job application letter reply

How to Reply to Job Applicant Emails (with templates for suggested responses)

Even in the best of times, a perennial cat-and-mouse problem seems to plague jobseekers - being “ghosted” by recruiters. This can happen after a jobseeker sends in an application or after a few rounds of interviews. Never a pleasant experience for candidates, the radio silence somehow signals that the company doesn’t really care. 

To be fair, can anyone imagine answering emails by the hundreds daily? How thoughtful would those responses be? Auto-generated responses are the best solution. It can be challenging to keep up with hundreds of application emails, which is why small and medium-sized enterprises should utilise automated reply systems to be more efficient.

Not only are they useful for small companies, but they also create a better candidate experienc e for your applicants. Fast responses make applicants feel important. It also gives them a better perception of the company to which they are applying. 

Here is everything you need to know about automated reply tools and templates and why you need them. 

Why is it important to reply to job applications?

Having a stellar reputation is a great way to attract the best of the best into your candidate pool. By giving prompt confirmation of receipt emails, you increase your chances of positive feedback from applicants who could spread the word of their applicant experience. 

Building good rapport also creates a strong image that makes candidates feel valued from the get-go. In short, how you treat potential employees goes a long way in building a strong brand and reputation. 

How do you reply to job applications?

First things first: treat them the way you want others to treat you. Almost every jobseeker has experienced sending out application emails, only to get nothing in response. Or worse, you reply over one month later, and only to tell them that you filled the position. This type of treatment toward applicants is discouraged as it only creates applicant anxiety. 

To make your applicants feel valued, you should always reply by mentioning the following:

Name of the applicant 

The position they’re applying for 

Confirmation of receipt of their application 

Tentative date of when HR will finish screening applications, so they know when to expect a response. (No need to mention interview schedules or recruitment time frame if they have not reached this stage yet)

Contact information of recruiter if the candidate has any questions

Links to your company’s social media accounts and website so the applicant can follow your updates

An overall tone that represents your company culture (are you formal, relaxed, casual?) 

What is a suitable time frame to respond to job applications?

Having a timely job application management system is important. Upon receiving an application in the company email, you should reply within at least 48 hours. It’s even better if you can reply as soon as possible within work hours.

The faster you reply, the more likely the candidate will wait for your next response. No response whatsoever can make an applicant lose interest and seek opportunities elsewhere, thereby making you lose someone with potential.

During the early recruitment stage when you have hundreds of applicants, automated responses can save you plenty of time. It’s only later when the talent pool has narrowed down to less than 10 applicants when more personalized email responses are more suitable. 

What tools should you use to respond to job applications?

The best and easiest automated email response hiring tools for HR? Google and Microsoft. These everyday programs are great HR tools for recruitment tools. Not many people are aware of Gmail and Outlook’s brilliant emailing hacks, so we’re here to show you how to use them. The best part about this? It’s completely free! 

In your Gmail settings, go to the “Advanced” settings and “Enable” the “Templates” function. Now, create a draft email and type in your templated response email. Go to “More Options,” click “Templates,” then save your draft email as a template. Now, whenever you reply to an email, you can go to “More Options” and simply insert your saved email template and adjust the details.

Meanwhile, on Microsoft Outlook, you can do the same thing. Create a draft email, click on “Show formatting options,” and find “My Templates.” Activate the email add-on and create your email template for free. 

These built-in email tools are best for companies handling under 100 applicants. But if you’re very popular, you might just need an autoresponder app or platform. These types of services are generally designed for email marketing, which typically sends out thousands of emails per month, but they can be adjusted to respond to over 100 job applicants. Here are five free autoresponder platforms you can use: 

What templates should you use to respond to job applications?

Here are a few suggested responses for different stages of job applications: 

Application Received Email

Subject: Your application to [Company name]

Good afternoon/evening, [candidate’s name], 

We have received your application for the position of [title]. Thank you for your interest in our company! We are currently in the middle of our recruitment process, and initial screening should be completed by [insert tentative date]. You may expect another response around this time. 

In the meantime, you can learn more about [company] by following us on social media [insert social media links] and our company website [link to website] for the latest updates. You may contact me at [telephone number/email] if you have any questions regarding your application. 

[Your name] [Email signature and contact information] 

Resume Reviewed But Not Considered Email

Thank you for your interest in our company and for taking the time to submit your application. 

We received many applications for this post, and after reviewing all of the applicants, we had to narrow down our search to determine those who would move on to the next stage of recruitment. After thoroughly reviewing your application, we regret to inform you that you have not been considered for the position.

We wish you success in your job search. 

Resume Reviewed, Moving on to Interview Email

Hi, [candidate’s name]!

Thank you for applying to our company. 

After thoroughly reviewing your application, we are happy to inform you that you moved on to the interview stage of your application! 

Please let us know if you are interested in moving on to the next recruitment stage. If so, the following schedules are available for your interview: [Insert three interview schedule options]

[Your name] [Email signature and contact information]

Interviewed But Not Selected Email

Thank you for your interest in our company and for taking the time to interview for this position.

We received many applications for this post, and after reviewing all of the applicants, we had to narrow down our search to determine those who would move on to the next stage of recruitment. After thoroughly reviewing your application and interview, we regret to inform you that you have not been selected for the position.

We appreciate the time and effort you have put into your application and interview, and we wish you success in your job search. 

Interviewed and Selected

We are pleased to inform you that you have passed the interview stage and have been selected to be [company]’s new [position]! We are happy to welcome you to the team and look forward to working with you soon. 

[HR name] will be in touch with you soon to start your onboarding process.

Congratulations, [candidate’s name]! 

Now that you’re equipped with the best practices for email application responses, head over to the JobStreet website to post your company’s job opening.

At JobStreet, we believe in bringing you #JobsThatMatter. As a Career Partner, we are committed to helping all jobseekers find passion and purpose in every career choice. And as the number 1 Talent Partner in Asia, we connect employers with the right candidates who truly make a positive and lasting impact on the organisation. 

Discover Jobs That Matter. Visit JobStreet today.

About SEEK Asia

SEEK Asia, a combination of two leading brands JobStreet and jobsDB, is the leading job portal and Asia's preferred destination for candidates and hirers. SEEK Asia’s presence span across 7 countries namely Hong Kong, Indonesia, Malaysia, Singapore, Thailand, Philippines and Vietnam. SEEK Asia is part of the Australian Securities Exchange-listed SEEK Limited Company, the world's largest job portal by market capitalisation. SEEK Asia attracts over 400 million visits a year.

About SEEK Limited

SEEK is a diverse group of companies, comprising a strong portfolio of online employment, educational, commercial and volunteer businesses. SEEK has a global presence (including Australia, New Zealand, China, Hong Kong, South-East Asia, Brazil and Mexico), with exposure to over 2.9 billion people and approximately 27 per cent of global GDP. SEEK makes a positive contribution to people’s lives on a global scale. SEEK is listed on the Australian Securities Exchange, where it is a top 100 company and has been listed in the Top 20 Most Innovative Companies by Forbes.

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Sample Letter Hub

Reply To Job Application Acknowledgement Letter

By Mubashir

July 16, 2024

A reply to job application acknowledgement letter is a letter that is sent to a job applicant to acknowledge that their job application has been received. It is a way to let the applicant know that their application is being considered.

In this article, we will provide you with some templates, examples, and samples of reply to job application acknowledgement letters. These letters will help you to write a professional and effective acknowledgement letter to your job applicants.

Acknowledgement of Job Application

Dear Hiring Manager,

Thank you for acknowledging the receipt of my job application for the [Position Name] position at [Company Name]. I am grateful for the opportunity to be considered for this role.

I am eager to learn more about the position and how my skills and experience align with your company’s needs. I am confident that I possess the necessary qualifications to excel in this role and contribute to the success of your organization.

I am available for an interview at your earliest convenience. Please feel free to contact me to schedule a time that works best for you.

Thank you again for your time and consideration. I look forward to hearing from you soon.

Sincerely, [Your Name]

How to Write a Reply to Job Application Acknowledgement Letter

Receiving an acknowledgment letter for your job application is a positive sign that your application has been received and is being considered. It is important to respond to this letter promptly and professionally to show your continued interest in the position.

1. Express Gratitude

Begin your reply letter by expressing your gratitude for the acknowledgment. Thank the hiring manager for taking the time to review your application and for keeping you informed of the hiring process.

2. Reiterate Your Interest

Reiterate your interest in the position and the company. Briefly summarize your qualifications and skills that make you a suitable candidate for the role.

3. Address Any Questions

If the acknowledgment letter included any questions or requests for additional information, be sure to address them in your reply. Provide clear and concise answers to any questions.

4. Inquire About Next Steps

Inquire about the next steps in the hiring process. Ask when you can expect to hear back from the company or if there are any additional steps you need to complete.

5. Proofread Carefully

Before sending your reply letter, proofread it carefully for any errors in grammar, spelling, or punctuation. A well-written letter will make a positive impression on the hiring manager.

6. Send Promptly

Send your reply letter promptly after receiving the acknowledgment. This shows that you are eager to continue the hiring process and that you are serious about the position.

7. Follow Up

If you do not hear back from the company within the expected timeframe, it is acceptable to follow up with a brief email or phone call. Be polite and professional in your follow-up, and avoid being pushy.

FAQs about Reply To Job Application Acknowledgement Letter

What is a reply to job application acknowledgment letter.

A reply to job application acknowledgment letter is a letter that is sent by an employer to a job applicant to acknowledge receipt of their job application. This letter typically includes information about the next steps in the hiring process, such as when the applicant can expect to hear back from the employer or when they will be scheduled for an interview.

Why is it important to send a reply to job application acknowledgment letter?

Sending a reply to job application acknowledgment letter is important because it shows the applicant that you have received their application and that you are interested in their candidacy. It also helps to build a positive relationship between the employer and the applicant.

What should be included in a reply to job application acknowledgment letter?

