What do we all want when meeting a potential employer?
That’s correct, we want to make a good first impression.
Whether we’d like to admit it or not, human beings make snap judgments about people.
As we’re in the digital age, our first impression of someone may be online. For job seekers emailing resumes, you need a great first impression. You won’t get a second chance!
When emailing a job application, there are some key elements that will capture employers’ interest and land you that job interview:
Emailing Your Resume
If you can identify the email recipient’s name from the email address, this helps your job search. That name is the salutation in your email.
A critical point to emphasise is that the employer’s email address should be the very last item you insert. Reason being, it is very possible to accidentally hit ‘Send’ while typing. Worse, you spot grammatical errors or forget to attach documents. To avoid these calamities, leave the address bar blank until the email has been finished, edited, proofread and all relevant documents have been attached.
What Should the Subject Line Say?
The subject line is of monumental importance because it’s the first thing employers see when your email gets delivered to their inbox. Subject lines must clearly state the purpose of the email. Sometimes, in the job advertisement, employers may specify what to say in the subject line and how it should be structured. In these instances, follow their specifications.
If no specification is given, a good example would be to include your name (first and last name only), followed by, ‘Application for ____________’ (whatever the job title is). As always, ensure your subject line is grammatically sound. You do not want your first impression to be poor spelling!
How to Write a Job Application Email?
When crafting the body of your email, it is essential to speak to the employer in a way that is professional, assertive and easy for them to remember you.
Start your email with a formal greeting using the persons first name. Stating the person’s name will allow you to stand out in a sea of nameless, bland emails. It signals to the employer you took the extra initiative to personalise the email. This comes across more authentic.
You can also choose, unless otherwise stated in the job advertisement, to paste your cover letter within the body of the email or leave it as an attachment. If the advertisement states, “Please address your resume and cover letter to….”, then leave it as an attachment.
In your introductory paragraph, identify who you are, the position you are applying for and where you saw the ad. In your second paragraph, the focus must come off you and onto the employer. Detail in three to four sentences what made you decide to apply for this position – what attracted you to the company? Why do you see yourself in this position?
Finally, state very clearly, why would you be a good fit. What is the number one skill or value added you would provide?
Your final paragraph closes by referring to your attached resume and cover letter. Thank the employer for their time and consideration in reading your email and accepting your application. Inform them that you would be happy to provide additional information if needed. Also, that you look forward to hearing from them, and a potentially beneficial mutual working relationship.
You can close off with a ‘Thank you’ followed by ‘Warm regards’ or ‘Sincerely’. Finally, include your name and a contact number for easy reference.
How to Format Your Attachments
Don’t forget to attach your documents or you risk tarnishing your first impression by looking absent-minded or hasty. Sometimes the job advertisement specifies whether to send your resume as a PDF or Word document. If no specification is given, always choose PDF.
When emailing your resume, it is always better to provide a PDF format, as it would prevent anyone from tampering with your information. Furthermore, some employers may use an older or newer version of Microsoft Office than you. Several formatting features of your resume template may become distorted or compromised on their end. Using a PDF format eliminates this. Your format and information will be unedited and preserved on a desktop, laptop, mobile or whatever device they use.
Errors to Avoid when Emailing your Resume
- Grammar & Punctuation – If your email is laden with errors, it hurts your credibility. The employer will assume this is the level of quality and professionalism this job seeker will be providing to their clientele. This may turn the employer off to the point where they may not even open your resume and simply move on to the next applicant!
- Email – The email you choose to send the application must reflect your professionalism. Sexy, raunchy or comical names risk sounding frivolous or inappropriate. The email address you choose should be your name, or a slight derivative, if you have a common name.
- Tone – In your job search, write as naturally as you speak. This is a formal application, but a little personality can go a long way. Use clear language and a mix of short to medium sentences when writing. Maintain a conversational tone, as when you’re speaking to someone face-to-face to maintain a sense of approachability.
It is also a good idea to forward to a friend to read and ensure everything looks and sounds appropriate. Doing so may also help to spot errors previously overlooked.
- Font – You want this first impression to be as professional as possible. Stick to basic black font – Arial or Calibri size 11. No bold, italics or underline needed.
Job Application Email Sample
Download the following job application email can be used as a template and edited to fit your job search:
Good Day Mr/Mrs/Ms___________
My name is __________and I am applying for the ___________job position at your company as advertised in___________.
I am applying for this position because________ (why do you want this job). Additionally, I would love to be a part of your team given that___________ (why you want to work in this company). I firmly believe I can be an asset to your organisation because I can offer you__________________________ (what skills/capabilities you have to offer) to perform my duties well and contribute to the success of your organisation.
Please see my attached resume and cover letter. I look forward to hearing from you and thank you again for your time and consideration.
Warmest regards
(Your name)
(Your contact)
