For a fast and effective job search, it's not just enough to submit a job application and cross your fingers, hoping for the best. The thing is, if you want to land a job quickly, every single detail counts — including all the emails you exchange with employers.
Email job applications, interview confirmations, thank-you notes, follow-up emails, and all the messages you send to recruiters and hiring managers do more than just communicate your interest in a job. They demonstrate your professionalism, your communication skills, and your attention to detail. That's why it's super important to get them right.
Good news: You can prepare all these job search emails in advance! Prepare the templates once, customize them, and send them dozens of times, making a great impression each time you communicate with employers.
As former recruiters who communicated with more than 10,000 candidates, Matilda and I have put together this list of emails you need to have up your sleeve to ensure your communication is on point. Plus, you'll get templates you can copy and use for your next email. Let's do this!
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Why You Need Job Search Email Templates
Picture this: You're racing against time, writing an email to a recruiter with sweaty palms, meticulously picking out the right words. You scrutinize your email over and over again. The 0.0001 seconds after you hit "send,", bam! You notice a mortifying typo that makes you wish the ground would swallow you up.
Now, you're stuck in a loop of overthinking how they'll perceive it and whether it has spoiled the good impression you were aiming for or jeopardized your chances of landing the job.
If you want to prevent this from happening (ever again), emails written in advance are the solution you need. Let's face it — job search email templates are not just a convenience, they're a necessity.
Here's why:
Efficiency: Having pre-written templates at your disposal means you can respond quickly and professionally to any job-related correspondence. No more wasting time crafting the perfect response from scratch every single time.
Consistency: With templates, you maintain a consistent tone and style across all your communications. This not only reflects your personal brand but also shows potential employers that you're organized and reliable.
Impression: Lastly, well-crafted templates can help you make a great first impression. They demonstrate your attention to detail, your communication skills, and your professionalism - all of which are key in the job search process.
9 Job Search Email Templates You Should Prepare
Sending the right message at the right time can help you leave a lasting impression on potential employers. Job search email templates are your trusty tool in this mission.
Wondering which email templates you should prepare? Here's the cheat sheet:
#1: Email to Apply for a Job
When reaching out to potential employers and applying for jobs via email, the first email you send serves as your virtual handshake, allowing you to introduce yourself and express your interest in the position in a professional way.
Craft a concise email that highlights your qualifications, explains why you are interested in the company, and demonstrates your enthusiasm for the role.
Email Template
Dear [Recipient's name],
I hope this email finds you well. My name is [Your name] and I recently came across the job posting for the [Job title] at [Company name]. I am extremely interested in this opportunity and believe that my [mention your qualifications briefly] make me a strong candidate for this role.
I've always admired [Company name] for [mention something specific about the company that you like]. This admiration, coupled with my passion for [mention something related to the job role], makes me incredibly enthusiastic about the possibility of contributing to your team.
I've attached my resume for your consideration. I'm looking forward to the possibility of discussing my application further.
Thank you for considering my application.
Best,
[Your name] PS I understand you must be busy reviewing all the applications, so don't worry if you don't get the chance to reply. If you need additional information after reviewing my application, please feel free to reach out.
While you're at it, don't forget that you shouldn't rely solely on online job applications. Explore seven underrated job search methods that will help you land a new job faster.
#2: Follow-Up Email After Submitting Application
Once you've submitted your job application, feel free to follow up to express your continued interest in the position if you don't hear back from them in the next 2 weeks. (Unless they specified that they'll only reach out to selected candidates. In that case, move on and focus on new job applications.)
A well-timed follow-up email can demonstrate your dedication and keep you on the employer's radar. Politely inquire about the status of your application, reiterate your qualifications, and express your gratitude for the opportunity to be considered.
Email Template
Hi [Recipient's name],
I hope you're well.
I'm following up to see if you have any updates regarding the [Job title] position I applied for.
I'm very interested in working at [Company] and believe that my skills and experience [Highlight experience related to the job requirements] would be a great match for this position.
Please let me know if you need any additional information.
Thank you for your consideration.