A reply to job application acknowledgment letter should include the following information:

• The applicant’s name
• The position that the applicant is applying for
• A statement acknowledging receipt of the applicant’s job application
• Information about the next steps in the hiring process
• A closing statement

How long does it take to receive a reply to job application acknowledgment letter?

The time it takes to receive a reply to job application acknowledgment letter can vary depending on the employer. However, most employers will send an acknowledgment letter within a few days of receiving the application.

What should I do if I don’t receive a reply to job application acknowledgment letter?

If you don’t receive a reply to job application acknowledgment letter within a few weeks, you can follow up with the employer by sending an email or calling the HR department. However, it is important to be patient, as the employer may be busy with other tasks.

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Application acknowledgement email

Use this application acknowledgement email template to inform job candidates you received their application for one of your open roles.

In your email:

• Thank candidates for taking the time to apply for a role at your company.
• Remind them of the exact job they applied for.
• Mention the status of their application and next steps (e.g. “The hiring manager/ recruiting team is currently reviewing all applications.”)
• If possible, give candidates a timeframe of when to expect hearing back from you.

Application acknowledgement email template

Email subject line.

Thank you for your application / Your application at [ Company_name ]

Hi [ Candidate_Name ] / Dear [ Candidate_Name ],

Thank you for applying to the [ Job_title ] position at [ Company_name ].

I’d like to inform you that we received your [ application/resume/portfolio. ] Our hiring team is currently reviewing all applications and we are planning to schedule interviews [ mention timeframe, e.g. in the next two weeks. ] If you are among qualified candidates, you will receive [ e.g. a call/email ] from our one of our recruiters to schedule [ e.g. a phone interview. ] In any case, we will keep you posted on the status of your application.

Email sign off

Thank you, again, for taking the time to apply to this role at [ Company_name. ]

Best regards,

[ Your name ] [ Signature ]

What should be included in an application acknowledgement email?

Upon receiving a job application, the initial communication with the candidate sets the tone for the entire hiring process. An application acknowledgment email serves as this crucial first touchpoint. It’s essential to start the email with a warm and personalized greeting, addressing the applicant directly by their name.

This simple gesture can make the communication feel more individualized and less automated.

Expressing gratitude is the next pivotal element. Taking a moment to genuinely thank the applicant for their interest in the company and the effort they’ve put into their application can foster goodwill. This acknowledgment not only confirms the receipt of their application but also conveys appreciation for their desire to be a part of the organization.

To help manage the candidate’s expectations, it’s beneficial to provide a brief overview of the selection process. By outlining what the subsequent steps might entail, whether it’s a series of interviews, assessments, or background checks, the candidate gains a clearer understanding of what lies ahead.

Coupled with this, offering a tentative timeline can be immensely helpful. Informing candidates about when they might expect further communication or updates reduces anxiety and uncertainty, making the waiting period more bearable.

Open lines of communication are always appreciated. By providing the candidate with a point of contact, be it an HR representative or a hiring manager, you’re ensuring they have a direct avenue to address any queries or seek clarifications. This openness not only aids the candidate but also reflects positively on the company’s approachability and transparency.

In today’s digital age, data privacy is paramount. If applicable, it’s a thoughtful touch to reassure candidates that their personal and professional details will be treated with the utmost confidentiality, used solely for the purposes of the hiring process.

Concluding the email on a positive note can leave a lasting impression. A brief expression of looking forward to potentially progressing with their application, followed by a professional sign-off, rounds off the communication effectively.

If there are additional resources or materials that might benefit the candidate at this juncture, including them can be a value-added gesture, further enhancing the candidate’s perception of the company.

In essence, an application acknowledgment email, while seemingly straightforward, carries significant weight. It’s the company’s first opportunity to showcase its professionalism, respect for candidates, and its organizational culture.

Frequently asked questions

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Applicant acknowledge ment email: Templates

In the hiring game, prompt and clear communication is everything. From your candidate’s perspective, it can make or break their perception of you and your reputation as an employer.

That’s why it’s important to send applicant acknowledgement emails soon after a candidate has applied for a job. There are multiple ways you can go about writing these messages but no matter what you choose, a templated response will ensure you communicate the right details and that you don’t let candidate applications fall through the cracks.

Read on for tips on how to write a job application response email, and templates you can copy and paste into your hiring software or email client right now. Plus, we’ll go over how to automate your entire application response process. 👇

What is an applicant acknowledgement email & why should you write one?

An applicant acknowledgment email or a “thank you for applying” email is a message hiring managers and recruiters send to candidates to inform them that they’ve received their application and to let them know the status, including the next steps. The application might include a résumé and cover letter and/or answers to the job application form .

An applicant acknowledgement email has a few functions. For one, it communicates where the candidate is in the various stages of the hiring process and if they’ll be moving forward with your company or not.

For example, if a candidate lacks the must-have, non-negotiables in the job description — like a driver’s license for a delivery driver job — you would want to send an applicant acknowledgment email to thank them for applying and let them know you won’t be moving forward with their application. In cases where you would like to move the candidate to the job interview stage, you can also use the “thank you for applying” email to inform them of this.

So, why write an applicant acknowledgement email anyway?

First and foremost, timely communication during the hiring process is the backbone of a positive and memorable candidate experience (we know you wouldn’t be here if you disagree! 😉). Candidates deserve to know that once they’ve taken time to apply to your job opening their application hasn’t gotten lost in the process – and no one likes to be ghosted. Receiving a job application response email shows candidates that your hiring process is organized and that they’re not just a number in your search for a new teammate.

Applying for jobs can be stressful — especially if a candidate has been on the hunt for a while. A simple acknowledgement email can go a long way for a concerned candidate and it gives them peace of mind during their job search.

<div class="inpage-callout-container"><p class="inpage-banner-text">💡 Remember: Strong communication with candidates is more important than ever in today’s tricky job market. Unfortunately, we’re living in a time when candidates are constantly being left in the dust. But when you use kind, respectful and thoughtful communication techniques from the very start of your hiring process (like sending applicant acknowledgment emails), your company is sure to stand out amongst the stiff competition. ✨</p></div>

“Thank you for applying” email templates:

Simple job application response email template.

If you simply want to let candidates know that you’ve received their application and will be in touch soon, use this email template:

Subject line: Thank you for your application at [Company Name] / Your application at [Company Name] Hi [Applicant's Name], Thank you for taking the time to apply for the [Job Title] position at [Company Name]. We appreciate your interest in joining the team and the effort you put into submitting your application with us. Our hiring team is thoroughly reviewing all submissions and are planning to schedule interviews [mention the timeframe]. Please rest assured that we will notify all applicants of their application status and whether they are selected for an interview or not. We genuinely value your interest in joining our team and want to ensure a fair and transparent hiring process for everyone. Thank you once again for taking the time to apply to this role at [Company Name]! Kind regards, [Your Name] [Your Email Signature] ‍

Applicant acknowledgement email template for an accepted candidate

If you’d like to proceed with a candidate’s application and bring them through to the next stage of your hiring process, here’s an email template you can use to do just that:

Subject line: Thank you for your application at [Company Name] / Your application at [Company Name] Hi [Applicant's Name], We were very pleased to receive your application for the [Job Title] position at [Company Name] and we're eager to learn more about you. We’d like to invite you for an interview to discuss your experience, career goals, our company, and explore how this might be a mutual fit. We’ll be sending you an interview invitation [share timeframe] with various dates and times so please keep an eye on your inbox for an email from us. Congratulations on making it to the next stage! We're looking forward to meeting you and learning more about your unique skills and experiences. Best regards, [Your Name] [Your Email Signature] ‍

📣 Use one of our interview invitation templates to invite the candidates of your choice to the next round of your recruitment process.

Job application response sample email template for a rejected candidate

Not every applicant is going to get an interview at your company. After reviewing applications, you’ll want to send an email to the candidates you won’t be moving forward with. Here’s an email template to help communicate the message in a thoughtful and professional way:

Subject line: Your application at [Company Name] Hi [Applicant's Name], First and foremost, we want to express our gratitude to you for taking the time to apply for the [Job Title] position at [Company Name]. We sincerely appreciate your interest in joining our team. After careful consideration, we have decided to move forward with other candidates who more closely match the requirements and qualifications we’re seeking for this role. Please know that our decision was not easy as we received many impressive applications, including your own. We value your skills and experience, and we encourage you to keep an eye out for future opportunities with [Company Name]. We would love to keep your application on file for future jobs that may be suitable for you at our company. If you would prefer that we delete your contact information and application, please let us know. We wish you all the best and thank you again for your application and interest in [Company Name]. Kind regards, [Your Name] [Your Email Signature] ‍

📣 Need more candidate rejection messaging? Check out these professional and thoughtful candidate rejection email templates to help soften the blow.

4 steps to write an application acknowledgement email/letter

When thanking job candidates for applying to an open position at your company, follow these steps to knock it out of the park:

1. Thank your candidate for taking the time to apply

Applying to a job is no small feat. It takes time out of a candidate’s day and a lot of effort to make sure their application captures your attention. Each time you get an application, remember the person on the other end. A great way to show your appreciation for an application is to thank the candidate at the beginning of the acknowledgment email.

<div class="inpage-callout-container"><p class="inpage-banner-text"> 💡 Pro Tip: We’d always recommend using applicant tracking software to send and automate your candidate thank you email process. It ensures that you respond to candidates in a timely manner and it provides them with clarity on the hiring process. Automating this means that you won’t leave any candidates or job applications behind!</p></div>

2. Remind them of the role they applied for and the information they shared

In the subject line or body text of the email, include the role the candidate applied for. This makes the experience for the candidate more personalized and it also is helpful for candidates who may have applied for multiple open roles.

If you used a job application form as part of your application process, hiring software like Homerun allows you to also include the candidate’s application answers in the email. This is really handy because when candidates prepare for interviews, they need to know what they said in their answers. Not all application forms will save and send candidates their responses (for example, you can’t expect this from a Google Form).

