How To Write Application Emails That Get A Read and Reply
Despite all the advances that have happened in the world of communication, the humble email remains the favorite professional tool for keeping in touch. Many job applications also involve the sending of at least one email. That single email can have huge consequences on your career and on your life. Therefore, it’s important to be able to write emails that potential employers will open and read, and also to which they will reply. Here are some pro tips on how to write application emails that get a read and reply.
1. Have Clarity in the “Subject” Line
An employer might receive dozens of emails with “Application” or “Job” as the subject. These do not stand out. Use sufficient detail in your subject line, and the reader will first spot it more easily, and then will likely open it. A good example of a subject could be “<name> Job Application: <position>.” This subject is still short enough to fit in view, but also contains enough detail.
2. Use Your Recipient’s Name
Instead of just writing “Dear Sir/Madam” or “To Whom it May Concern,” find out the name of your contact. You can research a company to find the name of their HR manager, or use a name listed as a contact on the job posting. Using a name creates a better connection between you and the recipient, and makes them more likely to respond. LinkedIn is great for finding contacts.
3. Keep it Short
If your recipient opens an application email that is too long, they are immediately less likely to read it. Plan out your content, and then ensure that the email only says the things that you need it to say. Write the first draft, and then go back to see if there are any sentences, or parts of sentences that could be trimmed. Ask yourself, “does this employer need to know this?” If not, then delete.
4. Name Your Attachments Clearly
Just as the subject line needs clarity, so too do your attachments. In an application email, there could be an application form, resume, cover letter and more. Whatever attachments you place into the email, be sure to give them simple, unambiguous names. Do not use cryptic abbreviation, and make sure your name is also written in the file name.
5. Check, Check, and Check Again
Finally, an email that is covered in spelling and grammar mistakes, as well as poor formatting and hard-to-read layout, is one that will not be taken seriously or receive a reply. Check your writing as you complete it, but then again at least twice before you send it. You only get one first impression with an employer. If your application email is of poor written quality, then you have no hope of recovering from that terrible effect.
Overall – Keep the Application Simple
The best rule of thumb is to keep your application email as simple and easy-to-read as possible. If you spell everything right, use the recipient’s name, and have clarity in your subject, content and attachments, then your email is very likely to get a read and a response.
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