over 4 years ago - Sharifua Kato

How To Write a Proper Job Application Email? [With templates]

How To Write A Proper Job Application Email

How To Write a Proper Job Application Email? [With templates]


Applying for a job can be a difficult and a daunting task for anybody especially for those who are young and have just graduated. Some say the most daunting thing about applying for a job is actually sending in the resume.

You probably can relate to the little panic attack that you got after hitting the ‘send’ button when you’ve already emailed your resume to a potential employer.

Nowadays, in this era of digital transformation, nobody uses traditional mail anymore to send in their job applications (although sometimes it might be a good differentiator form other candidates).

The rise of new technologies has changed the way how candidates communicate with employers. Social media, job hunting websites, and not to forget the use of email as a standard of sending job applications.

So, because on a daily basis we receive many applications, we decided to share a few tips to help you with your next application email.

What is job application email?

It’s an email that provides complete information about your experience and skills to a recruiter or a hiring manager in a quick or simplified manner. It is a unique way to convey your interest in a particular job in an organisation.

How to make your email stand out from the crowd?

Hiring managers receive a ton of emails every day. Many job application emails are so terribly written that hiring managers do not even bother opening any attachments. So here are a few suggestions to improve your next application email:

1.   Proper email subject line

To make your email appeal to the eyes of the hiring manager, include your name and the job title you are applying for in the email subject line. They receive so many emails and by doing this, you make their work easier.

2.   Correct salutation

Address your email to the specific person who can be determined by reviewing the company’s website, LinkedIn pages or calling the front office to ask whom should you address in the email.

If for some reason you cannot determine the ideal receiver of your application you may generalize the salutation by saying, “Dear Hiring Manager” or “Dear Recruiting Manager” or “Dear Human Resources Manager”.

3.   Keep it short and simple

Keep it brief and just write relevant content about you and why the job is suitable for you. Nobody wants to read a lengthy email with irrelevant content.

4.   Correct format

Neat and organised job application email significantly increases the chances of it being read by the employer. Do not forget to leave proper space between paragraphs and make sure it’s free from grammatical errors.

A job application email might be the first thing for an employer to build an image of you and proceed to look at your resume. It explains to the hiring manager what makes you a potential candidate for the job vacancy. It also gives an insight into why are you interested in the job vacancy, your career summary and how you are keen for the job.

Template 1 - For Experienced Professionals

Subject: Name of Applicant – Name of Position

Dear Mr./Ms. Last Name,

After more than 10 years of continuous progression and achievement, including 5 years in leadership position providing R&D, Engineering & Manufacturing operation, I am ready to take the next step in my career.  As such, I am writing to introduce myself as a strong contender for Japanese based automotive manufacturing engineering manager positions that you may be seeking to fill for your manufacturing-engineering-clients.


While I have enclosed my resume, I realize you are busy, so please allow me just a moment to summarize the qualifications that should make an easy match for your search assignments;


  • Transferable manufacturing industries qualifications combined with extensive experience interfacing with giant automotive players; Honda, Isuzu, Nissan, Toyota, Hyundai, Mitsubishi and Ford, among others.

  • Clear history of progression in roles that include manufacturing engineering management (heading 16 engineers and technician), R&D management in multi-million-ringgit product development initiative.

  • Extensively accomplished transforming traditional manufacturing operation to lean processes continuously driving out cost and inefficiencies to deliver optimal productivity and profitability.

  • Expert background in quality systems including ISO9000 and the automotive-sector specific TS16949

  • Documented history of quantified contribution that include millions of ringgits in cost saving in addition to improve process efficiencies, workplace safety and quality.

As a leader, I am particularly valued for my ability to come into ambiguous and unprecedented situations, serving as both a trailblazer and a change agent to bring teams together, set new standards, and achieve seemingly impossible goals.

Now my goal is to expand my horizons in other company in a similar position. I prefer to be based in Klang Valley or Perak. However, I am available for travel and have strong experience traveling for business purpose. In recent years, my monthly salary range has been in the RM7000 - RM8000 and I hope to meet or exceed that.


Thank you! Please don’t hesitate to contact me if I can answer your questions.



Your Name

Your Address

Your Phone Number

Your Email Address

Template 2 – For Fresh Graduates

Subject: Name of Applicant – Name of Position

Dear Mr./Ms. Last Name,

With all my respect, I wish to apply for the above position. I came across a very exciting position on your job portal that I believe fits me perfectly. I am interested in applying for the position of Software Developer at Shopee. After reading the job description and requirements and matching it with my own experiences, I know that I would be a valuable asset to your organization.

I am currently graduated in Information Technology with Majored in Diploma in Information Technology at University Kuala Lumpur Malaysian Institutes of Information Technology (UniKL MIIT). My current CGPA is

I now want to apply my skills in an e-commerce company like Shopee. As a software developer, I can implement engineering concepts to design innovative and ingenious applications for consumers.

I have gone through a four-month industrial training in IT support at theme park company, Sunway Lagoon Sdn Bhd where I was given tasks to support all the software and hardware problem in the park and
also troubleshoot the problem.

I have attached a cover letter, resume, and certificates for your consideration. Please take a moment to go through them to get a better picture of who I am.

I would love to talk to you in more detail regarding this amazing opportunity at your company. It would give me great pleasure to hear back from you regarding my application.



Your Name

Your Address

Your Phone Number

Your Email Address