OPTION 2: Email Candidature for the Post of (Post Name**) in (Company Name**)  – (Your Name**) 

SAMPLE OPTION 3: Attached CV for the Position of (Position Name**) in (Company Name**) 

SAMPLE OPTION 4: Applying for the Position of (Position Name**) – (Your Name**) 

3. Salutation: This is where you get as formal as you can get. If you have a generic email ID of a recruiter, then you may not have the details of their first name/last name to address them. You can call the company’s reception/front desk to check if you can get the hiring manager’s name. Also, it is important to note that you use ‘Mr.’ or ‘Ms.’ followed by their LAST NAME/SURNAME, and not their first name. Keep this rule in mind for all formal situations. Here are a few samples. 

SAMPLE OPTION 1: Dear Sir/Madam, 

SAMPLE OPTION 2: Dear Hiring Manager,  

SAMPLE OPTION 3: Dear Mr./Ms (Recruiter’s LAST NAME), 

SAMPLE OPTION 4: Dear HR Team/HR Manager, 

4. First Paragraph:

The first para should be concise & crisp detailing the basic facts about who you are and what you are writing about. Details about your education & the reason you are writing this email can all be part of the first few lines. Also, remember to acknowledge the platform/website or the source of the Job Reference. Don’t forget to mention that you have attached your CV and relevant documents! 

5. Second/Explanatory Paragraph:

If you have a recommendation note from someone, please include it as part of the second para. Include keywords or phrases from the Job you are applying for. Ex: Project Management, Sales & Marketing, Digital Marketing hands-on experience etc… 

6. Third Paragraph – Personal Note/Line:

Continuing the topic about the role you are applying for, here is where you endorse your skills and expertise as the right fit for that job. Make sure to back your claims with solid facts about what you are capable of handling as responsibilities.  

7. Final, Polite Closing Line:

End the Application Email with a polite note saying you are looking forward to hearing a positive feedback from the recruiter. Also, mention the timeline on how soon you are available for joining if chosen.  

8. Email Signature:

Your Final Email Signature can only have short and significant contact details that are vital to the Communication and how recruiters can respond/reach out to you if they find your candidature interesting or suitable for the role. 

SAMPLE: Kind Regards, 

Complete Name, 

Address (If Required Only**) 

Contact Details – Mobile/Landline/Email ID 

LinkedIn Profile URL

Blog URL (If Any)

9. Proofread:

Probably the most important step among the rest is proofreading! This is crucial to Communication. Review your CV and the covering letter twice even before you hit the ‘SEND’ button. 

If this post helped, comment below! Share it with friends and family if you liked it. Happy learning.  

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