Best,
[Your name]
#3: Thank You Email After an Interview
According to an Accountemps survey, 91% of employers like to receive thank-you notes following an interview, but 57% of candidates don't send them. Knowing that a simple follow-up will put you ahead of more than half of your competitors, you should take advantage of this opportunity to stand out.
Use this thank-you note to express gratitude, show enthusiasm for the role and company, and keep the momentum going. If possible, aim to send it within 24 hours of the interview during their working hours.
Email Template
Hi [Recipient's name],
Thank you for meeting with me today for the [Job title] role.
It was great to hear more about what the team is currently working on, especially [Something notable you discussed]. I'm very excited about the opportunity to join [Company] and help [Name the key goal for the role you applied for].
I will look out for the next steps.
In the meantime, please don't hesitate to reach out if you need any additional information.
Best,
[Your name]
#4: Networking Email to Contacts
Once you decide it's time for your next career move, notifying your existing network is the first and easiest step to take. Why the easiest? You will be reaching out to people you already know—friends, family, and acquaintances.
These contacts know you. But they don't necessarily know your career history, and they definitely don't know your career goals. So, for them to be able to help you, you need to be very specific about your aspirations.
Use this networking email template to inform your existing contacts that you are looking for a new career opportunity.
Email Template
Hi [Recipient's name],
It's been a while! How are you doing? [Optional: Add a personalized note, referring to something you have in common or some detail you know about them.]
As you know, I work as a [Job Title] at [Company]. After [X] years here, the time has come for a change!
I'm now looking for a [Seniority level & Title] position in [Location/Remote]. I'm targeting [Target companies] but would also consider other organizations. [Add any other relevant details].
Have you happened to hear of any similar opportunities recently? If so, could you please share? I've also attached my resume if you'd like to pass it on to your contacts.
Thanks so much for your help.
Let me know how I can return the favor!
Best,
[Your name]
It's no secret that networking is the most efficient way of landing jobs. Want to go from connections to offers faster? Check out the ultimate networking guide for job seekers.
#5: Email to Ask About Job Openings
When you're actively searching for a job, it's essential to stay informed about potential job openings. Sending an email to inquire about job opportunities can demonstrate your proactive approach and interest in a particular company. Politely request information about open positions, attach your resume, and express your enthusiasm for joining the organization. This email can catch the attention of hiring managers and potentially lead to job opportunities.
Email Template
Dear [Recipient's name],
I hope this email finds you well. My name is [Your name] and I am a [Your profession/Job title]. I have been following [Company name] for some time and am really impressed by [mention something specific you admire about the company].
I am currently exploring new opportunities and am very interested in any potential openings at [Company name]. My experience in [mention your field or role] and my skills in [mention specific skills] could be a great fit for your team.
Could you please let me know if there are any suitable openings, or if there is someone else in the company I should reach out to regarding this?
Thank you for your time and consideration. I look forward to the possibility of contributing to [Company name].
Best,
[Your name]
#6: Email to Ask for an Informational Interview
Informational interviews are a valuable way to gain insights into a particular industry or company. When reaching out to professionals for an informational interview, convey your genuine interest and desire to learn from their expertise.
Request a brief meeting, either in person or virtually, to discuss their career journey and seek advice. Informational interviews can help you expand your professional network and gain valuable insights into your desired field.
Email Template
Hi [Recipients' name],
[Add a personalized note, referring to something you have in common or some detail you know about them.]
I came across your LinkedIn profile and noticed you are a [Job title] at [Company]. / OR [Contact] suggested I reach out as you work at a company I'm interested in exploring. / OR I found your profile in the [College] alumni database and wanted to reach out.
I'm a [Job title] at [Company], and I'm currently exploring opportunities in [Field].
I'd love to ask you a few quick questions to learn more about your experience and hear your thoughts on [Company/Industry specifics].
If you're open to it, do you have 15 minutes to chat this or next week?
Alternatively, I can send my questions via email if it's easier.
Thanks a lot for your time,
[Your name]
#7: Email to Ask for a Referral
A well-crafted email can increase your chances of receiving a referral. Approach the individual politely and explain your career goals and the specific qualities you would like them to highlight in their recommendation or referral.