📣 MORE: Recruiting email templates to simplify your candidate communications

3. Inform the candidate of their application status

This part of the applicant acknowledgement email depends on how your team decides to approach this type of communication with job candidates. You may want to thank the candidate for applying and mention that you’ll get back to them with the next steps in x days while you review their candidacy. If you can give them a rough timeline, that’s great! You can also choose to let them know you’d like to move forward with them or that you’re no longer considering their application for the job.

If you’ve come to the decision that you won’t be moving forward with a candidate, we’d recommend providing some more context in your email. Let them know why you won’t be conducting a job interview with them or hiring them in a kind and professional way. This transparency informs the candidate’s experience with your company, it helps in their job search and it boosts your company's reputation in the long run.

4. Sign off on an appreciative note

As you would with any email, end your thank you for applying email on a professional and appreciative note. Thank them again for their interest in the role and for taking the time to apply — it’s no easy feat submitting job applications after all. Depending on the rest of the email, you can even suggest they keep an eye on future positions at your company.

Automating your applicant acknowledgement emails

Replying to every single application you receive for an open role is not only time-consuming, but it can be pretty tedious work too! Templates are fantastic for speeding up this process and ensuring that every single candidate who applies has the same, pleasant candidate experience with your company.

Want to take it a step further? Using hiring software to automate applicant acknowledgement emails is a game changer. Automation simplifies updates and follow-ups and centralizes applicant information for better collaboration within your hiring team. With an ATS for small businesses that automates your candidate emails, you can:

• ⏳ Save time and effort for hiring teams: No more manual email composition – the software generates personalized emails instantly, allowing hiring managers and recruiters to focus on more important tasks.
• 📩 Ensure consistent and professional communication: With predefined templates, every applicant receives a polished acknowledgement email, helping you maintain a positive employer brand and deliver a seamless experience for candidates.
• 🥳 Enhance the candidate experience: Prompt acknowledgements show that candidates’ time and effort are valued, even if they don't move further in the hiring process. It leaves a positive impression and reflects your company's clear and timely communication standards.

Add any of these applicant acknowledgement email templates to Homerun’s hiring software and streamline your candidate communications.

New to hiring?

Find out how homerun can help you organize your hiring workflow., related articles, 50 application questions to find the right candidate for every job, a guide to applicant tracking systems (atss) for small businesses [2024], new to hiring start here.

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Thank You for Applying Email

An employee "thank you for applying" email lets job applicants know that their application has been received, and may also set up their expectations for what's next and when they should expect responses. They can also be used to passively screen applicants.

Thank You for Applying Email Template

Download this free thank you for applying email template and start using it straight away.

Thank You for Applying Email Example:

[Applicant Name],

Thanks for taking the time to apply for our position. We appreciate your interest in [company name] .

We're currently in the process of taking applications for this position. We will begin taking interviews [time frame i.e. in the next two weeks] . If you are selected to continue to the interview process, our human resources department will be in contact with you by [date, or estimated date] .

[Your Name]

[Your Position]

That's the basic email. You might want to try out Betterteam's screening email as an alternative. It acknowledges that the application has been received, but it also gets the ball rolling on the hiring process .

The idea is to send applicants 5 questions that take about 20 minutes to answer. This will automatically filter out unmotivated applicants because they won't even bother answering. Furthermore, you'll be able to pick out the good candidates quickly because they've all answered the same questions, making responses easy to compare.

Our sample email includes 5 generic questions that you can use, although we recommend that you tailor them to the particular job as much as possible.

Application Screening Email Template

Download our application screening email template and start using it straight away.

Application Screening Email Example:

[Applicant Name] ,

Thank you for taking the time to apply for our [title] position. Below is a small test we would like you to tackle which should take no more than 20 minutes. This will help us to understand the way you work and also give us some insight into your skills.

• Why did you decide to apply for this job?
• What, in your opinion, is the most important task for this job? Why?
• List the steps you would normally take to do this task correctly.
• What would you do to make your work stand out from the rest?
• Can you give me some examples of how you've done this job in the past, and the results you've gotten? Any numbers would be great.

[Your Title]

Employee Onboarding Process

How do you respond to a job application email?

You thank the applicant for applying in an email that also contains a few screening questions to judge the applicant's level of interest.

How do you acknowledge receipt for a job application?

Also known as an application acknowledgment email, a "thank you for applying" email is a courteous way to thank candidates for their application and can provide further details about interview dates and times.

Should I use a thank you for applying auto response?

Yes, we think so. An acknowledgment gives applicants a good impression of your company. It can also save you from having to follow up with emails asking when applicants can expect to hear back, and checking to see if you received their resume.

Should my company use the thank you for applying email for screening?

We recommend that any company should use a screening email, with one caveat. You'll want to write a really solid job posting that gets potential applicants excited about the job.

How do you end a thank you email?

You can choose to provide details about the interview process and when the candidate can expect to hear from HR, should they pass the screening stage. Alternately, just sign off with your name.

Related Articles:

Employee termination letter, the hiring process, new employee announcement email template, job application follow-up email, thank you email after a phone interview.

Letter Templates

thank you email for job application response

Are you looking for a way to show your gratitude after receiving a response to your job application? Look no further than a thank you email. By sending a thank you email, you can demonstrate your professionalism and express your appreciation for the employer’s time and consideration. Below are some tips, examples, and commonly asked questions to help you craft the perfect thank you email for job application response.

Tips for Writing a Thank You Email for Job Application Response

1. Be prompt: Send your thank you email within 24-48 hours of receiving the response.

2. Keep it concise: Your email should be brief, no longer than a few paragraphs.

3. Express gratitude: Thank the employer for their time and consideration.

4. Reiterate interest: Mention your continued interest in the position and the company.

5. Proofread: Double-check your email for any spelling or grammatical errors.

6. Customize: Tailor your email to the specific position and company you applied to.

7. Keep it professional: Use a formal tone and avoid slang or casual language.

Examples of Thank You Emails for Job Application Response

Thank you for the phone interview.

Dear [Interviewer’s Name],

Thank you for taking the time to speak with me on the phone today about the [Position] role at [Company]. I appreciated the opportunity to discuss my qualifications and learn more about the company’s mission and values.

Please let me know if there is any additional information I can provide or any next steps in the hiring process. I remain excited about the opportunity to join the team at [Company].

Best regards,

[Your Name]

Thank You for the In-Person Interview

Thank you for inviting me to interview for the [Position] role at [Company]. I appreciated the opportunity to learn more about the company and meet with members of the team.

I am particularly excited about the prospect of joining the team at [Company] and contributing to [specific project/department/goal]. Please let me know if there is any additional information I can provide or any next steps in the hiring process.

Thank you again for your time and consideration.

Thank You for the Rejection Letter

Dear [Hiring Manager’s Name],

I wanted to take a moment to thank you for your email informing me that I was not selected for the [Position] role at [Company]. While I am disappointed that I will not have the opportunity to contribute to your team, I appreciate your time and consideration throughout the hiring process.

Please keep me in mind for any future opportunities that may arise at [Company]. I remain impressed with [specific aspect of the company] and would be eager to explore a role that aligns with my skills and experience.

Thank you again for your time and for the thoughtful consideration you gave to my application.

Thank You for Considering My Application

Thank you for considering my application for the [Position] role at [Company]. I appreciate the time and effort you and your team put into reviewing my qualifications and experience.

I remain interested in the opportunity to join the team at [Company] and would be happy to provide any additional information you may need. Please let me know if there are any next steps in the hiring process or if there is anything else I can do to demonstrate my interest in the position.

Thank You for the Job Offer

Thank you for offering me the [Position] role at [Company]. I am thrilled to accept the position and look forward to contributing to the team and the company’s goals.

Please let me know if there are any next steps I should take or any additional information I should provide. I am eager to get started and hit the ground running!

Thank you again for your time and for the opportunity to join the team at [Company].

Thank You for the Follow-Up Interview

Thank you for inviting me back for a follow-up interview for the [Position] role at [Company]. I appreciated the opportunity to meet with additional members of the team and learn more about the company’s goals and culture.

I remain excited about the prospect of joining the team at [Company] and contributing to [specific project/department/goal]. Please let me know if there are any next steps in the hiring process or any additional information I can provide.

Thank You for the Informational Interview

Thank you for taking the time to speak with me about your experience working in the [Industry/Field] and your insights into the [Company] culture and values. I appreciated the opportunity to learn more about your career path and the skills and experience necessary to succeed in this field.

Please keep me in mind for any future opportunities that may arise at [Company]. I am impressed with the company’s mission and values and would be eager to explore a role that aligns with my skills and experience.

Thank you again for your time and for sharing your insights with me.

Frequently Asked Questions

Should i send a thank you email after every job application response.

It is not necessary to send a thank you email after every job application response. However, it is a good idea to send a thank you email after an interview, whether it is in-person or over the phone. This is a chance to express your gratitude for the employer’s time and consideration and remind them of your continued interest in the position.

What should I include in my thank you email?

Your thank you email should express your gratitude for the employer’s time and consideration, reiterate your interest in the position and the company, and invite any follow-up questions or requests for additional information. Keep the email brief and professional, and avoid any casual or slang language.

Do I need to send a separate thank you email to every interviewer?

If you interviewed with multiple people, it is a good idea to send a separate thank you email to each person. This shows that you value their time and input and personalized your message to their specific role in the hiring process.

How soon after the response should I send my thank you email?

You should send your thank you email within 24-48 hours of receiving the response. This shows that you are prompt and organized and can make a positive impression on the employer.

Is it necessary to send a thank you email if I was rejected for the position?

While it is not necessary to send a thank you email if you were rejected for the position, doing so can show that you are professional and gracious even in the face of disappointment. Thank the employer for their time and consideration, express your continued interest in the company, and invite them to keep you in mind for any future opportunities.

Should I follow up after sending my thank you email?

It is generally not necessary to follow up after sending your thank you email. However, if you do not hear back from the employer within a week or two, you can send a polite email inquiring about the status of your application and expressing your continued interest in the position.

