In the fast-evolving landscape of job applications, the traditional methods of applying through portals are now complemented by email submissions. Crafting an effective job application email is crucial, as it serves as your first impression on potential employers. In this article, we’ll delve into the intricacies of writing a compelling job application email, drawing insights from reputable sources like Coursera to provide a comprehensive guide.
What is a Job Application Email?
Understanding the basics is paramount. Sometimes, companies mandate the submission of job applications via email. The job description typically outlines the procedure, specifying materials, email addresses, and even the subject line. Knowing these details is fundamental before you embark on crafting your application.
Essential Components of a Job Application Email
When applying via email, three key components must be meticulously addressed: a clear subject line, a well-structured email body introducing yourself and outlining your qualifications, and the inclusion of necessary attachments.
1. Crafting a Clear Subject Line
Your subject line is the gateway to your application. As per Coursera’s advice, it should explicitly state your reason for writing. If the job description provides guidance, follow it. Otherwise, create a clear and concise subject line, such as “Application: [Position Title], [Your Name].” This sets the tone for a professional and organized application.
2. Including a Thoughtful Salutation
A salutation adds a personal touch to your email. Check the job description for any specific instructions. If none are provided, conduct research on LinkedIn to identify the hiring manager. If all else fails, a generic “To Whom It May Concern” or “Dear [Department] Hiring Team” suffices.
3. Introducing Yourself Effectively
The opening sentence is crucial. Coursera suggests treating it like a resume objective. State who you are, your experience level, and the purpose of your email. If someone referred you, make sure to mention it at this juncture.
4. Turning Your Cover Letter into the Email Body
Here, you have two options: either include an abbreviated cover letter in the email body or paste the entire cover letter. This section serves as your opportunity to showcase your experience, alignment with the role, and any significant achievements.
5. Closing with Precision
As you conclude your email, reiterate your interest in the role and the company. Clearly state the attached documents and express your availability for further steps in the hiring process.
6. Signing Off Professionally
Always sign your email with your complete contact information, including your name, phone number, email, and, if applicable, your website.
7. Attaching the Necessary Materials
Ensure all requested materials, such as your resume, are attached in the specified format. This attention to detail showcases your professionalism.
8. Proofreading for Perfection
Review your email meticulously for any typos or grammatical errors. An error-free email underscores your commitment to detail.
Guidance from Job Application Email Samples
Let’s further illustrate these points by examining two sample job application emails provided by Coursera.
a. Recent Graduate Application
In this example, Kenan Sampson, a recent graphic design graduate, demonstrates a clear structure:
- Subject Line: Application: Junior Graphic Designer, Kenan Sampson
- Introduction: Clearly states the purpose and introduces the applicant.
- Body: Highlights relevant experience and aligns skills with the company’s mission.
- Closing: Expresses availability and includes contact details.
b. Career Advancer Application
Samantha Dent, a senior copywriter with over six years of experience, exhibits a seasoned approach:
- Subject Line: Senior Copywriter Application: Samantha Dent
- Introduction: Provides a professional greeting and introduces the applicant.
- Body: Details significant experience, achievements, and expresses eagerness for career growth.
- Closing: Includes a call to action, attaching a more in-depth cover letter and writing samples.
What to Avoid
Writing a job application email requires careful consideration, as it serves as your initial point of contact with potential employers. While there are best practices to follow, it’s equally important to be aware of common pitfalls and things to avoid. Let’s explore what not to do when crafting a job application email:
- Unprofessional Email Addresses:
- Avoid: Using unprofessional or overly casual email addresses. Email addresses like “partygirl@email.com” or “gamerdude@email.com” can create a negative impression. Create a dedicated professional email address for job applications.
- Generic Subject Lines:
- Avoid: Using generic or vague subject lines. Subject lines like “Job Application” or “Resume” lack specificity and may not grab the recruiter’s attention. Be clear and specific about the position you’re applying for.
- Overly Casual Language:
- Avoid: Using overly casual or informal language. While you want to sound approachable, using slang or informal expressions can make you appear unprofessional. Maintain a tone that is respectful and business-appropriate.
- Ignoring Instructions:
- Avoid: Ignoring any specific instructions provided in the job listing. If the job description specifies certain information to include or a particular format to follow, failing to adhere to these instructions may indicate a lack of attention to detail.
- Generic Salutations:
- Avoid: Using overly generic salutations like “To Whom It May Concern” without making an effort to find the hiring manager’s name. Whenever possible, address your email to a specific person. Failing to do so can make your application seem impersonal.
- Rambling or Lengthy Emails:
- Avoid: Writing excessively long emails. Recruiters often have limited time, so a concise and focused email is more likely to be read. Avoid unnecessary details and get straight to the point.
- Grammatical Errors and Typos:
- Avoid: Sending an email with grammatical errors or typos. Proofread your email thoroughly before sending it. Errors can create a negative impression and suggest a lack of attention to detail.
- Failure to Research the Company:
- Avoid: Submitting an application without demonstrating knowledge of the company. Failing to show an understanding of the company’s values, mission, or recent achievements can make you seem disinterested or uninformed.
- Negativity or Criticism:
- Avoid: Including negative statements about previous employers or colleagues. Maintain a positive tone in your application. Even if you left a previous job due to challenges, focus on what you learned and how you’ve grown.
- Not Tailoring Your Application:
- Avoid: Sending a generic application that doesn’t address the specific requirements of the job. Tailor your email to showcase how your skills and experiences align with the position.
- Overuse of Attachments:
- Avoid: Attaching too many files or large attachments. Be selective in what you include and ensure that your attachments are in the specified format. Large files may be flagged by email systems or take too long to download.
- Lack of Contact Information:
- Avoid: Forgetting to provide your contact information. Include a professional signature with your full name, phone number, and email address. Make it easy for the employer to reach out to you.
By steering clear of these common mistakes, you can enhance the professionalism and effectiveness of your job application email, increasing your chances of making a positive impression on potential employers.
Conclusion
Crafting a job application email is an art and science that demands attention to detail, clarity, and professionalism. By following these guidelines and drawing inspiration from real-world examples, you can increase your chances of standing out in the competitive job market. Your email is not just a formality; it’s your gateway to a potential career opportunity.