Professional email writing tips for job seekers

When you’re looking for a job, sending and replying to emails can make your first impression.

And, it can just as easily break it.

Whether you’re submitting an application, scheduling an interview, or following up after – a clear and professional email is key. By following a few professional email writing tips,  you can easily stand out and show hiring managers you’re serious.

Remember basic email etiquette

No matter where you are in the interview process, you need to make sure the basics are covered.

• Clear subject line: If there aren’t specific directions in the job description, something like “Application for [job title]” works perfect.
• A salutation: If you know the hiring manager’s name, use “Dear [Name].” When you’re not sure, go with “Dear hiring manager.”
• Polite tone: You should absolutely keep your email warm and friendly, but don’t be too casual or use any slang terms.
• A closing: End the email with a “Thank you” or “Best regards,” and your full name, and if feels right, your contact information.

Submitting your application via email

These days, most employers use online forms, but you’ll still find small organizations who ask for applications by email.

• Read carefully: Often the job description will include specific instructions for the subject line or on what documents to attach. Don’t skip these!
• Include the job title: You don’t know how many roles this employer is hiring for, so make sure to include the title of the job you’re applying for in both the subject line and within the body of the email.
• Use unmistakable file names: Hiring managers receive dozens of applications, so make it easy for them to identify yours. Name them clearly: Johnson_Resume.doc or Johnson_CoverLetter.doc.
• Keep it short and sweet: Keep your message simple.

Dear hiring manager,

Please find my resume and cover letter attached for the executive assistant role. Thank you for your time and consideration.

Warm regards,
Mya Johnson
mya.johnson@emailprovider.com
333-444-5555

Scheduling an interview over email

Hooray! You made it to the interview stage, so don’t let scheduling and logistics throw you off your game.

• Be quick: Try to reply to their email within 24 hours, if you missed that window, don’t stress! Just offer a quick apology for the delay and move on to the rest of your response.
• Offer specific times: If the hiring manager has given you a few available times: Perfect, just let them know which one (or two) works best for your schedule. If they asked for your availability, offer roughly three times that work for you – or provide a general time of day that works best
• Show flexibility: Unfortunately, emergencies happen – both for you and your interviewer. If you get rescheduled on, be gracious and understanding. If you need to reschedule, be apologetic and give some background for why, but you don’t need to get into the details. A “family emergency” is broad enough to cover a sick kid home from daycare.
• Watch time zones: If you’re applying for a remote role or one out of state, make sure you have your time zones correct! If you’re not sure, just double check with the hiring manager. It’s better to ask the question upfront, instead of missing the interview.

Dear Ms. Miller,

Thank you for reaching out! I would be very excited to speak over phone about the position.

I’m available every day this week after 2 p.m., so please just let me know what time works best for your schedule.

Thank you again for this opportunity, and I look forward to speaking soon.

Sincerely,
Mya Johnson

Communicating after an interview

It’s the most overlooked part of the interviewing process, so don’t make the mistake of skipping this step.

• Follow up: The day after the interview, send a short thank-you email to the hiring manager and, if you have their email address, anyone else you met with. If you don’t have everyone’s email, let the hiring manager know that you appreciate all of their time.
• Show excitement: Be sure to express your enthusiasm for the opportunity. Include whether there’s a specific project or area of business that stands out.
• Prepare: Depending on the job, you might go through several rounds of interviews. Stick with the advice above for scheduling and replying to emails and try to maintain your formal, yet friendly tone.

Dear Ms. Miller,

I just wanted to reach out and send my thanks to Mr. Carlson and Ms. Stockton for taking the time yesterday to speak with me.

It was great to meet more members of the team – and I was excited to hear that this role would also be supporting your organization’s Marketing team.

Please let me know if there is any additional information you may need from me. I hope you have a great day!

Thank you,
Mya Johnson

After receiving the job offer

Congratulations! Now is the perfect time to play it cool.

• Be prompt: Even if you don’t know whether you want to take the job, don’t wait to respond to the offer email. Thank them, and then let them know if you need a couple days to think it over.
• Ask questions: If you still have remaining questions about salary, benefits, or the role responsibilities, this is your chance to ask them – politely.

Dear Ms. Miller,

That’s great news! I’m thrilled about this opportunity.

If it’s possible, I would love to take a day or two to review the role’s benefits. Is there a document that outlines this information?

Again, thank you so much for this offer. I’m very excited, and I should have an answer to you by Thursday morning at the latest.

Warm regards,
Mya Johnson

When you don’t get the job

Still respond! You never know what will happen in a few years – or even just a few weeks. Maybe their new hire won’t work out, or they’ll have a similar job opening that you’d be perfect for.

• Always reply: Even if you’re frustrated, take a quick moment to thank them for considering you and ask them to keep you in mind for future opportunities.
• Keep it positive: You want the hiring manager to keep you in mind as a great candidate who just wasn’t the right fit for this particular role.

Dear Ms. Miller,

Thank you for letting me know. It was pleasure meeting your team and learning more about the work you do. I appreciate you taking the time to interview with me, and I hope you will consider me for future roles at your organization in the future.

Sincerely,
Mya Johnson

Adecco can help!

Applying and interviewing for jobs can be stressful, and sometimes it helps to have a recruiter in your corner.

In addition to providing job openings across the country, we help job seekers with creating their resume, finding application tips, and more.

Also, for more professional email writing tips, check out our article on how to write your resignation letter.