Sending a thank you email after receiving a response to your job application is a simple but effective way to demonstrate your professionalism and gratitude. By following the tips, examples, and frequently asked questions outlined above, you can craft a thank you email that showcases your interest in the position and leaves a positive impression on the employer.

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How to write a job application email that gets a reply

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First things first: Collect your candidate information

How to write a job application email in 6 steps, 5 email templates for job applications, your email’s first impression.

Imagine you're surfing a job board and you finally see it: your dream job. 

The adrenaline kicks in, but so does the realization that your first contact with the company sets the stage for your professional relationship. This is your initial greeting, and you need to draft a convincing job application email that shows off your experience and ultimately secures that all-important interview.

In the digital age, a simple email carries the weight of a first impression . Think of it as your digital handshake — firm, confident, and memorable. Crafting that perfect email is an art that opens doors to opportunities and sets the stage for your next career move . 

Your email for job applications isn’t just a platform to showcase your professional development . It’s about giving a holistic view of who you are and how that aligns with a company's core values , even though you have limited space. 

But the ultimate goal is to send in your application, and that means collecting all necessary documents and information the job posting asks for. Before penning your thoughts, make sure you have these essentials:

Cover letter: According to a survey from recruiting software Jobvite, 31% of job seekers want companies to remove cover letters from the hiring process . But even if you fall into this group, cover letters are an important step. Consider them your elevator pitch in document form. 

You’ll accentuate your strengths while expressing your enthusiasm for the role. Double-check your cover letter to tailor it to the job description, highlight your accomplishments, and make it more than a regurgitation of your resume.

• Resume: Your resume represents your professional journey, showcasing your work experience, skills, and educational background. Make sure it’s free from typos and informative without including too much. Remember to choose the right type of resume and rename the file when you attach it, preferably with your full name and the position title.
• Portfolio or work samples: If you're venturing into fields like graphic design, writing, or any other creative domain, make a portfolio that speaks louder than words. It should encapsulate your style, versatility, and expertise. Make sure it’s up-to-date and mirrors the requirements of the job listing. A website-based portfolio might work for some positions, but others could ask for a PDF.
• Additional information: Job postings sometimes come with unique demands. They may want to know about certifications, years of experience, or even niche skills. If the job posting lists any specific asks, provide them. This showcases that you’ve read, understood, and met the criteria, demonstrating attention to detail .

According to an eye-tracking study from job aggregate Ladders, recruiters only spend 7.4 seconds looking at each resume . If you want to make a lasting impression and stand out in the job search , every detail counts. Here’s a guide to ensuring recruiters and hiring managers notice you:

1. Include a clear and concise subject line

Your subject line sets the tone. It's the first thing a recruiter sees and often determines whether they’ll even open the email at all. Make it concise and relevant, incorporating the job title and your name, like “Graphic Designer Role — Alex Smith.” This straightforward approach shows you respect the hiring manager's time and helps you stand out in a sea of vague “job application” subject lines.

Beyond the basic info, consider the things that make the role unique. If the job posting emphasizes a specific skill or requirement, try incorporating it, like “Digital Marketing Expert with SEO Specialization — Jamie Carter.” Remember, clarity trumps creativity in this space, so when in doubt, keep it simple.

2. Write the body of your email

Kick off with a professional yet approachable salutation. “To whom it may concern” works if you don’t have the hiring manager or recruiter’s name. But if you do, personalize it to let them know you’re paying attention. 

The opening paragraph should be your hook. Instead of a generic introduction, dive straight into the reasons why you're the candidate they’ve been searching for. Link your experience and skills with the job description to show you've done your homework. Something like “I am a growth expert with 10+ years of experience” is much more effective than “I am interested in the job you posted.”

After the salutation, it's all about engaging the reader. Share a short, relevant anecdote that connects you to the company's mission or the specific role. If it emphasizes innovation , talk about a time you thought outside the box to pioneer a new method or strategy. Prove you’re not looking for any job: you’re looking for this job.

3. Make a pitch

A pitch isn’t about bragging. It’s about succinctly conveying what makes you unique. Use the body of your email to highlight a couple of key achievements or experiences that align with the role. Maybe you boosted sales by 30% in your last job or led a team that executed a successful project. 

After your initial pitch, tie it back to the company. Explain how your work accomplishments will directly benefit the team. If you boosted those sales by 30%, explain how that experience will transfer over to this new position. Connect your past victories to their future successes. 

You don’t have to write a full cover letter in the body of your email (unless that’s what the posting asks for). Just use the space to further explain your candidacy and motivation .

4. Provide your contact information

Ensure potential employers can easily reach you. Even if you’ve included your contact information in your resume, your email should have your phone number, professional email address, and your LinkedIn profile .

Beyond the basics, make yourself available for follow-up questions or discussions. Offer a time frame when you’re most reachable, like “Available for calls between 2 PM and 4 PM on weekdays.” It not only shows initiative but subtly communicates respect for their time by eliminating back-and-forth scheduling.

5. Rename your resume files

This might sound like a minor detail, but your file names are more important than you think. A resume with a title like “Resume1” or “MarketingCV_final” doesn’t scream professionalism and makes it harder for recruiters to keep track of your docs. Keep it simple with a format like “AlinaJones_ProjectManager” to make your resume stand out .

If you're submitting multiple documents, like a cover letter or a list of references , ensure they all follow a consistent naming pattern. This looks more professional and helps recruiters organize your materials. Think “AlinaJones_CoverLetter” and “AlinaJones_References.” It’s clean and shows attention to detail.

6. Add your portfolio

For jobs where showing beats telling, the quality of your portfolio is critical. Include your portfolio as an attachment or as a link, depending on your preference and what the job posting asks for. Just ensure that whatever you share represents your best work.

In a 2019 study, Mailchimp found that the average email open rate is only 21% — meaning recruiters might not read your email at all. That’s why your application needs to rise above the noise. Save time and write the best application possible with these tailor-made job application templates:

1. Entry-level job application example

You're at the starting line of your professional journey, but that doesn’t mean you don’t have value as an applicant. Your motivation and educational experience can still be enough to show employers you’re a good candidate.

This sample letter can help you express your enthusiasm for the role you’re applying for and showcase the skills and experiences that make you the perfect fit:

Subject line: [Full name] – [Position]

To whom it may concern,

I’m [full name], a passionate [field of interest], writing to express my interest in the entry-level [position] at [company name]. I discovered the role on [job board/company website] and am drawn to it because of [company's mission/vision/reputation].

My educational journey equipped me with [relevant skills], further enhanced by my [previous job] at [other company name]. This experience instilled a passion for crafting innovative solutions that align with [company mission].

I am attaching my resume detailing my qualifications. Thank you for considering my application. 

Sincerely, 

[Full name]

[Contact information]

2. Mid-career job application example

You have a wealth of experience under your belt and are ready for a new challenge. This sample letter will help you articulate your accomplishments and how they align with the new role you’re seeking:

Dear [hiring manager’s name],

I am an accomplished [job title] with [number] years of professional experience. I came across the position at [company name] on [job board/company website], and I'm excited about the possibility of contributing to [company’s project or goal].

My journey in [industry] involves [relevant skills and responsibilities], with significant contributions to companies like [other company names]. I feel confident that my expertise can bring valuable insights to your team.

My resume, attached for your review, provides more detailed information about my qualifications and achievements. I look forward to discussing our mutual goals and aspirations.

[Full name] 

3. Change of field sample job application

Making a career change is daunting, but that doesn’t mean it’s impossible. Your diverse background brings a unique perspective to the table, so use this chance to explain your transferable skills and experience. This sample email will help you highlight your expertise and express your eagerness to enter a new field:

Subject line: [Full Name] – [Position]

Hello [hiring manager’s name]

My name is [full name], and I’m applying for the [job title] opening at [company name]. I saw this role on [job board/company website] and it immediately stood out to me because [company or position details].

Having served as a [previous role], I deeply understand [relevant skill or specialty]. This foundation, combined with my recent experience with [relevant skill or specialty], equips me to [listed job requirement]. I’m ready to offer a unique perspective to your team.

Please refer to the attached documents for a comprehensive look at my qualifications. I'm available for a call this week or next to delve deeper into how my background can be an asset to your projects.

4. Return to workforce

Taking a break from your career is sometimes necessary, and that doesn’t make you a lesser candidate when you decide to return. You don’t have to go into detail about your career break in your application, but it is good to mention so hiring managers know you’re honest and transparent . 

This sample letter will help you communicate your readiness to get back to work and your enthusiasm for the role or industry you’re re-entering:

Subject line: [Full Name] – [Position] Re-entering the [Industry] Scene

I’m an experienced [job title] interested in the open role at [company name]. With a decade's worth of experience with [skill], notably at [other company name], I have a proven track record in executing, delegating, and prioritizing tasks efficiently. I'm prepared to merge my prior expertise with fresh insights for your upcoming projects.

Over the past few years, I took a break in my career, and I’m eager to re-enter the workforce. During this time, I stayed up-to-date on the industry, [subject] in particular, and I’m also [note any accomplishments from your break].

I've attached my resume detailing my journey and accomplishments. Please let me know if you need further information.

5. Recent graduate application letter example

If you've recently graduated and are ready to embark on your career journey, don’t be afraid to state that in your application. Your knowledge is fresh, and that’s an asset. This sample letter will help you highlight your academic achievements and relevant experiences as you express your excitement for the role:

Subject line: [Full Name] – [Degree]

I am [full name], a [year] [degree] graduate, and I’m reaching out regarding the role at [company name], which I found on [job board/company website].

My academic achievements and internship at [previous company] gave me a robust foundation in [relevant skill or specialty]. I'm eager to apply these skills to enhance brand engagement at [company name] while continuing to grow my expertise.

Enclosed, please find my resume and relevant documents. I look forward to discussing how I can contribute to [company project/goal].

