10 Job Email Templates To Use (And How To Create One)

Updated July 21, 2023

When you're applying for jobs, employers may ask you to communicate with them via email. Various templates are available to streamline the process of submitting your application materials, following up after an interview and asking for letters of recommendation. Understanding how to properly communicate via email may help you get the attention of hiring managers and improve your chances of obtaining an interview.In this article, we explain how to write a job application email and share templates to help you communicate with employers throughout the hiring process.

How to write a job application email

Here's how to write a job application email:

1. Create an informative subject line

Recruiters often read your subject line first and use it to determine whether to continue reading your email. Consider creating a subject line that clearly highlights the purpose of your email. For instance, if you're applying for a job, an ideal subject line would contain your name and the position for which you're applying.

2. Begin with a respectful and individualized greeting

Use a courteous and respectful greeting such as "Dear" or "Greetings" and address the recipient by name. Even if you've met the person before, including their last name may demonstrate professional courtesy. If you know the person well and frequently communicate with them on a first-name basis, consider using just their first name.Read more: 20 Ways To Start an Email

3. Organize content using a professional structure

Most professional emails include an introduction that elaborates on the subject line to explain the purpose of your message. You can also include a reference to how you know the recipient. For instance, if you're emailing to follow up after a job interview, your intro might include the following sentence:"It was great to speak to you last Friday about the marketer position with your company."The body of the email includes additional details about why you're emailing, such as to ask a question, make a request or provide information. For example, you may provide your list of professional references after a great job interview at the employer's request. Try to make the body of your email informative yet succinct to respect the hiring manager's time.

4. Close with a call to action

Making your request clear and easy to respond to can increase your chances of receiving a response. Consider closing with a call to action that highlights the recipient's desired next step. For example, you could write, "I would like to schedule a time next week to discuss the next steps of the hiring process over the phone." Adding a positive expression of gratitude can make your call to action more compelling.Read more: How To End an Email (With Closing Examples)

5. Include a signature

It's standard practice to sign your professional emails at the bottom. Consider including not only your name but also relevant contact information with each element on a separate line. This information ensures that hiring managers can respond to your call to action.

Sample job email templates

Here are job email templates you can use for different purposes throughout the hiring process:

Applying for an internship

Here's a job email template you can use when applying for an internship:Subject: [Your name] - [Name of position], [Job reference number]Dear [Name of recipient],As a [your student classification] at [Your college or university], I'm interested in interning as a [job title] at [Name of potential employer]. After reading about your organization, I feel that my skills and career goals align with your mission of [company's mission].I'm currently studying [your major] and want to implement the concepts I've learned throughout my education. I also feel that my [relevant experience] would be a valuable addition to your organization. Please consider reviewing my resume and cover letter that I've attached to this email to learn more about my qualifications. I appreciate your time and am eager to answer any questions you have about my application materials.Sincerely,[Your name]
[Phone number]
[Email address]

Entering the workforce for the first time

Here's a job email template you might use if you're a new graduate entering the workforce for the first time:Subject: [Your name] - [Name of position], [Job reference number]Dear [Name of recipient],I recently graduated with a [your degree] from [Your college or university] and am interested in applying my education to [Name of organization]. In particular, I feel that my skills are a good fit for the [name of available position].Despite being new to the workforce, I am qualified for the position because of my completion of [relevant coursework and internships]. I'm eager to continue pursuing professional development opportunities and advancing my career in [your field]. I've attached my resume and cover letter so you can learn more about my qualifications. Please feel free to contact me with any questions, and I look forward to hearing from you.Sincerely,[Your name]
[Phone number]
[Email address]

Inquiring about a job opening

Consider using this template when inquiring about a job opening:Subject: [Your name] - [Name of position], [Job reference number]Dear [Name of recipient],My name is [Your name], and I'm a [insert job title and any personal connections to the company]. I'm contacting you to communicate my interest in the [available job position]. I became aware of the position by [insert research or prior knowledge of the company].I'm confident that my qualifications and experience are a great match for this position. Specifically, I have [insert one to two highly relevant accomplishments not mentioned in the cover letter]. I've attached my resume, cover letter and work samples to this email for your review.Please let me know if you're available to [insert specific ask and time frame]. My name and contact information are below for your convenience.Thank you in advance for your consideration. I look forward to hearing from you.Sincerely,[Your name]
[Phone number]
[Email address]

Referencing an internal contact

Consider using this job email template when referencing an internal contact within the organization to which you're applying:Subject: [Your name] - [Name of position], [Job reference number]Dear [Name of recipient],My colleague [Name of colleague], who is a [colleague's position] at [Name of employer], recommended that I apply to this company for the position of [name of position and job reference number]. [Name of colleague]'s recommendation is an accurate representation of my potential, as [explanation of relationship to colleague].I believe that I'm a good fit for the available position because of [summary of education and work experience]. For a better understanding of my qualifications, please review my resume and cover letter that I've attached to this email. I'm excited about this opportunity and would love to speak with you at a time that works for you. Please let me know your availability and I'd be happy to settle on a time that works for you.Sincerest thanks,[Your name]
[Phone number]
[Email address]

