How to write an email for a job application
A recruiter reads it on a phone, between forty others. A subject with the role and your name, five short lines, and one PDF named after you. Write yours below, then the follow-up if nobody replies.
The four things to get right
Subject: role and name
“Application for Accounts Executive: Sneha Kulkarni”. If the post gives a job code, put it in. Never leave the subject blank or write “Resume”.
Body: five short lines
Which role and where you saw it · degree and three skills from the post · one thing you did · résumé attached and your phone · your name. It should fit a phone screen.
Résumé: one PDF, your name on it
Save it as Firstname_Lastname_Resume.pdf. A Word file can open with the layout broken; “resume final (2).pdf” gets lost in a download folder.
From: an address with your name
firstname.lastname@gmail.com reads as a person. An address with a nickname or a birth year reads as a student account, and some get filtered.
Write yours
Subject
Application for [Role]: [Your name]
Dear Hiring Team, I'm applying for the [Role] role. I'm a [Your degree and year] graduate. My résumé is attached. I am available for an interview at your convenience. Regards, [Your name]
Save your résumé as
Your_Name_Resume.pdf
32 words. 5 blanks in [brackets] to fill.
Runs in your browser. Nothing you type here is sent anywhere.
Sample job application emails
Copy the shape, then put in your own role, skills and proof.
Accounts, from a Naukri posting
Subject
Application for Accounts Executive: Sneha Kulkarni
📎 Sneha_Kulkarni_Resume.pdf
Email
Dear Hiring Team, I'm applying for the Accounts Executive role at Mehta & Co., which I found on Naukri. I'm a B.Com (2025) graduate with Tally Prime, GST returns and Excel. During a three-month articleship I reconciled about 400 GST invoices a month for small-business clients. My résumé is attached. I can be reached at +91 98765 43210 and am available for an interview at your convenience. Regards, Sneha Kulkarni +91 98765 43210
Software, from a careers page
Subject
Application for Software Developer: Priya Raman
📎 Priya_Raman_Resume.pdf
Email
Dear Ms. Iyer, I'm applying for the Software Developer role at Medibill, which I found on your careers page. I'm a B.Tech in Computer Science (2025) graduate with Java, Spring Boot and SQL. In my final-year project I built a library app that our college library now uses to track 6,000 books. My résumé is attached. I am available for an interview at your convenience. Regards, Priya Raman
Through a referral
Subject
Application for Data Analyst: Arjun Mehta
📎 Arjun_Mehta_Resume.pdf
Email
Dear Mr. Shah, I'm applying for the Data Analyst role at Shopwise, which I found through Rahul Verma in your analytics team. I'm a B.Sc in Statistics (2025) graduate with SQL, Excel and Power BI. For a local retailer I built a Power BI sales dashboard that cut their weekly report from a day to an hour. My résumé is attached. I can be reached at +91 91234 56789 and am available for an interview at your convenience. Regards, Arjun Mehta +91 91234 56789
Internship, final-year student
Subject
Application for HR Intern: Fatima Shaikh
📎 Fatima_Shaikh_Resume.pdf
Email
Dear Hiring Team, I'm applying for the HR Intern role at Brightpath Staffing, which I found on Internshala. I'm in the final year of an MBA in HR, with recruitment, MS Excel and interview scheduling. As placement coordinator for my batch, I scheduled interviews for 120 students across 25 companies. My résumé is attached. I am available for an interview at your convenience. Regards, Fatima Shaikh
The follow-up and the thank-you
No reply after a week: follow up once, on the same thread. After an interview: thank them the same day.
Follow-up after no reply
Subject
Following up: Accounts Executive application, Sneha Kulkarni
📎 Sneha_Kulkarni_Resume.pdf
Email
Dear Hiring Team, I applied for the Accounts Executive role at Mehta & Co. on 3 November and wanted to check whether it is still open. I'm still keen on it, and I've attached my résumé again so you don't have to look for it. If the role has been filled, a one-line reply would help me a lot. Regards, Sneha Kulkarni
Thank-you after an interview
Subject
Thank you: Software Developer interview, Priya Raman
Email
Dear Ms. Iyer, Thank you for your time today. I enjoyed learning more about the Software Developer role at Medibill. I especially appreciated hearing how new joiners rotate between testing and development. I'm keen on the role and happy to share anything else that would help your decision. Regards, Priya Raman
Questions freshers ask
What should I write in the subject line of a job application email?
The role and your name: “Application for Data Analyst: Arjun Mehta”. Add the job code if the post has one (“Job ID 4521”). Keep it under about 60 characters so a phone shows all of it.
Should I send a blank email with only my résumé attached?
No. A blank email looks like spam, and some filters treat it that way. Five lines in the body take two minutes and are the first thing the recruiter reads.
Should I attach a cover letter too?
Not as a separate file. The email body is your cover letter. If the post asks for a cover letter, paste a short one into the body or write it with our cover letter builder and attach it as a second PDF.
When should I follow up if there is no reply?
After about a week, once. Reply on the same thread so they see your first email, and attach the résumé again. If there is still nothing after another week, move on; silence is usually the answer.
Should I send a thank-you email after an interview?
Yes, the same day, to the person who interviewed you if you have their address. Three lines: thanks, one thing from the conversation, and that you are still keen. It is rare enough among freshers to be noticed.
What time should I send it?
On a weekday morning, so it lands near the top of the inbox when the recruiter starts. Gmail and Outlook can both schedule a send if you write it at night.
Can I send the same email to many companies?
Change the role, the company and the three skills for each one, and send one email per company. A list of companies in the “To” line, or an email that names the wrong company, ends the application.
Job application email in Hindi: kya Hindi mein likh sakte hain?
Email English mein likhiye, jab tak job post Hindi mein na ho. Subject mein role aur naam, body mein paanch chhoti lines: kaun sa role, kahan dekha, degree aur teen skills, ek kaam jo aapne kiya, aur résumé attached. Builder upar wahi likh deta hai.
The email gets it opened. The résumé gets the call.
Before you attach it, score your résumé against the job post, free and with no account, and see which of its key words your résumé is missing.
The sample people and firms are made up.