Navigating the job market is no easy task, but a compelling job application email can be your ticket to standing out. Remember, it's all about showcasing your strengths, experiences, and passion — so, put your best foot forward and make every word count.

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Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

What are professional references and how to ask for one (examples)

Write thank you letters after interviews to stand out as job applicant, how to create a resume with chatgpt, 4 tips to respond to a job rejection email plus examples, the current unemployment rate and what it means, how to quit a part-time job: 5 tips to leave on good terms, how to quit a job you just started: tips and guidance, how to write a follow-up email 2 weeks after an interview, use severance package negotiation to ask for the compensation you deserve, 3 cover letter examples to help you catch a hiring manager’s attention, how to write a great cover letter in 2024: tips and structure, how to follow up on a job application the right way, how to write an impactful cover letter for a career change, what is a letter of intent examples on how to write one, what is job crafting, why does it matter, and how can you do it, saying yes: how to write an offer acceptance email, how to politely decline a job offer (with examples), stay connected with betterup, get our newsletter, event invites, plus product insights and research..

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Thank You for Responding to My Job Application Guide

This guide will help you write an email after receiving a response to a job application.

How you respond will be dependent on the response you received:

• An interview is being scheduled
• You will not be interviewed
• or there is currently not an open position.

Tip #1:  If you receive an email response immediately after submitting sending your email, it’s very likely an auto-response. I suggest waiting until you get a reply that wasn’t automatically generated before you reply.

Tip #2:  If you are contacted by email to set up an interview, thank the person for choosing you and confirm that the date and time of the meeting works for you. If they give you multiple options, be sure to include the date and time that works best for you.

Tip #3: When you receive a rejection email, you can still respond with a short thank you note.

Regardless of the situation (interview or not), your note can be short, as the main goal is to say thank you and confirm any details.

The example messages below are split into sections for when you are offered an interview, declined for an interview, or when the response is that the position has been filled.

Responding when an interview is set up

Here are a few examples of how you can respond when the company wants to interview you.

• Thank you! I am excited to come in for an interview and will see you on [Date] at [Time]. I am looking forward to meeting you and your team.
• Thank you for your interest in me. I will look forward to meeting you on [Date].
• I can come in for an interview at [time] on [date]. Please let me know if you have any questions before then. Thanks in advance for setting aside time to meet with me.
• Thanks for granting me an interview! I will expect your call at 10:00 AM next Monday for the phone interview.
• Thank you for the interview! I will see you next [Day] at [Time]. If you have any questions for me before then, please feel free to call or email me!

Responding when you are not granted an interview 

Here are a few examples of how you can respond when the company doesn’t want to interview you.

Tip #1:  Being gracious when you are rejected for a position is a good idea. You never know when you might want to apply again or cross paths with someone you interacted with at a different business.

• Thank you for letting me know that I am not in the running for the position. I appreciate that you reviewed my resume. I look forward to applying to other openings in the future.
• I appreciate that you let me know! I will stop sending follow-up emails regarding this position. Have a great day!
• Thank you for taking the time to let me know that I am not being considered for the position. If there is another position that is open and is a fit for my skills, I would appreciate being considered for that position as well.
• Thank you again for considering me. I am grateful that you let me know that I’m no longer in the running. I will move on with my job search.
• Thank you for responding and notifying me that I will not be granted an interview.

Responding when there is not an open position 

Sometimes a company isn’t able to interview you now, but they are willing to keep your resume on file for future open positions.

• Thank you for replying to my inquiry about [topic/situation/etc.]. I am sorry to hear that the position has already been filled. Thank you for letting me know!
• Thank you for taking the time to let me know that you are not currently hiring. Is it okay if I follow up again in 6 months?
• Thanks for letting me know there is not an open position at this time. I appreciate the response and will keep an eye on your website for future openings as [company name] seems like a wonderful place work from what my friends that work there have shared.
• I appreciate your response to let me know that you do not have an open position that fits my resume.
• I am sorry to hear that they are not currently any open positions. Thanks for the response.

Related Posts:

• Thank You Email (or Note) After Interview Examples
• Thank You For Your Response Email Messages

Author: Heidi Bender

Title: writer, expertise: thank you notes.

Heidi Bender is a writer and author who founded Tons of Thanks. She aims to help people write thank-you notes by providing examples and tips. She is the author of She is the author of A Modern Guide to Writing Thank-You Notes.

Application Acknowledgement Letter Sample

Let Your Candidates Know That You Received Their Application

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Application Acknowledgment Letter Sample

Sample candidate rejection letters.

Susan Heathfield is an HR and management consultant with an MS degree. She has decades of experience writing about human resources.

Positive Communication With Job Candidates

Do you need a sample application acknowledgment letter? Here is a sample application response letter for the applicants who apply for your open positions. Use this sample letter to develop your own letters to tell anxious applicants that you have received their application and resume. When you fail to acknowledge your job candidates' applications, you fail your first step as a potential employer.

Starting with this letter that lets your applicants know that you have received their resume and cover letter, you open the door to effective communication with the prospective employees who apply for your jobs.

This response letter is sent at one of the four critical points at which your candidates need communication from you . Rather than letting your candidates think that their application disappeared into a dark hole, or forcing them to try to communicate with you repeatedly, you can reassure them that their application is under consideration.

This is important because customizing a resume and a cover letter to apply for your job posting takes a candidate 30 minutes to an hour. Even online forms take a lot of candidate time. The candidate then waits and waits to learn if he or she was among the most qualified applicants and whether they will be invited to participate in a job interview.

No Acknowledgement Can Spark Dysfunctional Candidate Behavior 

By not sending an applicant response letter, you are asking for all sorts of dysfunctional candidate behavior such as calling you repeatedly to find out if you have received their resume and cover letter. Many candidates feel forced to call your office to make sure that they are under consideration—or to determine for sure that they're not. Who can blame them in a competitive job market for desirable jobs?

Or some candidates send them again, depending on their interest in your posted job, because they don't want to miss out on the opportunity to receive your consideration. These activities double your workload when you have to review repeat resumes and cover letters.

Other candidates might start sending their resumes on colorful paper to catch the employer's eye better. From one employer's memory of a job applicant's desperate measures to get noticed, having to clean up confetti from her desk and the HR office floor did not endear that candidate to her in any way. 

Solidify Your Position as an Employer of Choice to Encourage Employee Referrals

Using the application response letter to communicate with your job candidates maintains your position as an employer of choice . It also helps your employees to function as your candidate recruiting ambassadors in the world and on social media . To be willing to do this, your employees need to be proud of their company brand and of how their employer treats job candidates and employees.

You won't build a successful employee referral program if you fail to respond to your employee referrals. It is also disastrous for you as an employer if your employee asks what their friend heard back and the friend responds, "Not a word."

This letter is your standard applicant response letter for the resumes and applications you receive. Since many of these applications arrive in email, a response via email is acceptable. You can use a standard response for all applicants for any job. You do not need to customize these letters for different positions other than the name of the job.

You can use this application acknowledgment letter example as a model to notify applicants. Download the letter template (compatible with Google Docs and Word Online), or read the text version below.

Application Acknowledgment Letter Sample (Text Version)

Date Name of Applicant Applicant's Address Dear (Use Applicant's Name):

This letter is to let you know that we have received your application. We appreciate your interest in (Company Name) and the position of (Name of Position) for which you applied. We are reviewing applications currently and expect to schedule interviews in the next couple of weeks. If you are selected for an interview, you can expect a phone call from our Human Resources staff shortly.

Thank you, again, for your interest in our company. We do appreciate the time that you invested in this application.

Real Person's Name Real Person's Signature

Example: HR Director for the Employee Selection Team

• See a standard applicant rejection letter that you use to respond to applicants who are not as qualified as the applicants you decide to interview.
• Find out more about writing job candidate rejection letters .
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Email template – thank you for your application!

• Email template –...

Do you send a reply to candidates informing them that you’ve received their application? Or are they left in the dark until a standard rejection arrived, telling them that the position has been filled by someone else.

When you recruit using an ATS (Application Tracking System) feedback or confirmation doesn’t take long, and it leaves a lasting positive impression on candidates.

Feedback or confirmation are important to keep in mind for a good candidate experience, and you are welcome to use this template as a guide to get started.

When was the last time you applied at your own company?

How would you like to be treated when you apply for a job? To live in uncertainty whether the application was received? To not hear anything at all from the company until a month later when you see a new email in your inbox with the rather dull wording “Thank you for your application. The position has been filled.” as the only, and final, communication.

No matter if your company struggles with large volumes of applicants, or search to find any at all, it is important that each and every candidate feels well treated. Contact, feedback or a simple confirmation of submitted application will influence how the candidate feels about you as a potential employer. In turn, it may also affect your employer brand, reputation and in the long haul if other candidates will choose to apply at your company.

creating a better candidate experience has to do with how you communicate with candidates and potential applicants.Confirming that the application has been received, even if it’s a simple auto reply, is the most basic step towards creating good rapport with the candidates. And with that, a better candidate experience.

Replying to candidates

In the confirmation email you should include:

• The name of the applicant (if possible) and what position they’ve applied for
• Let them know that their application has been received
• Explain the recruiting process
• Will interviews be conducted at any specific dates?
• How long is the recruitment expected to take?
• When and how till candidates know if they’ve not made it through to the next round?
• Contact information to the recruiter in charge in case the candidate has any questions
• Try expressing the company’s culture or personality
• Links to social media
• Write with a tone representative of your organization

Save time using automated responses and templates

Are you in the early stages of the recruitment it’s quite alright to use a general template. Later stages of the recruitment should be more personalized and preferably contain feedback from the interview.

Depending on how many candidates have applied you can either create a very general template where you can basically send out an auto reply as is, or a bit more personalized version with the candidate’s name.

Hint! Recruiting software can be a huge help for sending out personalized automated emails.

