Today you’re going to learn EXACTLY how to write an email to HR for a job vacancy.
According to the stats, 100 emails were sent to HR, but only 10 or fewer emails received a response or call from HR due to the lack of quality in the emails.
However, knowing how to write a job application email is not just important, but crucial for landing a job at your dream company.
Are you ready to stand out in the crowded world of job applications?
Let’s dive right in…
Writing an email to hr for a job vacancy is not as easy as it sounds. We know the journey from seeking to finally execute can be a tough one, but it is worth it.
The Human Resources department of any organization looks for candidates who acquire a certain skill set deemed to be fit for a certain role.
Here is an intricately detailed guide to simplify writing the email for a desired job vacancy.
Step 1 - Subject Line is Key
This is your first opportunity to stand out.
The email’s subject line stands as the reader’s attraction point. It should be short, to the point, and catching the eye of the HR.
However, you should go for a straightforward subject line that mentions your name and the job requirement you are looking to seek.
For example –
- “Application for Marketing Manager Role – [Your Name]”
- “Experienced Software Engineer Seeking Opportunities – [Your Name]”
Expert advice: The shorter the subject line of an email, the better the open rate.
Step 2 - Appropriate Salutation
Know the right mood to address the recruiter. For instance, if you know their name, add a warm, positive tone.
- Example – Respected Mr. Sharma, or Dear Mr. Sharma.
If you do not know their name, you may just apply in a generic tone.
- Example – Dear Hiring Manager.
Step 3 - Strong Opening Paragraph
Open with a sentence that grabs their attention. Avoid generic lines like “I’m writing to apply…” Instead, try:
- “I’m excited to apply for the [Position Title] role at [Company Name], as my skills in [specific skill] align perfectly with your team’s goals.”
- “With 5+ years of experience in [industry/role], I’m eager to bring my expertise to [Company Name].”
Having an eye for detail is not just for the recruiter, it is for the job seeker as well.
Step 4 - Body of the email
Next comes the body of the email. Here lies the main crux of the story.
However, the body of the email should include a combination of the following points:
- Talk about your skills
- Highlight your key achievements.
- Relevant work experience
- Show how you’ve solved problems or added value in your previous roles.
- Personal and professional interests you seek from this job opportunity.
Here is an example…
“My background in digital marketing includes driving a 40% increase in website traffic at my previous company. I’m confident this expertise aligns with your objective to expand online engagement.”
It helps the recruiter assess you better and respond quicker.
Step 5 - Attach the Resume and Portfolio
You should not forget to attach your resume and samples of your work done so far through a well-curated portfolio.
If the job requires you to have a cover letter, you should have one. It shows that you are keen and interested in the job as much as the recruiter is, to hire you for it.
However, the attachment format can be either PDF or Word. Make sure to use clear file names when creating the document.
Important Note: Make sure your resume should be updated as well as the portfolio.
Step 6 - Concluding Paragraph with a Clear Call to Action
You should have a well-concluding paragraph that summarizes your intent for applying for this job opportunity.
This helps the recruiter understand your interpersonal skills, how well you communicate or have the potential to do so, and whether you are a long-term asset to the organization or not.
Also, don’t forget to add a call to action. For example –
- “I’d love the opportunity to discuss how my skills align with your needs. Are you available for a quick call this week?”
- “Please let me know if there’s a convenient time for us to connect regarding this opportunity.”
Step 7 - Close with Greetings and Contact details
Lastly, end your email by giving appropriate greetings along with the contact details so that the recruiter will know where to contact you and ease the process of communication.
It also has a positive impact on the former and increases your chances of getting hired by that particular organization.
For example,
- “Thank you for considering my application. I look forward to hearing from you.”
- “I’m excited about the possibility of contributing to [Company Name] and am happy to provide further details if needed.”
Sign off formally:
- “Best regards,”
- “Sincerely,”
- “Warm regards,”
Note: Include your full name, phone number, and LinkedIn profile link (if applicable).
Bonus Tips for a High Open Rate
- Timing Matters: Send your email midweek (Tuesday to Thursday) and aim for late morning or early afternoon. These are peak times for email engagement.
- Avoid Spam Triggers: Words like “urgent,” “free,” or excessive punctuation (!!!) can land your email in the spam folder.
- Keep it Brief: HR professionals receive hundreds of emails daily. A concise email is more likely to be read. Aim for 150–200 words for the main body.
- Proofread: Typos or grammatical errors can leave a bad impression. Use tools like Grammarly or ask a trusted friend to review your email.
Example / Sample Email for Job Application
Subject: Application for Marketing Manager Role – Jane Doe
Dear [HR Manager’s Name],
I hope this message finds you well. I’m writing to express my interest in the Marketing Manager position at [Company Name]. With over six years of experience driving digital campaigns that have boosted engagement by 50%, I’m confident in my ability to contribute to your team’s success.
At my current role with [Current Employer], I led a cross-functional team to execute a product launch campaign that exceeded sales targets by 20%. I’m particularly impressed by [Company Name]’s innovative approach to customer engagement, and I’d be thrilled to bring my strategic vision and passion for storytelling to your team.
I’ve attached my resume and portfolio for your review. Please let me know if there’s a convenient time to discuss how my background aligns with your needs.
Thank you for considering my application. I look forward to the possibility of joining [Company Name].
Best regards,
Jane Doe
jane.doe@example.com
+123 456 7890
[LinkedIn Profile Link]
FAQs: How to Write Email to HR for job Vacancy
How to write an email to HR for a job application?
A job application is a formal note to HR to consider you for a position for which you hold the skills and academic qualifications.
However, you can start with a salutation or greetings and with a brief introduction of yourself and your suitability for the required position. This catches the eye of the recruiter and helps him/her distinguish you from the regular applicants.
Should I follow up after sending the email?
Yes, following up shows initiative and interest. If you don’t hear back within 7–10 business days, send a polite follow-up email to inquire about the status of your application. Keep it brief and professional.
Should I include my LinkedIn profile in the email?
Yes, including a LinkedIn profile in your email helps recruiters get to know more about your professional background and accomplishments.
Wrapping It Up!
We understand that email writing is an art and it takes a great deal to understand what fits and what doesn’t.
When writing one to a recruiting agency or an HR, it is important to understand their mindset as well. Half your battles are won if you know how to write an email to HR for a job vacancy you have been wanting to get hired for.
However, you can try looking for vacancies on job portals like ours theemiratesjob.com as it stands as one consolidated approach towards helping you find your dream job. It is a user-friendly interface that has credible job postings in diversified industries and a wider reach of audience.
Soar high to land your dream job smartly and effortlessly!
See you in the next one…
