how to write mail to hr for job applications

How To Write Mail To HR For Job Applications (with Sample)

Blog Authors | Board Infinity


Applying for a job can be done in a variety of ways. One of the most common ways to apply for employment is via job application email, and it's also your chance to make an excellent first impression on the HR manager.

So, in order to get the job of your dreams, you need to first learn how to write emails to HR for job applications. Given below are a few essential tips to write a successful recruitment email and impress your recruiters.

Email For Job Application

To avoid your email getting deleted without being read completely, you should include everything necessary related to the job in the email. It should include an elevator pitch and demonstrate your interest in the position. When recruiters read such emails, they see if your talents match the job description and what you have to offer. Your job application email is the recruiter's first impression of you. Make sure to get it right.

Elements of an Application Email

1. Subject Line:

As it is the first thing people see, the subject must be relevant. Don't use sentences or phrases in writing your email subject line. Specifically, include your job description. The subject should include your name and job role.

Job Role_Name_ Job Application is the accepted format.

2. Salutation:

If the job description specifies the person vetting the applications, show your knowledge by addressing the right person. Always start with 'Dear' and then either Mr/Ms. If you're not sure who's on the other end of the line, add the salutation as 'Dear Manager.' It is improper to address someone by their first name because it is informal, and you have not yet established a rapport with them.

3. Conclusion & Body:

  1. Keep it brief and clear.
  2. Maintain a professional tone.
  3. In about a few key points, summarize your CV.
  4. Keep in mind that this isn't your resume.
  5. Avoid using colourful fonts and different styles.
  6. Include your phone number and name in the body of the mail. It makes it easier for the hiring manager to reach out to you.

You are not permitted to write in great depth here. Provide enough information for the recruiter to understand your specialization and areas of interest. Request that they look over your CV for any further details. Maintain a simple font (stick to the default font).

4. Mail Attachments:

This is the most significant part of the mail to HR for a job because it contains your resume and cover letter. Remember to include them at the end of the job application email. Make sure to give your attachments an appropriate name that specifies who you are and what the file is. Mention in the email body that you'll be including your resume and cover letter at the end of the email.

Dos and Don’ts for Writing to Hiring Managers

Send the job mail to the hiring manager's email or the company's official email address, as specified in the job description. Make sure you read the job description thoroughly to see if the manager demands a cover letter or if the mail should be sent without one, and so forth. To send a successful mail to HR for a job, keep the following tips in mind:

  • Include a cover letter with your application. It's critical to include a concise cover letter with your CV. This can also be the subject line for your job application email. This will assist you in getting the attention of the hiring manager.
  • Always act professionally. You can't be sloppy or casual just because you're sending your message by email. Before you write your own, review the standards for drafting and formatting job application letters.
  • Examine some examples of email cover letters. To get started, look at some sample email cover letters. Just remember to personalize your message for each job opening. A basic email will not make you stand out from the crowd.
  • Make sure your message is error-free by proofreading and testing it. It's also crucial to compose your message with the same attention and precision that you would a printed letter. Proofread your email and send it to yourself as a test to ensure that the formatting is correct.

Tips for a Successful Email

Avoid writing a long email. Instead, it should be intriguing, convincing, and well-written. Here are some pointers on how to put together your application letter:

  • Make it simple for hiring managers to sift application emails, as they receive a lot of them. In the subject line, include your name and the job title.
  • Create an ideal resume that includes all the information necessary for the job, like your skills, certifications, career objectives, etc.
  • Sign off your letter with a polite closing like "best regards" or "sincerely," then type your complete name.
  • If possible, include an email signature, which is a simple method to provide recipients with contact information.
  • To make it easier for the HR manager to browse over your CV, give a summary of your qualifications and experiences rather than a full description.

Job Application - Email Template

Please personalize this to suit your job description.

Subject line:

Job Role_Your Name_ Job Application

Email Body:

Dear HR Manager,

I am very much interested in applying for the Data scientist position you advertised on (job portal name) recently. My educational qualifications and internship experience match the required job specifications. I would appreciate it if I am given a chance to prove my value addition for this job role.

Kindly find attached my resume and cover letter. It would be a pleasure to discuss this exciting opportunity with you. Looking forward to making this work.

Yours sincerely,

<Full Name>

<Contact Number>


Hiring managers receive a lot of emails every day, so keep the following points in mind if you want your job application email to stand out:

  • Read the job description carefully and include all the information listed in it in your email.
  • Include your phone number, email address, and LinkedIn URL in your email signature to make it easy for the company to contact you.
  • Take the time to demonstrate to the hiring manager how you're a good fit for the job position.

If you want to learn more about interview preparation, check out the Board Infinity's completely free Interview preparation course, which gives you 15 hours of power-packed material to help you get ready for your Placements (or change in career path). It will help you build the right knowledge, skills and attitude for being a step ahead in the selection process and ensure that you are corporate ready!

Interview columnInterview preparationJob SeekersCareersGraduatesPost GraduatesStudents

Blog Authors | Board Infinity

At Board Infinity we have authors leading in their profession sharing their insights, ideas and inspiration. Here influential thinkers, creators, makers and doers are found in one place.