Email template thanking for the application

Subject: Your application to [ Company name ]

Hello [ candidate’s name ],

We’re received your application for the position of [ title ]. [ Short description of the recruitment process ]. You can read more about us on our company career page [ link to career page ] or follow us on social media on Facebook [ link to company Facebook page ] and Instagram [ link to company Instagram page ] to get the latest updates.

If you’ve got any questions you’re welcome to contact me at [ telephone number and/or email address ].

Regards, [ Your name Email signature and contact information

Personalized email templates for a bit of inspiration

Show a bit of personality! Just as companies use logos and colors to express their brand, written text and choice of words show company character and personality. Customize the email template with words, expressions and explanations that suit the tone of your business.

A few inspirational examples:

Informal and personal tone for applications to a specific position:

Hi [ candidate’s name ]! We’re thrilled that you’d like to join us here at [ company ]. We’ve now got your application that you sent us about [ position ] and since we have a look through applications as they come in, we’ll be in touch next week if we’d like to meet you for an interview. Unfortunately, days are short and applicants are many so we won’t have time to meet everyone. If don’t feel we’re a match [ name of recruiter ] will let you know by email. Keep in touch on Instagram and Snapchat!

Formal tone for anyone who’s applied for a specific position: 

Hello. This is a confirmation that we have received your application. You have applied for the position of [ title ]. The last date of application is [ last date of application ] after which we will start going through all applications. We will let all applicants know if they are put through to the interviewing round or not. More information about our recruitment process is available at this page [ link to career page ]. Thank you for your application, and have a nice day.

General confirmation for any application:

Hello! We always look forward to go through applications of great people who’d like to work with us at [ company ]. Thank you for applying for a position with us, and here’s a confirmation that we received your application. One of our recruiters will contact you shortly to let you know about the status of your application.

A template will help you, and so will this checklist

Figuring out good email templates to send to candidates throughout the entire recruitment process is an excellent way to improve the candidate experience. Another crucial piece in attracting talent and ensuring a positive impression of your company is the job ad itself.

Download this free checklist for checking your job ads to make sure that you've remembered to include all the information applicants want to know before applying.

With recruitment as his main topic he has been writing numerous articles the last couple of years - on everything from trends and employer branding to digitalization of recruitment and optimizing the processes.

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Nov 9, 2022

How to write a professional job application email with 6 samples and templates

Your email can make or break your job application. Here we explain the process for writing an effective email for a job application.

Lawrie Jones

Table of contents

So, you’re looking for a job and you know that a critical part of your success will be your email application.

In this guide, we explain the process for writing an effective email for a job application. We don’t stop at the first application but provide examples of several follow-up emails for job applications after no response here .

Follow the advice, and you’ll stand the best chance of getting the job of your dreams (or something to fill the time until that comes along).

How to write an email for a job application

The average recruiter receives 250 applications for each post and spends no more than 7 seconds scanning your message (about the same time it takes to tie your shoes).

The key to success is standing out. That doesn’t mean trying to be witty or wacky, but being a pro is the same process you must use through all job application follow-up emails.

What you need to apply to a job via email

Let’s clarify what a job email is. It’s not a cover letter or a CV but a mechanism to deliver them.

Some people don’t bother to spend much time on an application email but get your application email wrong, and the recruiter may not even bother to read your resume or open your application letter.

Why? Because if they’re dealing with 250 responses, they’re actively looking for reasoning to exclude applications – so don’t let that be you!

Each recruiter has their own application process, but there are some pretty standard things that you’ll need to include with every application, including:

• Cover letter
• Work samples (optional, but a nice extra!)

Here's a brief explainer if you don’t know what these are.

1. Cover letter

Your cover letter is a formal part of the application process where you introduce yourself, describe your skills, why you want the job, and what value you can add for the business. 

We’re not going to walk you through how to write a cover letter. However, there are some amazing online resources , so start there. 

You can attach your cover letter as a Word document or PDF. It’s essential to use a file that can be downloaded, printed, and shared – so avoid using Google Docs or cloud software.

2. CV (resume)

Your CV is the story of your working life, a snapshot of your skills, and a chance to highlight your achievements. Again, we’re not going to explain how to create a compelling CV , but we recommend using a simple, easy-to-read, and understandable template.

Again, don’t try to be fancy with formats – create a document that can be downloaded, printed, and shared. 

3. Samples of work (optional)

As the experts say, “show, don’t tell.” You can use your application email to showcase your skills and previous results. You can attach a portfolio, photos, or videos or provide a link to your website or social media in your email.

Some tips from us are to introduce examples and explain the impact. Who cares if you designed a great-looking poster? But if that poster boosted sales by 50%, that’s a different matter.

The second piece of advice is only to include a few examples (3 is a great number). Too many appear desperate.

Thirdly, only share work that’s 100% yours. If you worked as part of a team or an organization, make your role clear. Never claim other people’s work as your own.

Finally, be prepared to answer questions on these examples at your interview – including what you did in the process.

Best job application email tips

We’re all about providing information, advice, and terrific tips to help you get ahead of the competition and secure that essential interview.

Here are 7 job application email tips. (Why 7? Because that’s the world’s favorite number , and we couldn’t think of 10.)

1. Send your application email and CV for review

Tip number 1 is the most critical. After proofreading at least twice (or eight times), send your job application email and CV to a friend, colleague, parent, or mentor – or all of them – and ask for feedback, comments, and suggestions.

Your email will give the first impression, so make sure it’s personal, professional, formal, friendly, and favorable.

2. Make a convincing pitch in the email body

Remember that hiring managers, executives, and founders are busy and will not often open or read your full CV. So you’ll need to convince them in the email body that it’s worth their time to read further.

Think of your email as an advert for you:

• A persuasive subject line gets the attention (and may result in opened email)
• A compelling email body makes the recipient want to learn more (and may result in opened CV)
• Convincing CV makes the recipient want to contact you (and may result in an interview)

The most important thing is to reflect the language in the job spec. The recruiter has been straightforward about what they want and who they’re looking for. Using their language can help to establish that the person to fit the slot is you!

3. Make it easy to contact you

Even though you might have all the necessary contact information in your CV, please include them in the email. This reduces the steps between clicks and contact.

Here are some of the things you should include in every job application email: Use this 

• phone number
• social media links (LinkedIn and Twitter)
• portfolio links (optional)

4. Use a professional email address

Sure, the email address you created when you were 12 or first started college was funny then but is it today? Unfortunately, the chances are it isn’t!

Make sure you have an appropriate email address for a job application. Creating a new email address doesn’t cost anything, and setting up alerts on your phone is simple, so why jeopardize your chances with [email protected] ?

(Don’t email this, we don’t know who owns it!)

5. Check the name of your resume file name

We’ve touched on the importance of using the correct formats for cover letters and CVs.

When you create your CV, give the file (Word document, PDF, or whatever) a professional name that can also be identified with you.

You never know where it might end up.

Here’s a formal naming convention: “Name - CV - Position,” for example:

• Arthur Shelby - CV - Binman at Shelby Company Ltd.

6. Use references if you can

Do you know someone who works or used to work at the company? Or do you know someone who knows someone who works or used to work at the company?

Warm connections are always better than cold emailing (even if it’s unfair). As the saying goes, your network is your net worth, so try to leverage it to your advantage.

7. Include social proof

Have you already done similar work for someone else? Show it!

Social proof is powerful and backs up the statements you may have made in your application email, cover letter, and resume.

Social proof also includes social channels. LinkedIn is used worldwide, so don’t be afraid to drop in a link to your profile. It also creates a connection, so even if you don’t get this job, you’ll be the first to know of the latest opportunities.

Job application email format

Job application emails aren’t the time to get creative or buck the trend. However, there’s an accepted format for all job application emails, which we break down below. 

1. Subject line for job application email

What’s a suitable email title for a job application? You could go crazy and say, “I’m perfect for this job!!!” but that would be silly. Instead, the subject line for your job application email should be simple to read and easy to understand.

The traditional (and still best) approach is to state your name and the job you’re applying for (or a combination of that). Here are a few examples:

Applying for a job probably is the best place to get creative, so stick to a simple subject line for your job application emails. 

2. Email greeting for job application

Your email greeting should be polite and professional. Examples of that include:

• Dear (an oldie, but a goodie!)

If you know the recruiter's name, then use it. People always love to receive emails addressed to them. One thing to avoid is the phrase “Dear Sir/Madam” or using formal titles such as Mr, Mrs, or Ms. We’ve got a whole world of possibilities, so it’s time we all moved on from traditional (old-fashioned) titles.

3. How to start a job application email

First up, state the purpose of your email. 

• I am applying for the post of (job name)

Doing this means the person understands what the message is about – which will save them time. Also, in many cases, the person receiving the email won’t be the recruiter, so they can file it away and share it with the person (or persons) who need to see it. 

After that, you’ll need to explain what you’ve included with the email (your resume, cover letter, and examples). It’s always worth providing at least a few positive sentences on the opportunity. Finally, you’ll need to include any requested information, such as salary expectations. 

4. How to end an email job application

There are conflicting opinions on how to end an email job application. We recommend asking for information on the next steps. Here’s how this can work:

• Please can you provide me with details on the next steps in the process?

This leaves the recipient in no doubt that you’re serious about your application. If they reply, you’ll be reassured that they’ve received your application. Finally, you’ll know the timescales for decision-making, which removes the need to send a follow-up. 

Always ask for the next steps in the process at the end of every email job application. 

5. Email signature for job application

Sign off with your full name, phone number, and social media links (LinkedIn and Twitter), and attach your CV. Provide all information the recipient will need to contact and connect with you. 

Job application email samples

We’ve talked a lot about the process; now, let’s put it into practice! These job application email samples cover 7 common situations you might experience when searching for a job. You’ll get a simple job application email sample, some application follow-up emails, and even how to withdraw an application if needed. 

Use these job application email examples to start your job search, but edit and update them to suit your specific circumstances.

1. Simple job application email sample

This simple job application email sample can be cut, pasted, edited, and amended for pretty much any opportunity. It’s not exciting or innovative, but it provides a structured way to communicate the critical points you need to. 