Recommendations and referrals can greatly impact your job search, so it's crucial to reach out with a thoughtful email. (For bonus points, add a personalized note to your email!)
Email Template
Hi [Recipient's name],
[Add a personalized note, referring to something you have in common or some detail you know about them.]
I'm looking for a new role and saw that [Company] is hiring a [Job title] in [Location]. Given my background in [Field], I believe I'd be an excellent fit for the role, where I could use my previous [Specific experience], [Skill 1 required for the role], and [Skill 2 required for the role].
Here's the link to the role [Link]. I also attached my resume and [Other relevant documents]. If possible, could you please refer me for the role?
Please let me know if you need further information.
Thank you — I sincerely appreciate it.
Best,
[Your name]
#8: Email to Negotiate Job Offer
If you just got a job offer, congratulations! Receiving a job offer is the ultimate job search goal. But if you're reading this, you might not be too ecstatic about the offer at the table. Don't worry, by negotiating an offer, you can still make it worthwhile.
When negotiating a job offer, clearly communicate your expectations and discuss the terms that are most important to you.
Craft an email that outlines your desired changes, provides supporting evidence for your requests, and expresses your continued interest in joining the company and accepting the position.
Email Template
Dear [Recipient's name],
Thank you so much for the offer!
I'm excited about the opportunity to join the team as a [Job Title] and contribute my skills and experience to the company.
However, after careful consideration, I would like to respectfully ask for a higher salary for the position. According to my research, the average salary for the role is [Average salary], with salaries ranging from [Lowest in the range] to [Highest in the range].
Could you consider moving the offer closer to [Proposed salary], which seems more appropriate for someone with my experience and proven skill set?
I understand that the initial offer may already have been set and approved, but I hope you will consider my request.
I would be happy to discuss my reasons for this request in more detail during a phone call or in-person meeting.
Thank you for your consideration. I look forward to joining the team and contributing to [Company]'s success.
Sincerely,
[Your Name]
Want to dive deeper into salary negotiations? Find out how to negotiate salary over email. (You'll get two more salary negotiation templates there.)
Not sure if you should accept the job offer or not? Check out these five job offer warning signs that signal you say no to the opportunity.
#9: Email to Accept a Job Offer
You've decided to accept a job offer? Woohooo, congratssss! Now, it's time to send one final job search email — a job offer acceptance email. It's the message you send to formally accept a job offer you've received. It's your chance to confirm the details of the employment offer, express your excitement about the role, and leave a positive impression before you even start.
Email Template
Dear [Recipient's name],
I'm writing to formally accept the offer for the [Job title] position at [Company name]. I am thrilled about the opportunity to contribute to your team and am eager to bring my [mention your skills or experiences] to the role.
I understand the terms of the offer, including the salary of [mention the salary], and I am comfortable with them.
I am looking forward to starting on [proposed start date] as discussed. In the meantime, if there are any further details to iron out or paperwork to complete, please let me know.
Thank you once again for this opportunity.
I can't wait to join [Company name]!
Best,
[Your name]
Key Takeaways
Job search emails are an essential tool for every job seeker. By crafting well-written and professional emails, you can make a positive impression on potential employers and increase your chances of landing a job interview. And pre-written templates are the best way to ensure your email communication is on point.
Here are a few tips to keep in mind when emailing employers:
Remember to personalize your emails, highlight your skills and qualifications, and always proofread before hitting send.
Personalize all your emails. Including the right recipient's name instead of generic "hi there" or "to whom it may concern" is the bare minimum.
Additionally, don't forget to follow up on your emails and maintain a professional tone throughout the entire process.
Don't forget to proofread your emails (and subject line!) a few times before hitting "send."
With these tips in mind, you'll be well on your way to impressing employers with every email you send out.
Matilda Patsou & Ana Colak-Fustin
Hi there! We're Matilda and Ana, founders of MoreThanCareers, expats, international corporate recruiters, and HR professionals with 18+ years of combined HR experience. Since 2018, our career-building techniques, tools, and resources have helped over 500 coaching clients and 8,000 individuals worldwide land new, more fulfilling, higher-paying, and career-changing jobs.
Now it's your turn. And MoreThanCareers is here to help!