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How to apply for a job through emails?

Updated: Nov 17, 2022

Pre-text: Starting a new professional journey or making a career transition requires you to exercise a huge amount of patience and organisational skills. English For India wishes you the best for your job search journey.

Applying for jobs and landing a new position can seem like a difficult task, but it will not be the same if you follow a strategy. First things first - you need to understand everything about applying for a job through emails.

Email for a Job Vacancy

“In life if opportunity doesn’t knock, build a door. In the corporate world, send an email”

Before writing an email to a potential recruiter, check the Careers page of the organisation’s website.

If the listed positions do not match your interest, you can drop an email to the concerned person inquiring about the openings. Begin with asking about their well-being followed by introducing yourself. However, research about whom you are addressing the email to rather than beginning with Dear Sir or Dear Madam.

Dear Mr. Sharma,

I hope you are doing well.

I am a Risk Prevention Officer with 5 years of experience in mitigating risks and implementing additional measures to enhance security systems.

If you have a suitable position, kindly reply to this email or call me at +9120010364.

I look forward to hearing from you soon.


Ayesha Ahmed

When you come across listed advertisements through platforms other than the official website, check the date it was posted and the status, if any. Generally, you need to apply by sending them an email, but a few job postings also require you to fill out application forms on the website.

To apply for a position, you must confirm if they are still hiring. An email for this should be concise. You can write them an email like this:

Dear Mr Sharma,

Good morning. I hope you are doing fine.

I came across a position of “Job Title” in your organization through “LinkedIn/Indeed/Newspaper”.


This has reference to your advertisement on “platform” regarding the position of “_”

I would like to confirm whether you are still accepting applications for the same.

I look forward to hearing from you soon.


Ayesha Ahmed

Each email should have salutations, an opening line followed by your query, and a saying thank you at the end.

Email to Send a Resume

Once you get a confirmation regarding the position, you can email your resume to submit your application.

Emails with a resume should be catchy and crisp. Research about the organization and pick up the keywords from the “About” page. Read thoroughly about their vision and add a few lines to represent yourself aligned with what they are looking for, but remember you must not exceed five-seven lines. End it with a Call-To-Action followed by thanking them and an attached resume.

You could send an email like this:

Dear “Insert the name of Hiring Manager”

I hope you are doing well.

I would like to offer my candidacy for the position of Marketing Manager at your organization.

I am a marketing executive with 5+ years of experience in full-cycle social media marketing management, marketing analysis, and brand marketing. Besides, I am also a certified brand consultant.

Please find my resume attached below to get a rational idea about my highlights.

I look forward to hearing from you soon.

Warm Regards,

Abhinav Mishra

An email like this can be sent to a potential employer. Proofread your email and check all the attachments before hitting the send button. You can also add a Cover Letter to enhance your profile.

Pro Tip: It is highly recommended not to submit your resume unless you receive a confirmation about the hiring status.

Email To follow up on the status of the application

Employers usually receive a huge number of applications. Thus, it becomes difficult to get back to each applicant until they have shortlisted some. If you do not hear from a potential employer, do not get upset. Instead, you can follow-up to get an update from them. We recommend waiting at least six days before sending an email to a recruiter.

The email should not sound desperate. To follow up you can share:

Dear “Name”,

I hope you are doing well.

I understand you must have received a lot of applications. In case you missed getting back, I would like to know the status of my application.

I look forward to hearing from you soon.

Thanks in advance,

Abhinav Mishra

Email a recruiter for accepting/rejecting the offer

If you successfully clear all the rounds, you will get an offer letter over email. A reply to this email should be gentle and formal.

Email to accept an offer letter:

Dear Mr. Sharma,

Thank you for giving me this opportunity.

I will give my best to be an asset to your organization and extend my services wholeheartedly.

As mentioned, I will report on Monday, February 2nd at 9:00 a.m. If there are any official documents I need to get, please let me know.

I look forward to hearing from you soon.


Abhinav Mishra

Sometimes, the job may not interest you after you get more information about the job role during the interview rounds. This may prompt you to reject a job offer. However, an email to a recruiter stating rejection should be positive with no intention to offend anyone. Remember, you don’t want anyone to hold a grudge against you.

Dear Mr. Sharma,

Thank you for this wonderful opportunity.

Right now, this offer letter is not aligned with my expectations, so I cannot join your firm.

I hope to connect with you for new opportunities in the future.

Warm Regards,

Abhinav Mishra

Your email should not reflect any sense of comparison or have a rude tone. Politely decline an offer on good terms. Make sure not to use any harsh or offensive language, even if it is not up to your expectations.

Important Email Tips

1. Do not send multiple emails to a potential employer. Patiently wait for at least a week before sending an email to the same employer.

2. Do not use acronyms and short forms. Write emails in full sentences maintaining a professional tone.

3. Do not send emails during the night. It is unprofessional to email recruiters after office hours. Make sure you maintain email etiquette before reaching out to anyone during late hours. Refer to Email Pro+ to learn more about email etiquette.

If you want to convey certain information, it is best to talk one-on-one.

With these email strategies, tips, and etiquettes, we are sure you are going to land in your desired position. According to a study by Indeed, it takes approximately two months to find a suitable position. So go with the flow and do not lose heart if things do not go well.

To assist you better, we have rolled out Email Pro+, an effective and professional email writing training for anyone who wants to write effective emails. Get hands-on experience through detailed modules, reports, and regular email writing assessments. Learn more about us here!

“Be original, show off your style, and tell your story.”


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