2. Email introduction for job application sample

The previous email sample covered how to apply for a job, this one is similar, but it’s about introducing yourself to the recruiter. This introduction approach is a great way to make a personal connection and can work well for several situations. 

3. Job application status email sample

We’re clear that you should always ask for details on the next steps in the recruitment process, but as we all know, real life doesn’t always follow rigid plans. This job application status email sample is a way to politely push the recruiter to let you know what’s happening in the recruitment process. 

4. Withdraw the job application email sample

Yes, there are some occasions when you might need to withdraw a job application, in most cases because you’ve got another job.

You don’t need to explain why you’re removing yourself from a recruitment process, but most people usually do (and we have in this withdraw job application email sample). 

5. How to email HR for a job application update

When emailing the recruiting managers, you’ll need to be formal as they decide your destiny. On the other hand, HR teams deal with large volumes of applications, so this short message is fine. Here’s how to email HR for a job application update. 

6. How to write an email to accept a job offer

Hooray, you’ve been offered a job; now it’s time to say yes. Here’s how to write an email to accept a job offer.

Job application email template

Flowrite's email template for job application.

There is no 100% right or wrong way to send a job application. But having an effective email template, using proper grammar, and email format will help, as you need to most likely send many, many emails to land your dream job.

This is where Flowrite comes in. Flowrite's AI-powered smart templates can help you craft better emails.

Our tool turns your words into ready-to-send emails, like this:

Final words on job application emails

In reality, you’ll need to send many job emails, follow-ups , and reminders to get a position.

It’s the way the world of recruitment works, and we know it can be frustrating.

But trust us, by investing some time crafting high-quality job application emails and persuasive follow-ups, you’ll stand the best chance of getting a perfect position.

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4 Exact Examples: How to Respond to a Rejection Email

By Status.net Editorial Team on December 21, 2023 — 11 minutes to read

Rejection emails can be tough to receive, but they’re a normal part of the job application process.

• Recognize that rejection emails aren’t personal. Companies often have a high volume of applicants, and they must narrow down the pool to find the best fit for the role. Just because you weren’t selected doesn’t mean you’re not qualified or valuable.
• When dealing with rejection emails, it’s useful to maintain a positive mindset. Focus on the bigger picture and remember that you’re not the only one who receives these emails. Try to view them as a learning experience. They can be a helpful tool in identifying areas for improvement in your application and interview process.

Here are a few tips to keep in mind after receiving a rejection email:

• Reflect on the experience: Think about what you could have done differently or what you can improve for future opportunities.
• Don’t be hard on yourself: It’s normal to feel disappointment, but don’t let that define you. Pick yourself up and keep going.
• Utilize the feedback: If the email includes any specific feedback, use it to refine your job search strategy and application materials.
• Be gracious: Respond to the rejection email with a polite and professional message, thanking the company for their time and consideration.
• Keep applying: Don’t let one rejection deter you from pursuing your career goals. Stay persistent and keep working towards finding the right opportunity.

Crafting Your Response

Start with a thank you.

When responding to a rejection email, begin by expressing gratitude to the sender. Thank them for their time and for considering you in the selection process. For example:

“Dear [Name], Thank you for taking the time to review my application and for the opportunity to be considered for the [job position/program].”

Express Your Disappointment Politely

It’s okay to express your disappointment, but do so respectfully and professionally. Show that you can handle rejection gracefully. For example:

“I am disappointed to learn that I was not selected for the [job position/program], but I understand that the competition was tough, and you had to make a decision that best suits your organization.”

Seek Constructive Feedback

Ask the sender if they can provide feedback on your application, as this can help you to improve in the future. This demonstrates your willingness to learn and grow. For example:

“I would appreciate any feedback you could provide regarding my application or how I can improve my chances in the future.”

Show Continued Interest

Even though you weren’t chosen this time, make a point to show that you remain interested in the organization or opportunity. For example:

“Although I was not selected, I am still very interested in [the organization/program] and look forward to future opportunities that may arise. Please keep me in mind for any future openings.”

Keep it Brief

Your response should be concise and focused. Do not over-explain or provide unnecessary details. Aim for a few short paragraphs that cover the main points.

Proofread Before Sending

Before hitting “send,” make sure to carefully proofread your response. Check for proper grammar, spelling, and punctuation to maintain a professional image. It’s also a good idea to have a friend or family member review your message for added assurance.

Examples and Templates of Well-Written Replies

Responding to a rejection email professionally and politely can create a positive impression, demonstrating your resilience and commitment to maintaining good relationships. Here are some examples and templates for crafting a well-written reply:

Example 1: Appreciation and Request for Feedback

Subject: Thank you for the opportunity

Dear [Recipient’s Name],

Thank you for taking the time to consider my application for the [position] at [company name]. While I’m disappointed not to be moving forward in the hiring process, I appreciate the opportunity to learn more about your organization.

If possible, I’d like to request feedback on my application and interview performance. Your insights would help me improve and better prepare for future opportunities.

Once again, thank you for considering my application, and I wish you the best in finding the right candidate for the position.

Best regards, [Your Name]

Example 2: Expressing Continued Interest

Subject: [Position] Rejection – Staying Connected

I recently received your email regarding the [position] at [company name] and wanted to express my gratitude for considering my application. Although I’m disappointed not to have been selected, I still believe that your organization aligns with my professional interests and values.

I’m eager to stay connected and informed about future job openings that might be a better fit for my skillset. Could you please add my contact details to your talent pool? I’d also appreciate any further recommendations or networking connections that may arise.

Once again, thank you for your time, and I look forward to staying in touch.

Sincerely, [Your Name]

Example 3: Professionalism and Growth

Subject: Rejection Response and Future Opportunities

I’m writing to acknowledge the receipt of your email informing me that I’ve not been selected for the [position] at [company name]. While the news is disappointing, I respect your decision and appreciate the time and effort you’ve put into reviewing my application and conducting the interview process.

This experience has been valuable for my professional growth, and I hope to apply the lessons learned to future opportunities. I would like to reaffirm my interest in your organization and kindly ask that you keep my information for any relevant openings that may arise in the future.

I hope our paths cross again, and thank you once again for your consideration.

Warm regards, [Your Name]

Subject: Re: Thank you for your time and consideration

Dear [Interviewer’s Name],

Thank you for the update on the [job title] position. While I’m disappointed to hear I wasn’t selected, I understand that your team had to make a difficult decision. I appreciate the opportunity to interview and learn more about your company.

I’d be grateful if you could provide any feedback on my application or interview that may help me improve moving forward. I remain interested in any future openings with your company and will keep an eye on your careers page.

Thank you once again for considering me for the position, and I hope our paths cross again in the future.

Best regards,

[Your Name]

Rejections are a part of life’s learning experiences. Having a well-timed and thoughtful response to a rejection email will keep you in the good graces of the company, lay the foundation for potentially successful future applications, and show your character in adversity.

Timing Your Reply

Replying to a rejection email can be tricky because you don’t want to seem too eager or despondent. The timing of your response plays a significant role in conveying the right message. Let’s explore a few aspects of when to send your reply and how you can ensure it reflects professionalism and positivity.

First, give yourself some time to process the rejection. Take a couple of hours or even a day to process your emotions, especially if disappointment is high. Allowing yourself to feel and understand your emotions will help in crafting a composed and genuine reply. Putting distance between receiving the news and forming your response avoids any negative tone in the message.

Next, you’ll need to decide when to send the email. Aim for replying within 24-48 hours of receiving the rejection notice. Responding promptly displays your keen interest in the position, as well as good communication and time management skills. Sending a reply after a longer time may make your response appear less genuine or interested, so try to find that right balance.

When crafting your message, it is important to keep your emotions in check and adhere to a polite and professional tone. Being gracious and understanding will not only help ease your disappointment, but it will also demonstrate your maturity in handling adversity. Mention how much you’d appreciate any feedback on your application or interview and express your continued interest in the company or potential future opportunities.

Handling Emotions

Managing your emotions after receiving a rejection email plays a vital role in maintaining a professional outlook and taking the necessary steps to move forward. This part focuses on learning to handle your emotions and turning the experience into a stepping stone.

Allow yourself to feel the disappointment. It’s natural to feel let down after a rejection. Give yourself permission to process these feelings but remember not to dwell on them for too long. Make sure to maintain a healthy balance.

• Acknowledge your emotions: Make a mental note of what you’re feeling and recognize that it’s okay to experience a range of emotions after a rejection. Validate your feelings, but also remind yourself not to let them control your actions.
• Vent to someone you trust: Sharing your feelings with a close friend or family member can be incredibly helpful. This trusted person can offer a listening ear, support, and sometimes even valuable advice.
• Take a break: Distract yourself by engaging in an activity that you enjoy, whether it be a hobby, exercise, or a simple relaxation technique such as meditation. This can help you gain a new perspective and recharge your energy.

Once you’ve dealt with your emotions, it’s time to view the rejection as an opportunity for growth. Instead of feeling discouraged, try to find the silver lining.

• Identify areas of improvement: Take a moment to reflect on your rejected application or proposal. What could you have done differently? This self-assessment can help you learn from your mistakes and improve in the future.
• Ask for feedback: Reach out to the person who sent the rejection email and politely request feedback on your application or proposal. Their insights can help you better understand their decision and refine your approach.
• Develop an action plan: Based on the feedback you receive and your self-assessment, create a plan to strengthen your skills, update your portfolio, or tweak your proposals. This will help you increase your chances of success in the future.

Learning to handle your emotions after a rejection and using the experience as an opportunity for growth can positively impact your personal and professional development.

Moving Forward Positively

After processing your emotions, shift your mindset towards moving forward. Keep up your job search, network with industry professionals, and consider attending relevant workshops or seminars.

• Create a job search routine – Set specific times to search for jobs, update your resume, and send out applications.
• Update your job search tools – Review your resume, cover letter, and LinkedIn profile, making improvements where necessary.
• Network – Attend networking events, join online forums, or partake in professional development opportunities.

