How To Write a Job Vacancy Email (With Tips and Examples)

Updated March 10, 2023

Writing a job inquiry email to a company is one of the most efficient ways to be proactive in your job search. Writing an inquiry can help you land an interview with a company without submitting a formal application. If you intend to write a successful job inquiry email, you will need to know what to include and how to structure your content properly.In this article, we will discuss why inquiry emails are important and how to write them, and look at some successful examples.Related: 20 Ways To Start an Email

Why is it important to write an email asking for a job vacancy?

Although hundreds of jobs are posted to online job boards and recruitment websites every day, not every job available in your area can be found using a search engine. Some companies fill the majority of open positions by promoting internally or by scheduling interviews based on employee referrals. In today's job market, you may need to take the initiative when it comes to finding the job you want with a company you respect.To do this, you will need to be aware of job openings before they are advertised to the public. This is only possible if you are willing to reach out to a company's hiring department or office manager and ask about any career opportunities. One of the most efficient and non-intrusive ways to do this is by sending an email to a relevant member of the company's staff. Chances are if your email has a professional tone and well-written content, you will make a good impression that could potentially lead to an interview.Related: Formatting Your Business Letter

How to write an email asking for a job vacancy

To write a successful job inquiry email, you should know what you need to include and how to structure your content. Here are our suggestions for how to write an email asking for a job vacancy:

1. Find the right recipient

The first step in sending a job inquiry email is knowing who to send it to. Research the company using their website or any other publications. Review their list of personnel and determine the best person to contact. Typically, this will be a hiring manager, office manager or member of the human resources staff. If you are interested in working for a small business, you might even contact the owner directly.

2. Introduce yourself

At the beginning of your email, introduce yourself and state your intentions. Since your reader may be quite busy, it is usually best to inform them of what to expect from your email as quickly as possible. In a few sentences, explain who you are, why you are contacting them and what you hope to accomplish. The content of these sentences will serve a similar purpose to a resume objective statement by giving your reader a concise understanding of where you are in your career journey.

3. Outline your experience and skills

Next, you will begin promoting yourself as a valuable potential employee. To do this, you will need to briefly list your qualifications. This may include your educational degrees, your hard and soft professional skills and your previous work history. This should look like a condensed and easily readable version of your resume. If possible, tailor this information to suit the specific company by using relevant keywords.

4. Politely ask for a meeting

In the final section of the email, you will need to politely and professionally request a meeting to discuss a possible career opportunity. Be sure to express your genuine interest in the company and your reasons for why you want to work with this team. To conclude, you might mention that you intend to follow up your email with a phone call in a few days.Read more: How To End an Email (With Examples)

Job vacancy email template

We have included a job inquiry email template that you can use to help structure your email:Subject: [Inquiring about job openings]Dear [Mr. or Ms. Name],My name is [Your name] and I am [a recently graduated college student/industry professional with ten years of experience, etc.]. I am a long-time admirer of [Company] and the incredible work that your team does in this community. I believe my professional skillset and my previous experience working as a [job title] could make me a valuable asset to your organization, so I am writing to inform you of my interest in pursuing a career at [Company].I admire the values and mission of [Company/Organization] and I have been following the reports of your CEO's success for several years. The company's dedication to providing a quality product and your team's commitment to giving back to the community is unparalleled in the industry.I have been able to gain valuable experience in [insert industry or field] by working as a [job title] at [Previous Employer's Company] for the last five years. After graduating with a Bachelor's Degree in [Field of Study], I was privileged to land an entry-level position at [Company Name] where I worked for two years, honing my [relevant skills] and learning to navigate a professional environment. While I was there, I was able to [insert specific professional accomplishments]. In 2015, I was allowed to relocate to Chicago and take a new position with [Company Name]. I took on all the responsibilities associated with being a [job title] and spent the next three years improving my [insert specific skills], gaining valuable experience with [industry-related tasks] and growing as a professional.If possible, I would like to schedule a time to meet with you to hear your opinion on whether or not my skills and capabilities could be of use to [company] and to discuss any possible job openings that are available in the organization.I intend to call your office on [specific date and time] to follow up if I have not heard back from you by then. I greatly appreciate your time and consideration, and I look forward to meeting you.Sincerely,[Your name]
[Your phone number]
[Your email address]

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Job vacancy email example

Here is a fictional example of what a successful job vacancy email might look like:Subject: Inquiring about job openingsDear Mr. Hanes,My name is Elizabeth Gillis and I am a recent graduate from the University of Brightchester. My former professor, Dr. Elise Adams, strongly encouraged me to contact you to inquire about job openings in your administrative department.I graduated this past May with a Bachelor's Degree in Business Administration. Dr. Adams was my academic mentor and she encouraged me to pursue my career goal of working in the publishing industry. I have been a consistent buyer of Earnest Hill books since I was in elementary school. It wasn't until recently that I was made aware of the company's outstanding success and the stellar reputation your executive team has in the publishing world.I can think of nowhere else I would rather use my skills to contribute to an organization's continued success. While in school, I studied coursework that covered professional communication, writing for business, team management and many other highly relevant topics. I maintained a 3.6 GPA and above for the entirety of my four years.According to Dr. Adams, I am intelligent, resourceful, reliable and a quick learner. I am committed to achieving excellence in everything that I do, professionally and personally. I pride myself on my determination, patience and my ability to self-motivate. I have ample experience working as a part of a team and autonomously.I am proficient with a variety of administrative tasks, including printing, copying, answering emails, filing documents and answering phones. I am also skilled with Microsoft Office and Google Office applications and software.I would truly be thrilled to have the opportunity to use my skills working for Earnest Hill. I am immensely grateful for your time and I hope to hear from you very soon.With regards,Elizabeth Gillis
Phone: 313-555-1234
Email: GillisEliz92@example.com