Job Application Email and Follow-Up Email: Writing Tips and Examples

During the job application process, applying for a position and following up are two crucial steps. Email is a professional means of communication that remains essential in the job application process, especially when some companies still rely on email for applications and follow-ups. Even though some companies have online application systems, a formal and professional email demonstrates your seriousness and professionalism in applying for a position. This article will guide you on how to write a formal job application email and a follow-up email after an interview.

How to Write a Job Application Email

Essential Elements of a Job Application Email

Your job application email should include the following:

Steps to Follow When Submitting a Job Application Email

1、Use a Formal Email Address: If you have multiple email addresses, choose the one that sounds the most professional to send your job application email. Ideally, your email address should contain your name and/or surname or initials.

2、Write a Clear Subject Line: The subject line should clearly state the purpose of the email and include the position you are applying for.

3、List and Attach All Relevant Documents: When preparing your application, be sure to include all relevant documents, such as your cover letter and resume. Your full name should also appear in the title of each attached document (e.g., "Lisa - Resume" or "Lisa - Cover Letter"). Attach these documents in PDF format to your email.

4、Compose Your Job Application Email: Write your email in a professional tone and standard formal email style. Start with a greeting, then proceed to state your name, the purpose of the email, and the position you are applying for. The subsequent paragraphs should include your qualifications, work experience, and any other additional information relevant to the position you are applying for. You should also let the recipient know if someone has recommended you to the organization or if you saw the job listing through another platform.

5、End Your Email: Conclude with a closing paragraph that includes your contact information and thank the recipient for their time.

6、Sign-off: A formal email signature typically includes your full name, phone number, and email address.

7、Proofread Your Application: Before sending, be sure to proofread your email to ensure there are no spelling and/or grammar errors.

8、Insert the Recipient's Email Address: To avoid accidentally sending an incomplete email, it is best to insert the recipient's email address only after completing all the above steps and ensuring your email is ready to send.

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Example of job search email

How to Write a Follow-Up Email After an Interview

During the entire interview process, there are various measures you can take to increase your chances of being hired. After the interview, following up with the interviewer via email is a very important way to leave a lasting impression on them. While many people used written letters for follow-ups in the past, email has become one of the most common methods today.

In this article, we will discuss the benefits of writing follow-up emails, explain the steps for writing them, provide some examples, and explore some additional tips for writing effective follow-up emails.

Benefits of Writing a Follow-Up Email After an Interview

Demonstrating proper professional etiquette throughout the interview process is crucial, and follow-up emails are an important part of it. Here are some key benefits of sending follow-up emails to interviewers:

Express gratitude: Interviewers always appreciate candidates who express gratitude for their time and consideration. Make sure to express your gratitude for the interview opportunity in the email.

Provide an opportunity to provide more information: If you felt nervous during the interview and didn't fully answer a particular question, then the follow-up email is an excellent opportunity to clarify or provide more detailed information on topics you discussed during the interview.

Provide another opportunity to leave a lasting impression: After the interview, having another chance to leave a lasting impression on the employer can be very beneficial. The follow-up email provides you with another opportunity to explain why you are the ideal candidate for the position.

How to Write a Follow-Up Email After an Interview

Writing a follow-up email after an interview is an important way to demonstrate your professionalism. Here are some steps to help you craft a professional and effective follow-up email to express your gratitude for the interviewer's time and further leave a lasting impression:

1、Choose an appropriate subject line

The subject line is the core of the email and the first thing the interviewer will notice. Make sure the subject line is concise and attention-grabbing. Here are some examples:

2、Address the interviewer appropriately

Generally, you should start your email with "Dear Mr./Ms. [Last Name]" and then proceed. Only use other forms of address if the interviewer explicitly instructs you to do so during the interview.

3、Start with gratitude

The beginning of the email should primarily express gratitude. Using the word "Thank you" is important, but make sure they are included in complete sentences to clearly express your appreciation. Also, mention the job position discussed during the interview and thank the interviewer for providing you with this valuable opportunity.

4、Explain your follow-up action

In the body of the email, provide detailed reasons for why you are writing this email. Offer specific details about your interview to help the interviewer better recall your meeting. Provide unique details whenever possible and be specific about the topics you discussed during the interview.

5、Emphasize your interest in the job opportunity

Clearly expressing your ongoing interest in the position is crucial. This conveys to the interviewer your willingness to join them even after learning more about the position and the company. Additionally, it demonstrates your determination and excitement about the position, qualities that employers value in new employees.

6、Highlight your unique qualities

As a candidate, you may not be the only one interviewed. Therefore, it's crucial to stand out and convince the employer that you are one of the best candidates. You can achieve this by emphasizing your outstanding skills. Utilize this opportunity to explain in detail how you will use these skills to improve the company and further its goals.

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Follow-up email example

For a better understanding, use these examples of great follow-up emails as a guide when writing your own follow-up emails.

Extra tips for writing effective follow-up emails

Send the email within 24 hours: It's essential to send the follow-up email as soon as possible. If you need to add any missed information or thank the interviewer for their time, you should send the email promptly. It's recommended to send the email within 24 hours after the interview, ensuring that the interviewer receives the information quickly before making decisions.

Keep it concise: Interviewers may be busy, so make sure your email is clear and concise. Keep the email short and to the point, so the interviewer can quickly scan through it. Most importantly, make sure your intent is clearly expressed, making the purpose of the email easy to understand.

Personalize the email: It's important to send personalized emails to each interviewer. Send individual emails to each interviewer, mentioning their name and specific topics you discussed with them during the interview. Doing so increases the chances of leaving a good impression.

Maintain a positive attitude: It's essential to maintain a positive attitude, especially during professional interactions. Emphasize your excitement and eagerness for the opportunity and highlight the significant potential for growth for both you and the company if you were to secure the position.

Proofread your email: Before sending the email, make sure to carefully proofread it to identify and correct any grammar or spelling mistakes. It's best to have a friend or colleague review the email to ensure it's error-free.