Don’t hesitate to draw on your support system. Reach out to family, friends, or even a trusted mentor who can offer a listening ear, share their own experiences, and provide insights to help you bounce back.

• Speak with others – Share your feelings with people in your support network who can empathize and help to bolster your confidence.
• Seek guidance – Approach mentors or industry professionals for their advice on how to approach setbacks or improve your skills.
• Encourage accountability – Regular check-ins with a friend, family member, or mentor can provide motivation and encouragement during your job search.

Embrace the opportunity to learn, improve, and grow from rejection, keeping in mind that this experience will contribute to your long-term success.

Frequently Asked Questions

What’s a graceful way to handle a rejection email from a job application.

When faced with a rejection email, try to maintain a positive attitude. Thank the sender for considering your application, and express your gratitude for the opportunity to learn more about the company. You can also mention your continued interest in the company and a willingness to explore future opportunities with them. Always end your response on a positive note and maintain a professional tone.

How can one ask for feedback after receiving a job rejection email?

To ask for feedback, you can start by expressing gratitude for the opportunity to interview with the company. Then, politely request feedback or suggestions on your performance or qualifications. Make it clear that you’re seeking this information to help you improve and develop professionally. Be prepared to accept their feedback graciously and thank them for their time and assistance.

Is it advisable to reply to a rejection email, and why?

Yes, replying to a rejection email is a good idea as it shows professionalism and resilience. Your response demonstrates that you value the opportunity and the time they invested in reviewing your application. It also reinforces your interest in the organization and keeps the lines of communication open for potential future opportunities.

What are the key points to cover in a response to a rejection email?

When responding to a rejection email, cover the following key points:

• Express gratitude for the opportunity and their time.
• Reinforce your interest in the organization and the position.
• Request any feedback to help you improve for future opportunities.
• Discuss your ongoing interest in any openings within the company.
• Maintain a professional, positive tone and closure.

How can you professionally address a rejection email from a prospective client?

Address a rejection email from a prospective client by expressing your appreciation for their consideration of your proposal or services. Reiterate that you understand their decision and respect it. Offer any ongoing assistance or information they may find valuable, and let them know that you’re available for future opportunities. Remember to maintain a professional and upbeat tone in your response.

What should you include in a reply to a professor’s rejection email to maintain a positive relationship?

When replying to a professor’s rejection email, be courteous and respectful. Thank them for considering your application or request and for providing you with their decision. Show appreciation by acknowledging the time and effort they’ve spent reviewing your materials. You can also express your continued interest in their work, research, or course offerings. Conclude by wishing them well and stating your hope to stay connected or engage with them in the future.

• 16 Examples and Templates: How To Respond to a Job Rejection Email
• 30 Examples - Email Greetings To Use at Work
• 3 Detailed Examples: Job Interview Request Email Responses
• 3 Examples: Job Application Email (with Tips)
• 9 Examples - How to Write a Formal Email (and Formatting Tips)
• Interview Follow-up Email Examples (1-2-3 weeks)

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• Career Planning
• Finding a Job
• Cover Letters

How to Write a Job Application Letter (With Examples)

What Is a Job Application Letter?

Tips for writing a job application letter, how to get started.

• Writing Guidelines
• What to Include in Each Section

Simple Formatting Using a Template

Tips for writing an effective letter, sample job application letter, sending an email application, review more letter examples.

Do you need to write a letter to apply for a job? Most of the time, the answer is yes. Even when employers don’t require a job application letter , writing one will help you highlight your skills and achievements and get the hiring manager’s attention. The only time not to send one is when the job listing says not to do so. It can help, and it definitely won't hurt to include an application letter with your resume.

A job application letter, also known as a cover letter , should be sent or uploaded with your resume when applying for jobs. While your resume offers a history of your work experience and an outline of your skills and accomplishments, the job application letter you send to an employer explains why you are qualified for the position and should be selected for an interview.

Writing this letter can seem like a challenging task. However, if you take it one step at a time, you'll soon be an expert at writing application letters to send with your resume.

Melissa Ling / The Balance

Before you begin writing your job application letter, do some groundwork. Consider what information you want to include, and keep in mind that space is limited.

Remember, this letter is making a case for your candidacy for the position. But you should do more than just regurgitate your resume. Instead, highlight your most relevant skills, experiences, and abilities.

Analyze the Job Posting

To include the most convincing, relevant details in your letter, you'll need to know what the employer wants.

The biggest clues are within the job advertisement, so spend some time decoding the job listing . Next, match your qualifications with the employer's wants and needs.

Include Your Most Relevant Qualifications

Make a list of your relevant experience and skills. For instance, if the job ad calls for a strong leader, think of examples of when you've successfully led a team. Once you've jotted down some notes and have a sense of what you want to highlight in your letter, you're ready to start writing.

Writing Guidelines for Job Application Letters

Writing a job application letter is very different from a quick email to a friend or a thank-you note to a relative. Hiring managers and potential interviewers have certain expectations when it comes to the letter's presentation and appearance, from length (no more than a page) and font size to style and letter spacing . Keep these general guidelines in mind, but always stick to any explicit instructions in the job listing or application portal.

Length: A letter of application should be no more than one page long. Three to four paragraphs are typical.

Format and Page Margins: A letter of application should be single-spaced with a space between each paragraph. Use 1-inch margins and align your text to the left, which is the standard alignment for most documents.

Font: Use a traditional font such as Times New Roman, Arial, or Calibri. The font size should be between 10 and 12 points.

What to Include in Each Section of the Letter

There are also set rules for the sections included in the letter, from salutation to sign-off, and how the letter is organized. Here's a quick overview of the main sections included in a job application letter:

Heading: A job application letter should begin with both your and the employer's contact information (name, address, phone number, email), followed by the date. If this is an email rather than an actual letter, include your contact information at the end of the letter, after your signature.

•   Header Examples

Salutation: This is your polite greeting. The most common salutation is "Dear Mr./Ms." followed by the person's last name. Find out more about appropriate cover letter salutations , including what to do if you don't know the person's name or are unsure of a contact's gender.

Body of the letter: Think of this section as having three distinct parts.

In the first paragraph , you'll want to mention the job you are applying for and where you saw the job listing.

The next paragraph(s) are the most important part of your letter. Remember how you gathered information about what the employer was seeking, and how you could meet their needs? This is where you'll share those relevant details on your experience and accomplishments.

The third and last part of the body of the letter will be your thank you to the employer; you can also offer follow-up information.

Complimentary Close: Sign off your email or letter with a polite close, such as "Best," or "Sincerely," followed by your name.

• Closing Examples

Signature: When you're sending or uploading a printed letter, end with your handwritten signature, followed by your typed name. If this is an email, simply include your typed name, followed by your contact information.

• Signature Examples

Overwhelmed by all these formatting and organization requirements? One way to make the process of writing a job application easier is to use a template to create your own personalized letters. Having a template can help save you time if you are sending a lot of application letters.

Be sure that each letter you send is personalized to the company and position; do not send the same letter to different companies.

• Always write one. Unless a job posting explicitly says not to send a letter of application or cover letter, you should always send one. Even if the company does not request a letter of application, it never hurts to include one. If they do ask you to send a letter, make sure to follow the directions exactly (for example, they might ask you to send the letter as an email attachment or type it directly into their online application system).
• Use business letter format. Use a formal business letter format when writing your letter. Include your contact information at the top, the date, and the employer’s contact information. Be sure to provide a salutation at the beginning and your signature at the end.
• Sell yourself. Throughout the letter, focus on how you would benefit the company. Provide specific examples of times when you demonstrated skills or abilities that would be useful for the job, especially those listed in the job posting or description. If possible, include examples of times when you added value to a company.

Numerical values offer concrete evidence of your skills and accomplishments.

• Use keywords. Reread the job listing, taking note of any keywords (such as skills or abilities that are emphasized in the listing). Try to include some of those words in your cover letter. This will help the employer see that you are a strong fit for the job.
• Keep it brief. Keep your letter under a page long, with no more than about four paragraphs. An employer is more likely to read a concise letter.
• Proofread and edit. Employers are likely to overlook an application with a lot of errors. Read through your cover letter, and if possible, ask a friend or career counselor to review the letter. Proofread for any grammar or spelling errors.

This is a job application letter sample.  Download the letter template (compatible with Google Docs or Word Online) or read the example below.

Sample Job Application Letter (Text Version)

Elizabeth Johnson 12 Jones Street Portland, Maine 04101 555-555-5555 elizabethjohnson@emailaddress.com

August 11, 2024

Mark Smith Human Resources Manager Veggies to Go 238 Main Street Portland, Maine 04101

Dear Mr. Smith,

I was so excited when my former coworker, Jay Lopez, told me about your opening for an administrative assistant in your Portland offices. A long-time Veggies to Go customer and an experienced admin, I would love to help the company achieve its mission of making healthy produce as available as takeout.

I’ve worked for small companies for my entire career, and I relish the opportunity to wear many hats and work with the team to succeed. In my latest role as an administrative assistant at Beauty Corp, I saved my employer thousands of dollars in temp workers by implementing a self-scheduling system for the customer service reps that cut down on canceled shifts. I also learned web design and timesheet coding, and I perfected my Excel skills. 

I’ve attached my resume for your consideration and hope to speak with you soon about your needs for the role.

Best Regards,

Elizabeth Johnson (signature hard copy letter)

Elizabeth Johnson

When you are sending your letter via email include the reason you are writing in the subject line of your message:

Subject Line Example

Subject: Elizabeth Johnson – Administrative Assistant Position

List your contact information in your signature, rather than in the body of the letter:

Email Signature Example

Elizabeth Johnson 555-555-5555 email@emailaddress.com

Review more examples of professionally written cover letters for a variety of circumstances, occupations, and job types.

CareerOneStop. " How Do I Write a Cover Letter? "

University of Maryland Global Campus. " Cover Letters ."