How to Email About a Job

Growth Trends for Related Jobs

careertrend article image
Poike/iStock/GettyImages

Email Is Fast and Efficient

Email is a frequently used job search tool, ideal for inquiring about openings, applying for jobs and sending resumes, as well as checking on the status of an interview or open position. You can also use email as a handy way to attach documents, such as your resume or CV, cover letter, and letters of recommendation.

Email Address and Signature Blocks

Before you start using email for your job search, make sure your online persona is polished and professional, beginning with a professional email address. For example, “HotMom75” has been your email handle for the past 10 years, it’s not an appropriate address to use in your job search. Even if you only use it for professional purposes, secure an email address that’s simple and straightforward. Any combination of your first and last name or initials will do.

Examples:

  • JaneDoe@gmail.com
  • JDoe@gmail.com
  • JMDoe@gmail.com

If you have a LinkedIn profile or an online work portfolio, make sure it has a professional look and tone to it as well. Finish your polished email setup by signing off with a signature block that includes your name, phone number and links to any online work portfolios.

Warning

Many employers check the social media profiles of job applicants as part of a pre-screening check. While you’re cleaning up your online image, make sure you don’t have any offensive postings or photos on social media sites you might be embarrassed for a potential employer to see. Think twice before posting potentially offensive or objectionable material, and never post anything negative about a current or former employer.

Never email about a new job from your current work email account.

Cold Call Emailing

Email is an effective tool for cold calling about employment opportunities. For example, you can use email to contact a former colleague, an old classmate or even someone you met at a networking event, just to connect and look for job leads.

Example:

Hi Karen,

It was great to see you at the chamber business mixer last night. I loved hearing about your new position, and your company sounds amazing. Since you mentioned a possibility of a marketing position opening up, I thought I’d attach my resume, just in case something comes available and you think I’d be a good fit.

Example:

Dear Fran,

So great to see you at the class reunion. I think it’s wonderful that you’re finally heading up a human resources department. You always were great with people, and they’re lucky to have you. I would really love the chance to work with you again if the opportunity arises. I’ve attached a resume for reference―if something in finance comes up, I’d appreciate a heads-up.

Following a Lead Via Email

If you’ve got a hot tip that a new position is opening up in a company where you have a contact, get out in front of the crowd early on and throw your hat in the ring. Take advantage of any connections you have.

Example:

Dear Samantha,

A former colleague of mine, Gloria Swanson, recently told me you’re planning to expand your communications department and will be looking for a least two new copywriters. I’m taking the liberty of reaching out in advance of any hiring announcement to let you know I’ve wanted to work for your company since you launched your national community service campaign. I thought it was incredibly well-done, and it gave me great insight into the talented team you have in place. I’ve attached my resume for review, as well as included a link to my online writing portfolio. If you think I might be a good fit, I’d love the chance to meet with you and learn more about what you’re hoping to accomplish with your expanded department.

Tip

Attach your resume as a PDF or Word attachment, or cut and paste it into the body of your email.

Following Up on a Resume or Application

Sometimes you may feel as if your resume has gotten lost in a void, and you may never know for sure if it was received, seen, discarded or if there’s simply a long timeline for review. It’s perfectly acceptable, even advisable, to follow up on the status of your application a week after you’ve applied for a job. Not only does this approach clue you in as to where the department is in the hiring process, it also gives you an opportunity to make personal contact. Include as much info as possible in your message so the hiring manager can mentally place you.

Example:

I’m writing to follow up on the application I submitted on January 5 for your advertised office manager position. I applied via your online portal and included both my resume and two letters of reference. I’m very interested in the position, and I would love the opportunity to participate in an interview and learn more about the qualifications you’re looking for in this role. As I’m sure you read in my resume, I have 15 years' experience working with Fortune 500 companies.

Emailing After an Interview

It’s vital to reconnect with your interviewers following an in-person meeting or telephone interview, and email is a fast and efficient way to do that. Thank the hiring manager for his or her time and reemphasize your interest in the position.

Example:

It was lovely meeting you and your executive staff members this afternoon. In particular, I appreciated the detailed overview of your corporate culture and work environment. I felt very comfortable, and I want you to know I’m very enthusiastic about the prospect of joining your team. If I can provide any additional information about myself, please let me know. I look forward to hearing from you again soon.

Emailing After a Rejection

A company that accepts resumes for job postings online often uses the same vehicle for replying to applicants. If you get an email saying the position has been filled, use it as an opportunity to follow up and keep the door open for future opportunities.

Example:

Thank you for your prompt reply regarding the hiring status of your public relations position. While I’m disappointed to have not been a finalist, my enthusiasm for joining your team remains. If you have any other openings you would consider me for or a new post opens in the future, please keep my resume on hand. I would love to be part of your team.

Put the name of that employer in a file and touch base every few months to see if any new positions have opened. If you see an advertised role, when you apply, note that you are a prior applicant and remain interested in working on the company.