Desiring a career change

Here's a job email template you can use when desiring a career change:Subject: [Your name] - [Name of position], [Job reference number]Dear [Name of recipient],I have [description of your experience in a field] and am in search of a new challenge. I believe my skills would transfer well to your organization if you were to hire me as a [desired job title]. My credentials as a [description of credentials] differentiate me from other candidates and would allow me to [potential contributions to the organization].Please review my resume and cover letter at your convenience. If you would like to learn more about how I could benefit your organization, please contact me so we can determine an ideal meeting time. Thank you for your consideration.Sincerely,[Your name]
[Phone number]
[Email address]Related: How To Write a Career Change Cover Letter (With Examples)

Rescheduling an interview

If you're unable to attend an interview, consider rescheduling as a last resort. This template can help you maintain a professional relationship with the employer and obtain another meeting with them at a better time:Subject: Request To Reschedule Interview With [Your name]Dear [Name of recipient],I'm excited to meet with you about the [name of position] at [Company name]. Unfortunately, unforeseen circumstances require me to ask you to reschedule our interview that was initially on [date and time of initial interview]. I apologize for any inconvenience and sincerely hope that you can reschedule my interview at one of the following times: [dates and times you're available for an interview].If you have another preferred date and time, please let me know, as I'm willing to accommodate your schedule. Again, I'm sorry for the inconvenience and hope we can still meet to discuss the opportunity. Thank you very much for your time.Sincerely,[Your name]
[Phone number]
[Email address]Read more: How To Reschedule an Interview (With Email Templates)

Following up after an interview

Here's a sample email template you can use when following up after a job interview:Subject line: Interview Follow-up - [Your Name]Dear [Name of recipient],I want to thank you for your time on [interview date]. It was a pleasure meeting you and learning more about the [job title] position at [Company name]. Our conversation solidified my sincere interest in this opportunity and my confidence that my prior skills and experiences are a great fit for your needs.Please reach out if there is any additional information I can share to help you make your decision at this time. I look forward to hearing from you.Warm regards,[Your name]
[Phone number]
[Email address]Download Interview Follow-up Template
To upload the template into Google Docs, go to File > Open > and select the correct downloaded file.Read more: Follow-up Email After an Interview: 4 Examples and a Template

Accepting a job offer

Here's an email template you can use when accepting a job offer:Subject line: Job Offer Acceptance - [Your Name]Dear [Name of recipient],Thank you for your recent email offering me the position of [job title]. I happily accept the position and am eager to start. Please let me know what you need from me regarding the next steps. I'm more than happy to provide additional information and answer any questions you have.Sincerely,[Your name]
[Phone number]
[Email address]Related: How To Accept a Job Offer (With Steps, Example and Tips)

Rejecting a job offer

Subject line: Job Offer Response [Your Name]Dear [Name of recipient],I greatly appreciate the job offer you recently extended to me for the [name of position] at [Company name]. Unfortunately, I have to decline the position after careful consideration due to [reason for decline]. Again, I appreciate the offer and am interested in maintaining a professional relationship with your organization.Sincerely,[Your name]
[Phone number]
[Email address]Read more: How To Decline a Job Offer Respectfully (With Examples)

Asking for a letter of recommendation

Consider this template when creating your own letter of recommendation request email template:Subject line: Letter of Recommendation Request for [Your Name]Dear [Name of recipient],I'm in the process of applying for a [job title] position with [Company name]. One of the application requirements is a letter of recommendation from [reference category, such as a former employer], who can describe my qualifications in the areas of [specific content areas]. Since we've worked together for [length of working relationship], I'm confident you could speak positively about my skills and abilities.I would greatly appreciate it if you would write a [required length, if any] letter of recommendation describing my competence in the areas of [areas related to the desired job] and successful experience managing [area of clear strength].The application is due [deadline] that you can submit via [submission requirements from the prospective employer]. I've attached a copy of my current resume and other supporting materials for your review. I'm happy to discuss further or answer any questions you might have. Thank you in advance for your consideration.Best,[Your name]
[Phone number]
[Email address]Related: How To Ask for a Letter of Recommendation (With Examples)

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Job application email tips

Here are some expert tips for sending job application emails:

Keep it brief

Keeping your template and corresponding content brief can increase your chances of receiving a response. Effective practices include setting a desired word count or rereading your email a few times to identify opportunities to be more concise. If you want to include more information, consider adding attachments or links to external pages.Related: 7 Cs of Effective Communication (And Why They're Important)

Use professional language

Consider excluding industry jargon from your email, as the hiring manager may have limited industry expertise. You can also maintain a professional tone instead of using casual language to demonstrate your sincere commitment to the position. Additionally, you can be confident when describing your qualifications and issuing a call to action while remaining polite.Related: A Complete Guide to Effective Written Communication

Make it easy for them to respond

Formatting your call to action so that the receiver can respond with a "yes" or "no" can increase the likelihood and timeliness of receiving a response. In some cases, you might offer several choices to help the employer provide a simple response. For example, you might share the dates and times you're available to help a hiring manager pick a meeting time that aligns with their schedule.

Customize it for the recipient

Consider customizing each email based on the recipient. This personalized approach demonstrates your sincere approach to communication and may increase your chances of receiving a response. One simple email customization technique is to reference the recipient's name, title and organization.

Proofread

Try proofreading your job application email before you send it to further demonstrate your professionalism. This process includes identifying errors regarding spelling and grammar. You can streamline the proofreading process by using online grammar checkers or having colleagues review your email for errors.

Add your attachments

If you want to keep the body of your email concise but have other information you want to include, consider adding attachments. These files provide hiring managers with additional details if they're interested in learning more about you. Examples of relevant attachments include resumes, cover letters and samples of your work.

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